IRIS Project Update prepared for the University Senate December 11, 2006 Phyllis P. Nash Michelle Nordin

1. IRIS Project Updateprepared for theUniversity Senate December 11, 2006 Phyllis P. Nash Michelle Nordin

2. Agenda • Update • Parts of system that are live • New functionality to be implemented • Major areas of concern • Campus Management Update • Functionality that is live • New functionality to be implemented • Process and Policy changes • Access to Campus Management • Training for Campus Management users • Communication Effort

3. Many challenges – neither the system nor the implementation are flawless Breadth of changes is stressful for campus users Implementation not as good as we wish Many successes in a short time period Campus users have been remarkable in dealing with challenges Implementation not as bad as somemight believe Big Picture

4. What does “Live” mean • “Live” means that we are in production and using the functionality to do the administrative work of the University • “Live” does not mean • Perfect • Finished • Comfortable

5. Financials • Annual financial statements were created in the new system • University passed the audit with no significant issues • Working on automating grant billing • Continue to load grant data and address data quality and missing data issues

6. Materials Management • Inventory • Live in the Hospital • Bar- coding implementedSame technology will be utilized for campus development • Procurement Card Enhancements • Web-based display and edit features • Better controls • Search criteria and report display based on user preferences • Reviewing, editing, and posting of transaction are performed on one screen • Multiple transactions can be viewed at same time

7. HR/Payroll • Working on January 1 salary increases for • Faculty • College of Agriculture Federal Employees • Working with Payroll Office to determine a fix for Non -Resident Alien tax issue affecting 500 employees • Working on generating W-2, 1099-S, and 1042-S forms • Differences between end-of-year statements and W-2s for employees with more than one assignment • Employee Self Service - first functionality will be online pay statements

8. Major Challenge • Reporting

9. New Functionality • Budget Preparation – December • Training in January • Budget process starts in February • Campus Management – February • Plant Maintenance - April

10. Campus Management - Live Visitor Center Financial Aid • Awarded more than $95.5 million in fall term • Web services for students will be added December 15 Student Accounting • Account statements • Late fee • Dunning notices • Fee calculation will be added in February

11. Campus Management - Live Event Planning (building the course schedule) for Fall 2007 • November - Began delivery of end-user training • December/January - Open labs for end-user assistance

12. Campus Management February 26 • Recruitment • Admissions • Registration • Advising • Grading • Graduation • Transcripts

13. Campus Management - Changes • UK e-mail official communication method • Institute Student Statement of Obligation • Joint application for undergraduate admission, academic scholarships, and Honors Program • Automated processes • New web services for faculty • Online class rolls • Electronic grading • Lift advisor holds • Issue electronic course overrides

14. Campus Management Future University Senate meetings • February • Overview of Campus Management • Advisor role • March/April • Grading role

15. Campus Management Access to Campus Management requires*** • Active Directory account (Blackboard and Outlook users have Active Directory accounts.) • Signed (Electronically) Statement of Responsibility • Completed training appropriate to role ***Exceptions are APEX-only role and Bb-only role

16. Campus Management 3 courses available for faculty • Faculty Overview • In classroom - 2 Hours • Advisor class • In classroom -2 Hours • Grading class • Two options • In classroom – 1 hour • Web – Self-paced (approximately 1 hour)

17. Campus Management Faculty Overview (incorporates Grading) This course is designed for faculty who need to access more than the grading functionality. Course content will include: • Student searches • Student Master Data • Student File • Stops/Holds • Grade entry • Retrieval of grades from Blackboard grade book (May 2007) • Grade validity • Saving of grades before submission • E-mail notification after submission of grades • Grade change process (after submission) • Electronic class rolls Taught in the classroom – 2 hours

18. Campus Management Faculty/Staff Academic Advisors Course for faculty and staff who serve as academic advisors. The content will include: • Student search • Student academic record • View holds/stops • Placement and removal of advisor hold • Advising contact – Notes • Advising contact – Course recommendations • Student booking (registration) windows • View transfer work • Taught in classroom – 2 hours

19. Campus Management Grade Entry (not needed if Faculty Overview taken) The grade entry course will teach end-users about the grading process using the web. The content includes: • Look up of courses/sections for grading • Grade entry • Retrieval of grades from Blackboard grade book • Grade validity • Correction of errors, if applicable • Saving of grades before submission • E-mail notification after submission of grades • Grade change process (after submission) • Electronic class rolls • Designation of an additional grader Two options offered Classroom – 1 hour Via the Web – Self-paced – Approximately 1 hour

20. Campus Management Communication • Faculty and Academic and Student Affairs Support Staff • How? • University Senate • Campus Management Advisory Committee • Deans/Department Chairs • Individual/Group contacts • How often? • Monthly • What? • General Information • Benefits • Process changes • Access • Training • Support

21. Campus Management Communication • Students • Direct Mailings • Publications • Posted notices

22. Campus Management Questions?