my harvard Student Information System Presentation to CIO

my. harvard Student Information System Presentation to CIO Council September 6, 2016

Goals and Purpose • Provide update on program status • Review progress against program objectives • Hear from schools on their experience • Gather input on post-program governance 2

Fall Start-Up Update • Wave 1 and Wave 2 schools are completing enrollment this week • Overall, things have gone relatively smoothly given the complexity of bringing four schools (with unique requirements) on board • Two major incidents: – Golden Gate replication failed, resulting in delay for transmission of “shoppers” to Canvas from real-time to 15 -minute intervals – Course Search re-index did not complete as expected, resulting in no course search results for several hours on 9/2 • Opportunities for improvement: – XREG process this year is a stop-gap; clunky to say the least – Instructor Permissions process – Waitlist process and the interplay between each school’s schedule – Application performance 3

8/ 0 17 16 /2 8/ 01 18 6 /2 8/ 01 19 6 /2 8/ 01 20 6 /2 8/ 01 21 6 /2 8/ 01 22 6 /2 8/ 01 23 6 /2 8/ 01 24 6 /2 8/ 01 25 6 /2 8/ 01 26 6 /2 8/ 01 27 6 /2 8/ 01 28 6 /2 8/ 01 29 6 /2 8/ 01 30 6 /2 8/ 01 31 6 /2 0 9/ 16 1/ 20 9/ 16 2/ 20 9/ 16 3/ 20 9/ 16 4/ 20 9/ 16 5/ 20 16 /2 16 8/ 0 2015 7000 6000 5000 4000 3000 2000 1000 0 14 -сен 12 -сен 10 -сен 8 -сен 6 -сен 4 -сен 2 -сен 31 -авг 29 -авг 27 -авг 25 -авг 23 -авг 21 -авг 19 -авг 17 -авг 15 -авг 13 -авг 11 -авг 9 -авг 7 -авг 5 -авг 3 -авг 1 -авг System Usage Charts Daily Unique Users of my. harvard Portal 16000 14000 12000 10000 8000 6000 4000 2016 9000 8000 GSAS GSD HCOL HDS HGSE HKS HSPH 4

Program Accomplishments • Student Financials module – Automated tuition calculation for all Wave 1 and Wave 2 schools – Delegate Access via Harvard. Key for parents and others – Vastly improved user experience for students and delegates • Student Self-Service – Modern, intuitive user interface using People. Soft technology – One-stop shop for students to update personal information, view unofficial transcripts, enroll in courses, access advisor contact information, etc. – All schools aligned on common framework to “check-in” online – Integrated degree audit tools rolled out for several schools 5

Program Accomplishments (cont…) • Course Search – Flexible course search engine with keyword searching, advanced search, school-controlled browse categories, and dynamic facets – Supports unique class attributes used for each school, though this has led to some performance challenges – Responsive user interface • Advising Services – Student search engine with ability to filter by many student attributes – Access levels based on user relationship to students – View demographics, degree progress, grades, test scores, etc. – Online approval for various transactions such as concentration change (FAS), plan of study (HDS), add/drop (HKS), Crimson Cart (FAS, GSE) – Unified navigation for advisors with students in multiple schools, especially for doctoral programs 6

Program Accomplishments (cont…) • Faculty Services – Class rosters with relevant school-specific data points – Photo “facebook” view, download to Excel, etc. – Review and approve/deny permissions requests and XREG petitions – New combined roster options for multiple section courses – Enter or upload final grades • Alumni Services – Unofficial transcripts (only FAS at this time) – 1098 T Tax documents (recent alumni) – HKS Loan Repayment application • Reporting and Analytics – Real-time replicated database (“ODS”) launched to support downstream systems integration – Dashboards are rolling out to the schools and departments 7

Program Accomplishments (cont…) • Major Customizations – HKS Bidding – GSD Lotteries – FAS Sectioning – HDS Field and Office of Ministry Studies – SPH Internal Transfer Credit – FAS Administrative Board Docket – Delegate Access – Configurable & Combined Roster – Grade Change Workflow – HKS Add/Drop Workflow – Advisor / Committee Assignment Framework 8

“Top 10” Key Focus Areas for All Schools Topic 1. Admitted students data Progress PARTIAL – Standard format has been in use since November 2013 and complies to common data model. Additional data elements such as test scores and previous institutions has not been prioritized unless implicated in degree audit or transcripts. Post-Sept work planned with Harvard Chan, HKS, GSE and we hope to streamline the current intake process for admitted students from all schools. 2. Student financial services COMPLETE – Tuition calculation has been automated for all my. harvard schools. It is not possible to automate for HLS, HBS, HMS, HSDM until they maintain student records in my. harvard. 3. Registration checklist COMPLETE – Schools have a highly standardized check-in process for updating biographic data, emergency contacts, etc. , with local variances as necessary. Verbiage has been conformed to “check-in”. 4. Course enrollment COMPLETE (for my. harvard schools) – Students can enroll via my. harvard portal from PC, tablet, or phone. Cross-registration remains separate until next year; meetings with registrars to design future process to begin in September. 5. Faculty support PARTIAL – Combined section data merged on feed to Canvas system, faculty can view all my. harvard courses in home page, with consistent navigation to rosters, permission requests, and grading. Combined roster now available for multiple-section courses. Remaining gap: enrollments from non my. harvard schools in combined courses. 9

“Top 10” Key Focus Areas for All Schools Topic 6. Advising & student progress Progress COMPLETE (or soon to be complete) – HDS, HKS, GSD PARTIAL – Harvard College (general education complete, concentrations to begin rolling out soon – opt-in by concentration) FUTURE – Harvard Chan, GSE, GSAS 7. Student status PARTIAL – Convergence on high level status (enrolled, leave of absence, “CPP”) but many other student remain highly correlated to unique aspects of each academic program. Ongoing registrar discussion beyond the project. 8. Course catalog COMPLETE (for my. harvard schools) – Unified search with facets and advanced filtering, with support for common data elements and school-specific attributes. JULY 2017: Integration of non-my. harvard school courses. 9. Transcripts & verifications NOT DONE – Future discussion for registrars. 10. Add/drop/withdrawal dates NOT DONE – Future discussion for registrars in context of launching updated cross-registration processes for Summer 2017. 10

Post-September Priorities • Completing the Lifecycle – Graduation application and graduation process – Grading and course evaluation integration • Reporting and Analytics – Deploying and enhancing dashboards – Workshops and/or training for queries, reports, dashboards • Admissions – Enhanced load from admissions systems – Deferred supplemental conversions – Reporting access to historic applicant / candidate records • Seamless Interoperation – Integrating courses from HBS, HLS, HMS, HSDM, DCE – Rethinking cross-registration 11

Post-Program Discussion • Organization Changes • Governance – Structure – Prioritization • User Engagement 12

Q&A