SAP Campus Management Michael Fan Campus Management as

SAP Campus Management Michael Fan

Campus Management as an Integrated Part of ERP Human Resources Financial Accounting Facilities Management Campus Management CRM Real Estate Training And Event Management Sales and Distribution SAP Netweaver Technology Platform (fully integrated; common tools) ã SAP AG 2004 2 ã SAP AG 2001, SAP Learning Solution, Will Chatham 2

Campus Management and the Student Life-Cycle Recruitment Alumni Relations Admission Academic Structure Graduation Financial Aid Equivalency Determination Registration Degree Auditing Student Accounting Progression Grading Housing ã SAP AG 2004 3 ã SAP AG 2001, SAP Learning Solution, Will Chatham 3

SAP Enterprise Portal Delivered with the software Integrated “out-of-the-box” with SAP applications Open for integration with other applications and portals Allows students, parents, and faculty to access “self-service” functions ã SAP AG 2004 4 ã SAP AG 2001, SAP Learning Solution, Will Chatham 4

Seemingly irrelevant “pop quiz” What do these items have in common? n Delorean n Steam locomotive n Phone booth ã SAP AG 2004 5 ã SAP AG 2001, SAP Learning Solution, Will Chatham 5

Academic Structure Defines the “C’s and D’s” of your institution n n n n Colleges Departments Campuses Degree Programs Degree Requirements Courses Calendars Allows for different business rules and business processes in a single institution (with “Trickle Down”) “Date Effective” structure allows you to plan for the future and preserve change history ã SAP AG 2004 6 ã SAP AG 2001, SAP Learning Solution, Will Chatham 6

Academic Structure (example) Univ. of the Future College of Liberal Arts English Dept. History Dept. B. A. in English B. A. in History College of Engineering B. S. Comp. Sci. 101 Comp. Sci. 102 ã SAP AG 2004 7 ã SAP AG 2001, SAP Learning Solution, Will Chatham 7

Academic Calendar Defines key dates and date ranges n n Start and end of classes Class registration windows and priorities Add/drop periods Payment due date schedules Different calendars can be assigned to different elements of the academic structure ã SAP AG 2004 8 ã SAP AG 2001, SAP Learning Solution, Will Chatham 8

Campus Management and the Student Life-Cycle Recruitment Admission ã SAP AG 2004 9 ã SAP AG 2001, SAP Learning Solution, Will Chatham 9 Academic Structure

Recruitment can be handled internally or externally Multiple status settings available to track the progress of a recruit Active recruitment campaigns can be managed in my. SAP CRM includes Territory Management capabilities for recruiters Recruitment data can also be transferred from a separate system ã SAP AG 2004 10 ã SAP AG 2001, SAP Learning Solution, Will Chatham 10

Admissions Applicants can submit applications to one or more programs Applicants can prioritize their applications Admission fees can be automatically generated and tracked Web-based applications are supported, with automated workflow ã SAP AG 2004 11 ã SAP AG 2001, SAP Learning Solution, Will Chatham 11

The Student File Contains all important data on students and their university careers n n n n Address/Contact Data Demographic Data External Educational History (Transcripts, Test Scores, etc. ) Student Accounting Data Admission Applications Program Registration Information Academic and Financial Holds Academic Performance Course Registration History Correspondence History Majors/minors/concentrations Financial Aid data SEVIS data NCAA data ã SAP AG 2004 12 ã SAP AG 2001, SAP Learning Solution, Will Chatham 12

Campus Management and the Student Life-Cycle Recruitment Admission Equivalency Determination ã SAP AG 2004 13 ã SAP AG 2001, SAP Learning Solution, Will Chatham 13 Academic Structure

Equivalency Determination Incorporates external transcripts and test scores External credit/grades are transferred to internal credit/grades Define transfer agreements with specific external institutions Course correlation can be n n One-to-one One-to-many Many-to-one Many-to-many Credits and grades can be transferred using various conversions Credits can be transferred without grades Can issue general purpose credit (i. e. no specific course) ã SAP AG 2004 14 ã SAP AG 2001, SAP Learning Solution, Will Chatham 14

