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SAP Campus Management. Michael Fan. SAP Netweaver Technology Platform (fully integrated; common tools). Campus Management as an Integrated Part of ERP. Human Resources. Financial Accounting. Facilities Management. Campus Management. Training And Event Management. CRM. Real Estate.

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campus management as an integrated part of erp

SAP Netweaver Technology Platform (fully integrated; common tools)

Campus Management as an Integrated Part of ERP

Human

Resources

Financial

Accounting

Facilities

Management

Campus

Management

Training

And Event

Management

CRM

Real

Estate

Sales and

Distribution

campus management and the student life cycle

Recruitment

Alumni

Relations

Academic

Structure

Admission

Graduation

Degree

Auditing

Financial Aid

Equivalency

Determination

Progression

Student

Accounting

Registration

Grading

Housing

Campus Management and the Student Life-Cycle
sap enterprise portal
SAP Enterprise Portal
  • Delivered with the software
  • Integrated “out-of-the-box” with SAP applications
  • Open for integration with other applications and portals
  • Allows students, parents, and faculty to access “self-service” functions
seemingly irrelevant pop quiz
Seemingly irrelevant “pop quiz”
  • What do these items have in common?
    • Delorean
    • Steam locomotive
    • Phone booth
academic structure
Academic Structure
  • Defines the “C’s and D’s” of your institution
    • Colleges
    • Departments
    • Campuses
    • Degree Programs
    • Degrees
    • Degree Requirements
    • Courses
    • Calendars
  • Allows for different business rules and business processes in a single institution (with “Trickle Down”)
  • “Date Effective” structure allows you to plan for the future and preserve change history
academic calendar
Academic Calendar
  • Defines key dates and date ranges
    • Start and end of classes
    • Class registration windows and priorities
    • Add/drop periods
    • Payment due date schedules
  • Different calendars can be assigned to different elements of the academic structure
recruitment
Recruitment
  • Recruitment can be handled internally or externally
  • Multiple status settings available to track the progress of a recruit
  • Active recruitment campaigns can be managed in mySAP CRM
  • mySAP CRM includes Territory Management capabilities for recruiters
  • Recruitment data can also be transferred from a separate system
admissions
Admissions
  • Applicants can submit applications to one or more programs
  • Applicants can prioritize their applications
  • Admission fees can be automatically generated and tracked
  • Web-based applications are supported, with automated workflow
the student file
The Student File
  • Contains all important data on students and their university careers
    • Address/Contact Data
    • Demographic Data
    • External Educational History (Transcripts, Test Scores, etc.)
    • Student Accounting Data
    • Admission Applications
    • Program Registration Information
    • Academic and Financial Holds
    • Academic Performance
    • Course Registration History
    • Correspondence History
    • Majors/minors/concentrations
    • Financial Aid data
    • SEVIS data
    • NCAA data
campus management and the student life cycle13

Recruitment

Academic

Structure

Admission

Equivalency

Determination

Campus Management and the Student Life-Cycle
equivalency determination
Equivalency Determination
  • Incorporates external transcripts and test scores
  • External credit/grades are transferred to internal credit/grades
  • Define transfer agreements with specific external institutions
  • Course correlation can be
    • One-to-one
    • One-to-many
    • Many-to-one
    • Many-to-many
  • Credits and grades can be transferred using various conversions
  • Credits can be transferred without grades
  • Can issue general purpose credit (i.e. no specific course)
curriculum management
Curriculum Management
  • Defines the course catalog offered by the university, along with relationships to degree programs
  • Defines attributes of each course offered
    • Course Description
    • Capacity
    • Subject (e.g. CIP code)
    • Academic Level
    • Offering Pattern (e.g. every Fall, every 2nd Spring)
    • Credits
    • Grading Scale
    • Cross-listing with other courses
    • Pre-requisites / Co-requisites (unlimited number)
    • Special Fees
    • Repeatability
course scheduling
Course Scheduling
  • Defines the components of a course
    • Lectures
    • Recitations
    • Labs
    • Etc.
  • Defines the course sections
    • Class times and durations (Do not have to be regular)
    • Special sections (e.g. Graduate students only, Honors students)
    • Section Capacities

