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Agenda

Agenda. Pennant Project Update Graduate Admissions CollegeNet Project Graduate Funding Project. Student Data User Group August 7, 2014.  Pennant Project Updates. Quick review of Bill’s presentation (from our Spring meeting)

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Agenda

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  1. Agenda • Pennant Project Update • Graduate Admissions CollegeNet Project • Graduate Funding Project Student Data User Group August 7, 2014

  2.  Pennant Project Updates • Quick review of Bill’s presentation (from our Spring meeting) • The full presentation to the Student Data User Group from that meeting is available at: http://origin.www.upenn.edu/computing/da/dw/student/SDUG_Past_Mtgs.html • Introduction to how Penn’s academic programs will reside in Banner’s Field of Study Student Data User Group August 7, 2014

  3.  Project Updates - Timeline • The project is divided into distinct releases, reflecting the major functional areas to be implemented • Release 1 is Pennant Accounts, which will replace the current BRS system. • Scheduled implementation is Fall, 2015 • Subsequent releases will be Pennant Records (Student Records and Registration), and Pennant Aid (Student Financial Aid), replacing SRS and SAM respectively • Scheduled implementation is TBD – but at least several years out Student Data User Group August 7, 2014

  4.  Review – Academic Data in Release 1 • Pennant’s data model, as required by the Banner software, mandates a 4 term structure Student Data User Group August 7, 2014

  5.  Review – Academic Data in Release 1 • Banner’s software additionally requires that Penn’s Division be represented by a 2 character College code Student Data User Group August 7, 2014

  6.  Field of Study types • Major • Minor • Concentration • Special Program • Coordinated Multiple Degree Student Data User Group August 7, 2014

  7.  Preview of Release 2 – Academic Programs and Field of Study In any given term, a student can be in multiple programs (each distinct college/degree in a term is a CURRICULUM record). For example, a dual degree student would have 2 curriculum records in a term, but we are no longer limited to 2 per term. Each curriculum record can have multiple FIELDS OF STUDY. Each Field of Study has a Type. There can be multiples of the same Type. For example, a double major would have 2 of type Major, but we are no longer limited to 3 majors per program per term. Caveat: this is not a representation of any screen or form – the image above is merely to demonstrate the relationship between curricula and fields of study.

  8. Graduate Admissions Project • CollegeNet (CN) selected in March as the “graduate” admissions application provider. • CN Implementation affects programs using Apply Yourself • Most AY clients expired 6/30/14, few extended through Dec 2014. • CN “go-live” for applications submitted Fall 2014; students with entry term 2015A and later. • Some programs accepting applications via AY through Fall ’14. • For some time, data will come from both sources. Student Data User Group August 7, 2014

  9. CollegeNet Implementation • Switching to CN in Fall 2014: • Biomedical Graduate Studies, Perelman School of Medicine • Graduate School of Education • School of Arts & Sciences, Graduate Division • School of Arts & Sciences, Professional and Liberal Education • School of Design • School of Engineering and Applied Science • School of Nursing • School of Social Policy & Practice • Wharton MBA • Wharton Executive MBA • Wharton PhD Student Data User Group August 7, 2014

  10. CollegeNet Implementation • Organizations not affected: • Annenberg • Dental • Law • Med MD program, Masters programs • Vet • Undergraduate Admissions (using CommonApp) Student Data User Group August 7, 2014

  11. CollegeNet Implementation CollegeNet components planned/ in-progress • Applications Form • Two separate application forms (Wharton, “Everyone else”) with shared data structures • Wharton form went live Monday August 4 • “Penn Shared” form anticipated to go live Sept 2 • Admit Review Module (~Oct 2014) • Prospect CRM Module (~Dec 2014) • Inquiry Form (TBD) Student Data User Group August 7, 2014

  12. CollegeNet Implementation What’s Different? • Integrated Letter of Recommendation (LOR) service; recommenders can see all recommendation requests using a given email account • Review module “Admit” for faculty and program coordinators; supports online review and paperless process • Nice iPad review interface • Pennkey authenticated • CRM/Prospect component integrated with application and review modules • Communications (email) • Events Student Data User Group August 7, 2014

