SIS Information Session Project Overview - ncsu.edu
SIS Information Session Project Overview - ncsu.edu
SIS Information Session Project Overview - ncsu.edu
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<strong>SIS</strong> <strong>Information</strong> <strong>Session</strong><br />
May 2 nd & 3 rd , 2007<br />
<strong>Project</strong> <strong>Overview</strong><br />
Rick Liston<br />
1
Planning Group for PeopleSoft Student<br />
Administration Implementation<br />
John Dutton - Associate Professor, Management<br />
Ken Esbenshade - Associate Dean & Director of Academic<br />
Programs, Agriculture<br />
Louis Hunt - Vice Provost, Enrollment Management and<br />
Services<br />
Duane Larrick – Sr. Associate Dean, The Graduate School<br />
Dick Keltie - Assoc. Dean Academic Affairs, Engineering<br />
Will Kimler - Associate Professor, History<br />
Bill Swallow - Professor and Director of Undergraduate<br />
Programs in Statistics<br />
Why the Change & the Choice?<br />
• Need for an integrated / enterprise‐level system<br />
•User expectations and the difficulty of keeping<br />
pace using a self‐development approach (30 years)<br />
• Difficulty in attracting additional programmers<br />
who are skilled/ trained in our existing software<br />
language<br />
•The emergence of PeopleSoft SA as an industry<br />
leader<br />
2
PeopleSoft Student Administration Client List<br />
California State Polytechnic University of Florida<br />
California State University University Of Iowa<br />
Indiana University University of Kansas<br />
Northwestern University University of Louisville<br />
San Jose State University University of Michigan<br />
Texas Christian University University of Minnesota<br />
The Ohio State University University of Oklahoma<br />
University of Cambridge University System of Maryland<br />
University of Central Florida<br />
University of Connecticut<br />
University of Wisconsin-Madison<br />
What’s in a Name?<br />
• PeopleSoft Student Administration<br />
•Oracle Campus Solutions<br />
• Student <strong>Information</strong> System (<strong>SIS</strong>)<br />
3
Student <strong>Information</strong> System (<strong>SIS</strong>) <strong>Project</strong> Team<br />
Bruce A Forinash<br />
Cindy Deluca<br />
Dr. Bobby L Puryear<br />
Dr. David G Bristol<br />
Dr. Duane K Larick<br />
Dr. Jerome P Lavelle<br />
Dr. John O Tector<br />
Dr. John T. Ambrose<br />
Dr. Lisa P Zapata<br />
Dr. William C Kimler<br />
<strong>SIS</strong> Advisory Team<br />
Members<br />
Dr. Ken Esbenshade<br />
Gwen Hazlehurst<br />
Dr. Louis Hunt<br />
Julie Mallette<br />
Karen P Helm<br />
Rebecca Cowles Swanson<br />
Steven Wilson Quick<br />
Susan Klein<br />
Tommy Griffin<br />
Student <strong>Information</strong> System (<strong>SIS</strong>) <strong>Project</strong> Team<br />
•95 functional personnel (including core team<br />
members and subject matter experts) from across<br />
the campus<br />
•66 technical personnel from Resource<br />
Management & <strong>Information</strong> Systems and the<br />
<strong>Information</strong> Technology Division<br />
4
Student <strong>Information</strong> System<br />
(<strong>SIS</strong>) <strong>Project</strong> Team<br />
Focus Groups<br />
Academic Department<br />
Heads<br />
Faculty Senate<br />
ADA Coordinators<br />
Admissions Committee<br />
Calendar Committee<br />
Undergraduate<br />
Academic Operations<br />
Council<br />
Directors of Graduate<br />
Programs<br />
Scholarships & Student<br />
Aid Committee<br />
Sch<strong>edu</strong>ling Officers<br />
Associate Deans<br />
Integrated System<br />
•An integrated system allows for<br />
real‐time sharing of functionality<br />
and data between systems that<br />
currently act independently and<br />
depend, in some cases, on overnight<br />
transmission of data.<br />
•Campus Community, as part of <strong>SIS</strong>,<br />
allows NC State to have one<br />
database that contains both students<br />
and employees.<br />
5
<strong>SIS</strong> Modules<br />
• Admissions<br />
•Campus Community<br />
•Financial Aid<br />
•Student Financials<br />
•Student Records<br />
Student <strong>Information</strong> System (<strong>SIS</strong>) Architecture<br />
6
Student <strong>Information</strong> System (<strong>SIS</strong>)<br />
positions us for improvements<br />
• Single / role‐based user interface for all users<br />
• Consolidated student administration / human resource<br />
database (dealing with students in both systems / single<br />
ID)<br />
• Real‐time class sch<strong>edu</strong>le updates / improved access to<br />
