1. Frederick Community College Electronic Transcripts Recipe for Success USM Oracle/PeopleSoft Regional conference Coppin State University June 2007

2. Frederick Community College Presenter Beth Miles Beth Miles Enterprise Application Analyst/Programmer Enterprise Application Analyst/Programmer PeopleSoft, Student Records since 2001 PeopleSoft, Student Records since 2001

3. Frederick Community College Celebrating 50th anniversary Celebrating 50th anniversary

4. Frederick Community College Overview How we changed our transcript process to better serve our students How we changed our transcript process to better serve our students Included all ingredients for success Included all ingredients for success

5. Frederick Community College FCC PeopleSoft History Financials Financials –Went live with version 7 in 1999 –Upgraded to version 7.5 in 2001 –Upgraded to version 8.8 in 2005 Student Records / HR Student Records / HR –Went live with version 7.6 in 2001 –Upgraded to version 8.0 in 2003 –Upgraded to version 8.9 in October 2006 –Currently on PeopleTools version 8.47

6. Frederick Community College Transcripts at FCC 1957 Grade records were typed on typewriter with carbon paper used for multiple copies 1957 Grade records were typed on typewriter with carbon paper used for multiple copies 1970s “Hard Cards” were photocopied for transcript 1970s “Hard Cards” were photocopied for transcript –Punch cards were typed & loaded to produce stickers –Computerized stickers were put onto “hard cards” 1975 Legacy system introduced 1975 Legacy system introduced –Ability to print transcripts 2001 PeopleSoft went live 2001 PeopleSoft went live –Customized transcript process to print official transcripts –2005/2006 sent out 8509 UGRD official transcripts –Also send CNED transcripts Jan 2007 went live with electronic transcripts Jan 2007 went live with electronic transcripts

7. Frederick Community College Facts about FCC UGRD students in Fall 2006 UGRD students in Fall 2006 –4825 students enrolled  38% full time  62% part time –63% transfer majors UGRD students in Spring 2007 UGRD students in Spring 2007 –4778 students enrolled  35% full time  65% part time –61% transfer majors Continuing Education for 2006 Continuing Education for 2006 –13707 students enrolled

8. Frederick Community College Our top 5 schools for transfer students Fall 2006 Fall 2006 –University of Maryland –Hood –Mount St Mary’s University –Towson University –Salisbury University

9. Frederick Community College 35 Colleges & Universities in Maryland are receivers 167 schools in country are receivers Allegany College of Maryland Allegany College of Maryland Anne Arundel Community College Anne Arundel Community College Baltimore City Community College Baltimore City Community College Bowie State University Bowie State University Carroll Community College Carroll Community College CC Baltimore County – Catonsville CC Baltimore County – Catonsville CC Baltimore County – Dundalk CC Baltimore County – Dundalk CC Baltimore County – Essex CC Baltimore County – Essex Cecil Community College Cecil Community College College of Southern Maryland College of Southern Maryland Coppin State University Coppin State University Frederick Community College Frederick Community College Frostburg State University Frostburg State University Hagerstown Community College Hagerstown Community College Harford Community College Harford Community College Howard Community College Howard Community College Johns Hopkins U - Professional Std Johns Hopkins U - Professional Std Montgomery College – Germantown Montgomery College – Germantown Montgomery College – Rockville Montgomery College – Rockville Montgomery College - Takoma Park Montgomery College - Takoma Park Prince Georges Community College Prince Georges Community College Salisbury University Salisbury University Towson University Towson University U of MD - Baltimore County U of MD - Baltimore County U of MD - Baltimore Cty Grad Sch U of MD - Baltimore Cty Grad Sch U of MD - College Park U of MD - College Park U of MD - College Park Grad School U of MD - College Park Grad School U of MD - Eastern Shore U of MD - Eastern Shore U of MD - Univ College Grad School U of MD - Univ College Grad School U of MD - University College U of MD - University College U of MD Baltimore – Nursing U of MD Baltimore – Nursing U of MD Baltimore - Records Office U of MD Baltimore - Records Office University of Baltimore University of Baltimore Washington College Washington College Wor-Wic Community College Wor-Wic Community College

