SAP Campus Management

1. SAP Campus Management Michael Fan

2. SAP Netweaver Technology Platform (fully integrated; common tools) Campus Management as an Integrated Part of ERP Human Resources Financial Accounting Facilities Management Campus Management Training And Event Management CRM Real Estate Sales and Distribution

3. Recruitment Alumni Relations Academic Structure Admission Graduation Degree Auditing Financial Aid Equivalency Determination Progression Student Accounting Registration Grading Housing Campus Management and the Student Life-Cycle

4. 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

5. Seemingly irrelevant “pop quiz” • What do these items have in common? • Delorean • Steam locomotive • Phone booth

6. Academic Structure • Defines the “C’s and D’s” of your institution • Colleges • Departments • Campuses • Degree Programs • Degrees • 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

7. Academic Structure (example)

8. Academic Calendar • Defines key dates and date ranges • 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

9. Recruitment Academic Structure Admission Campus Management and the Student Life-Cycle

10. Recruitment • 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 mySAP CRM • mySAP CRM includes Territory Management capabilities for recruiters • Recruitment data can also be transferred from a separate system

11. 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

12. The Student File • Contains all important data on students and their university careers • 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

13. Recruitment Academic Structure Admission Equivalency Determination Campus Management and the Student Life-Cycle

14. 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 • 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)

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

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

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

18. 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?

19. Crisis in Higher Education • “Baby Boom Echo” • They are coming – more than 40 million of them! • Peak in 2009 – largest graduating class ever (3.2 million students) • Continue through 2018 • Academic Space inventory has actually Declined • Crippling decline in funding

20. Impact of Scheduling Function

21. Capacity Management The Bottleneck Concept…Which Campus Can Grow?

22. What is Demand Analysis? • Detailed information about each active student (Student – Specific) • Aggregation of the Demand Analysis for each of these students (Comprehensive)

23. DemandAnalysis • 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)

24. Historical Demand Analysis

25. Program Analysis Freshman Sophomore Junior Senior

26. Student Survey

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

29. Tom Shaver tshaver@astraschedule.com 888-343-1092 Questions?

30. Recruitment Academic Structure Admission Degree Auditing Financial Aid Equivalency Determination Progression Registration Grading Housing Campus Management and the Student Life-Cycle

31. Registration • Students register for specific courses and/or course sections • Registration priority windows can be established • Contiguous • With gaps • Overlapping • Course registration incorporates business rules • 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 • Pre-requisite not yet complete, but in progress • Financial or academic hold to be released • Web-based course shopping/registration is supported

32. 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 • Overall GPA • In-Major GPA • Sessional/Term GPA • Multiple grading templates can be defined with exam grades, mid-term grades, participation grades, etc. • Grades can be manually over-ridden in the Student File (by authorized users only)

33. Degree Audit • 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 as-yet-unmet requirements • Audit requirements can be over-ridden by authorized users • “Stage-based” Audit is also supported

34. 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

35. Recruitment Academic Structure Admission Degree Auditing Financial Aid Equivalency Determination Progression Student Accounting Registration Grading Housing Campus Management and the Student Life-Cycle

36. Student Fee Calculation • Determines the charges that are posted to a student’s account • Flexible pricing procedures and rules allow for • Flat fee per session • Fee per credit/class • 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

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

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

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

40. 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 • Platform neutral • Comprehensive, flexible feature set

41. Business Case Behind Joint SAP/Sigma Solution • Complexity of regulations • Federal • State • Institutional • Frequency of change • Unique processing cycle • Interface with external agencies

42. SAP/Sigma Integration • Real time interface with SAP Campus Management • Admissions • Demographic • Student classification / enrollment • Student accounts receivable • “Division of labor” split appropriately between systems

43. SAP CM Responsibility • Campus identifier assignment • Enrollment calculations • GPA calculations • Class level determination • Financial aid specific academic progress • Payment application logic • Most refunding algorithms

44. 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

45. ProSAM 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

46. ISIR Management Financial Need Analysis Federal Verification Document Tracking Budgeting Packaging Correspondence Disbursement Pell Grant Processing Loan Processing Fund Management Applicant Summary Audit Archive Aid History Return of Title IV * Scholarship Mgmt * Selected ProSAM Modules

47. Brief ProSAM Demo Andy Sprague

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

49. Student Correspondence • 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 SmartForms used to define the layout of each type of correspondence

50. Recruitment Alumni Relations Academic Structure Admission Graduation Degree Auditing Financial Aid Equivalency Determination Progression Student Accounting Registration Grading Housing Campus Management and the Student Life-Cycle