Wolfware/WebCT for class assignment<br />
• Use of permission codes by faculty to add students to<br />
classes after registration deadlines vs. sch<strong>edu</strong>le revision<br />
forms<br />
• Ability to accommodate real‐time grade posting<br />
• On‐line graduation clearance process<br />
Student <strong>Information</strong> System (<strong>SIS</strong>)<br />
positions us for improvements<br />
• Improved pre‐requisite checking<br />
• Conditional student class swaps<br />
• Richer academic structure accommodating<br />
tracking of joint programs, interdisciplinary<br />
programs, certificate programs, co‐majors, dual<br />
majors, minors<br />
• Improved methods of measurement and<br />
accountability by academic groups and<br />
organizations<br />
7
Student <strong>Information</strong> System (<strong>SIS</strong>)<br />
positions us for improvements<br />
• Richer, more flexible student identification<br />
information (campus community), e.g. physical<br />
and email addresses, phone numbers, ethnicity…<br />
•Real‐time tuition and fees payment posting<br />
• Consolidated enterprise reporting database<br />
(query capability)<br />
Implementation<br />
•<strong>Project</strong> plan ‐ phased implementation<br />
• Time table<br />
• Implementation milestones (go‐live / go‐dead)<br />
•User training<br />
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Implementation –phases<br />
• Release 0 –HR Combined Database – Jul 07<br />
• Release 1 –Admissions / Student Financials / Housing –<br />
Sep 07<br />
• Release 2 –Records spring 09 class sch<strong>edu</strong>le – Jun 08<br />
• Release 3 –Student Financials / Records spring 09<br />
Registration, transcripts & transfer course equivalency –<br />
Sep 08 & Jan 09<br />
• Release 4 –Records spring 09 term end / Financial Aid –<br />
Mar 09<br />
Implementation –important dates<br />
•Aug 1‐31, 2007 – Admissions / Student<br />
Financials user acceptance test and training<br />
•Sep 10, 2007 –ACS screens retired for spring<br />
08 admissions<br />
•Sep 10, 2007 – R&R Faculty / Admin web<br />
screens available through portal<br />
9
Implementation –important dates<br />
•Mar‐Apr 2008 –Records class sch<strong>edu</strong>ling user<br />
acceptance test<br />
•May‐Jun 2008 –Records class sch<strong>edu</strong>ling user<br />
training<br />
•Jun 2008 – Records build spring 2009 class<br />
sch<strong>edu</strong>le in <strong>SIS</strong><br />
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Legacy<br />
<strong>SIS</strong> ‐ Web‐based<br />
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Administrative Portal<br />
Connie Reitfort<br />
Administrative Portal<br />
• Redesign<br />
•Technical Upgrade<br />
•<strong>SIS</strong> Implementation<br />
12
Redesign<br />
• WEB enabled administrative services for<br />
Students, Faculty and Staff<br />
• Extension to include Parents, Alumni, other<br />
constituents tabs (in the future)<br />
• Improved “Look and Feel” – branding, layout,<br />
navigation, menu options, fonts<br />
• Content – Applications, Communications,<br />
Campus, Employee & Student Services<br />
• Menu structure will remain consistent<br />
throughout “transition” period, Legacy > <strong>SIS</strong><br />
• Technical upgrade, security and interfaces<br />
Critical Success Factors<br />
• Portal Integration with NC State WEB Site rebuild<br />
“MyPack” Portal will be link off NC State University WEB Site<br />
“MyPack” Portal URL > http://mypack.<strong>ncsu</strong>.<strong>edu</strong><br />
• Simplified, robust login process<br />
Developed new login page for faculty, staff, students, etc.<br />
Simple login process incorporates authentication methods<br />
• Access based on User Roles/Relationships with NCSU<br />
New role based tabs: Faculty & Staff, Students, Parents,<br />
Alumni, My Tab, etc.<br />
Applications access/visibility based on roles & security<br />
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NC State “MyPack” Portal<br />
New Login Page<br />
• “MyPack” URL = http://mypack.<strong>ncsu</strong>.<strong>edu</strong> is a link in the header of the new NCSU homepage.<br />
• New Login page, Students, Faculty & Staff will continue to use their Unity Id’s<br />
NC State “MyPack” Portal<br />
Role Based Structure<br />
• For Student and For Faculty & Staff tabs based on your role/relationship with the University<br />
•Consolidated Menu Structure located on each tab for ease of navigation<br />
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Critical Success Factors<br />
