Secure Degree Conferral - Making Awarding Rewarding

1. Secure Degree Conferral - Making Awarding Rewarding Session ID #51 July 3, 2012

2. Your Presenter • Sara Brennan • Associate Director, Student Records • Manage Student Records processing team including: Degree Conferral, Transcripts, Enrollment Changes, other records changes • Oversee special projects, coordinate new functionality and system upgrades

3. Overview • This session will detail how DePaul University used PeopleSoft to move from a manual graduation process to a seamless and secure degree conferral workflow.

4. DePaul University DePaul is the largest Catholic university in the nation, with ten colleges and schools, and six Chicago-area campusesFor the 2011-2012 academic year, the university enrolled 25,398 students who reflect a broad range of ethnic, religious, geographic and economic backgrounds. The student body includes 16,384 undergraduate students, 7,983 graduate students and 1,031 law students.

5. DePaul’s Oracle/PeopleSoft Applications • PeopleSoft HCM/Campus Solutions v9.0, PT 8.52, Oracle 11g (originally implemented in 2000 on v7.6) • PeopleSoft Financials/SCM v9.1, PT 8.51, Oracle 11g (originally implemented in 2000 on v7.51) • PeopleSoft CRM v9.1, PT 8.51, Oracle 11g (originally implemented in 2003 on v8.8)

6. DePaul University’s Manual graduation process Click on View, Header and Footer to change text header.

7. Manual Processing • SR and College Offices run report independently each term • College Offices audit line by line in spreadsheet and print outs • College Offices email spreadsheet with notes to SR • SR performed final audit from lists • SR posted degrees and ran report • SR emailed report to College Offices for verification • College Offices sent hard copy of list back with signatures • SR imaged all documents

8. Weaknesses of Manual Processing • Lack of Security in Email and Interoffice Mail • Difficult to Accommodate One-Off Requests • Risk of Human/Data Entry Error • No Way to Track Audit Process in Student Information System • Spreadsheets Difficult to Read • Lack of Transparency in Process • No Consistency in Documentation from College to College Click on View, Header and Footer to change text header.

9. DePaul University’s Secure Degree Conferral Click on View, Header and Footer to change text header.

10. Student Records Requirements and College Office Requests • Security • Ability to Accommodate One-Off Requests • Additional Information in Search Results • Ability to Process One Student at a Time • Ability to Enter Notes • Color Coding for Easy Reference • Easy One Sheet Processing • Ability to Search/Process by College • Ability to Run Report for Awarded Degrees • Confirmation Emails Click on View, Header and Footer to change text header.

16. College Office Feedback Click on View, Header and Footer to change text header.

18. Questions? Click on View, Header and Footer to change text header.

19. Contact • Sara Brennan • Associate Director, Student Records • DePaul University • E-mail: sbrenna7@depaul.edu Click on View, Header and Footer to change text header.

20. Making Awarding Rewarding Session ID #51Denny SavageAssociate University RegistrarThe University of Alabama

21. Agenda • UA Introduction • Previous process overview • Benefits of proposed solution • Initial application process • Award process • Challenges/Successes

22. The University of Alabama • Founded 1831 • Alabama’s first public college • Fall 2011: 31,747 students • UG: 26,234 • GR: 4,913 • Professional: 600 • 34% of students come from states other than Alabama

23. Previous Process • Paper applications • 2011 • UG = 5258 • GR = 1986 • LW = 269 • Total = 7513

24. Previous Process • Undergraduate vs. Graduate vs. Law • Communication with students • Manual data entry • Proofing • Final sign-off

25. Proposed Solution • Online application • Initial application approval workflow • Final award workflow

26. Web Application Setup • Term availability • Student eligibility • Student information • Web text localization

28. Term Selection

29. Curriculum Selection

30. Ceremony Selection

31. Diploma Name Selection

32. Diploma Name Editing

33. Diploma Address Selection

34. Diploma Address Selection

35. Application Summary

36. Application Confirmation

37. Web Application Changes

38. Initial Workflow Overview

39. Initial Workflow Overview

40. Initial Workflow Overview

41. Approver Worklist

42. Approver Task View

44. Award Workflow

45. Award Workflow

46. Award Workflow • Batch kickoff • Honors calculation • Working concurrently

47. Challenges • Testing, testing, testing • Undergraduate Engineering • Verbiage on forms/emails • Maintaining departmental approvers • Stalled applications/workflow tasks • Baseline application curriculum selection • Denied & cannot reapply

48. Successes • 4 weeks extra application time • 2 weeks less award time • Easier on students/colleges/OUR • Manual entry error elimination • 100% attendance response • Training materials

49. Questions? Denny Savage denny.savage@ua.edu 205-348-0261 registrar.ua.edu