1. Student Information System (SIS) Report
Presentation to the UTFAB
November 3, 2014
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 Fall 14 Presentation
Agenda
SIS Overview/Scope
What work has been done
What is in the works
Funding update
Questions
While the agenda is simple, there is much to cover. I will hit things at a very high level. Please understand many of these items are major initiatives and require months of planning, coordination and implementation time.
Here is what we’ll do:
Review what we do,
Review what we will do
Answer your questions.
This is a big part of your budget and rusty, bob and I need to make sure you have the information you need.
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UTFAB SIS Fall 14 Presentation

3. UTFAB SIS Fall 14 Presentation
SIS Background:
Collaboration with UTFAB began in 2004
ACNS, Information Systems, Enrollment & Access
Goal to update student system infrastructure
Project includes hardware, software and staff
Unique partnership involving many systems
ARIES – The Student Information System, Document Imaging, Workflow, Degree Audit Reporting, Course Roadmaps, Others…
Web Portal Layers
ARIESweb – Faculty and Staff self-service
RAMweb and RamRecords – Student and former student self-service
FAMweb – Parents or trusted individuals
Mobile
We, utfab and csu, colab began in Some of us were here then.
Your funding supports hardware, software and staffing, systems and databases
Very large infrastructure, not like a building you see everyday but a foundational part of any higher education institution.
Let’s look back to part of the presentation from 2003/4 at what drove this partnership:
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UTFAB SIS Fall 14 Presentation

4. Background Aged student system, ISIS, requires replacement
15 years old - not a modern, “real-time” system
Very intensive of staff time; limits progress in other areas
Runs on a mainframe together with FRS and several other applications
The SIS needs dedicated hardware
RAMweb (quasi-portal)
Complex interactions with eID and ISIS
System “constraints” exceeded Aug. 03, Jan. 04, …
See handout “RamWeb Overview, Spring 2004”
Additional enhancements very difficult due to ISIS and staffing limitations
We were out of gas on the University legacy SIS with no vendor support.
There we system failures at critical processing times each term, start of term, first day and week of classes, around grading times.
It was time to invest in new systems.
UTFAB - 02/23/2004
SIS/Portal Proposal

5. Benefits of a New SIS SSN not used as Student PID
Closer to 24 x 7 access to RAMweb services
New web registration system
Degree Audit (GUIDE) on the web
Improved/integrated advising support for faculty and students
Fewer places to maintain personal data
Example - addresses integrated into one system
More web service options
Here are just a few bullets of where we knew we’d find huge benefits with a new system.
Read a few….
And the SIS impact is far reaching, as this next slide will show.
UTFAB - 02/23/2004
SIS/Portal Proposal

6. UTFAB SIS Fall 14 Presentation
SIS Users
Departments across campus
Academic Departments
Accounts Receivable
Admissions
Advising (CASA)
Graduate School
Online Plus (Continuing Education)
Registrar’s Office
Student Financial Services
People
Students
Faculty, advisors, staff
Recruits
Alumni
Parents
You should know that the SIS supports all on campus in one way or another.
Many use SIS without knowledge…example is emergency alert text message. Info stored in SIS
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UTFAB SIS Fall 14 Presentation

7. UTFAB SIS Fall 14 Presentation
SIS Usage
Transcripts received, evaluated for credit AY13/14: 14,798
Transcripts sent AY13/14: 31,293
Test scores processed, AP, IB, etc… AY13/14: 10,764
Grades processed AY13/14: 286,615
Grade changes processed AY 13/14: 8,488
Name and SSN changes AY13/14: 628
Registrar front counter engagements AY13/14: 16,326
Documents imaged AY 13/14: 40,903
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UTFAB SIS Fall 14 Presentation

8. UTFAB SIS Fall 14 Presentation
RAMweb logins by year
Logins
Ariesweb - 318,129
1/1/ /3/2014
RamWeb Top 10 visited sites
My Weekly Schedule
Class Schedule Quick Search
Unofficial Transcript
Grades
Holds
My Waitlist Classes
Drop/Withdrawl Information
eBilling Agreement
Official Transcript
Change My Text Messaging Options
Year
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UTFAB SIS Fall 14 Presentation

