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SAP Campus Management

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    Slide 1:SAP Campus Management

    Michael Fan


    Slide 2:Campus Management as an Integrated Part of ERP

    Human Resources Financial Accounting Facilities Management Real Estate Sales and Distribution Training And Event Management Campus Management

    Slide 3:Campus Management and the Student Life-Cycle

    Slide 4: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

    Slide 5:Seemingly irrelevant pop quiz

    What do these items have in common? Delorean Steam locomotive Phone booth

    Slide 6:Academic Structure

    Defines the Cs and Ds 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

    Slide 7:Academic Structure (example)

    Slide 8: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

    Slide 9:Campus Management and the Student Life-Cycle

    Slide 10: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

    Slide 11: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

    Slide 12: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

    Slide 13:Campus Management and the Student Life-Cycle

    Slide 14: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)

    Slide 15: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

    Slide 16: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

    Slide 17:Enrollment Management Through Scheduling

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

    Slide 18: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?

    Slide 19: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

    Crisis in Higher Education Throw out other crisis quotes.Throw out other crisis quotes.

    Impact of Scheduling Function The Bottleneck ConceptWhich Campus Can Grow?

    Slide 21:Capacity Management

    Slide 22:What is Demand Analysis?

    Detailed information about each active student (Student Specific) Aggregation of the Demand Analysis for each of these students (Comprehensive)

    Slide 23:Demand Analysis

    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)

    Slide 24:Historical Demand Analysis

    Slide 25:Program Analysis

    Freshman Sophomore Junior Senior

    Slide 26:Student Survey

    Paying Faculty 100% (Expenses > Revenue) Paying 100% for space that is 50% full Paying 100% for HVAC How many sections of this class are being offered? Does this class conflict with other classes that I need? Is there a smaller classroom available? Is there another building that is already in use? Paying 100% subsidy on student tuitions

    Slide 28:We think this is the crisis in higher education. Why? Rank the problems. We have talked with many schools who recognize these issues, you probably do to, or you wouldnt be here.We think this is the crisis in higher education. Why? Rank the problems. We have talked with many schools who recognize these issues, you probably do to, or you wouldnt be here.

    Slide 29: Tom Shaver 888-343-1092

    Questions? We can work with you to find the solutions you need.We can work with you to find the solutions you need.

    Slide 30:Campus Management and the Student Life-Cycle

    Slide 31: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

    Slide 32: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)

    Slide 33: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

    Slide 34: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. Deans List) Results are term-relevant and stored in the Student File

    Slide 35:Campus Management and the Student Life-Cycle

    Slide 36:Student Fee Calculation

    Determines the charges that are posted to a students 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

    Slide 37: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 SAPs web-based Biller Direct application

    Slide 38: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

    Slide 39:ProSAM by Sigma Systems

    Managing and leveraging Financial Aid in conjunction with SAPs Campus Management

    Slide 40:Sigma Systems, Inc.

    Producing best of breed financial aid solutions since the early 70s Staff comprised of financial aid and technology experts Similar philosophy as SAP Platform neutral Comprehensive, flexible feature set

    Slide 41:Business Case Behind Joint SAP/Sigma Solution

    Complexity of regulations Federal State Institutional Frequency of change Unique processing cycle Interface with external agencies

    Slide 42: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

    Slide 43:SAP CM Responsibility

    Campus identifier assignment Enrollment calculations GPA calculations Class level determination Financial aid specific academic progress Payment application logic Most refunding algorithms

    Slide 44: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

    Slide 45: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 users responsibilities Provide framework for student self-service

    Slide 46: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 *

    Slide 47:Brief ProSAM Demo

    Andy Sprague

    Slide 48:Questions?

    Feel free to contact Andy Sprague: or

    Slide 49: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

    Slide 50:Campus Management and the Student Life-Cycle

    Slide 51: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

    Slide 52: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.