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BGSU/PeopleSoft. Admissions (Undergraduate) Bio/Demo (Campus Community) FA Term Build September 2008 Go-Live. Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!.

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bgsu peoplesoft

BGSU/PeopleSoft

Admissions (Undergraduate)Bio/Demo (Campus Community)FA Term Build

September 2008 Go-Live

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

slide2

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

agenda
Agenda
  • Introduction
  • Implementation Schedule
  • Development
  • Integration
  • Business Process Evaluation
  • System Testing

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

agenda1
Agenda
  • Training
  • Change Management
  • Communication
  • Go-Live Activities
  • Executive Summary

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

introduction
Introduction

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

project management team
Project Management Team
  • Project Directors
    • Bill Gerwin
    • Chris Cox
  • Project Manager
    • Leslie Wilbourn
admissions undergraduate team
Admissions (Undergraduate) Team
  • Admissions Functional Team
    • Carol Hague, Functional Team Lead
    • Cecilia Castellano, Functional Team Lead
    • Rich Kasch, Technical Team Lead
    • Deahtra Johnson, Functional Consultant
admissions graduate team
Admissions (Graduate) Team
  • Admissions Functional Team
    • Eric Zahnle, Functional Team Lead
    • Rich Kasch, Technical Team Lead
    • Deahtra Johnson, Functional Consultant
student records team
Student Records Team
  • Student Records Functional Team
    • Sue Lau, Functional Team Lead
    • Laura Waggoner, Functional Team Lead
    • Sue Tomor, Technical Team Lead
    • Peggy Johnson, Functional Consultant
financial aid team
Financial Aid Team
  • Financial Aid Functional Team
    • Tina Coulter, Functional Team Lead
    • Jerry Ameling, Technical Team Lead
    • Robbie de Leur, Functional Consultant
student financials team
Student Financials Team
  • Student Financials Functional Team
    • Kate Witemore, Functional Team Lead
    • Rhonda Montague, Functional Team Lead
    • Deb Clink, Technical Team Lead
    • Karen Hansen, Functional Consultant
residence life team
Residence Life Team
  • Residence Life Functional Team
    • Jason Gross, Functional Team Lead
    • Jason Dunn, Functional Team Lead
    • Rich Kasch, Technical Team Lead
mdmc committee
MDMC Committee
  • Master Data Management Committee
implementation schedule
Implementation Schedule

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

august 2008
August 2008
  • Academic Structure
    • Fully Implementing
  • Course Catalog
    • Fully Implementing
september 2008
September 2008
  • Campus Community
    • Bio/Demo Data
    • People Data
  • Admissions
    • Undergraduate Application Processing
  • Financial Aid
    • FA Term Build
october 2008
October 2008
  • Student Records
    • Schedule of Classes
  • Graduate College
    • Admissions – Application Processing
  • Admissions
    • Prospect Load
    • View Access
implementation schedules
Implementation Schedules
  • December 2008
    • R25
    • DARwin
    • Prospect Load – Part II
    • Admissions Load - Changes
  • January 2009
    • RMS
    • Student Program/Plan
    • Term Activation
    • Residency
    • Aid Year Activation
    • ISIR Load 0910
implementation schedules1
Implementation Schedules
  • February 2009
    • Matriculation
    • Enrollment
    • Graduation Application
    • Rollover Aid
    • Assign Budgets
    • Verification System Confirmation
    • GL Interface
    • Cashiering
    • Bursar Holds
    • Web Payments
    • Student and Group Post
implementation schedules2
Implementation Schedules
  • March 2009
    • Auto Packaging
    • Initial Award Letters
  • April 2009
    • Open Enrollment
    • Packaging
    • Alternative Loans
    • Award Authorizations
    • Tuition Calculation
    • Billing
    • Refunds
implementation schedules3
Implementation Schedules
  • May 2009
    • HEI Reporting
    • Loan Disbursements
  • June 2009
    • Matriculation
    • Grading
    • Transcripts
    • Award Authorizations
  • July 2009
    • Tuition Calculation
development
Development

