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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

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
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

sis replacement before and now
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

ssn privacy and protection
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

ramweb and aries access
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

jan 06 start of semester meltdown
Jan. 06 – Start of Semester Meltdown!

UTFAB - Feb. 27, 2006

6

SIS Project Request

SIS/Portal Request

ramweb logins per year
RAMweb Logins per Year

UTFAB - Feb. 27, 2006

7

SIS Project Request

SIS/Portal Request

registration and class schedule
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

delivery of financial aid
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

degree audit dars
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

final grades
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

sis request next steps
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

plans remainder of fy08 fy09 11
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

plans continued
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

utfab and sis project
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

staffing for fy 09 split 50 50
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

proposal for fy 09
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

request for fy 09 next year
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

utfab funding criteria
UTFAB Funding Criteria

UTFAB - Feb. 18, 2008

19

SIS Project Request

SIS Project Request

summary
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

questions
Questions…

are most welcome.

UTFAB - Feb. 18, 2008

21

SIS Project Request

SIS Project Request