9. Summary of Recent Activities
Hardware/Software Upgrades
Banner upgrade to 8.3 and 8.5 (ongoing)
ODS, Workflow, BDMS testing with upgrades
And Banner x
150% direct loan rule, massive October effort
Financial Aid regulatory updates (ongoing+)
Degree audit system (DARS)
Hardware/server maintenance
RamCT
There are always software upgrades to apply to the various components of the system. Arg meeting since 2003 on Banner.
I can give you a brief story about how battles in Washington DC affect students with student loans and the work of staff here on the student system:
In 2012 congressional leaders looking for savings in the budget began sparing over direct loan interest rates
In the end, as a compromise, rates did not change that year but a new way to find savings was identified.
All borrowers after July would be subject to a new 150% direct loan rule.
This rule would mean that loans would only be available for up to 150% of the length of a program of study.
So for instance if a bachelors degree can be earned in 4 years, students could only get loans for 6 years, whether they were done or not. (other items to track as well for repeating courses twice and if one can graduate they must)
The dept of ED published these regulations, which result in all institutions receiving title iv (federal aid) to now report for every student the program you are in and how long eachprogram takes.
ED has contractors and vendors. Schools have vendors and work with the Ed agencies.
To bring this to a close, we were to have reported to the Dept of ED NSLDS, by July 1 all students, their program and the length of that program. Not just new borrowers as I said but all students.
Recall I said there are several layers in the middle with vendors involved and reporting agencies.
The feds were so far behind in publishing regulations for this change that they delayed the reporting to Oct 1, but with data applicable for July 1.
Our office had one person spend the entire month of Oct testing 5 software releases from the vendor, communication with the vendor, NSC, and aid folks.
IN the end our data is submitted, we had 1422 manual corrections to make
Another software release is coming that will fix most of the 1422 when our next report is due in November.
All this for an interest rate battle the resulted in chaos for institutions, the national student clearinghouse and the NSLDS.
Why is this worth mentioning
A. you don’t see the overhead here, nor does admin, but the costs on some of these items is significant and affects service to students
B. Projects with timelines and targets are impacted, inspite of good planning.
c. DC legislation impacts you . This is why we stress student success and staying on track to graduation.
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UTFAB SIS Fall 14 Presentation

10. Summary of Recent Activities
New systems and Gates Grant
Gate Grant “IPAS” components
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
Academic Classroom Scheduling system (EMS) running
Acquisition of Catalog and Curriculum Mgmt system
What you will see:
8 semester planning tool
Better infor in advisor hands
Incremental ramweb changes
A few more targeted text messages with academic and financial alerts
Distribution Method: Text, Ramweb, Ariesweb, , and Rammobile
Phase I
Current: Top of Waitlist (Registrar)
Incomplete will be changing to an F if not resolved- (Registrar)
0.0 GPA Fall Semester-freshman (CASA)
Academic Probation 1/ Probation 2/Dismissed (CASA)
Early Grade Feedback-U rating-(CASA)
Dismissal Granted/Denied (CASA)
Phase II
Failed Pre-Req (Registrar)
Math/Comp Completion –notification that a hold is coming if they don’t register for math and/or comp (Registrar)
Financial Aid Verification (Student Financial Services)
Student Account Past Due (Student Financial Services)
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UTFAB SIS Fall 14 Presentation

11. Summary of Recent Activities
RAMweb and ARIESweb
Transition aweb and Rweb, EAB, NSC to shibboleth sso
UG planned leave adjustments
Adjust Registration Ready for text messaging options, diploma names changes, health insurance
Annual RAMweb code compliance for banking audit
FAMweb
Mobile compatible
Web site design changes to match Parent and Families format
Added functionality to capture address information
In last three months 25,207 users have accessed FAMweb  
FAMweb
Modified the web site design to match the Parent and Families format
Removed the intermediate page so users go directly to their student page
Added functionality to capture address information
Between August and now (3 months) 25,207 users have accessed FAMweb. 
FAMweb mobile compatible recently
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UTFAB SIS Fall 14 Presentation

12. Summary of Recent Activities
292 completed tasks Team Dynamics “tasks”
Dozens of ad hoc reports for Administration and dept’s
Credit recovery course, identification and notification to students that drop a course that 2nd 8 wk courses are available
Summer 14 tuition and fee changes (on campus students charged resident instruction rates regardless of course delivery method)
Provide cell phone access to select departments for academic and financial communications
Establish ¾ time student rules in Banner
Reverse transfer project with CDHE and community college system, year one complete
Many more…
Report example
--scholarship for ¾ or FT employee studying in any of three areas
-- report for athletics of New athletes that took writing placement exam
Alaska and CVMBS
Reverse Transfer in the state
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UTFAB SIS Fall 14 Presentation

13. UTFAB SIS Fall 14 Presentation
One more item…
Class Wishlist Builder
Available now in RAMweb
Spring 2015 lists: 3,331 with 19,854 CRN’s, 3,368 distinct CRN’s
Wishlist Size
Students with that size 1
108 2
114 3
138 4
314 5
564 6
780 7
642 8
404 9
153 10 66 11 26 12 13 14 15 16 17 18 19
This replaces ..what I would do in the dark ages when I would have to use a touch tone phone to register. I’d make a plan on a piece of notebook paper, with five columns just like this, then I’d call to actually register, and usually I’d be all kinds of upset that the class had filled up. Just like that, but electronic
There is no updating to banner, no prereq checking, no notification that a section is full and no out to a student when a seat is available.  This simply lets them plan our their courses in a weekly calendar format. 
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UTFAB SIS Fall 14 Presentation