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

conversions
Conversions
  • Academic Structure
    • Tables
  • Admissions (Undergraduate)
    • None
  • FA Term Build
    • None
conversions1
Conversions
  • Bio/Demo (Campus Community)
    • Names 395,915 records
    • Addresses 440,192 records
    • eMail Addresses 41,373 records
    • Phone Numbers 286,516 records
    • Ethnicity 298,833 records
    • Emergency Contacts 18, 355 records
    • Emergency Phone 18,075 records
    • Citizenship 271,366 records
    • Visa Permit 15,767 records
    • Service Indicators 93,207 records
    • External Education 372,366 records
    • Candidate GPA 258,752 records
    • Comments 65,048 records
    • Test Scores (External) 212,814 records
    • External Organizations
interfaces
Interfaces
  • Academic Structure
    • None
  • Admissions (Undergraduate)
    • PSCSS Data back to UAS
  • Bio/Demo (Campus Community)
    • PSCSS Data back to SIS
    • PSCSS Data back to DB2
    • PSCSS Data back to PSFMS
  • FA Term Build
    • None
reports
Reports
  • Bio/Demo (Campus Community)
    • Utilizing Delivered Reports
    • No Custom BGSU Reports* (Development Pending)
  • Admissions (Undergraduate)
    • Utilizing Delivered Reports
    • No Custom BGSU Reports* (Development Pending)
  • FA Term Build
    • None
customizations
Customizations
  • Academic Structure
    • Translate Values
  • Bio/Demo (Campus Community)
    • Translate Values
  • FA Term Build
    • None* (Development Pending)
customizations1
Customizations
  • Admissions (Undergraduate/Graduate)
    • Undergraduate Admissions Strategy
    • Graduate Admissions Strategy
    • Batch Assignment of 3C’s
    • SAT Total Calculation Process
    • BGSU Auto Admissions Process
    • Letter Generation

Provides functionality to work as a companion to PeopleSoft. For example, PeopleSoft does not deliver an on-line application to collect data. Then data is moved directly to a suspense area in the OAR.

portal self service
Portal Self-Service
  • Admissions (Undergraduate/Graduate)
    • None (UAS On-Line Application)
    • None (GAS On-Line Application)
  • Bio/Demo (Campus Community)
    • BGSU Portal (Employees Only!)
      • Replaces Change My Address
  • FA Term Build
    • None
integration
Integration

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

integration1
Integration
  • Human Resources/Payroll
    • PSHRMS - PSCSS
  • Financial Management System
    • PSFMS
    • Integration Points!!!
secondary systems
Secondary Systems
  • SIS
    • Dual Data Entry (Urgent ID Creation)
    • Interfaces were required to keep the current Bio/Demo (Campus Community) synchronized
    • September 22, 2008, PSCSS is the official system of record for Bio Demo Data for BGSU
business process evaluation
Business Process Evaluation

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

business process evaluation1
Business Process Evaluation
  • Documented Current SIS Process
  • Fit/Gap Session
  • Fit/Gap Issues Log (Results of Fit/Gap)
  • Modeling
  • Fit/Gap Resolutions
  • Modeling Documentation
  • Unit Testing
admissions
Admissions
  • Approximately 15,000 Undergraduate applications are processed in an academic year
  • Approximately 5,000 Graduate applications are processed in an academic year
  • Approximately 1,500 Continuing and Extended Education
system testing
System Testing

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

september 20081
September 2008
  • Conversion
  • Interfaces
  • Reports
  • Customizations
  • Admissions Business Processes
  • Firelands Admissions Business Processes
  • Student Records Business Processes
  • Financial Aid (limited Business Processes)
  • Student Financials (limited Business Processes)
  • Human Resources Business Processes
  • Payroll Processing
  • Student Employment Business Processes
participants
Participants
  • Undergraduate Admissions Staff
  • Graduate Admissions Staff
  • Registration and Records Staff
  • Financial Aid Staff
  • Student Financials Staff
  • Firelands Staff
  • Human Resources Staff
  • Payroll Staff
  • Student Employment Staff
pre production testing
Pre Production Testing
  • The importance of the Pre-Production Test is to walk through only those activities that will be completed the weekend of go-live. It is important that all of the details are recorded and documented in order to validate that the database, back office, and individuals responsible for maintaining the CSSPRD system are ready.
training
Training

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

training opportunities
Training Opportunities
  • Functional Back Offices
    • Fit/Gap
    • Modeling
    • Power Squad Sessions
    • Unit Testing
    • User Validation
    • August 2008 Integration Testing
  • Colleges and Departments
    • Open Forum
    • Power Users
    • Advisory Group
    • Change Management
on line training
On-Line Training
  • CSS 110 Introducing Campus Solutions
  • CSS 120 Understanding Academic Structure
  • CSS 130 Campus Solutions: Learning the Basics
  • CSS 140 Understanding Campus Community