Handles resource allocation

    • Instructors
    • Rooms
    • Special Equipment

Class schedules can be rolled forward to future sessions

Advanced scheduling can be done via third-party applications

enrollment management through scheduling

Enrollment Management Through Scheduling

Challenging Higher Educations’ Non-Conception of Scheduling as a Mission-Critical Operation

defining questions
Defining Questions
  • Are you out of space?
    • How do you know?
    • Is space shortage caused by “external” factors?
  • Could Admissions drive Enrollment Growth if your Space could Accommodate it?
  • How do you Measure Student Demand for Courses?
slide19

Crisis in Higher Education

  • “Baby Boom Echo”
    • They are coming – more than 40 million of them!
    • Peak in 2009 – largest graduating class ever (3.2 million students)
    • Continue through 2018
  • Academic Space inventory has actually Declined
  • Crippling decline in funding
capacity management
Capacity Management

The Bottleneck Concept…Which Campus Can Grow?

what is demand analysis
What is Demand Analysis?
  • Detailed information about each active student (Student – Specific)
  • Aggregation of the Demand Analysis for each of these students (Comprehensive)
demand analysis
DemandAnalysis
  • Historical Analysis and Trends in Enrollments (best approach for starting students and elective courses)
  • Program Analysis (references program progress, from degree audit, by student to project what students need)
  • Student Survey (on-line survey of student needs, wants and availability)
program analysis
Program Analysis

Freshman

Sophomore

Junior

Senior

slide28

Paying Faculty 100%

(Expenses > Revenue)

Paying 100% subsidy on student tuitions

Paying 100%

for space that is 50% full

How many sections of this class are being offered?

Does this class conflict with other classes that I need?

Paying 100% for HVAC

Is there another

building that is

already in use?

Is there a

smaller classroom

available?

slide29
Tom Shaver

tshaver@astraschedule.com

888-343-1092

Questions?

campus management and the student life cycle30

Recruitment

Academic

Structure

Admission

Degree

Auditing

Financial Aid

Equivalency

Determination

Progression

Registration

Grading

Housing

Campus Management and the Student Life-Cycle
registration
Registration
  • Students register for specific courses and/or course sections
  • Registration priority windows can be established
    • Contiguous
    • With gaps
    • Overlapping
  • Course registration incorporates business rules
    • Financial and Academic holds are checked
    • Time-conflicts are checked
    • Capacity rules are checked
    • Other rules can be attached to specific courses or sections
  • Conditional registration is supported
    • Pre-requisite not yet complete, but in progress
    • Financial or academic hold to be released
  • Web-based course shopping/registration is supported
grading
Grading
  • Define different grading scales (e.g. A-F, P/F, 1-5)
  • Define grading scale conversions (e.g. A = 4.0)
  • Multiple Performance Indices can be defined
    • Overall GPA
    • In-Major GPA
    • Sessional/Term GPA
  • Multiple grading templates can be defined with exam grades, mid-term grades, participation grades, etc.
  • Grades can be manually over-ridden in the Student File (by authorized users only)
degree audit
Degree Audit
  • Degree Audit functionality is fully integrated; not a bolt-on
  • Requirement Catalogs define what is required to fulfill each degree program
  • Each year and/or academic session may have a new catalog
  • Quantitative (e.g. total CRH) and qualitative requirements (e.g. writing test passed) are supported
  • Students and faculty can perform audits via the Web
  • Degree Audit process will automatically suggest courses to fill as-yet-unmet requirements
  • Audit requirements can be over-ridden by authorized users
  • “Stage-based” Audit is also supported
progression
Progression
  • Determine academic progress (Freshman, Sophomore, etc.)
  • Determine Academic Standing (Good Standing, Probation, etc.)
  • Determine Financial Aid Standing (Eligible, Non-eligible, etc.)
  • Determine Academic Honors (e.g. Dean’s List)
  • Results are term-relevant and stored in the Student File
campus management and the student life cycle35

Recruitment

Academic

Structure

Admission

Degree

Auditing

Financial Aid

Equivalency

Determination

Progression

Student

Accounting

Registration

Grading

Housing

Campus Management and the Student Life-Cycle
student fee calculation
Student Fee Calculation
  • Determines the charges that are posted to a student’s account
  • Flexible pricing procedures and rules allow for
    • Flat fee per session
    • Fee per credit/class
    • Fee per credit/class up to maximum
    • Per credit/class surcharge after a threshold is reached
    • Custom pricing routines