• <strong>SIS</strong> and Self Service Components Implementation<br />
WEB based applications, Student & Faculty Centers<br />
Defining pagelets/content working with <strong>SIS</strong> Module teams<br />
Campus functional groups<br />
Distributed news/announcement services to campus<br />
functional area owners<br />
Focus group reviews and feedback in progress<br />
• Enhanced “usability” & organization of information<br />
Consolidated menu structure for HR, Finance & <strong>SIS</strong><br />
Pagelets group similar functions & applications<br />
Organize links and move pagelets to personalize<br />
• Technical Portal Software Upgrade<br />
Enterprise Portal version 8.9 is basis for redesign<br />
NC State “MyPack” Portal<br />
Reorganized Content Pagelets<br />
• Pagelets created to group and organize similar functions<br />
and/or applications.<br />
•Most pagelets are customizable and movable.<br />
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Student and<br />
Administrative<br />
Announcement capabilities<br />
distributed to campus<br />
groups<br />
NC State “MyPack” Portal<br />
Enhanced Features<br />
• Add favorite links from the Student <strong>Information</strong> System<br />
and save personal bookmarks<br />
NC State “MyPack” Portal<br />
For Faculty & Staff Tab<br />
Additional<br />
“MyPack”<br />
Features<br />
Ability to personalize<br />
content and organize<br />
pagelets<br />
• Integration of Research, Student Academic, HR, Finance and Announcements into single tab<br />
• Includes current Faculty Administrative functions > Student <strong>Information</strong> System<br />
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NC State “MyPack” Portal<br />
For Students Tab<br />
• Integration of Academic, Student Life, Campus Resources and Announcements into single tab<br />
• Includes current PackTracks functions > Student <strong>Information</strong> System<br />
Campus input to date<br />
• Administrative Groups currently utilizing Portal<br />
Human Resources Financial Services – Central Offices<br />
Research Administration Contract & Grants<br />
University IT Committee University Business Officers / UBO Focus Group<br />
Faculty Focus Group – Research College of Education – HR/Finance<br />
Admin. System Steering Team Admin. Systems Management Team<br />
Advancement Services / Alumni Affairs RMIS<br />
• <strong>SIS</strong> Modules Teams and Campus Services Groups<br />
Student Financials Financial Aid<br />
Admissions Student Records<br />
New Student Orientation Library<br />
<strong>Information</strong> Technology Division Student Affairs Groups<br />
DELTA <strong>SIS</strong> Advisory Team<br />
Academic IT Directors University Dining<br />
Student Focus Groups – In progress Faculty Focus Groups<br />
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“MyPack” Portal Time Line and Contact <strong>Information</strong><br />
• TimeLine<br />
July 2007: Portal Redesign/8.9 Upgrade > Go‐Live aligned to HR 8.9 upgrade<br />
Note: Current Faculty Administration and PackTracks will not change in July<br />
September 2007: Faculty & Students in Portal > Go‐Live aligned to <strong>SIS</strong> Releases<br />
• Contact <strong>Information</strong> – we welcome your feedback<br />
Connie Reitfort –Assistant Director Auxiliary Services, Portal, ASAP systems<br />
Phone: 919.513.1403, Email: connie_reitfor@<strong>ncsu</strong>.<strong>edu</strong><br />
Jack Foster – “MyPack” Portal Administrator<br />
Phone: 919.513.3422, Email: jack_foster@<strong>ncsu</strong>.<strong>edu</strong><br />
Admissions<br />
Tommy Griffin & Rick Liston<br />
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Financial Aid<br />
Larry Garland<br />
Student Financials<br />
Maria Brown<br />
19
Student Records<br />
Michelle Johnson<br />
Student Records Update<br />
•Student Services Center ‐<br />
Administrative Access to<br />
Student <strong>Information</strong><br />
•Faculty Center ‐ Faculty Access<br />
to Academic and Personal Data<br />
•Class Sch<strong>edu</strong>le<br />
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• Menu items are in readable English<br />
<strong>SIS</strong> Menu<br />
Expanded Menu Sub‐items<br />
•Menu can be minimized to provide more page real‐estate<br />
21
Student Services Center – Admin Access<br />
•Single search page – simply requires ID or some portion of name<br />
Admin ‐ Student Services Center<br />
•The launching pad for administrative access to student information<br />
•Staff see exactly what the student will see<br />