271 TotalIndividuals Successfully Completed the On-Line Training

change management
Change Management

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

campus community
Campus Community
  • Campus Community is a single database that stores all:
    • Prospective Students
    • Current Students
    • Former Students
    • Alumni
    • Current Staff
    • Former Staff
    • and Faculty

information as Bio-Demo data.

summer 2009 fall 2009
Summer 2009/Fall 2009
  • Application data will be located in PSCSS NOT SIS
  • View access training
    • October 2008
    • Training Required
communications
Communications

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

bg@100 project team
BG@100 Project Team
  • The BG@100 project team has been diligently working on multiple communication efforts in order to educate the Bowling Green State University administration, faculty, and staff regarding the upcoming changes to the student administration system.
bg@100 web page
BG@100 Web Page
  • There is extensive information that has been developed and published on the BG@100 – Project Home Page. Information on this page is continually updated and includes the following:
    • Project History
    • BG@100 Milestones
    • Monthly Updates
    • Executive Steering Committee
    • BG@100 Action Items
    • BG@100 Information Items
    • BG@100 Moratorium Items
    • BG@100 Project Organization
    • BG@100 Training
    • BG@100 Frequently Asked Questions
    • Glossary of Terms
    • BG@100 Project Related Documents
    • BG@100 Communications
    • Rumor Mill
    • HCM Specific Information
    • FMS Specific Information
bg@100 web page1
BG@100 Web Page
  • There are several sections devoted to the Campus Solutions System information. This information can be found in the CSS Specific Information section of the BG@100 – Project Home Page:
    • CSS Implementation Timeline (updated August 2008)
    • CSS Implementation Go-Live Monthly Listing
    • CSS BG@100 Open Forums
    • CSS Advisory Sessions
    • CSS Campus Community / MDMC Information
    • CSS Power Squad Members
    • CSS Security Forms
    • CSS Town Hall Events
    • CSS Implementation Final Scope, Executive Summary
    • CSS Training Web Page
    • CSS Introduction to Campus Solutions (Power Point)
    • CSS Introduction to Academic Structure (Power Point)
      • Graphic Representation of BGSU Academic Structure
    • CSS Campus Solutions: Learning the Basics (Power Point)
    • CSS Courses and Classes (Power Point)
    • CSS Understanding Campus Community (Power Point)
    • CSS Understanding Admissions (Power Point)
open forum meetings
Open Forum Meetings
  • The following Open Forum meetings were held in order to provide a current status of the BG@100 Campus Solutions project to the campus. These meetings were held monthly since January 2007:
    • January 11, 2007 316 Bowen Thompson Student Union
    • February 8, 2007 316 Bowen Thompson Student Union
    • March 8, 2007 316 Bowen Thompson Student Union
    • May 10, 2007 315 Bowen Thompson Student Union
    • June 7, 2007 315 Bowen Thompson Student Union
    • July 12, 2007 315 Bowen Thompson Student Union
    • October 11, 2007 315 Bowen Thompson Student Union
    • November 8, 2007 315 Bowen Thompson Student Union
    • December 13, 2007 315 Bowen Thompson Student Union
    • January 10, 2008 315 Bowen Thompson Student Union
    • February 14, 2008 315 Bowen Thompson Student Union
    • March 13, 2008 316 Bowen Thompson Student Union
    • April 10, 2008 316 Bowen Thompson Student Union
    • May 8, 2008 315 Bowen Thompson Student Union
    • June 5, 2008 315 Bowen Thompson Student Union
    • July 10, 2008 314 Bowen Thompson Student Union
    • August 7, 2008 315 Bowen Thompson Student Union
    • September 11, 2008 315 Bowen Thompson Student Union
strategic needs meeting
Strategic Needs Meeting
