Student Information System SIS Report Presentation to the

Student Information System (SIS) Report Presentation to the UTFAB November 3, 2014 Bob Engmark, Director, Information Systems Rusty Scott, Executive Associate Director ACNS Chris Seng, Registrar

Agenda SIS Overview/Scope p What work has been done p What is in the works p Funding update p Questions p 11/2/2020 UTFAB SIS Fall 14 Presentation 2

SIS Background: p Collaboration with UTFAB began in 2004 n p p p ACNS, Information Systems, Enrollment & Access Goal to update student system infrastructure Project includes hardware, software and staff Unique partnership involving many systems n n ARIES – The Student Information System, Document Imaging, Workflow, Degree Audit Reporting, Course Roadmaps, Others… Web Portal Layers p p p n 11/2/2020 ARIESweb – Faculty and Staff self-service RAMweb and Ram. Records – Student and former student self-service FAMweb – Parents or trusted individuals Mobile UTFAB SIS Fall 14 Presentation 3

Background n Aged student system, ISIS, requires replacement n n n 15 years old - not a modern, “real-time” system Very intensive of staff time; limits progress in other areas Runs on a mainframe together with FRS and several other applications n n The SIS needs dedicated hardware RAMweb (quasi-portal) n n Complex interactions with e. ID and ISIS System “constraints” exceeded Aug. 03, Jan. 04, … n n p. UTFAB - See handout “Ram. Web Overview, Spring 2004” Additional enhancements very difficult due to ISIS and staffing limitations 02/23/2004 p. SIS/Portal Proposal p 4

Benefits of a New SIS n n n SSN not used as Student PID Closer to 24 x 7 access to RAMweb services New web registration system Degree Audit (GUIDE) on the web Improved/integrated advising support for faculty and students Fewer places to maintain personal data n n Example - addresses integrated into one system More web service options p. UTFAB - 02/23/2004 p. SIS/Portal Proposal p 5

SIS Users p Departments across campus n n n n p Academic Departments Accounts Receivable Admissions Advising (CASA) Graduate School Online Plus (Continuing Education) Registrar’s Office Student Financial Services People n n n 11/2/2020 Students Faculty, advisors, staff Recruits Alumni Parents UTFAB SIS Fall 14 Presentation 6

SIS Usage p p p p Transcripts received, evaluated for credit AY 13/14: 14, 798 Transcripts sent AY 13/14: 31, 293 Test scores processed, AP, IB, etc… AY 13/14: 10, 764 Grades processed AY 13/14: 286, 615 Grade changes processed AY 13/14: 8, 488 Name and SSN changes AY 13/14: 628 Registrar front counter engagements AY 13/14: 16, 326 Documents imaged AY 13/14: 40, 903 11/2/2020 UTFAB SIS Fall 14 Presentation 7

p 500, 000 p 635, 494 p 1, 000 p 268, 481 p 1, 500, 000 p 1, 857, 946 p 2, 000 p 1, 201, 826 p 2, 500, 000 p 1, 617, 705 Logins p 3, 000 p 2, 206, 151 p 3, 500, 000 p 4, 029, 865 p 4, 099, 175 p 4, 150, 813 p 3, 869, 409 p 3, 613, 677 p 2, 902, 151 p 4, 000 p 3, 501, 047 p 4, 500, 000 p 3, 538, 349 RAMweb logins by year p 0 p 2001 p 2002 p 2003 p 2004 p 2005 p 2006 p 2007 p 2008 p 2009 p 2010 p 2011 p 2012 p 2013 11/2/2020 Year UTFAB SIS Fall 14 Presentation 8

Summary of Recent Activities p Hardware/Software Upgrades n Banner upgrade to 8. 3 and 8. 5 (ongoing) p n And Banner 8. 6. 6. x p n n 11/2/2020 ODS, Workflow, BDMS testing with upgrades 150% direct loan rule, massive October effort Financial Aid regulatory updates (ongoing+) Degree audit system (DARS) Hardware/server maintenance Ram. CT UTFAB SIS Fall 14 Presentation 9

Summary of Recent Activities p New systems and Gates Grant n n n 11/2/2020 Gate Grant “IPAS” components p Ram Mobile – New mobile platform p U. achieve – DARS upgrade p U. direct – 8 semester planner p Beacon – Taking stock inventory p Education Advisory Board (EAB) - advisor portal p Academic “Alerts”, similar to registration waitlist Academic Classroom Scheduling system (EMS) running Acquisition of Catalog and Curriculum Mgmt system UTFAB SIS Fall 14 Presentation 10

Summary of Recent Activities p RAMweb and ARIESweb n n p Transition aweb and Rweb, EAB, NSC to shibboleth sso UG planned leave adjustments Adjust Registration Ready for text messaging options, diploma names changes, health insurance Annual RAMweb code compliance for banking audit FAMweb n n 11/2/2020 Mobile compatible Web site design changes to match Parent and Families format Added functionality to capture address information In last three months 25, 207 users have accessed FAMweb UTFAB SIS Fall 14 Presentation 11

