1. Student Information System (SIS) Report
Presentation to the UTFAB
Tuesday March 8, 2011
Bob Engmark, Director, Information Systems
Rusty Scott, Associate Director ACNS
Chris Seng, Senior Associate Registrar

2. UTFAB SIS Spring 11 Presentation
Agenda
SIS Overview
Recent Activities
Projects Ahead
FY12 Funding Request
Questions
5/29/2019
UTFAB SIS Spring 11 Presentation

3. UTFAB SIS Spring 11 Presentation
Included in the SIS:
ARIES – The Student Information System
Catalog, Class Schedule, General Person, Admissions, Billing, Financial aid, Student term records, Academic History, Graduation, Faculty, Advisor, Self Service
Document Imaging
Workflow
Degree Audit Reporting System
Reporting system & database
International Student System
Campus Loan Management
ARIESweb – Faculty and Staff self-service
RAMweb and RamRecords – Student and former student self-service
5/29/2019
UTFAB SIS Spring 11 Presentation

4. Offices Supported by Student System
All Academic Departments
Admissions
Bus & Financial Services Accounts Receivable
CASA
Catalog and Curriculum
Division of Continuing Education
Graduate School
Institutional Research
Registrar’s Office
Student Financial Services
Summer Session Office
5/29/2019
UTFAB SIS Spring 11 Presentation

5. UTFAB SIS Spring 11 Presentation
Who Uses the SIS?
Students AY 2010/11– 67,331
Faculty, staff & advisors - 2,700
Alumni RamRecords Accounts – 54,384
Applications in 2010– 38,331
5/29/2019
UTFAB SIS Spring 11 Presentation

6. SIS Overview – System Usage
People in system – 719,204
Students Spring 2011 Census – 28,329
RAMweb logins, 2010 – 3,894,939
ARIESweb logins 09/ ,831
Grades input for Fall ~ 128,000
Sections Fall 2010 of classes – 7,101
Major changes processed 09/ ,074
Financial Aid disbursed 09/10- ~$235,000,000
Official Academic Transcripts produced 09/ ,010
Degree Audits run RAMweb/ARIESweb 09/10 – 189,662
Document pages imaged – 1,706,010
3/8/2011
UTFAB SIS Spring 11 Presentation

7. RAMweb logins by year
RAMweb increase result of electronic billing implementation, waitlist, more students, other new functionality…

9. Summary of Recent Activities
Implementation of online registration waitlist
to students when space is available and opt in for text message notification
RAMweb and ARIESweb self service
Details
notifications sent
# of Students receiving notifications
# of students registered from waitlist
# of seats filled
Fall 2010
16,298
7,201
6,049
10,604
Spring 2011
17,810
7,868
6,798
11,768
Quickly.
5/29/2019
UTFAB SIS Spring 11 Presentation

10. Summary of Activities – 2
RAMweb
ASCSU election support
Expanded curriculum display in transcript
Textbook information available during registration
COF updates
Concurrent Enrollment (High School Students)
Web service to display student weekly schedule in ARIESweb
Added credit hour and instructor information to My Weekly Schedule
Student Insurance updates for Registration Ready for Fall 2011
Maintenance of alerts, registration and COF changes
ARIESweb
“My Weekly Schedule” graphical display added
Viewing of imaged documents
Implemented access to student ID photos in ARIESweb for advisors and staff
Waitlist information for faculty and advisors
5/29/2019
UTFAB SIS Spring 11 Presentation

11. Summary of Activities – 3
System Upgrades
Banner and Oracle upgrades, patches, bug fixes
Financial Aid regulatory updates
College Opportunity Fund
Quality Address Software Server upgrade
RAMrecords (former students)
ID generation tool
Redesign of login process and self help format
Miscellaneous student services
RAVE alert data transfer rewrite
Lynda.com integration & reporting
Integration with new Ereserve system
Grade transfer in/out of RamCT
GradesFirst Advising data integration for Athletics
Enforced Prerequisites, In-Progress courses
5/29/2019
UTFAB SIS Spring 11 Presentation