  • In an effort to communicate with the directors of Bowling Green State University (administrative staff), the following Strategic Needs Meetings were held in order to provide a current status of the BG@100 Campus Solutions project to the management staff. These meetings were held bi-weekly since January 2007:
    • Wednesday, January 17, 2007 203 Hayes Hall
    • Wednesday, March 14, 2007 203 Hayes Hall
    • Wednesday, May 9, 2007 203 Hayes Hall
    • Wednesday, May 23, 2007 203 Hayes Hall
    • Wednesday, June 6, 2007 203 Hayes Hall
    • Wednesday, July 18, 2007 203 Hayes Hall
    • Wednesday, August 1, 2007 203 Hayes Hall
    • Wednesday, August 15, 2007 309 Bowen Thompson Student Union
    • Wednesday, August 29, 2007 316 Bowen Thompson Student Union
    • Tuesday, September 11, 2007 203 Hayes Hall
    • Tuesday, September 25, 2007 203 Hayes Hall
    • Tuesday, October 9, 2007 203 Hayes Hall
    • Tuesday, October 23, 2007 203 Hayes Hall
    • Tuesday, November 6, 2007 203 Hayes Hall
    • Tuesday, November 20, 2007 203 Hayes Hall
    • Tuesday, December 4, 2007 203 Hayes Hall
    • Tuesday, December 18, 2007 203 Hayes Hall
strategic needs meeting1
Strategic Needs Meeting
  • Wednesday, January 9, 2008 315 Bowen Thompson Student Union
  • Wednesday, January 23, 2008 315 Bowen Thompson Student Union
  • Wednesday, February 6, 2008 315 Bowen Thompson Student Union
  • Wednesday, February 20, 2008 315 Bowen Thompson Student Union
  • Wednesday, March 5, 2008 208 Bowen Thompson Student Union
  • Wednesday, March 19, 2008 315 Bowen Thompson Student Union
  • Wednesday, April 2, 2008 203 Hayes Hall
  • Wednesday, April 16, 2008 315 Bowen Thompson Student Union
  • Wednesday, April 30, 2008 315 Bowen Thompson Student Union
  • Wednesday, May 14, 2008 315 Bowen Thompson Student Union
  • Wednesday, May 28, 2008 315 Bowen Thompson Student Union
  • Wednesday, June 11, 2008 215B Bowen Thompson Student Union
  • Wednesday, June 25, 2008 203 Hayes Hall
  • Wednesday, July 16, 2008 203 Hayes Hall
  • Wednesday, July 30, 2008 315 Bowen Thompson Student Union
  • Wednesday, August 13, 2008 315 Bowen Thompson Student Union
  • Wednesday, August 27, 2008 315 Bowen Thompson Student Union
  • Wednesday, September 10, 2008 315 Bowen Thompson Student Union
css advisory sessions
CSS Advisory Sessions
  • Introducing Campus Solutions (CSS)
    • Wednesday, May 14, 2008 113 Business Administration
    • Thursday, May 22, 2008 113 Business Administration
    • Tuesday, June 3, 2008 Firelands Campus
    • Wednesday, July 23, 2008 1007 Business Administration
    • Thursday, July 24, 2008 1007 Business Administration
css advisory sessions1
CSS Advisory Sessions
  • Understanding Academic Structure
    • Tuesday, June 3, 2008 Firelands Campus
    • Wednesday, June 3, 2008 111 Business Administration
    • Thursday, June 12, 2008 113 Business Administration
    • Wednesday, July 30, 2008 1007 Business Administration
    • Thursday, July 31, 2008 1007 Business Administration
css advisory sessions2
CSS Advisory Sessions
  • Campus Solutions: Learning the Basics
    • Wednesday, August 6, 2008 1007 Business Administration
    • Thursday, August 7, 2008 1007 Business Administration
css advisory sessions3
CSS Advisory Sessions
  • Course Catalog / Schedule of Classes
    • Wednesday, June 25, 2008 111 Business Administration
    • Thursday, June 26, 2008 113 Business Administration
    • Wednesday, August 13, 2008 1007 Business Administration
    • Thursday, August 14, 2008 1007 Business Administration
css advisory sessions4
CSS Advisory Sessions
  • Understanding Campus Community
    • Wednesday, September 3, 2008 115 Education
    • Thursday, September 4, 2008 1007 Business Administration
css advisory sessions5
CSS Advisory Sessions
  • Understanding Admissions
    • Thursday, September 11, 2008 1007 Business Administration
town hall meeting
Town Hall Meeting
  • With each of the go-live activities, a special Town Hall meeting will be held to specifically discuss with campus the business processes and modules that are being implemented and how it will directly affect the campus.
go live activities
Go-Live Activities