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Admin ‐ Student Services Center<br />
•Provides access to both academic and bio‐demo data for students<br />
Admin ‐ Student Services Center<br />
•Opportunities for additional bio‐demo data<br />
•Can also collect Emergency Contact information for all students<br />
23
Faculty Center<br />
•Launching pad for faculty access to classes, advisees and personal bio/demo data<br />
Faculty Center – Class Roster<br />
•Can email individual students or entire class<br />
•Downloadable to Excel<br />
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Faculty Center – Grade Roster<br />
•Can submit grade and then also see grades that have been submitted<br />
Faculty Center – Advisees<br />
•Can see advisee holds, grades, sch<strong>edu</strong>les, photos, progress reports, etc<br />
•Can email selected advisee or entire advisee list<br />
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Class Sch<strong>edu</strong>le<br />
•Basic search allows for entry of minimal criteria<br />
Class Sch<strong>edu</strong>le<br />
•Advanced search provides for flexible search capabilities<br />
26
Class Sch<strong>edu</strong>le<br />
•Improved lecture/lab linkages – can choose to enforce enrollment in both components<br />
•Students can swap classes<br />
•Pre‐requisite enforcement<br />
•Additional class detail obtained by clicking the section hyperlink<br />
Student Records Go‐Live<br />
•June 2008 – Building of the Spring 2009<br />
Sch<strong>edu</strong>le of Classes begins<br />
•October 2008 – Registration for Spring<br />
2009 begins<br />
• December 2008 – Fall 2008 semester<br />
closed‐out in legacy and converted to<br />
<strong>SIS</strong><br />
• Spring 2009 – Transcript processing,<br />
Grading and Graduation in <strong>SIS</strong><br />
27
<strong>SIS</strong> Reporting<br />
Lewis Carson<br />
Training & Communication<br />
Nicole Wood<br />
28
Training Philosophy<br />
Users should:<br />
• understand basics of <strong>SIS</strong><br />
•be able to perform job functions<br />
•know where to go to find<br />
additional resources<br />
•know whom to call with a<br />
problem<br />
Types of Training<br />
• Group classes based on job duties<br />
– sch<strong>edu</strong>ling officers, graduate<br />
secretaries, advisors<br />
• Group classes based on specific<br />
functionality<br />
– enroll a student in a class,<br />
view/print class roll<br />
• Small group classes based on specific<br />
needs<br />
–add a special group code to a<br />
student’s record<br />
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Types of Training (cont.)<br />
• Online videos based on a specific<br />
functionality<br />
–enroll a student in a class, view/print<br />
class roll<br />
• Online training documentation<br />
–Step by step on how to perform specific<br />
functionality<br />
–Cross‐walk of Legacy information to <strong>SIS</strong><br />
Training Sch<strong>edu</strong>le<br />
• Sch<strong>edu</strong>le is based on:<br />
– release sch<strong>edu</strong>le<br />
–user’s job<br />
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Training General Timeline<br />
Release 1<br />
– Small group training/tests, May –July 2007<br />
– General User training, August 2007<br />
Release 2<br />
– Small Group training/tests, Feb –March 2008<br />
– General User training, April –May 2008<br />
Release 3<br />
– Small Group training/tests, May –July 2008 &<br />
September –October 2008<br />
– General User training, August 2008 &<br />
November 2008<br />
Release 4<br />
– Small Group training/tests, Nov –Dec 2008<br />
– General User training, Jan – Feb 2009<br />
•Website<br />
Stay Informed<br />
www.<strong>ncsu</strong>.<strong>edu</strong>/sis<br />
•Listserv<br />
<strong>SIS</strong>_info@lists.<strong>ncsu</strong>.<strong>edu</strong><br />
•E‐Newsletter<br />
nicole_wood@<strong>ncsu</strong>.<strong>edu</strong><br />
• Training & Communication Team<br />
Lead: nicole_wood@<strong>ncsu</strong>.<strong>edu</strong><br />
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Training Suggestions?<br />
Contact:<br />
Nicole Wood<br />
(919) 515‐5600<br />
nicole_wood@<strong>ncsu</strong>.<strong>edu</strong><br />
<strong>SIS</strong> website:<br />
www.<strong>ncsu</strong>.<strong>edu</strong>/sis<br />
“Submit Feedback”<br />
<strong>SIS</strong> <strong>Information</strong> <strong>Session</strong><br />
Questions ?<br />
The <strong>SIS</strong> implementation team<br />
welcomes your<br />
feedback and questions.<br />
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