14. UTFAB SIS Fall 2014 Presentation
RAMmobile…
19,984 unique devices installed the app in last 12 months
Top items:
Schedule (daily view)  42,166
CSU Maps 41,978
Schedule (full schedule)  39,718
Notifications Detail 36,880
Grades list 30,136
Campus Events 16,250
The Notification Details include waitlist and holds notifications. 
The current version of RAMmobile now is 3.0.
Boopsie users were at about 6900,
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UTFAB SIS Fall 2014 Presentation

15. UTFAB SIS Fall 2014 Presentation
RAMmobile roadmap
Version 3.7 later CY14
Registration and waitlist functionality coming! No target yet for these items
Vendor has Student Finances target in 2015
View account balance
Pay bill
View financial aid
The web team is working on implementing version 3.7 which includes full compatibility with iOS8 (with implementation and testing, I expect this version to be published during December). 
We got the Registration functionality as well, the plan is to start implementing the Registration functionality within the next 2 months, and another 2 months for testing. If everything goes well with testing the Registration functionality, we (that includes the ES and the Mobile committee) can decide when do you want this published.   
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UTFAB SIS Fall 2014 Presentation

16. UTFAB SIS Fall 2014 Presentation
Projects Underway…
New systems and system upgrades
Classroom Scheduling System Modules
Utilization
Campus Planning Interface
Complete Gates components
Course Planner/degree roadmap tool
Catalog and Curriculum System
Slate (Admissions recruiting) Phase III
Canvas…following slide
Banner XE…after next slide
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UTFAB SIS Fall 2014 Presentation

17. LMS Update For years, RamCT (Blackboard platform)
Requires tight SIS integrations
Core: Courses, people, enrollments
Last upgrade the winter break
Third party: Echo360, McGraw-Hill, NBC Learn
As part of Unizin initiative, migrate to Canvas by June 2016
Huge transition/training effort for faculty, instructors, support staff
Recreate existing integrations (and more)
Hanging chads
Anti-plagiarism functionality
Iclickers (discovery effort)

18. More projects in progress…
Banner XE
Next Major version of Student System
2-3 year implementation
Module by module implementation, not all at once
Faculty grade entry, Catalog and Schedule are first modules
Integration with Canvas – two way data exchange
Requires upgrades to workflow, BDMS and ODS systems
Migration to new server platform
DBEU/database changes required for XE
Results in 4 environments, Upgrade, Development, Test and Production, new server environments
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UTFAB SIS Fall 2014 Presentation

19. UTFAB SIS Fall 2014 Presentation
Projects Underway…
RAMweb and ARIESweb
Alerts component: academic and financial alerts
Electronic Major/Minor changes - TBD
Upgrade Applications to .NET Framework 4.5
Online form and workflow for University withdrawal
Course Repeat / Delete process online
Implement online form for VA education benefit app
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UTFAB SIS Fall 2014 Presentation

20. UTFAB SIS Fall 14 Presentation
More projects…
System enhancements and changes
Certificates, UG and GR , transcript, printed certificate
New law, resident tuition rates for all veterans
Transition to external provider for diploma printing
Improve system codes for tracking veterans
Integrate cross discipline academic unit organizations (majors not tied to a specific department or college)
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UTFAB SIS Fall 14 Presentation

21. Student Employee Update
$20K allocated, ~5K used
Current student employee is great, Elmahdi Omar
Offered fulltime position, transition in Nov
PhD, computer Science, Fall 2014
Work examples
Name, SSN, and DOB
Rebuilt change of address and phone number process
Veterans GI worksheet they can complete each term
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UTFAB SIS Fall 14 Presentation

22. UTFAB SIS Fall 2014 Presentation
FY 15 Funding
FY15 Total Budget $1,535,321
(UTFAB + Univ match + I.S. support)
FY15 UTFAB Support $ 657,176
Student Developer $20,000
Any additional costs absorbed centrally
University matches UTFAB support
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UTFAB SIS Fall Presentation

23. UTFAB SIS Fall 14 Presentation
Projected SIS Budget
* - Projected Budget
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UTFAB SIS Fall 14 Presentation

24. 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
60% of total funded by the University.
9. Central/distributed balance
10. Cost/benefit ratio
Fall 2011 Census – 30,450 students benefit.
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UTFAB SIS Fall 14 Presentation

25. UTFAB SIS Fall 14 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 Fall 14 Presentation

26. UTFAB SIS Fall 14 Presentation
Questions…
are most welcome.
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UTFAB SIS Fall 14 Presentation