Curriculum Management Defines the course catalog offered by the university, along with relationships to degree programs Defines attributes of each course offered n n n Course Description Capacity Subject (e. g. CIP code) Academic Level Offering Pattern (e. g. every Fall, every 2 nd Spring) Credits Grading Scale Cross-listing with other courses Pre-requisites / Co-requisites (unlimited number) Special Fees Repeatability ã SAP AG 2004 15 ã SAP AG 2001, SAP Learning Solution, Will Chatham 15

Course Scheduling Defines the components of a course n n Lectures Recitations Labs Etc. Defines the course sections n Class times and durations (Do not have to be regular) n Special sections (e. g. Graduate students only, Honors students) n Section Capacities Handles resource allocation n Instructors n Rooms n Special Equipment Class schedules can be rolled forward to future sessions Advanced scheduling can be done via third-party applications ã SAP AG 2004 16 ã SAP AG 2001, SAP Learning Solution, Will Chatham 16

Enrollment Management Through Scheduling Challenging Higher Educations’ Non-Conception of Scheduling as a Mission-Critical Operation

Defining Questions Are you out of space? • How do you know? • Is space shortage caused by “external” factors? Could Admissions drive Enrollment Growth if your Space could Accommodate it? How do you Measure Student Demand for Courses? ã SAP AG 2004 18 ã SAP AG 2001, SAP Learning Solution, Will Chatham 18

Crisis in Higher Education “Baby Boom Echo” n They are coming – more than 40 million of them! n Peak in 2009 – largest graduating class ever (3. 2 million students) n Continue through 2018 Academic Space inventory has actually Declined Crippling decline in funding ã SAP AG 2004 19 ã SAP AG 2001, SAP Learning Solution, Will Chatham 19

Impact of Scheduling Function ã SAP AG 2004 20 ã SAP AG 2001, SAP Learning Solution, Will Chatham 20

Capacity Management The Bottleneck Concept…Which Campus Can Grow? Room Campus “A” Campus “B” Classroom 1 50% Classroom 2 50% Science Lab 50% 0% Computer Lab 50% 100% Average Util. 50% ã SAP AG 2004 21 ã SAP AG 2001, SAP Learning Solution, Will Chatham 21

What is Demand Analysis? Detailed information about each active student (Student – Specific) Aggregation of the Demand Analysis for each of these students (Comprehensive) ã SAP AG 2004 22 ã SAP AG 2001, SAP Learning Solution, Will Chatham 22

Demand Analysis • Historical Analysis and Trends in Enrollments (best approach for starting students and elective courses) • Program Analysis (references program progress, from degree audit, by student to project what students need) • Student Survey (on-line survey of student needs, wants and availability) ã SAP AG 2004 23 ã SAP AG 2001, SAP Learning Solution, Will Chatham 23

Historical Demand Analysis Active Students Major Level Gender Day/Night Status Likelihood to take course Student 1 A 1 M D Full-time 56% Student 2 A 2 M D Full-time 62% Student 3 A 2 F D Part-time 40% Student 4 A 3 M D Full-time 52% Student 5 A 3 F D Full-time 39% Student 6 B 1 M D Part-time 41% Student 7 B 1 M D Full-time 50% Student 8 B 1 F D Full-time 37% Student 9 C 2 M D Part-time 44% Student 10 C 3 F N Part-time 13% Result ã SAP AG 2004 24 ã SAP AG 2001, SAP Learning Solution, Will Chatham 24 4. 34

Program Analysis Freshman Sophomore Junior Senior ã SAP AG 2004 25 ã SAP AG 2001, SAP Learning Solution, Will Chatham 25

Student Survey Your Availability: 42 Total Hours (40 Hours Minimum) 31 Hours Preferred Sun Mon Tue Wed Thu Fri Sat 7: 00 AM N Y Y Y N 8: 00 AM N Y Y P P P N 9: 00 AM N Y Y P P P N 10: 00 AM N P P P N 11: 00 AM N P P P N 12: 00 AM N P P P N 1: 00 PM N P P P N 2: 00 PM N P P P N 3: 00 PM N P P P N 4: 00 PM N Y Y Y N 5: 00 PM N Y Y Y N 6: 00 PM N N N N 7: 00 PM N N N N 8: 00 PM N N N N 9: 00 PM N N N N ã SAP AG 2004 26 ã SAP AG 2001, SAP Learning Solution, Will Chatham 26

ã SAP AG 2004 27 ã SAP AG 2001, SAP Learning Solution, Will Chatham 27

Paying 100% for space that is 50% full Paying 100% subsidy on student tuitions Paying Faculty 100% (Expenses > Revenue) How many sections of this class are being offered? Does this class conflict with other classes that I need? Paying 100% for HVAC ã SAP AG 2004 28 ã SAP AG 2001, SAP Learning Solution, Will Chatham 28 Is there another building that is already in use? Is there a smaller classroom available?