10. Frederick Community College Goals of new process Reduce staff time to send transcript Reduce staff time to send transcript Wanted user friendly interface Wanted user friendly interface Wanted quick and easy batch interface Wanted quick and easy batch interface Wanted data to mirror our customized transcript Wanted data to mirror our customized transcript Reduce resource costs Reduce resource costs

11. Frederick Community College Advantages of ET Secure, data transferred via SSL or Secure FTP Secure, data transferred via SSL or Secure FTP Quick, enter the student’s request and the transcript is sent today Quick, enter the student’s request and the transcript is sent today Easy, just enter the student’s ID# and school Easy, just enter the student’s ID# and school Cheap, savings in resources Cheap, savings in resources –Each sheet of transcript paper costs almost $1.00 –Postage on each transcript –Toner costs

12. Frederick Community College Technical Specs Technical Specs

13. Frederick Community College 1 st page – Import Schools Download the participating schools into a text file, use the ET system – List senders Download the participating schools into a text file, use the ET system – List senders Import the file into PS Import the file into PS

14. Frederick Community College 1 st SQR – Import the schools This SQR will import the downloaded text file into the PS table PS_FCC_ET_SCHOOL This SQR will import the downloaded text file into the PS table PS_FCC_ET_SCHOOL

15. Frederick Community College 2 nd page – School Maintenance Can add new schools here or do maintenance on existing schools Can add new schools here or do maintenance on existing schools

16. Frederick Community College 3 rd page – Transcript entry Enter the receiving school code, attention to and student’s id#. Enter the receiving school code, attention to and student’s id#.

17. Frederick Community College 4 th page – Export Transcripts Exports the selected students transcripts into a text file Exports the selected students transcripts into a text file Use the ET system – Upload Transcripts to send Use the ET system – Upload Transcripts to send

18. Frederick Community College 2 nd SQR – Create export file This SQR will export the transcript data from PS_FCC_ET_STUDENTS into a text file This SQR will export the transcript data from PS_FCC_ET_STUDENTS into a text file

19. Frederick Community College Audit Report The SQR produces a PDF report The SQR produces a PDF report –Shows the students & transcript destination

20. Frederick Community College Text file The SQR produces the text file The SQR produces the text file

21. Frederick Community College Header Record “00” General demographics for student General demographics for student –Name \ Address –CUM GPA –Total taken progress & earned & grade points –Program & Hegis code

22. Frederick Community College Term Record “01” Each term the student is enrolled in classes Each term the student is enrolled in classes

23. Frederick Community College Course record “02” Each class the student was enrolled in Each class the student was enrolled in

24. Frederick Community College Degree record “03” All degrees the student earned All degrees the student earned

25. Frederick Community College Cumulative Summary “12” Totals for student, credits & GPA Totals for student, credits & GPA

26. Frederick Community College Transfer Credit “13” Transfer credit for student Transfer credit for student

27. Frederick Community College Sent to record “07” The school code and department where the transcript is being sent The school code and department where the transcript is being sent

28. Frederick Community College Totals “99” Total number of records for this student Total number of records for this student

29. Frederick Community College PS Custom records Participating Schools Record Participating Schools Record Student Record Student Record

30. Frederick Community College PS Custom records cont’ Run Control Record Run Control Record

31. Frederick Community College PS Custom Fields FCC_ET_ATTN_TO FCC_ET_ATTN_TO –2 char - translate FCC_ET_CODE_TYPE FCC_ET_CODE_TYPE –2 char - translate FCC_ET_INST_TYPE FCC_ET_INST_TYPE –8 char

32. Frederick Community College Challenges Two terms begin in same month; Jan term and spring term begin in January Two terms begin in same month; Jan term and spring term begin in January ARTSYS cleanup ARTSYS cleanup –Grading legend –Missing courses –GEN ED’s Hegis Codes – not current on “inactive” majors Hegis Codes – not current on “inactive” majors

33. Frederick Community College Success Staff loves it Staff loves it Saves time to process each transcript request Saves time to process each transcript request Saves transcript paper & postage Saves transcript paper & postage Easy to use Easy to use

34. Frederick Community College Questions ? Questions ?

35. Frederick Community College Contact Beth Miles Beth Miles Email address: bmiles@frederick.edu Email address: bmiles@frederick.edubmiles@frederick.edu SQRs available upon request SQRs available upon request