  13. CollegeNet Implementation Futures / Possibilities • Other Penn Programs have inquired • Annenberg School • Perelman School: Masters programs • Law School: non-JD programs • Additional application forms, more school/division-specific • Additional inquiry forms • Use of included video interviewing tools • Vendor enhancements • Interview Scheduling • Social media integration Student Data User Group August 7, 2014

  14. CollegeNet Implementation Data Warehouse changes • New CN Reporting data collection • Designed for CN data structures • Includes data previously available only in School Staging tables. • No plans for loading CN Prospect, Inquiry data to warehouse • CN applications will be in CN Reporting data collection only. • Historical Application data converted, added to CN collection. • AY, non-AY applications. Reporting and School-Staging tables. • Existing Reporting and School staging tables will be retired. Student Data User Group August 7, 2014

  15. Graduate Funding in SAM • Funding for graduate students flows from the department to the student via Financial Aid: • Department identifies the student, the amount and source(s) of funding • Department enters student funding as one or more award(s) in the financial aid (SAM) system (one award per funding source) • Financial Aid system applies disbursement restrictions based on codes entered by the Department and then disburses credit to the student’s account in the student billing system (BRS) • BRS passes accounting transactions to the GL to debit the source(s) of funding • In the current environment, the same award identifiers (Aid-ID’s) in the financial aid system and subcodes in the BRS system can be re-used with many different GL account numbers.

  16. Graduate Funding in SAM • Over the last five years, departments have used ~ 10,000 unique GL account combinations for funding graduate students. With new grants every year, the number of combinations continues to increase. • Because Aid-ID’s and subcodes can be re-used, this has been accommodated as: 10,000 GL accounts  260 SAM Aid-ID’s  4 BRS subcodes • This capability is not available in Banner. Banner requires a 1:1 relationship between GL accounts, SAM Aid-ID’s and BRS subcodes, i.e., 10,000 GL accounts  10,000 SAM Aid-ID’s  10,000 BRS subcodes • Accommodating this kind of volume is neither sustainable nor manageable within either the SAM system or Banner.

  17. Graduate Funding Project Student Data User Group August 7, 2014

  18. Exemptions • Banner payment process which interacts with the Student Account • Provides restrictions over which type of charges may be paid and automatically posts payments and payment reversals as charges are posted and whenever charges are changed • Payment can be limited to the amount of specific charges or to a specific limit assigned to the student or some combination of the two • Exemptions will be set up to roll from term to term • Students are assigned to exemptions; students can be set up to roll with the exemption from term to term, or not, as required

  19. Detail Codes • Detail Codes are the equivalent of the BRS Subcode, except… • A detail code is only 4 characters, alpha-numeric • GL accounts associated with the detail code will be 26-digit account numbers (no more legacy account numbers!) • Each Exemption must be associated with a payment Detail Code – the GL account associated with the Detail Code is charged when the payment is applied to the student’s account • All of our existing subcodes will be mapped to Detail Codes • We plan to map all of the subcodes in the warehouse to detail codes

  20. Clearing Accounts • To avoid having to manage thousands of detail codes for graduate student funding • We will use “clearing” accounts • Unique Exemptions would be created for each school and a clearing account would be assigned to each exemption • The clearing account will use fund 000007 • Clearing accounts will use new object codes, intended to track service or non-service funding by the type of student. • The clearing account would be charged when payments from the Exemption are applied to the student’s account • Automatic journals will refund the clearing account, using the 10,000 different accounts which schools will assign through the new system

  21. Graduate Funding Project • The team has talked to school financial administrators, SRFS, Budget & Comptroller personnel. • Received approval to proceed with the design and development of the system, modelled on an existing SAS system. • Uses student data from warehouse, account data from Ben, billing data from Banner. • Will replace the use of RA*, RF*, TA*, ZZ* codes in SAM • User advisory group has been formed to consult on system features • Data from system will be loaded to warehouse for reporting • Anticipated go-live date is July 2015

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