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

september 20082
September 2008
  • Thursday, September 18, 2008
    • 9:00pm
    • SIS Cut-Off
  • Friday, September 19, 2008
    • 8:15am
    • Conversion Extracts
  • Friday, September 19, 2008
    • 8:00pm
    • Conversion Imports
september 20083
September 2008
  • Saturday, September 20, 2008
    • 9:00am
    • Conversion Imports
  • Sunday, September 21, 2008
    • 8:00am
    • Interface Imports
    • 10:00am
    • Functional Validation
    • Database Readiness Confirmation
executive summary
Executive Summary

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

undergraduate admissions
Undergraduate Admissions
  • Undergraduate Admissions will begin loading applicant data to PeopleSoft to manage the application, admission and matriculation processes for the summer 2009 and fall 2009 semesters. Applicant data will be collected in the Undergraduate Admissions System through on-line applications then loaded to PeopleSoft Campus Solutions (CSS). Once prospect information is loaded to CSS, Undergraduate Admissions will utilize UAS and CSS to communicate with those students interested in attending Bowling Green State University. As students apply for admission to the University, the Undergraduate Admissions office will manage and evaluate the applications and required information (transcripts, test scores, etc.) to determine if the applicant will be accepted as a Bowling Green State University student. Once an applicant is admitted to the University, Undergraduate Admissions will matriculate the applicant officially making the applicant a student.
campus community1
Campus Community
  • Biographical and demographic (Bio/Demo) data from SIS will be converted to PeopleSoft. This data pertains to faculty, staff and students (past and present). After the conversion is complete PeopleSoft will be the University’s data of record for Bio/Demo data. Self-service applications will allow faculty and staff to change their addresses and phone numbers on-line rather than having the changes made by the Office of Human Resources. Students will have bio/demo change capabilities through self-service in December 2008. PeopleSoft being the data of record will permit the admission offices to know if prospects and applicants have been associated with the University in the past helping to prevent duplicate records from being created. Because PeopleSoft will be the data of record for Bio/Demo data, an interface will keep the data in synch between PeopleSoft and SIS so SIS and other legacy systems can continue to operate through the full implementation schedule.
fa term build
FA Term Build
  • The Financial Aid Term Build process is one of the first steps in building students’ financial aid packages for the 2009-2010 financial year. Data received from the federal Free Application for Federal Student Aid (FAFSA) in conjunction with federal and state regulations as well as institutional awards will be used to determine how much financial aid a student is qualified to receive. Applicants and continuing students will be informed of their financial aid packages in early 2009.
risk assessment
Risk Assessment
  • The September 2008 go-live has a direct impact on the University’s recruitment efforts.
risk assessment1
Risk Assessment
  • The September 2008 go-live has a direct impact on the University’s current bio demo (campus community) people data that the University maintains.
    • Admissions
    • Student Records
    • Financial Aid
    • Student Financials (Bursar)
    • Human Resources
    • Payroll
    • Finance Administration
risk assessment2
Risk Assessment
  • With any implementation there is a risk that the project team has not resolved all issues. However, based upon the Fit/Gap Issues Log and the results of the Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – August 2008 Integration Tests; the Project Management team is supporting the BG@100 project team’s determination that the Academic Structure and Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build is ready for production.
risk assessment3
Risk Assessment
  • It is imperative that the BG@100 project team openly discuss and identify any and all issues based upon the Academic Structure and Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build production data.
risk assessment4
Risk Assessment
  • With any phased implementation, it is imperative that all BG@100 Project Team recognize and understand that while some modules are live other modules are continuing testing and preparation for the scheduled implementations.
hot line
Hot Line
  • 419-372-1615 x21615
  • Recorded Message, updated to provide a current status of the go-live activities

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!

questions
Questions

“The BG@100 project, named in recognition of the vision for the university’s centennial milestone, is committed to providing efficient, effective and high quality information and service to students, faculty and staff. To meet our changing needs, BGSU is implementing PeopleSoft to advance the technology that supports and serves the learning community.”

for inquiring minds
For Inquiring Minds

http://www.bgsu.edu/bgat100

  • css.bgsu.edu
the bg@100 project team
The BG@100 Project Team Thank You!

Admissions (Undergraduate), Bio/Demo (Campus Community), FA Term Build – Go-Live September 22, 2008!