Summary of Recent Activities p 292 completed tasks Team Dynamics “tasks” n n n n 11/2/2020 Dozens of ad hoc reports for Administration and dept’s Credit recovery course, identification and notification to students that drop a course that 2 nd 8 wk courses are available Summer 14 tuition and fee changes (on campus students charged resident instruction rates regardless of course delivery method) Provide cell phone access to select departments for academic and financial communications Establish ¾ time student rules in Banner Reverse transfer project with CDHE and community college system, year one complete Many more… UTFAB SIS Fall 14 Presentation 12

One more item… n Class Wishlist Builder p p Available now in RAMweb Spring 2015 lists: 3, 331 with 19, 854 CRN’s, 3, 368 distinct CRN’s Wishlist Size 11/2/2020 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 Students with that size UTFAB SIS Fall 14 Presentation 108 114 138 314 564 780 642 404 153 66 26 7 9 0 3 1 1 0 1 13

RAMmobile… p p p p 19, 984 unique devices installed the app in last 12 months Top items: Schedule (daily view) 42, 166 CSU Maps 41, 978 Schedule (full schedule) 39, 718 Notifications Detail 36, 880 Grades list 30, 136 Campus Events 16, 250 11/2/2020 UTFAB SIS Fall 2014 Presentation 14

RAMmobile roadmap p Version 3. 7 later CY 14 Registration and waitlist functionality coming! No target yet for these items Vendor has Student Finances target in 2015 n n n 11/2/2020 View account balance Pay bill View financial aid UTFAB SIS Fall 2014 Presentation 15

Projects Underway… p New systems and system upgrades n n n n 11/2/2020 Classroom Scheduling System Modules p Utilization p Campus Planning Interface Complete Gates components Course Planner/degree roadmap tool Catalog and Curriculum System Slate (Admissions recruiting) Phase III Canvas…following slide Banner XE…after next slide UTFAB SIS Fall 2014 Presentation 16

LMS Update p For years, Ram. CT (Blackboard platform) Requires tight SIS integrations p Core: Courses, people, enrollments p Last upgrade the winter break p Third party: Echo 360, Mc. Graw-Hill, NBC Learn As part of Unizin initiative, migrate to Canvas by June 2016 n Huge transition/training effort for faculty, instructors, support staff n Recreate existing integrations (and more) n Hanging chads p Anti-plagiarism functionality p Iclickers (discovery effort) n p

More projects in progress… p Banner XE n n n n 11/2/2020 Next Major version of Student System 2 -3 year implementation Module by module implementation, not all at once Faculty grade entry, Catalog and Schedule are first modules Integration with Canvas – two way data exchange Requires upgrades to workflow, BDMS and ODS systems Migration to new server platform DBEU/database changes required for XE UTFAB SIS Fall 2014 Presentation 18

Projects Underway… p RAMweb and ARIESweb n n n 11/2/2020 Alerts component: academic and financial alerts Electronic Major/Minor changes - TBD Upgrade Applications to. NET Framework 4. 5 Online form and workflow for University withdrawal Course Repeat / Delete process online Implement online form for VA education benefit app UTFAB SIS Fall 2014 Presentation 19

More projects… p System enhancements and changes n n n 11/2/2020 Certificates, UG and GR , transcript, printed certificate New law, resident tuition rates for all veterans Transition to external provider for diploma printing Improve system codes for tracking veterans Integrate cross discipline academic unit organizations (majors not tied to a specific department or college) UTFAB SIS Fall 14 Presentation 20

Student Employee Update p p p $20 K allocated, ~5 K used Current student employee is great, Elmahdi Omar Offered fulltime position, transition in Nov Ph. D, computer Science, Fall 2014 Work examples n n n 11/2/2020 Name, SSN, and DOB Rebuilt change of address and phone number process Veterans GI worksheet they can complete each term UTFAB SIS Fall 14 Presentation 21

FY 15 Funding p FY 15 Total Budget $1, 535, 321 (UTFAB + Univ match + I. S. support) p FY 15 UTFAB Support $ 657, 176 p Student Developer $20, 000 p Any additional costs absorbed centrally University matches UTFAB support p 11/2/2020 UTFAB SIS Fall 2014 Presentation 22

Projected SIS Budget p 2018/19* p 2017/18* p 2016/17* p 2015/16* p 2014/15* p$1, 880, 167. 22 p$1, 081, 541. 93 p$798, 625. 29 p$1, 810, 636. 22 p$1, 050, 040. 71 p$760, 595. 51 p$1, 019, 457. 00 p$1, 743, 833. 68 p$724, 376. 68 p$989, 764. 08 p$1, 679, 646. 63 p. Total Budget p$689, 882. 55 p$960, 936. 00 p$1, 617, 967. 00 p$657, 031. 00 p$0. 00 p$200, 000. 00 p$400, 000. 00 p$600, 000. 00 p$800, 000. 00 p$1, 200, 000. 00 p$1, 400, 000. 00 p$1, 600, 000. 00 p$1, 800, 000. 00 p$2, 000. 00 11/2/2020 UTFAB SIS Fall 14 Presentation p. Central Funds * - Projected Budget 23

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. 11/2/2020 UTFAB SIS Fall 14 Presentation 24

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! 11/2/2020 UTFAB SIS Fall 14 Presentation 25

Questions… are most welcome. 11/2/2020 UTFAB SIS Fall 14 Presentation 26