1. Student Information System (SIS) Report “Moving Forward”
Presentation to the UTFAB
March 9, 2015
Bob Engmark, Director, Information Systems
Rusty Scott, Executive Associate Director ACNS
Chris Seng, Registrar
Good afternoon everyone,
Thank you for the invitation and opportunity to give an update.
I represent many staff in this report and these are talented folks that keep student systems operations running term after term.

2. UTFAB SIS Spring 2015 Presentation
Agenda
The SIS and System Usage
Long term partnership with UTFAB
History and details well covered in Fall mtg
Current and Future Projects
Course and Graduation Planner Demo
FY16 Funding Request
Questions
last fall we reviewed together our partnership and I won’t hit that again.
I want us to be able to focus on 3 items
-the coming changes
-the course planning tool
-the fy16 funding request
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UTFAB SIS Spring 2015 Presentation

3. Spring 2015 University Enrollment
Undergraduate
21,010
Graduate
3,884
PVM
537
Employee
465
Guest
104
Online Plus
3,451
Study Abroad
239
Others
603
Total
30,293
Also 1,172 banner users and 3,024 ariesweb and then ODS.
Important to highlight this affects all students
Grouped this way for reporting purposes
Also affects the work of 3090 who have some type of system access.
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UTFAB SIS Spring 2015 Presentation

4. UTFAB SIS Spring 2015 Presentation
RAMweb logins by year
Logins
RamWeb:
1/1/ /31/2013 – 4,092,856 Sessions (SQL Server, RamWeb Session table)
1/1/ /31/2013 – 3,530,314 Sessions (Google Analytics)
1/1/ /3/2014 – 3,414,132 Sessions (SQL Server, RamWeb Session table)
1/1/ /3/2014 – 2,766,611 Sessions (Google Analytics)
RamRecords:
1/1/ /31/2013 – 55,966 Sessions (Google Analytics)
1/1/ /31/2013 – Newly created RamRecords IDs
1/1/ /3/2014 – 53,194 Sessions (Google Analytics)
1/1/ /3/2014 – 9600 Newly created RamRecords IDs
Year
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UTFAB SIS Spring 2015 Presentation

5. Summary of Recent Activities
Hardware/Software Upgrades
Banner upgrades
Banner 8.7.x 150% Direct Loan reporting rule
BDMS Hardware/server and storage
INTO CSU integration with Banner
Gates Grant Completion
Ram Mobile – New mobile platform
U.achieve – DARS upgrade
U.direct – 8 semester planner
Beacon – Taking stock inventory
Education Advisory Board (EAB) - advisor portal
Academic “Alerts”, similar to registration waitlist
Bdms,
150% DL
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UTFAB SIS Spring 2015 Presentation

6. Summary of Recent Activities
RAMweb and ARIESweb
Security scans – acceptance and approval from bank.
Veterans Benefits – automated certification form and student alert
Verification of veteran form for tagging students
Academic Alerts in RAMweb and ARIESweb with IPAS team
Automation of Name, Date of Birth, Gender, SSN with secure file upload
Selective Service confirmation in Reg ready – compliance
Reviewed and tightened process around SSN usage
Planned Leave, Address/Phone, QAS updates
Prevent employees with CSU delivered cell phones from opting out of safety text message alerts
Part of the list of items Terri and our team completed.
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UTFAB SIS Spring 2015 Presentation

7. UTFAB SIS Spring 2015 Presentation
RAMmobile…
~4,500 active users
~22,600 unique users between 03/2014 – 03/2015
Top items:
CSU Maps
Schedule (daily view)
Academic Alerts Notifications  
Grade List
Events list
Course Overview
Active user – used system in last week.
Going to grow…
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UTFAB SIS Spring 2015 Presentation

8. UTFAB SIS Spring 2015 Presentation
Moving Forward!
Upgrades
Banner to XE
RAMweb
Architecture
User Interface
RamMobile
New Systems
U.Direct/Course and Graduation Planner
Catalog and Curriculum
Canvas
New Program
Semester at Sea – negotiations underway to be academic partner
General idea is these are primary items for 2015 for our team.
Classroom Schedule, optimization and CPI
Student Landing Page
SaS – could be coming
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UTFAB SIS Spring 2015 Presentation

9. 2015 Project List from Registrar which directly impacts Bob’s team and Rusty in ACNS.
SFS, Admissions, BFS, CASA, OIP, INTO others
Banner, courseleaf, certificates, Ram/ariesweb, SaS, Other

10. More projects in progress…
Banner XE
Next Major version of Student System
2-3 year implementation
Module by module implementation, not all at once
Catalog and Class Schedule are first modules Summer 2015
Faculty Grade Entry Fall 2015
Integration with Canvas – two way data exchange
Requires upgrades to workflow, BDMS and ODS systems
Registration and other modules to follow
Very large project affecting ODS, BBDMS, Workflow, self service,
Much testing
Much staging, coordination, and queueing among several departments (not just one person takes action)
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UTFAB SIS Spring 2015 Presentation

