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Secure Degree Conferral - Making Awarding Rewarding. Session ID #51 July 3, 2012. Your Presenter. Sara Brennan Associate Director, Student Records Manage Student Records processing team including: Degree Conferral, Transcripts, Enrollment Changes, other records changes

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Presentation Transcript
your presenter
Your Presenter
  • Sara Brennan
    • Associate Director, Student Records
    • Manage Student Records processing team including: Degree Conferral, Transcripts, Enrollment Changes, other records changes
    • Oversee special projects, coordinate new functionality and system upgrades
overview
Overview
  • This session will detail how DePaul University used PeopleSoft to move from a manual graduation process to a seamless and secure degree conferral workflow.
depaul university
DePaul University

DePaul is the largest Catholic university in the nation, with ten colleges and schools, and six Chicago-area campusesFor the 2011-2012 academic year, the university enrolled 25,398 students who reflect a broad range of ethnic, religious, geographic and economic backgrounds. The student body includes 16,384 undergraduate students, 7,983 graduate students and 1,031 law students.

depaul s oracle peoplesoft applications
DePaul’s Oracle/PeopleSoft Applications
  • PeopleSoft HCM/Campus Solutions v9.0, PT 8.52, Oracle 11g (originally implemented in 2000 on v7.6)
  • PeopleSoft Financials/SCM v9.1, PT 8.51, Oracle 11g (originally implemented in 2000 on v7.51)
  • PeopleSoft CRM v9.1, PT 8.51, Oracle 11g (originally implemented in 2003 on v8.8)
depaul university s manual graduation process
DePaul University’s Manual graduation process

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manual processing
Manual Processing
  • SR and College Offices run report independently each term
  • College Offices audit line by line in spreadsheet and print outs
  • College Offices email spreadsheet with notes to SR
  • SR performed final audit from lists
  • SR posted degrees and ran report
  • SR emailed report to College Offices for verification
  • College Offices sent hard copy of list back with signatures
  • SR imaged all documents
weaknesses of manual p rocessing
Weaknesses of Manual Processing
  • Lack of Security in Email and Interoffice Mail
  • Difficult to Accommodate One-Off Requests
  • Risk of Human/Data Entry Error
  • No Way to Track Audit Process in Student Information System
  • Spreadsheets Difficult to Read
  • Lack of Transparency in Process
  • No Consistency in Documentation from College to College

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depaul university s secure degree conferral
DePaul University’s Secure Degree Conferral

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student records requirements and college office requests
Student Records Requirements and College Office Requests
  • Security
  • Ability to Accommodate One-Off Requests
  • Additional Information in Search Results
  • Ability to Process One Student at a Time
  • Ability to Enter Notes
  • Color Coding for Easy Reference
  • Easy One Sheet Processing
  • Ability to Search/Process by College
  • Ability to Run Report for Awarded Degrees
  • Confirmation Emails

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college office feedback
College Office Feedback

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questions
Questions?

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contact
Contact
  • Sara Brennan

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making awarding rewarding
Making Awarding Rewarding

Session ID #51Denny SavageAssociate University RegistrarThe University of Alabama

agenda
Agenda
  • UA Introduction
  • Previous process overview
  • Benefits of proposed solution
  • Initial application process
  • Award process
  • Challenges/Successes
the university of alabama
The University of Alabama
  • Founded 1831
  • Alabama’s first public college
  • Fall 2011: 31,747 students
    • UG: 26,234
    • GR: 4,913
    • Professional: 600
  • 34% of students come from states other than Alabama
previous process
Previous Process
  • Paper applications
  • 2011
    • UG = 5258
    • GR = 1986
    • LW = 269
    • Total = 7513
previous process1
Previous Process
  • Undergraduate vs. Graduate vs. Law
  • Communication with students
  • Manual data entry
  • Proofing
  • Final sign-off
proposed solution
Proposed Solution
  • Online application
  • Initial application approval workflow
  • Final award workflow
web application setup
Web Application Setup
  • Term availability
  • Student eligibility
  • Student information
  • Web text localization
award workflow2
Award Workflow
  • Batch kickoff
  • Honors calculation
  • Working concurrently
challenges
Challenges
  • Testing, testing, testing
  • Undergraduate Engineering
  • Verbiage on forms/emails
  • Maintaining departmental approvers
  • Stalled applications/workflow tasks
  • Baseline application curriculum selection
  • Denied & cannot reapply
successes
Successes
  • 4 weeks extra application time
  • 2 weeks less award time
  • Easier on students/colleges/OUR
  • Manual entry error elimination
  • 100% attendance response
  • Training materials
questions1
Questions?

Denny Savage

[email protected]

205-348-0261

registrar.ua.edu

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