1. Agenda Pennant Project Update Graduate Admissions CollegeNet Project
Graduate Funding Project
Student Data User Group August 7, 2014

2.  Pennant Project Updates
Quick review of Bill’s presentation (from our Spring meeting)
The full presentation to the Student Data User Group from that meeting is available at:
Introduction to how Penn’s academic programs will reside in Banner’s Field of Study
Student Data User Group August 7, 2014

3.  Project Updates - Timeline
The project is divided into distinct releases, reflecting the major functional areas to be implemented
Release 1 is Pennant Accounts, which will replace the current BRS system.
Scheduled implementation is Fall, 2015
Subsequent releases will be Pennant Records (Student Records and Registration), and Pennant Aid (Student Financial Aid), replacing SRS and SAM respectively
Scheduled implementation is TBD – but at least several years out
Student Data User Group August 7, 2014

4.  Review – Academic Data in Release 1
Pennant’s data model, as required by the Banner software, mandates a 4 term structure
SRS Term
Pennant Term
Description
2014A
201410
Spring, 2014
2014B
201422
Summer I, 2014
201424
Summer II, 2014
2014C
201430
Fall, 2014
Student Data User Group August 7, 2014

5.  Review – Academic Data in Release 1
Banner’s software additionally requires that Penn’s Division be represented by a 2 character College code
SRS Division
Pennant College
Description
CGS AL
College of Liberal & Professional Studies
COL AB
College of Arts & Sciences
GAS AP
Graduate Arts & Sciences
SPC AE
English Program for Foreign Students
Student Data User Group August 7, 2014

6.  Field of Study types Major Minor Concentration Special Program
Coordinated Multiple Degree
Student Data User Group August 7, 2014

7.  Preview of Release 2 – Academic Programs and Field of Study
In any given term, a student can be in multiple programs (each distinct college/degree in a term is a CURRICULUM record). For example, a dual degree student would have 2 curriculum records in a term, but we are no longer limited to 2 per term.
Each curriculum record can have multiple FIELDS OF STUDY. Each Field of Study has a Type. There can be multiples of the same Type. For example, a double major would have 2 of type Major, but we are no longer limited to 3 majors per program per term.
Curriculum
Field of Study
Term
Program Order
College code
Degree code
Field of
Study
Type
Field of Study Value
Description
201530 10 AB BA
Major
ECON
Economics
HIST
History
Concentration
DPH
Diplomatic History
Special Program
BPH
Study Abroad Univ of Phillipi
Coordinated Multiple Degree I
International Studies
Etc. 20 WB BS
MKTG
Marketing
Minor
SPAN
Spanish
Caveat: this is not a representation of any screen or form – the image above is merely to demonstrate the relationship between curricula and fields of study.

8. Graduate Admissions Project
CollegeNet (CN) selected in March as the “graduate” admissions application provider.
CN Implementation affects programs using Apply Yourself
Most AY clients expired 6/30/14, few extended through Dec 2014.
CN “go-live” for applications submitted Fall 2014; students with entry term 2015A and later.
Some programs accepting applications via AY through Fall ’14.
For some time, data will come from both sources.
Student Data User Group August 7, 2014

9. CollegeNet Implementation
Switching to CN in Fall 2014:
Biomedical Graduate Studies, Perelman School of Medicine
Graduate School of Education
School of Arts & Sciences, Graduate Division
School of Arts & Sciences, Professional and Liberal Education
School of Design
School of Engineering and Applied Science
School of Nursing
School of Social Policy & Practice
Wharton MBA
Wharton Executive MBA
Wharton PhD
Student Data User Group August 7, 2014

10. CollegeNet Implementation
Organizations not affected:
Annenberg
Dental
Law
Med MD program, Masters programs
Vet
Undergraduate Admissions (using CommonApp)
Student Data User Group August 7, 2014

11. CollegeNet Implementation
CollegeNet components planned/ in-progress
Applications Form
Two separate application forms (Wharton, “Everyone else”) with shared data structures
Wharton form went live Monday August 4
“Penn Shared” form anticipated to go live Sept 2
Admit Review Module (~Oct 2014)
Prospect CRM Module (~Dec 2014)
Inquiry Form ( TBD)
Student Data User Group August 7, 2014

