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Sam Stigall, MA Bob Lorick, MSMR Terri Day, PhD

The Tsunami Effect: Cleaning Up After the Implementation of a New Integrated Student Information System. Sam Stigall, MA Bob Lorick, MSMR Terri Day, PhD. Presentation Overview:. Integrated system background Roadblocks & solutions Tips. Integrated System Background:. Timeline to rollout:

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Sam Stigall, MA Bob Lorick, MSMR Terri Day, PhD

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  1. The Tsunami Effect: Cleaning Up After the Implementation of a New Integrated Student Information System Sam Stigall, MA Bob Lorick, MSMR Terri Day, PhD

  2. Presentation Overview: • Integrated system background • Roadblocks & solutions • Tips

  3. Integrated System Background: • Timeline to rollout: • Rolled out in Summer because of smallest enrollment numbers • Hardest term to calculate because of all the terms: Maymester, 11week and first and second 5 weeks • Sequence of rollout: • Admissions • Financial Aid

  4. Business Practices: • Roadblock: • Departments did not understand what data was collected • Example: Tracking of MA to DOC students not noted in prior system, as students were treated as readmits • Solution: • Academic plans • New process as of Fall 2008

  5. Variable Cleaning: • Roadblock: • Value and variable definition consensus • Solution: • No arbitrary changes can be made without following proper protocol

  6. Student IDs: • Roadblock: • Different IDs for different reporting agencies: • State requires SSN • Institution uses 10 digit ID • Former system assigned a variety of different numbers to international students (created problems with Human Resources) • Internal changes for students without IDs • CBM00N Solution: • Campus-wide agreement on how to use IDs • Ensure new system is integrated with Human Resources

  7. CIP/Academic Plans: • Roadblock: • Mismatches between academic plans and academic classifications that was caused by the creation of new plans: • Example: Materials Science Engineering (MSE) in old system for all levelsNow: MSE_DR, MSE_MENT, MENGR, MSE_METS, MSE_MNR, MSE_MSTH, MSE_SP • Solution: • Simplify academic plans and eliminate redundancy

  8. Majors and Minors: • Roadblock: • Academic plan and classification mismatched due to problems with: • Effective dating • Term activation • Reporting minors as majors • Solution: • Monitor major sequence and language changes • Increase advisor training

  9. Ethnicity and Citizenship: • Roadblock: • New system definitions don’t match UT Arlington’s needs: • New system reports ethnicity and citizenship separately, making it difficult to determine the “international” students • Determining student residency then becomes difficult Solution: • Formed a committee to evaluate the aforementioned issues

  10. Admit Types: • Roadblock: • Graduate school and transfer designation • Undergraduates and EAP • Solution: • Met with respective departments to explain why the logic needed to be simplified

  11. Historical Data: • Roadblock: • Necessity of converting historical records/archives to new system • Fact book: Problems with developing fact book reports • Need to convert expanded variables into old variables for trend analysis and for CB Reporting • Solution: • Hired more reporting individuals • Moved files that may be needed for historical reference to our server

  12. Tips: • Choose the fall semester for system rollout: If your logic is correct, population size doesn’t matter • Pay close attention to what variables are available in the data system • Don’t program around exceptions • You won’t know what data will look like until it’s too late • Running parallel systems • Utilize the system’s audit capabilities • Be cognisant of the marketability of your staff will the new integrated system training • Anticipate Fact book delays

  13. Contact Information: • UT Arlington website: http://www.uta.edu/irp/ • Sam Stigall: • 817-272-3132 • sam@uta.edu • Bob Lorick: • 817-272-5308 • lorick@uta.edu • Terri Day: • 817-272-5130 • terri@uta.edu

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