Campus Management 101 A First Look at SAP’s Solution for Universities

1. Campus Management 101A First Look at SAP’s Solution for Universities Dr. E. F. “Buster” Hale IIIDr. Kathryn F. GatesOffice of Information TechnologyThe University of Mississippi

2. Abstract • SAP's Campus Management (CM) product sets new standards for student information systems. The underlying technology choices reflect a long-term commitment to providing superior solutions to common campus needs such as degree audit, transfer articulation, and Web-based fee payment. The University of Mississippi (UM), the North American pilot for CM, began its implementation in September 2001. This presentation will provide an overview of CM functionality, describe UM's approach to the implementation, and showcase initial results. Included will be a demonstration of the Web view of the university's academic structure, a Web-to-CM application that uses SAP's Business Connector, and XML/XSL technologies.

3. Outline Introduction Elements of a Student System SAP’s Solution: Campus Management UM’s Implementation Demonstration Question & Answer

4. University of Mississippi Profile • About Ole Miss • Public institution established in 1848 • Located in Oxford, Mississippi • Doctoral/Research University • 12,000 students • www.olemiss.edu

5. Campus Management SAP’s Student Management System CM 4.64 released in March 2002 CM 4.71 scheduled for March 2003 Pilot Institutions United States (Ole Miss) Great Britain (Newcastle) South Africa (UCT) Belgium (KUL) Switzerland (Basel) 1st Go Live University of Montevideo in Uruguay GB BE USA Introduction Switzerland South Africa

6. Elements of a Student System • Student Information • Student Records • Transcript Production • Program Information • Course Catalog and Schedule • Degree Offerings • Student Accounting • Financial Aid • Fee Calculation • Accounts/Receivable • Support for Core Processes Traditional Roles

7. Elements of a Student System • Example Processes • Recruitment • Orientation • Admissions • Advising • Registration • Billing • Grading • Teacher Evaluations • Progression • Graduation • Alumni Relations • Other

8. Elements of a Student System New Opportunities • Web-Everything • This is the world in which students live. • Examples • Application for Admission • Registration (feels like online shopping) • Fee Payment • Grades Look-Up • Advising • Functionality that Was Not Possible Before • Degree Audit • Real-time Access • Self-Service • Total Integration • Recruitment • Course Management Software • HR and Financials • Alumni Relations

9. SAP’s Solution: Campus Management • A Student Management System to administer: • Academic Structure and Academic Offering • Student Life Cycle Processes • Recruitment and Alumni • Customer Relationship Management for Higher Education • Student Accounting • Student Services • CM does not include: • Housing • Financial Aid • Teacher Recruitment • Library Management Integration of third parties/ other SAP Modules

10. mySAP Financials Product Strategy: mySAP HE&R as Integrated Solution Personal Admin. mySAP Human Resources Financial AdminAdmin. Payroll Personal Develop. Controlling Time Recruiting Funds & position Mgmt. mySAP Higher Education & Research mySAP Campus Mgmt. Student Life Cycle Contract Acc. Grants mgmt. mySAP Public Sector OrgMgmt. Life Long Learning ALE mySAP E-learning Workfolw mySAP Basis Distance Learning Archiving Student recruitment mySAP CRM Alumni admin.

11. Alumni Recruitment De-registration Admission Student- Masterdata Registration Change of Program Course Registration Re-sources Examination & Grading Campus Management – Student Life Cycle Student Accounting Equivalency Determination Academic History of the Study Academic Structure Application Graduation Teaching & Study Student- administration Reporting Rules & Regulation Degree Auditing Academic Calendar Events Event Planning Re-registration Progression

12. Recruitment Recruitment Recruitment Alumni Alumni Alumni Admission Admission Admission Benelux British Central Europe Student Accounting Student Accounting Student Accounting De-registration De-registration De-registration Equivalency Determination Equivalency Determination Equivalency Determination Student- Master-data Student- Master-data Student- Master-data British Academic History of the Study Academic History of the Study Academic History of the Study Graduation Graduation Graduation Student- administration Student- administration Student- administration Teaching Teaching Teaching Application Application Application Academic Structure Academic Structure Academic Structure Registration Registration Registration Different Study Models Degree Auditing Degree Auditing Degree Auditing Academic Calendar Academic Calendar Academic Calendar Rules & Regulation Rules & Regulation Rules & Regulation Course Registration Course Registration Course Registration Reporting Reporting Reporting Event Planing Event Planing Event Planing Non ProgramOriented Program Oriented Program Type Oriented Change of Program Change of Program Change of Program Event Event Event Examination & Grading Examination & Grading Examination & Grading Progression Progression Progression Re-registration Re-registration Re-registration Different Learning Cultures - Different Study Models Different Learning Cultures American