Questions? Tom Shaver tshaver@astraschedule. com 888 -343 -1092 ã SAP AG 2004 29 ã SAP AG 2001, SAP Learning Solution, Will Chatham 29

Campus Management and the Student Life-Cycle Recruitment Admission Academic Structure Financial Aid Equivalency Determination Degree Auditing Progression Registration Grading Housing ã SAP AG 2004 30 ã SAP AG 2001, SAP Learning Solution, Will Chatham 30

Registration Students register for specific courses and/or course sections Registration priority windows can be established n Contiguous n With gaps n Overlapping Course registration incorporates business rules n n Financial and Academic holds are checked Time-conflicts are checked Capacity rules are checked Other rules can be attached to specific courses or sections Conditional registration is supported n Pre-requisite not yet complete, but in progress n Financial or academic hold to be released Web-based course shopping/registration is supported ã SAP AG 2004 31 ã SAP AG 2001, SAP Learning Solution, Will Chatham 31

Grading Define different grading scales (e. g. A-F, P/F, 1 -5) Define grading scale conversions (e. g. A = 4. 0) Multiple Performance Indices can be defined n Overall GPA n In-Major GPA n Sessional/Term GPA Multiple grading templates can be defined with exam grades, midterm grades, participation grades, etc. Grades can be manually over-ridden in the Student File (by authorized users only) ã SAP AG 2004 32 ã SAP AG 2001, SAP Learning Solution, Will Chatham 32

Degree Audit functionality is fully integrated; not a bolt-on Requirement Catalogs define what is required to fulfill each degree program Each year and/or academic session may have a new catalog Quantitative (e. g. total CRH) and qualitative requirements (e. g. writing test passed) are supported Students and faculty can perform audits via the Web Degree Audit process will automatically suggest courses to fill asyet-unmet requirements Audit requirements can be over-ridden by authorized users “Stage-based” Audit is also supported ã SAP AG 2004 33 ã SAP AG 2001, SAP Learning Solution, Will Chatham 33

Progression Determine academic progress (Freshman, Sophomore, etc. ) Determine Academic Standing (Good Standing, Probation, etc. ) Determine Financial Aid Standing (Eligible, Non-eligible, etc. ) Determine Academic Honors (e. g. Dean’s List) Results are term-relevant and stored in the Student File ã SAP AG 2004 34 ã SAP AG 2001, SAP Learning Solution, Will Chatham 34

Campus Management and the Student Life-Cycle Recruitment Admission Academic Structure Financial Aid Equivalency Determination Registration Degree Auditing Student Accounting Progression Grading Housing ã SAP AG 2004 35 ã SAP AG 2001, SAP Learning Solution, Will Chatham 35

Student Fee Calculation Determines the charges that are posted to a student’s account Flexible pricing procedures and rules allow for n n n Flat fee per session Fee per credit/class up to maximum Per credit/class surcharge after a threshold is reached Custom pricing routines Discounts/surcharges supported Miscellaneous fees (e. g. parking, meal plan) supported ã SAP AG 2004 36 ã SAP AG 2001, SAP Learning Solution, Will Chatham 36

Student Billing and Receivables Charges can be split across multiple due dates, based upon the fee category (e. g. Tuition vs. Housing) n Based on percentages n Based on fixed amounts Each due date can be further split into installment plans for specific students n Based on percentages n Based on fixed amounts Full dunning procedures supported n Interest calculations n Service fees n Setting holds on accounts Cash Desk functionality included for payment by CC, check, cash Integrated with SAP’s web-based Biller Direct application ã SAP AG 2004 37 ã SAP AG 2001, SAP Learning Solution, Will Chatham 37