12. UTFAB SIS Spring 11 Presentation
Projects Ahead
RAMweb
Enable self service for directory preferences
Electronic request for major, minor (field of study) changes
Collect Local Address info
SSO from RAMweb to ramsmail
Catch invalid text message phone numbers and notify student via alert
Catch invalid driver’s license numbers and notify student via alert (and possibly a hold?)
ARIESweb
Electronic grade changes for instructors
Last date of attendance for grades of “U” and “F”
Changes to protect DOB, Gender, Ethnicity, Race for employees
Replace old ethnicity with new federal reporting values
5/29/2019
UTFAB SIS Spring 11 Presentation

13. UTFAB SIS Spring 11 Presentation
Projects Ahead - 2
System upgrades (Ongoing effort!)
Reporting database
DARS application to u.achieve
Banner (Project Horizon)
SIS integration with RamCT replacement
Further expansion of document imaging and workflow in the Graduate School, International Office and other areas
Scanning and indexing of 5,300 graduate student files
Program of study workflow process likely later in the year
Collaboration with Admissions and International Office for graduate application process
5/29/2019
UTFAB SIS Spring 11 Presentation

14. UTFAB SIS Spring 11 Presentation
Projects Ahead - 3
Parent RAMweb
Provide students the ability to grant access to a parent/guardian
billing info
Grades report
Transcripts
Create better communication channels with parent/guardian
Other projects
Redesign main page to eliminate scrolling
Create ‘Graduation Ready’ checklist for undergrads
New Class Schedule interface
Electronic Transcripts
5/29/2019
UTFAB SIS Spring 11 Presentation

15. Transfer Equivalency System (T.E.S)
Needed now more than ever due to demand for transcript evaluation growth
16,600 transcripts evaluated annually, 47% increase in 2 years
Provides side by side course comparisons from other institutions to CSU courses
TES prompts CSU staff when to reevaluate changed courses from other institutions
TES database of 48 million college courses
Annual subscription service fee
Hosted by vendor, no software to install
Last 2 years 91,000 catalog rules built in DARS from course reviews
5/29/2019
UTFAB SIS Spring 11 Presentation

16. UTFAB SIS Spring 11 Presentation
FY 12 Funding Request
FY11 Total SIS Budget $1,326,780
(UTFAB + Univ match + I.S. support)
FY 11 UTFAB Support $ 506,166
maintenance Savings from server upgrade $ (12,123)
Software maintenance inflation $ 26,921
Add Transfer Equivalency System $ 14,993
Total FY12 Request $535,957
All additional costs absorbed centrally
University matches UTFAB support
Notes re budget
New agreement with oracle that could lead to lower maintenance costs
State level negotiations with SGHE in effort to reduce annual inflaction costs of 7%. Hopeful for next year
FY 11 total budget combines three components. Conservative as functional unit costs not represented.
5/29/2019
UTFAB SIS Spring 11 Presentation

17. Projected Expenses this Year (FY12)
Projected FY12 expenses
$535,957
Software – 58%
Hardware – 3%
Staffing – 38%
Other – 1%
5/29/2019
UTFAB SIS Spring 11 Presentation

18. UTFAB SIS Spring 11 Presentation
Staffing for FY10, Split 50/50
5 professionals
RAMweb/Developer (2) – E&A
Middleware/Applications Developer – ACNS
Web Applications Specialist – IS
DBA (Database Administrator) – IS
Student staff – E&A
Critical to preserve these staff, due to cuts in other areas
5/29/2019
UTFAB SIS Spring 11 Presentation

19. 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
3/8/2011
UTFAB SIS Spring 11 Request

20. UTFAB SIS Spring 11 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!
5/29/2019
UTFAB SIS Spring 11 Presentation

21. UTFAB SIS Spring 11 Presentation
Questions…
are most welcome.
5/29/2019
UTFAB SIS Spring 11 Presentation