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Student Information System Request for FY 09

Student Information System Request for FY 09. Presentation to the UTFAB Monday, February 18, 2008 3:10-3:45 PM, Weber 202 Chris Seng, Enrollment & Access, Christopher.Seng@Colostate.edu , 1-2596 Don Hesser, Dir. Information Systems, Don.Hesser@Colostate.edu , 1-5491. Outline.

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Student Information System Request for FY 09

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  1. Student Information System Request for FY 09 Presentation to the UTFAB Monday, February 18, 2008 3:10-3:45 PM, Weber 202 Chris Seng, Enrollment & Access, Christopher.Seng@Colostate.edu, 1-2596 Don Hesser, Dir. Information Systems, Don.Hesser@Colostate.edu, 1-5491

  2. Outline • Overview – “Before” and “Now” • 3-year plan • Cost increases for FY 09 (next year) • Total request for FY 09 (next year) • Summary UTFAB - Feb. 18, 2008 2 SIS Project Request

  3. SIS Replacement – Before and Now SSN privacy RAMweb access Registration and class schedule Delivery of financial aid Degree audit report Final grades 3 SIS Project Request SIS Project Request

  4. SSN – Privacy and Protection • Before • SSN was student identification number • SSN printed on all reports of student data • All forms requested SSN • Over 1,500 staff with access to SSN • Now • CSUID replaced SSN • SSN access very restricted • Reports/forms don’t use SSN • File scans to check for SSNs 4 SIS Project Request SIS Project Request

  5. RAMweb and ARIES Access • Before • Not accessible from midnight to 7:00 am • More restricted access during high demand times at beginning and end of terms. • Repeated system failures at beginning of Fall and Spring terms • Now • Hardware refresh – Your support another success • All self service and registration demands met • Volume continues to grow - ~9,500 login’s/day • Weekend and evening access to system 5 SIS Project Request SIS Project Request

  6. Jan. 06 – Start of Semester Meltdown! UTFAB - Feb. 27, 2006 6 SIS Project Request SIS/Portal Request

  7. RAMweb Logins per Year UTFAB - Feb. 27, 2006 7 SIS Project Request SIS/Portal Request

  8. Registration and Class Schedule • Before • System failures during peak usage times. (Preview Orientation and beginning of terms) • Class schedule separate system from Registration • Data collection steps (e.g. Apply for COF) required at time of registration rather than ahead of registration • Search options limited in class schedule • Now • No outages during peak times, response time is improved • Class schedule and registration systems linked (find a class and select it to register) • Registration ready – Available weeks before Registration access time for each student. • Search options expanded 8 SIS Project Request SIS Project Request

  9. Delivery of Financial Aid • Before • 2-3 weeks for receipt of federal aid application information • Processing at CSU required several evenings • Overnight process to disburse funds • Another day for refund check to be processed • Now • Apply in am for federal aid: awards disbursed and and refund distributed in 2-3 days 9 SIS Project Request SIS Project Request

  10. Degree Audit (DARS) • Before • Paper only • Department staff only • Not current with latest registration or program changes • Now • Real time/anytime. • Available online for advisors AND students • Foundation for graduation contracts 10 SIS Project Request SIS Project Request

  11. Final Grades • Before • Bubble sheets • SSN • Faculty or dept staff • Manual data entry for damaged grade sheets • Now • Web based – Fall 07 first term • 145,000+ grades needed by 2pm on due date; only 354 not done - Outstanding • Tremendous success in Fall 07 11 SIS Project Request SIS Project Request

  12. SIS Request – Next Steps "Even if you are on the right track, you'll get run over if you just sit there." Will Rogers US humorist and showman (1879-1935) 12 SIS Project Request SIS Project Request

  13. Plans – Remainder of FY08, FY09-11 • Develop ASCSU election support in RAMweb w/ARIES • Explore Registration waitlist possibilities • Develop WebCT to ARIES final grade interface • Implement Banner 8.0 release and Oracle updates • Continue to address “gaps,” including for the graduate school • Implement workflows software to support document routing and automation of manual processes • Acquire and implement document management/imaging system • Parent version of RAMweb with delegated access levels • Complete Grad school electronic Program of Study (eGS6) in RAMweb and companion component in ARIESweb for staff • Continue to address functionality “gaps” UTFAB - Feb. 18, 2008 13 SIS Project Request SIS Project Request

  14. Plans continued Financial Aid Accepting awards improvements Reduce loans online Term based functionality Accounts Receivable Improve display of student bill and transaction Admissions online confirmation of enrollment plans “Admissions Ready” similar to “Registration Ready” Enrollment deposit Information verification Campus visit sign-up UTFAB - Feb. 18, 2008 14 SIS Project Request SIS Project Request

  15. UTFAB and SIS Project • The University has funded ~$6 million in one-time costs and over $1.5 million in annual recurring costs • UTFAB committed to the following in Fall 2003: • Recurring contractual costs • 5 years for the SIS upgrade (time is up this year) • 3 years for the portal (through Fall 06) • Decision items for UTFAB • SIS/portal funding: split 50/50 • Including staffing (see next slide) • Annual FY 09 budget request: $493,824 UTFAB - Feb. 18, 2008 15 SIS Project Request SIS Project Request

  16. Staffing for FY 09, Split 50/50 • 4 professionals • Portal Developer – E&A • Portal Java Developer – ACNS • Web Applications Specialist – IS • DBA (Database Administrator) – IS • Student Web Developer– E&A UTFAB - Feb. 18, 2008 16 SIS Project Request SIS Project Request

  17. Proposal for FY 09 • FY 08 (this year) $462,050 • Increases for FY 09 (next year) • Software licenses $17,090 • Salary/benefits $13,611 • Hardware maintenance $1,073 • Total (6.88%) $31,774 • Total FY 09 request $493,824 UTFAB - Feb. 18, 2008 17 SIS Project Request SIS Project Request

  18. Request for FY 09 – Next Year • $493,824 • 6.88% increase • 7% projected last year • Largest expense is software • Still a very sparse budget UTFAB - Feb. 18, 2008 18 SIS Project Request SIS Project Request

  19. UTFAB Funding Criteria UTFAB - Feb. 18, 2008 19 SIS Project Request SIS Project Request

  20. Summary • We request your continued support of the project • The UTF and student support provided the critical impetus for the project • The system is performing exceptionally well, and meeting all demands for service • We have put much more student data ‘in the hands’ of the University • Thank you for your support! UTFAB - Feb. 18, 2008 20 SIS Project Request SIS Project Request

  21. Questions… are most welcome. UTFAB - Feb. 18, 2008 21 SIS Project Request SIS Project Request

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