Financial Aid Supports internal and external aid management Internal aid used mostly for third-party billing n Posts credits to student account n Posts debits to sponsor account n Evaluates pre-requisites (e. g. minimum credits, minimum GPA) External aid management provides standard interfaces for thirdparty Financial Aid software packages (e. g. SIGMA) n Real-time access to student information n Real-time update of student accounts ã SAP AG 2004 38 ã SAP AG 2001, SAP Learning Solution, Will Chatham 38

Pro. SAM by Sigma Systems Managing and leveraging Financial Aid in conjunction with SAP’s Campus Management

Sigma Systems, Inc. Producing “best of breed” financial aid solutions since the early 70’s Staff comprised of financial aid and technology experts Similar philosophy as SAP n Platform neutral n Comprehensive, flexible feature set ã SAP AG 2004 40 ã SAP AG 2001, SAP Learning Solution, Will Chatham 40

Business Case Behind Joint SAP/Sigma Solution Complexity of regulations n Federal n State n Institutional Frequency of change Unique processing cycle Interface with external agencies ã SAP AG 2004 41 ã SAP AG 2001, SAP Learning Solution, Will Chatham 41

SAP/Sigma Integration Real time interface with SAP Campus Management n n Admissions Demographic Student classification / enrollment Student accounts receivable “Division of labor” split appropriately between systems ã SAP AG 2004 42 ã SAP AG 2001, SAP Learning Solution, Will Chatham 42

SAP CM Responsibility Campus identifier assignment Enrollment calculations GPA calculations Class level determination Financial aid specific academic progress Payment application logic Most refunding algorithms ã SAP AG 2004 43 ã SAP AG 2001, SAP Learning Solution, Will Chatham 43

Sigma Responsibility FA eligibility determination EFC calculation Optimized award packaging Enrollment management activities Disbursement authorizations Federal, State, and Loan interfaces Return of Title IV Aid Calculations ã SAP AG 2004 44 ã SAP AG 2001, SAP Learning Solution, Will Chatham 44

Pro. SAM Design Principles Meet the specialized processing needs of financial aid professionals Allow users to define business rules that can be applied to volume processing as well as individual cases Present modules and functions appropriate for each user’s responsibilities Provide framework for student self-service ã SAP AG 2004 45 ã SAP AG 2001, SAP Learning Solution, Will Chatham 45

Selected Pro. SAM Modules ISIR Management Pell Grant Processing Financial Need Analysis Loan Processing Federal Verification Fund Management Document Tracking Applicant Summary Budgeting Audit Packaging Archive Correspondence Aid History Disbursement Return of Title IV * Scholarship Mgmt * ã SAP AG 2004 46 ã SAP AG 2001, SAP Learning Solution, Will Chatham 46

Brief Pro. SAM Demo Andy Sprague

Questions? Feel free to contact Andy Sprague: ASprague@Sigma. Sys. com or marketing@sigmasys. com

Student Correspondence automatically generated based upon different events (e. g. fee calculation, dunning steps) Can be printed or distributed electronically in multiple formats (including PDF) Correspondence history is maintained with each student, and can be re-printed SAP Smart. Forms used to define the layout of each type of correspondence ã SAP AG 2004 49 ã SAP AG 2001, SAP Learning Solution, Will Chatham 49

Campus Management and the Student Life-Cycle Recruitment Alumni Relations Admission Academic Structure Graduation Financial Aid Equivalency Determination Registration Degree Auditing Student Accounting Progression Grading Housing ã SAP AG 2004 50 ã SAP AG 2001, SAP Learning Solution, Will Chatham 50

Graduation and Alumni Graduation and Degree Conferment creates an ‘alumni’ status Conferment process is defined by each institution Conferred degrees are tracked in the Student File Advanced alumni campaigning can be performed in my. SAP CRM n Student record and alumni record are linked n Marketing campaigns (e-mail, phone) are managed n Alumni relationships with high schools, employers, etc. are maintained ã SAP AG 2004 51 ã SAP AG 2001, SAP Learning Solution, Will Chatham 51

Conclusion: The SAP for HER Value Proposition Single application to support entire University business cycle. Scalable for large and small institutions without loss of performance. Integrates to SAP and non-SAP technology. Truly global solution. SAP is a financially stable company with a solid, 30 year track-record of providing enterprise applications for Colleges and Universities A “future-proof” application based on configurable processes and open standards that deliver flexibility. ã SAP AG 2004 52 ã SAP AG 2001, SAP Learning Solution, Will Chatham 52