11. Projects and Enhancements on the list…
Online form/workflow for University withdrawal - underway
Certificates, UG and GR , transcript, printed – underway
New law, resident tuition rates for all veterans - done
Transition to external provider for diploma printing - done
Improve system codes for tracking veterans - done
Integrate cross discipline academic unit organizations (majors not tied to a specific department or college) – stalled
Electronic Major/Minor changes - stalled
RamMobile; registration and student finances – down the road late ‘15 or 2016
Not an exhaustive list, numerous others…
-certificates – we’ll see lots of growth in this area.
-rammobile changes are on the roadmap
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UTFAB SIS Spring 2015 Presentation

12. LMS Update – Transition to Canvas!
As part of the Unizin movement
Timeline:
Spring 2015 – 300 courses, pilot phase II
Fall 2015, Spring 2016 – Complete transtion
May 31, 2016 – RamCT unavailable
LMS is a key consumer of SIS data
Huge effort (for everyone)
A better world ahead
Better product for faculty and students
Open platform, integrates well with ‘others’
Fall 2015, wholesale creation of classes
Two way integration
Grades coming back to Banner not yet completed
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UTFAB SIS Spring 2015 Presentation

13. UTFAB SIS Spring 2015 Presentation
RAMweb
3-tier Architecture Changes
User Interface (UI) - the web pages
Business Logic (BL) - business rules and data validation
Data Access (DAL) - accessing data from multiple sources
Completion target, calendar 2015
Improves security and eases ongoing maintenance
Design (UI)
3 “concepts” for development to be voted on by students in ASCSU elections
Mobile friendly
Completion target early 2016
Time for an upgrade
Both the code base and UI
User Interface Layer (UI) is the layer that the Students/Faculty accesses directly, i.e. the web pages.
Business Logic Layer (BL) is the layer that contains the business rules and data validation, i.e. Planned Leave is not available to Graduate Students.
Data Access Layer (DAL) is where the connections and access to the data sources are stored. Our environment will require two DAL’s, one for SQL Server and one for Oracle. This will centralize common data access functionality making the application secure, easier to configure and maintain.
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UTFAB SIS Spring 2015 Presentation

14. UTFAB SIS Spring 2015 Presentation
Windows 8 style
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UTFAB SIS Spring 2015 Presentation

15. UTFAB SIS Spring 2015 Presentation
I phone type layout
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UTFAB SIS Spring 2015 Presentation

16. UTFAB SIS Spring 2015 Presentation
Column style
Data and icons will be relevant for you relationship with CsU, Applicant, admit, freshman, grad student, SaS, etc
These are not final styles that will be built, just trying to get your input for development direction from the elections.
Sam and lance and Jason all on board with being part of vote.
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UTFAB SIS Spring Presentation

17. u.direct: Course and Graduation Planner
Drag and Drop
In prod
Not all major maps (8 semester plans)are approved by facutly so not yet built
2015 is goal
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UTFAB SIS Spring 2015 Presentation

18. UTFAB SIS Spring 2015 Presentation
Staffing
UTFAB support for 5 professionals (50/50 split)
RAMweb/Developer (2) – E&A
Middleware/Applications Developer – ACNS
Web Applications Specialist – IS
DBA (Database Administrator) – IS
Each department has other staff supporting SIS too
Student Employee
$20K allocated, ~5K used
Former student, Elmahdi Omar, graduated last Fall
Now fulltime with Registrar working on RAMweb
Funded by University Administration
Hired another staff member with funding from the administration
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UTFAB SIS Spring 2015 Presentation

19. UTFAB SIS Spring 2015 Presentation
FY 16 Funding Request
FY15 Total Budget $1,535,321
(UTFAB + Univ match + I.S. support)
FY 15 UTFAB Support $ 657,176
Hardware/software maintenance inflation $ ,338
Salary, Fringe and Retention increase $ ,275
Total FY16 Request $ 689,789
Student Developer Option $ ,000
Any additional costs absorbed centrally
FY15 BDMS Server and Storage ~28,000 1/x from Central
University matches UTFAB support
hardware/software inflation – 12,184
Salary and fringe – 17,573
Retention - 10,000
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UTFAB SIS Spring 2015 Presentation

20. UTFAB SIS Spring 2015 Presentation
Projected SIS Budget
You asked for projections in for Fall 2013 meeting.
Here is that slide for reference.
* - Projected Budget
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UTFAB SIS Spring 2015 Presentation

21. UTFAB Funding Criteria
1. Benefit as many students as possible
All students at CSU are benefiting.
2. Ability to effectively utilize the fee
Your decision.
3. Not funded by CFT
Check.
4. Adherence to budget and accountability
5. Potential for direct student use
Absolutely.
6. Effort, thought & clarity in the plan
7. Quantitative usage data
Several examples
8. Financial co-sponsorship
Greater than 58% of total funded by the University.
9. Central/distributed balance
10. Cost/benefit ratio
No system, no class schedule, registration, grades, transcript, fin aid, etc…
More than 58% funded by University
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UTFAB SIS Spring 2015 Presentation

22. UTFAB SIS Spring 2015 Presentation
Summary
We appreciate your continued support of the project
The UTF and student support provided the original impetus for the project
The SIS is critical core infrastructure
The systems are performing exceptionally well and meeting all demands for service
Thank you for your support!
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UTFAB SIS Spring 2015 Presentation

23. UTFAB SIS Spring 2015 Presentation
Questions…
are most welcome.
Contact Information
Katie Risheill:
Terri Pecora:
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UTFAB SIS Spring 2015 Presentation