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How Can We Be More Effective and Efficient in Campus Solutions. Session #27735 March 1 st , 2010. Presenters. Nicole Parkman , Project Manager The College of New Jersey Jill Palla , Account Manager CedarCrestone Inc. Overview.
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How Can We Be More Effective and Efficient in Campus Solutions Session #27735 March 1st, 2010
Presenters • Nicole Parkman, Project Manager The College of New Jersey • Jill Palla, Account Manager CedarCrestone Inc.
Overview TCNJ leveraged their Campus Solutions implementation to standardize and improve business processes, where possible. In doing so, they each made significant strides toward optimizing the value of their technology investment and established structures to guide their continued success. Effectiveness and Efficiencies are still evaluated daily as this is an ongoing process.
Agenda • Overview of TCNJ Implementation • Evaluated Opportunities to improve BP • Cross Functional Items • Evaluate Opportunities to identify bottlenecks • Use Query, Process Monitor, & Testing • Questions and Comments
The College of New Jersey • State College in Ewing, NJ • Primarily undergraduate liberal arts • Students - 5,600 FT, 330 PT, 850 graduate • Faculty - 325 full-time, 350 adjunct • Staff - 675 full-time, 125 part-time • Student Employees/GA’s - 1,300 • Project Scope • Campus Solutions: Campus Community, Recruitment and Admissions, Student Records, Financial Aid, Student Financials, Academic Advising, Student and Faculty Self-Service
TCNJ Goals • Go live on time and within budget • Greater Data Integrity • Team Organization: Implementation and Post-Production • Improve Business Processes • Standardize Processes • Address Cross-Functional Issues 6
Staffing: Organization of Teams • Implementation Model • 1 – Create Backups • 2 – Knowledge Transfer • 3 – Get the Best People on your Team • Post Production Model • 1 – Create Backups • 2 – Knowledge Transfer • 3 – Ongoing Support
Post Implementation Very easy to get comfortable on the “lazy boy” after Go Live. Think about Training the “managers” who are back in the office so they can (and know) they are to carry on the baton. Don’t assume that people know what their roles are POST implementation Make sure there is a clear hand off that this is no longer a PROJECT but are standard day to day operations.
TCNJ Business Process Improvements • Use Mapping Tools: Picture Card Design PCDM • Get all interested parties in the room • Map current business process • Look for ways to improve business process • Figure out how BP fits into PeopleSoft • Keep track of BP Improvements 9
Cross Functional Items • Assign an owner to coordinate • Identify Cross Functional Tasks • Welcome Week • Parent Access • Course Cancellation • Auxiliary Services: ID Cards, Housing, Parking, HCM, Financials, etc. 10
Strategy: Evaluate Campus Community • Audit Shared Tables for Standards: • 3C’s • Service Indicators • Monitor for Missing Addresses, Emails, etc. • Ethnicity • Citizenship • Self-Service Issues 12
Strategy: Evaluate Campus Community • Auxiliary Services • Identify Additional Potential End-Users 13
Strategy: Evaluate Admissions • Queries/SQRs: • Applicants • Admission Decisions • Matriculates • Letters sent • Test Scores Loaded • Setup to Monitor Enrollment Targets • AD Funnel Report 14
Strategy: AD Funnel Student Admissions > Reports > Admissions Ad Funnel 15
Strategy: Student Records • Analyze errors generated by students trying to register for courses • Successful Enrollment Counts • Evaluate Enrollment Overrides • Degree Checkout Progress • Grade Roster Progress 17
Strategy: Enrollment Errors Query: • ENRL_REQ_DETAIL • ENRL_REQ_HEADER • ENRL_MSG_LOG • Field: ENRL_REQ_DETL_STAT = E 18
Strategy: Successful Enrollment • Query: Total of All Classes with Successful Enrl • ENRL_REQ_DETAIL • STRM • ENRL_REQ_DETL_STAT = S • ENRL_REQ_HEADER • ENRL_REQ_SOURCE = ME, QE, SE, etc.
