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,

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, [email protected], 1-2596

Don Hesser, Dir. Information Systems, [email protected], 1-5491

SIS Project Request 2UTFAB - Feb. 18, 2008UTFAB - Feb. 18, 2008 2

Outline

Overview – “Before” and “Now” 3-year plan Cost increases for FY 09 (next year) Total request for FY 09 (next year) Summary

SIS Project Request 3UTFAB - Feb. 18, 2008

SIS Replacement – Before and Now SSN privacy RAMweb access Registration and class schedule Delivery of financial aid Degree audit report Final grades

SIS Project Request 3


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



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


UTFAB - Feb. 18, 2008 SIS Project Request 6UTFAB - Feb. 27, 2006 SIS/Portal Request 6

Jan. 06 – Start of Semester Meltdown!

SIS Project Request 7UTFAB - Feb. 18, 2008UTFAB - Feb. 27, 2006 SIS/Portal Request 7

RAMweb Logins per Year

635,694

1,617,705

2,902,151

3,501,047

1,857,946

2,206,159

1,201,826

268,481

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

2000 2001 2002 2003 2004 2005 2006 2007

Year

Logins


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



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



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



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



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)


SIS Project Request 13UTFAB - Feb. 18, 2008UTFAB - Feb. 18, 2008 SIS Project Request 13

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”


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 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


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


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 SIS Project Request 18UTFAB - Feb. 18, 2008 SIS Project Request 18

FY 09 Request - $493,824

1. Software Licenses - 51%

2. Hardware/OS - 9%

3. State Class. Staff - 38%

4. Student Staff - 2%

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 SIS Project Request 19UTFAB - Feb. 18, 2008 SIS Project Request 19

UTFAB Funding Criteria1. Benefit as many students as possible All students at CSU are benefiting.

2. Ability to effectively utilize the fee Your decision.

3. Not funded by CFT Check.

4. Adherence to budget and accountability

Your decision.

5. Potential for direct student use Absolutely.

6. Effort, thought & clarity in the plan Your decision.

7. Quantitative usage data See RAMweb graphs.

8. Financial co-sponsorship 80% of total funded by the University.

9. Central/distributed balance Your decision.

10. Cost/benefit ratio Your decision.


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!


Questions…

are most welcome.

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,

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