Student Information System SIS Report Presentation to the

Student Information System (SIS) Report Presentation to the UTFAB Tuesday March 20, 2012 Bob Engmark, Director, Information Systems Rusty Scott, Associate Director ACNS Chris Seng, University Registrar

Agenda SIS Overview p Recent Activities p Projects Ahead p Funding FY 13 Request p Questions p 2/27/2021 UTFAB SIS Spring 12 Presentation 2

Included in the SIS: p p p p p ARIES – The Student Information System Document Imaging Workflow Degree Audit Reporting System Transfer course equivalency system (TES) Reporting system & database International Student System Campus Loan Management ARIESweb – Faculty and Staff self-service RAMweb and Ram. Records – Student and former student self-service 2/27/2021 UTFAB SIS Spring 12 Presentation 3

Offices Supported by Student System p p p p p All Academic Departments Accounts Receivable Admissions CASA Catalog and Curriculum Division of Continuing Education Graduate School Registrar’s Office Student Financial Services Institutional Research 2/27/2021 UTFAB SIS Spring 12 Presentation 4

SIS Overview – System Usage p p p Students Fall 2011 Census - 30, 450 People in system – 764, 726 Local Addresses Collected – 4, 090 Emergency Notification Cell #’s – 26, 099 RAMweb logins, 2011 – 4, 139, 769 ARIESweb logins 2011 - 903, 251 Classes offered 2010/11 – 15, 313 Major changes processed 10/11 - 15, 514 Financial Aid disbursed 11/12 - ~$238, 000. 00 Official Academic Transcripts produced 10/11 - 34, 636 Degree Audits run RAMweb/ARIESweb 10/11 – 215, 910 Document pages imaged – 2, 572, 870 2/27/2021 UTFAB SIS Spring 12 Presentation 5

RAMweb logins by year p 4, 500, 000 p 4, 139, 769 p 4, 000 p 3, 894, 939 p 3, 613, 677 p 3, 501, 047 p 3, 538, 349 p 3, 500, 000 p 2, 902, 151 Logins p 3, 000 p 2, 500, 000 p 2, 206, 151 p 2, 000 p 1, 857, 946 p 1, 617, 705 p 1, 500, 000 p 1, 201, 826 p 1, 000 p 635, 494 p 500, 000 p 268, 481 p 0 p 2001 p 2002 p 2003 p 2004 p 2005 p 2006 p 2007 p 2008 p 2009 p 2010 p 2011 2/27/2021 Year UTFAB SIS Spring 12 Presentation 6

Degree Audit Report Usage p 250, 000 p 215, 910 p 200, 000 p 189, 662 p 200, 000 p 158, 758 p 150, 000 Run p 150, 000 p. Reports p 100, 000 p 98, 995 p 50, 000 p 0 2008 p 0 p 2008 2009 Year p 2009 2010 p 2010 2011 p 2011 Year 2/27/2021 UTFAB SIS Spring 12 Presentation 7

Summary of Recent Activities p ARIES SIS n FY 12 tuition and fee structure implemented n Banner upgrade to 8. 5 n Transfer Equivalency System license activation n Add/Drop policy changes n Ram. CT Blackboard integrations (SIS, e. Zip, final grade import) n New service integrations (e. Reserve, alcohol. edu) n Misc services updates (Transfort availability ‘window’, course surveys) n Backend hardware infrastructure upgrade (separate funding request) supports increased demands for service 2/27/2021 UTFAB SIS Fall 10 Presentation 8

Summary of Recent Activities (cont’d) p FAMweb n Implemented September 2011 n Students grant access to parents n 25, 241 visits by 10, 198 individual account holders n 24, 099 authorizations granted by students p Weekly schedule: 7, 493 p Last term’s grades: 6, 571 p Unofficial transcript: 6, 334 p e. Billing: 3, 701 2/27/2021 UTFAB SIS Fall 10 Presentation 9

Summary of Recent Activities (cont’d) p ARIESweb n n n n 2/27/2021 My Weekly Schedule graphic Last date of attendance for U and F grades FAMweb grantee audit trail Electronic Grade Changes Main screen changes for quicker access to student details by advisors Restricted Ram. Select email access Annual user agreement process FERPA/Student privacy notices UTFAB SIS Fall 10 Presentation 10

Summary of Recent Activities (cont’d) p More ARIESweb n n n 2/27/2021 Specialized reports for departments p (Veterans, Classroom Scheduling, Vet Med, Athletics, Art, others) Transfort – bus pass eligibility Athletics – Updates to student schedule ‘Full Fee Paying’ Student Lookup Capabilities p Athletics, ASCSU, Campus Activities Primary Advisor display updates Display of new race and ethnicity values UTFAB SIS Fall 10 Presentation 11

