Student Information System SIS Report Presentation to the

Student Information System (SIS) Report Presentation to the UTFAB Tuesday March 8, 2011 Bob Engmark, Director, Information Systems Rusty Scott, Associate Director ACNS Chris Seng, Senior Associate Registrar

Agenda SIS Overview p Recent Activities p Projects Ahead p FY 12 Funding Request p Questions p 11/9/2020 UTFAB SIS Spring 11 Presentation 2

Included in the SIS: p ARIES – The Student Information System n p p p p Catalog, Class Schedule, General Person, Admissions, Billing, Financial aid, Student term records, Academic History, Graduation, Faculty, Advisor, Self Service Document Imaging Workflow Degree Audit Reporting System 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 11/9/2020 UTFAB SIS Spring 11 Presentation 3

Offices Supported by Student System p p p All Academic Departments Admissions Bus & Financial Services Accounts Receivable CASA Catalog and Curriculum Division of Continuing Education Graduate School Institutional Research Registrar’s Office Student Financial Services Summer Session Office 11/9/2020 UTFAB SIS Spring 11 Presentation 4

Who Uses the SIS? p p Students AY 2010/11– 67, 331 Faculty, staff & advisors - 2, 700 Alumni Ram. Records Accounts – 54, 384 Applications in 2010– 38, 331 11/9/2020 UTFAB SIS Spring 11 Presentation 5

SIS Overview – System Usage p p p People in system – 719, 204 Students Spring 2011 Census – 28, 329 RAMweb logins, 2010 – 3, 894, 939 ARIESweb logins 09/10 - 833, 831 Grades input for Fall 2010 - ~ 128, 000 Sections Fall 2010 of classes – 7, 101 Major changes processed 09/10 - 14, 074 Financial Aid disbursed 09/10 - ~$235, 000 Official Academic Transcripts produced 09/10 - 36, 010 Degree Audits run RAMweb/ARIESweb 09/10 – 189, 662 Document pages imaged – 1, 706, 010 3/8/2011 UTFAB SIS Spring 11 Presentation 6

RAMweb logins by year p 4, 500, 000 p 3, 894, 939 p 4, 000 p 3, 613, 677 p 3, 538, 349 p 3, 501, 047 p 3, 500, 000 p 2, 902, 151 p. Logins p 3, 000 p 2, 500, 000 p 2, 206, 159 p 2, 000 p 1, 857, 946 p 1, 617, 705 p 1, 500, 000 p 1, 201, 826 p 1, 000 p 635, 694 p 500, 000 p 268, 481 p 0 p 2001 p 2002 p 2003 p 2004 p 2005 p. Year p 2006 p 2007 p 2008 p 2009 p 2010

p 2010 RAMweb logins by month p(includes RAMrecords) p 600, 000 p 500, 000 p 400, 000 p 2010 p 300, 000 p 200, 000 p 100, 000 p 0 p. Jan p. Feb p. Mar p. Apr p. May p. Jun p. Jul p. Aug p. Sep p. Oct p. Nov p. Dec

Summary of Recent Activities p Implementation of online registration waitlist n n n Email to students when space is available and opt in for text message notification RAMweb and ARIESweb self service Details Email notifications sent # of Students receiving notifications Fall 2010 16, 298 7, 201 6, 049 10, 604 Spring 2011 17, 810 7, 868 6, 798 11, 768 11/9/2020 # of students registered from waitlist # of seats filled UTFAB SIS Spring 11 Presentation 9

Summary of Activities – 2 p RAMweb n n n n n p ASCSU election support Expanded curriculum display in transcript Textbook information available during registration COF updates Concurrent Enrollment (High School Students) Web service to display student weekly schedule in ARIESweb Added credit hour and instructor information to My Weekly Schedule Student Insurance updates for Registration Ready for Fall 2011 Maintenance of alerts, registration and COF changes ARIESweb n n 11/9/2020 “My Weekly Schedule” graphical display added Viewing of imaged documents Implemented access to student ID photos in ARIESweb for advisors and staff Waitlist information for faculty and advisors UTFAB SIS Spring 11 Presentation 10