Discounts/surcharges supported

Miscellaneous fees (e.g. parking, meal plan) supported

student billing and receivables
Student Billing and Receivables
  • Charges can be split across multiple due dates, based upon the fee category (e.g. Tuition vs. Housing)
    • Based on percentages
    • Based on fixed amounts
  • Each due date can be further split into installment plans for specific students
    • Based on percentages
    • Based on fixed amounts
  • Full dunning procedures supported
    • Interest calculations
    • Service fees
    • Setting holds on accounts
  • Cash Desk functionality included for payment by CC, check, cash
  • Integrated with SAP’s web-based Biller Direct application
financial aid
Financial Aid
  • Supports internal and external aid management
  • Internal aid used mostly for third-party billing
    • Posts credits to student account
    • Posts debits to sponsor account
    • Evaluates pre-requisites (e.g. minimum credits, minimum GPA)
  • External aid management provides standard interfaces for third-party Financial Aid software packages (e.g. SIGMA)
    • Real-time access to student information
    • Real-time update of student accounts
prosam by sigma systems

ProSAM by Sigma Systems

Managing and leveraging Financial Aid in conjunction with SAP’s Campus Management

sigma systems inc
Sigma Systems, Inc.
  • Producing “best of breed” financial aid solutions since the early 70’s
  • Staff comprised of financial aid and technology experts
  • Similar philosophy as SAP
    • Platform neutral
    • Comprehensive, flexible feature set
business case behind joint sap sigma solution
Business Case Behind Joint SAP/Sigma Solution
  • Complexity of regulations
    • Federal
    • State
    • Institutional
  • Frequency of change
  • Unique processing cycle
  • Interface with external agencies
sap sigma integration
SAP/Sigma Integration
  • Real time interface with SAP Campus Management
    • Admissions
    • Demographic
    • Student classification / enrollment
    • Student accounts receivable
  • “Division of labor” split appropriately between systems
sap cm responsibility
SAP CM Responsibility
  • Campus identifier assignment
  • Enrollment calculations
  • GPA calculations
  • Class level determination
  • Financial aid specific academic progress
  • Payment application logic
  • Most refunding algorithms
sigma responsibility
Sigma Responsibility
  • FA eligibility determination
  • EFC calculation
  • Optimized award packaging
  • Enrollment management activities
  • Disbursement authorizations
  • Federal, State, and Loan interfaces
  • Return of Title IV Aid Calculations
prosam design principles
ProSAM Design Principles
  • Meet the specialized processing needs of financial aid professionals
  • Allow users to define business rules that can be applied to volume processing as well as individual cases
  • Present modules and functions appropriate for each user’s responsibilities
  • Provide framework for student self-service
selected prosam modules
ISIR Management

Financial Need Analysis

Federal Verification

Document Tracking

Budgeting

Packaging

Correspondence

Disbursement

Pell Grant Processing

Loan Processing

Fund Management

Applicant Summary

Audit

Archive

Aid History

Return of Title IV *

Scholarship Mgmt *

Selected ProSAM Modules
brief prosam demo

Brief ProSAM Demo

Andy Sprague

questions

Questions?

Feel free to contact Andy Sprague: ASprague@SigmaSys.com

or

marketing@sigmasys.com

student correspondence
Student Correspondence
  • Correspondence automatically generated based upon different events (e.g. fee calculation, dunning steps)
  • Can be printed or distributed electronically in multiple formats (including PDF)
  • Correspondence history is maintained with each student, and can be re-printed
  • SAP SmartForms used to define the layout of each type of correspondence
campus management and the student life cycle50

Recruitment

Alumni

Relations

Academic

Structure

Admission

Graduation

Degree

Auditing

Financial Aid

Equivalency

Determination

Progression

Student

Accounting

Registration

Grading

Housing

Campus Management and the Student Life-Cycle
graduation and alumni
Graduation and Alumni
  • Graduation and Degree Conferment creates an ‘alumni’ status
  • Conferment process is defined by each institution
  • Conferred degrees are tracked in the Student File
  • Advanced alumni campaigning can be performed in mySAP CRM
    • Student record and alumni record are linked
    • Marketing campaigns (e-mail, mail, phone) are managed
    • Alumni relationships with high schools, employers, etc. are maintained
conclusion the sap for her value proposition
Conclusion: The SAP for HER Value Proposition
  • Single application to support entire University business cycle.
  • Scalable for large and small institutions without loss of performance.
  • Integrates to SAP and non-SAP technology.
  • Truly global solution.
  • SAP is a financially stable company with a solid, 30-year track-record of providing enterprise applications for Colleges and Universities
  • A “future-proof” application based on configurable processes and open standards that deliver flexibility.