12. CollegeNet Implementation
What’s Different?
Integrated Letter of Recommendation (LOR) service; recommenders can see all recommendation requests using a given account
Review module “Admit” for faculty and program coordinators; supports online review and paperless process
Nice iPad review interface
Pennkey authenticated
CRM/Prospect component integrated with application and review modules
Communications ( )
Events
Student Data User Group August 7, 2014

13. CollegeNet Implementation
Futures / Possibilities
Other Penn Programs have inquired
Annenberg School
Perelman School: Masters programs
Law School: non-JD programs
Additional application forms, more school/division-specific
Additional inquiry forms
Use of included video interviewing tools
Vendor enhancements
Interview Scheduling
Social media integration
Student Data User Group August 7, 2014

14. CollegeNet Implementation
Data Warehouse changes
New CN Reporting data collection
Designed for CN data structures
Includes data previously available only in School Staging tables.
No plans for loading CN Prospect, Inquiry data to warehouse
CN applications will be in CN Reporting data collection only.
Historical Application data converted, added to CN collection.
AY, non-AY applications. Reporting and School-Staging tables.
Existing Reporting and School staging tables will be retired.
Student Data User Group August 7, 2014

15. Graduate Funding in SAM
Funding for graduate students flows from the department to the student via Financial Aid:
Department identifies the student, the amount and source(s) of funding
Department enters student funding as one or more award(s) in the financial aid (SAM) system (one award per funding source)
Financial Aid system applies disbursement restrictions based on codes entered by the Department and then disburses credit to the student’s account in the student billing system (BRS)
BRS passes accounting transactions to the GL to debit the source(s) of funding
In the current environment, the same award identifiers (Aid-ID’s) in the financial aid system and subcodes in the BRS system can be re-used with many different GL account numbers.

16. Graduate Funding in SAM
Over the last five years, departments have used ~ 10,000 unique GL account combinations for funding graduate students. With new grants every year, the number of combinations continues to increase.
Because Aid-ID’s and subcodes can be re-used, this has been accommodated as:
10,000 GL accounts  260 SAM Aid-ID’s  4 BRS subcodes
This capability is not available in Banner. Banner requires a 1:1 relationship between GL accounts, SAM Aid-ID’s and BRS subcodes, i.e.,
10,000 GL accounts  10,000 SAM Aid-ID’s  10,000 BRS subcodes
Accommodating this kind of volume is neither sustainable nor manageable within either the SAM system or Banner.

17. Graduate Funding Project
Student Data User Group August 7, 2014

18. Exemptions
Banner payment process which interacts with the Student Account
Provides restrictions over which type of charges may be paid and automatically posts payments and payment reversals as charges are posted and whenever charges are changed
Payment can be limited to the amount of specific charges or to a specific limit assigned to the student or some combination of the two
Exemptions will be set up to roll from term to term
Students are assigned to exemptions; students can be set up to roll with the exemption from term to term, or not, as required

19. Detail Codes
Detail Codes are the equivalent of the BRS Subcode, except…
A detail code is only 4 characters, alpha-numeric
GL accounts associated with the detail code will be 26-digit account numbers (no more legacy account numbers!)
Each Exemption must be associated with a payment Detail Code – the GL account associated with the Detail Code is charged when the payment is applied to the student’s account
All of our existing subcodes will be mapped to Detail Codes
We plan to map all of the subcodes in the warehouse to detail codes

20. Clearing Accounts
To avoid having to manage thousands of detail codes for graduate student funding
We will use “clearing” accounts
Unique Exemptions would be created for each school and a clearing account would be assigned to each exemption
The clearing account will use fund
Clearing accounts will use new object codes, intended to track service or non-service funding by the type of student.
The clearing account would be charged when payments from the Exemption are applied to the student’s account
Automatic journals will refund the clearing account, using the 10,000 different accounts which schools will assign through the new system

21. Graduate Funding Project
The team has talked to school financial administrators, SRFS, Budget & Comptroller personnel.
Received approval to proceed with the design and development of the system, modelled on an existing SAS system.
Uses student data from warehouse, account data from Ben, billing data from Banner.
Will replace the use of RA*, RF*, TA*, ZZ* codes in SAM
User advisory group has been formed to consult on system features
Data from system will be loaded to warehouse for reporting
Anticipated go-live date is July 2015