13. Campus Management - Academic Structure • Academic Programs: Web View

14. Campus Management - Academic Structure • Academic Programs: Web View

15. Campus Management - Academic Structure • View from within Campus Management

16. Campus Management - The Academic Structure • Example Objects

17. Admission Process Student sends an online admission application to university and pays application fee by credit card. Admissions officer receives the online admission application via workflow in his inbox. Admission officer checks the application and communicates with student via mail. Application is routed (electronically) to other offices for further processing. Student is admitted to the university. Student master data is created. Campus Management - Admissions

18. Campus Management - Admissions • Student applies for admission via a web form that initiates a notification in Campus Management.

19. Campus Management - Admissions • The Admissions Officer’s Workplace

20. Campus Management - Admissions • The Admissions Officer’s Workplace

21. CM Admissions - Underlying Technology • Internet Service Request (ISR) • Applications can be viewed and edited from R/3 in original form • Includes support for an approval step • Applications can be linked to back-end processing in R/3 • Population of application with content from R/3, e.g., to build drop-down lists • Direct transfer of application content to R/3 • Incorporation of standard workflows such as sending email to the applicant • Actions and tasks with corresponding R/3 functions • One or more processors can act on the application • Biller Direct functions to handle payment of application fee • Touchnet Payment Gateway • Java Servlets

22. Campus Management - The Student File • The Student File

23. Campus Management - The Student File • The Student File ~ Visa Information

24. Campus Management - The Student File • The Student File ~ External Transcripts

25. Campus Management - Student Accounting • Self-Service Fee Payment with “Biller Direct” (formerly Electronic Bill Presentment and Payment) • Student signs in • Student views Bursar bill • Students pays online via credit card • Integration with SAP Financials and HR • BAPIs for interfacing with third party Financial Aid System

26. Campus Management - Release Planning Level 8 Current Release Campus Management Release Cycle CM 4.71 CA, GA restricted to selected countries CM 4.64 CA, GA for UK and CH CM 4.63 CM 4.62 CA CM 4.61 FCS FCS FCS FCS 05/2001 04/2003 (planned) 6/1999 04/2002 12/1999 6/2000 12/2000 04/2004 (planned) Time

27. New Areas Degree Audit Academic History File Graduation Equivalency Determination including Transfer Agreements Major Enhancements of Existing Processes Automation of Admission Correspondence Audit Trail (Activity Documents) Equivalency Determination and Transfer Articulation Financial Aid Interface Further Continuous Enhancements Progression (Program Type) Student Accounting Student File Campus Management 4.71

28. UM’s Implementation Forging Innovative and Responsive Service through Technology www.olemiss.edu/projects/first

29. Project Organization

30. Campus Management Phase 1 • September 2001 – May 2002 • Components • Academic Structure • Model Developed • Course and Program Data Entered into CM • Web view of Academic Programs opened to public • Undergraduate Application for Admission with Fee Payment • Implemented with Internet Service Request (ISR) • Touchnet Payment Gateway • Uses SAP Biller Direct Functionality • Related Start-up Activities • Project Organization and Planning • Consultant Involvement

31. Campus Management Phase 2 • April 2002 – May 2003

32. Implementation Issues • Implementing SAP in a University Environment • Characteristics of a Pilot Project • Learning Curves/Knowledge Transfer • Consultant Involvement • Support for Web Applications

33. UM’s Implementation • Beyond Phase 2 • Degree Audit with Student Self-Service Capability • Transfer Articulation and Equivalency Determination • Prospect Tracking with CRM • More Automation of Processes

34. Demonstration: Academic Programs • Web Address • http://www.olemiss.edu/services • Underlying Technology • Two RFCs for retrieving academic structure data from CM • SAP’s Business Connector product • Apache Web Server • Tomcat to add servlet support • XALAN to add XML/XSL Transform Capability • Design Choices • Generalized presentation servlet • XSL transforms • Some real-time and some pregenerated

35. Question and Answer

36. Credits • Special thanks to: • Karin Busch, Joachim Plumbaum, and the SAP Campus Management Development Team • Jeannie Wagner of SAP Public Services

37. For More Information • Buster Halehale@olemiss.edu • Kathy Gateskfg@olemiss.edu