Strategy: Enrollment Overrides • Sort by Class ID/Course ID • Track back if Prereqs are being overridden a lot • Track if Permissions are being overridden a lot • Stay in touch with Academic Departments to determine if prereqs/permissions are correct 25
Strategy: Overrides • Query the number of overrides on enrollment request details for a term • PS_ENRL_REQ_DETAIL record 26
Strategy: Graduation Clearance Query PS_ACAD_PROG record • PROG_ACTION = DATA • ACTION_REASON= GRAD • DEGR_CHECKOUT_STATUS • ACTION_DT or EFFDT • Idea: Use ‘Between’ feature in Query to select a date range – for instance determine when graduation applications are first accepted and end date. 29
Strategy: Degree Checkout PS_ACAD_PROG. DEGR_CHECKOUT_STATUS values: 30
Strategy: Grade Rosters • Query: GRADE_RSTR_TYPE • GRADING_STATUS = POST • GR_APPROVAL_STATUS = • APPR (Approved) • NRVW (Not Reviewed) • RDY (Ready) 32
Strategy: Evaluate Advising • SAA_ADB% can be queried to calculate the number of AA Reports processed • New Plans added but advising rules not written: check new majors, minors, etc. • Students in Self-Service are unable to see AA Report because not initially run • Transfer Credit – number of days from the time transcript received to articulate coursework 34
Strategy: Evaluate Financial Aid • ISIR Loads • Verification/Corrections • Awarding • Pell Reconciliation • DL Reconciliation 37
Strategy: Evaluate Financial Aid ISIR Load: Financial Aid File Management Review CPS/NSLDS Transactions 38
Strategy: Evaluate Financial Aid Verification: Financial Aid File Management ISIR Corrections View 2009-2010 Outbound Files 39
Strategy: Evaluate Financial Aid Awards: Financial Aid Awards Mass Packaging View Mass Packaging Summary 40
Strategy: FA Reconciliation • Direct Loan Reconciliation (many) • FA Loans DL Reconciliation Disbursement Status Report (big) • FA Loans DL School Account Summary Reconciliation Report • FFELP (many) • FA Loans CommonLine Reconciliation CL4 EFT • FA Loans CommonLine Reconciliation Loans on Hold Report • Pell Reconciliation (many) • FA Pell Payment Origination Reports Origination Status • FA Pell Payment Origination Reports Records with No Origination (look for non-cancelled awards) • FA Pell Payment Disbursement Reports Disbursement by Status 41
Strategy: Student Financials • How many invoices/bills were generated • How many refunds • How many students were tuition calculated 42
Strategy: Student Financials • Student Financials Tuition and Fees • Tuition Calculation • Review Fees After Calculation • Review Calculation Messages • Review Fees Prior to Posting • Calculate Batch Tuition • Fees After Calculation Report • Fees Prior to Posting Report • Tuition Calc Error Report 43
Strategy: Student Financials Student Financials Charges and Payments Group Processing Create Group Data Entries Review Transactions Review Suspended Transactions Review Posting Info Posting Reports 44
Strategy: Student Financials Student Financials Bill Customers • Review Printed Invoice • Student Bills • Pending To Bill Items • Review Invoice • Student Invoice Summary 45
Strategy: Student Financials Student Financials Refunds • Review Student by ID • Review Student by Date • Reports • Refunds by Date • Completed Refunds by Date • Open Refunds • Individual Refunds • Process Batch Refunds • Review Batch Refunds 46
Strategies: Evaluate Queries • Who is writing queries • Who is running queries • Who needs help with queries 47
Strategies: Process Monitor • Identify list of key jobs and find out what jobs are being run and how often • Understand how jobs are used on your campus – not used the same everywhere • Adm Application, Test Scores, ISIR Loads, Billing, Collections, Transcripts, etc.
Testing • Request Signoff • Who has problems after patches and fixes • Know who isn’t testing and who gets lucky 50