Summary of Recent Activities (cont’d) p RAMweb n n n n n 2/27/2021 Electronic Transcripts – Very significant improvement Health insurance for Registration Ready, SP and Fall 2012 Catch invalid text message numbers and notify student Added GRE scores to test scores page COF display and processing logic changes for New students Integrated Alcohol. Edu/Sexual Assault. Edu for new Fall and Spring incoming students under 23 Updates to allow international students to retrieve Enrollment Verifications online (no SSN required) Updated “Change Name/SSN/DOB” link logic so employees are directed to contact HRCollection of Local Address information ASCSU election support UTFAB SIS Fall 10 Presentation 12

Summary of Recent Activities (cont’d) p More RAMweb n n n 2/27/2021 New Drop/Withdrawal information page p Viewed before Registration page p Link on My Weekly Schedule Updated weekly schedule to include new add/drop dates and withdrawal information for spring 2012 onward Exclude international students from confirming race/ethnicity (Registration Ready) Support of Continuing Education name change to Online Plus Single sign-on to Google Apps (from RAMweb to @rams email) UTFAB SIS Fall 10 Presentation 13

Projects Ahead p INTO n p Integrate INTO international student partnership in SIS, RAMweb, ARIESweb – Very significant efforts from SIS staff System upgrades (Ongoing effort!) n n n Legislatively mandated changes for COF Banner 9. x upgrade – 2013 Reporting database DARS upgrade – On hold Complete transition to Ram. CT Blackboard – ‘go live’ SM 2012 p 2/27/2021 Significant SIS to Blackboard Integration UTFAB SIS Fall 10 Presentation 14

Projects Ahead p RAMweb and ARIESweb n n n n 2/27/2021 Security audit changes INTO and Intensive English Program integration Electronic course section change process Ram. CT/Blackboard Updates Employee Study Privilege Course Section Change Automation Classroom Scheduling room availability tool UTFAB SIS Fall 10 Presentation 15

Projects on Hold p RAMweb and ARIESweb n n n p FAMweb – Phase II n n p New Class Schedule interface Redesign main page to eliminate scrolling Enable self service for directory (email address or phone number) Electronic request for major, minor (field of study) changes Create ‘Graduation Ready’ checklist for undergrads Grantee data updates (address, email, other) Display of other data, 1098 T, Financial aid and other SIS n n 2/27/2021 Upgrades, except regulatory requirements due to INTO initiative Many others, excel spreadsheet UTFAB SIS Fall 10 Presentation 16

ASCSU Programming Requests p p p Online services request Separate funding proposal ASCSU requests exceed staff resource capacity Potential for SIS project overlap and RAMweb integration Programming needs require collaboration between Information Systems , ACNS and Registrar staff ASCSU list and SIS project list can be prioritized with UTFAB support 2/27/2021 UTFAB SIS Fall 10 Presentation 17

FY 13 Funding Request p FY 12 Total Budget $1, 502, 791 (UTFAB + Univ match + I. S. support) FY 12 UTFAB Support $ 528, 461 p Maintenance/support inflation Fringe increase 1 x Classified employee pay increase $ $ $ p Total FY 13 Request $572, 726 p p p 24, 510 14, 286 5, 469 Any additional costs absorbed centrally p University matches UTFAB support p 2/27/2021 UTFAB SIS Spring 12 Presentation 18

Projected Expenses this Year (FY 13) p Projected FY 13 expenses n $572, 726 n Software – 58% n Hardware – 3% n Staffing – 38% n Other – 1% 2/27/2021 UTFAB SIS Spring 12 Presentation 19

Staffing for FY 10, Split 50/50 p 5 professionals n n p p RAMweb/Developer (2) – E&A Middleware/Applications Developer – ACNS Web Applications Specialist – IS DBA (Database Administrator) – IS Student staff – E&A These staff are critical to SIS 2/27/2021 UTFAB SIS Spring 12 Presentation 20

UTFAB Funding Criteria 1. 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 Several examples 8. Financial co-sponsorship 60% of total funded by the University. 9. Central/distributed balance Your decision. 10. Cost/benefit ratio Your decision. 2/27/2021 UTFAB SIS Spring 12 Presentation 21

Summary p We appreciate your continued support of the project n n n p The UTF and student support provided the original impetus for the project The SIS is critical core infrastructure The systems are performing exceptionally well and meeting all demands for service Thank you for your support! 2/27/2021 UTFAB SIS Spring 12 Presentation 22

Questions… are most welcome. 2/27/2021 UTFAB SIS Spring 12 Presentation 23