Summary of Activities – 3 p System Upgrades n n p RAMrecords (former students) n n p n n n p ID generation tool Redesign of login process and self help format Miscellaneous student services n p Banner and Oracle upgrades, patches, bug fixes Financial Aid regulatory updates College Opportunity Fund Quality Address Software Server upgrade RAVE alert data transfer rewrite Lynda. com integration & reporting Integration with new Ereserve system Grade transfer in/out of Ram. CT Grades. First Advising data integration for Athletics Enforced Prerequisites, In-Progress courses 11/9/2020 UTFAB SIS Spring 11 Presentation 11

Projects Ahead p RAMweb n n n p Enable self service for directory preferences Electronic request for major, minor (field of study) changes Collect Local Address info SSO from RAMweb to ramsmail Catch invalid text message phone numbers and notify student via alert Catch invalid driver’s license numbers and notify student via alert (and possibly a hold? ) ARIESweb n n 11/9/2020 Electronic grade changes for instructors Last date of attendance for grades of “U” and “F” Changes to protect DOB, Gender, Ethnicity, Race for employees Replace old ethnicity with new federal reporting values UTFAB SIS Spring 11 Presentation 12

Projects Ahead - 2 p System upgrades (Ongoing effort!) n n p Reporting database DARS application to u. achieve Banner (Project Horizon) SIS integration with Ram. CT replacement Further expansion of document imaging and workflow in the Graduate School, International Office and other areas n n n 11/9/2020 Scanning and indexing of 5, 300 graduate student files Program of study workflow process likely later in the year Collaboration with Admissions and International Office for graduate application process UTFAB SIS Spring 11 Presentation 13

Projects Ahead - 3 p Parent RAMweb n Provide students the ability to grant access to a parent/guardian p p p n p billing info Grades report Transcripts Create better communication channels with parent/guardian Other projects n n 11/9/2020 Redesign main page to eliminate scrolling Create ‘Graduation Ready’ checklist for undergrads New Class Schedule interface Electronic Transcripts UTFAB SIS Spring 11 Presentation 14

Transfer Equivalency System (T. E. S) p p p p Needed now more than ever due to demand for transcript evaluation growth 16, 600 transcripts evaluated annually, 47% increase in 2 years Provides side by side course comparisons from other institutions to CSU courses TES prompts CSU staff when to reevaluate changed courses from other institutions TES database of 48 million college courses Annual subscription service fee Hosted by vendor, no software to install Last 2 years 91, 000 catalog rules built in DARS from course reviews 11/9/2020 UTFAB SIS Spring 11 Presentation 15

FY 12 Funding Request p FY 11 Total SIS Budget $1, 326, 780 (UTFAB + Univ match + I. S. support) FY 11 UTFAB Support $ 506, 166 p maintenance Savings from server upgrade Software maintenance inflation Add Transfer Equivalency System $ (12, 123) $ 26, 921 $ 14, 993 p Total FY 12 Request $535, 957 p p p All additional costs absorbed centrally p University matches UTFAB support p 11/9/2020 UTFAB SIS Spring 11 Presentation 16

Projected Expenses this Year (FY 12) p Projected FY 12 expenses n $535, 957 n Software – 58% n Hardware – 3% n Staffing – 38% n Other – 1% 11/9/2020 UTFAB SIS Spring 11 Presentation 17

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 Critical to preserve these staff, due to cuts in other areas 11/9/2020 UTFAB SIS Spring 11 Presentation 18

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. 3/8/2011 UTFAB SIS Spring 11 Request 19

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! 11/9/2020 UTFAB SIS Spring 11 Presentation 20

Questions… are most welcome. 11/9/2020 UTFAB SIS Spring 11 Presentation 21