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Session #27735 March 1 st , 2010

How Can We Be More Effective and Efficient in Campus Solutions. Session #27735 March 1 st , 2010. Presenters. Nicole Parkman , Project Manager The College of New Jersey Jill Palla , Account Manager CedarCrestone Inc. Overview.

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Session #27735 March 1 st , 2010

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  1. How Can We Be More Effective and Efficient in Campus Solutions Session #27735 March 1st, 2010

  2. Presenters • Nicole Parkman, Project Manager The College of New Jersey • Jill Palla, Account Manager CedarCrestone Inc.

  3. Overview TCNJ leveraged their Campus Solutions implementation to standardize and improve business processes, where possible. In doing so, they each made significant strides toward optimizing the value of their technology investment and established structures to guide their continued success. Effectiveness and Efficiencies are still evaluated daily as this is an ongoing process.

  4. Agenda • Overview of TCNJ Implementation • Evaluated Opportunities to improve BP • Cross Functional Items • Evaluate Opportunities to identify bottlenecks • Use Query, Process Monitor, & Testing • Questions and Comments

  5. The College of New Jersey • State College in Ewing, NJ • Primarily undergraduate liberal arts • Students - 5,600 FT, 330 PT, 850 graduate • Faculty - 325 full-time, 350 adjunct • Staff - 675 full-time, 125 part-time • Student Employees/GA’s - 1,300 • Project Scope • Campus Solutions: Campus Community, Recruitment and Admissions, Student Records, Financial Aid, Student Financials, Academic Advising, Student and Faculty Self-Service

  6. TCNJ Goals • Go live on time and within budget • Greater Data Integrity • Team Organization: Implementation and Post-Production • Improve Business Processes • Standardize Processes • Address Cross-Functional Issues 6

  7. Staffing: Organization of Teams • Implementation Model • 1 – Create Backups • 2 – Knowledge Transfer • 3 – Get the Best People on your Team • Post Production Model • 1 – Create Backups • 2 – Knowledge Transfer • 3 – Ongoing Support

  8. Post Implementation Very easy to get comfortable on the “lazy boy” after Go Live. Think about Training the “managers” who are back in the office so they can (and know) they are to carry on the baton. Don’t assume that people know what their roles are POST implementation Make sure there is a clear hand off that this is no longer a PROJECT but are standard day to day operations.

  9. TCNJ Business Process Improvements • Use Mapping Tools: Picture Card Design PCDM • Get all interested parties in the room • Map current business process • Look for ways to improve business process • Figure out how BP fits into PeopleSoft • Keep track of BP Improvements 9

  10. Cross Functional Items • Assign an owner to coordinate • Identify Cross Functional Tasks • Welcome Week • Parent Access • Course Cancellation • Auxiliary Services: ID Cards, Housing, Parking, HCM, Financials, etc. 10

  11. Avoid Campus Solutions Bottlenecks 11

  12. Strategy: Evaluate Campus Community • Audit Shared Tables for Standards: • 3C’s • Service Indicators • Monitor for Missing Addresses, Emails, etc. • Ethnicity • Citizenship • Self-Service Issues 12

  13. Strategy: Evaluate Campus Community • Auxiliary Services • Identify Additional Potential End-Users 13

  14. Strategy: Evaluate Admissions • Queries/SQRs: • Applicants • Admission Decisions • Matriculates • Letters sent • Test Scores Loaded • Setup to Monitor Enrollment Targets • AD Funnel Report 14

  15. Strategy: AD Funnel Student Admissions > Reports > Admissions Ad Funnel 15

  16. Strategy: AD Funnel Output 16

  17. Strategy: Student Records • Analyze errors generated by students trying to register for courses • Successful Enrollment Counts • Evaluate Enrollment Overrides • Degree Checkout Progress • Grade Roster Progress 17

  18. Strategy: Enrollment Errors Query: • ENRL_REQ_DETAIL • ENRL_REQ_HEADER • ENRL_MSG_LOG • Field: ENRL_REQ_DETL_STAT = E 18

  19. Strategy: Evaluate Records 19

  20. Enrollment Error Sample

  21. Message Catalog: Enrl Engine

  22. Message Catalog: Enrl Engine SS

  23. Message Catalog: Enrl Engine SS

  24. Strategy: Successful Enrollment • Query: Total of All Classes with Successful Enrl • ENRL_REQ_DETAIL • STRM • ENRL_REQ_DETL_STAT = S • ENRL_REQ_HEADER • ENRL_REQ_SOURCE = ME, QE, SE, etc.

  25. Strategy: Enrollment Overrides • Sort by Class ID/Course ID • Track back if Prereqs are being overridden a lot • Track if Permissions are being overridden a lot • Stay in touch with Academic Departments to determine if prereqs/permissions are correct 25

  26. Strategy: Overrides • Query the number of overrides on enrollment request details for a term • PS_ENRL_REQ_DETAIL record 26

  27. Overrides To Query

  28. Sample Overrides Query

  29. Strategy: Graduation Clearance Query PS_ACAD_PROG record • PROG_ACTION = DATA • ACTION_REASON= GRAD • DEGR_CHECKOUT_STATUS • ACTION_DT or EFFDT • Idea: Use ‘Between’ feature in Query to select a date range – for instance determine when graduation applications are first accepted and end date. 29

  30. Strategy: Degree Checkout PS_ACAD_PROG. DEGR_CHECKOUT_STATUS values: 30

  31. Sample Degree Checkout Query

  32. Strategy: Grade Rosters • Query: GRADE_RSTR_TYPE • GRADING_STATUS = POST • GR_APPROVAL_STATUS = • APPR (Approved) • NRVW (Not Reviewed) • RDY (Ready) 32

  33. Sample Grade Roster

  34. Strategy: Evaluate Advising • SAA_ADB% can be queried to calculate the number of AA Reports processed • New Plans added but advising rules not written: check new majors, minors, etc. • Students in Self-Service are unable to see AA Report because not initially run • Transfer Credit – number of days from the time transcript received to articulate coursework 34

  35. Analysis Database Records

  36. SAA_ADB_REPORT

  37. Strategy: Evaluate Financial Aid • ISIR Loads • Verification/Corrections • Awarding • Pell Reconciliation • DL Reconciliation 37

  38. Strategy: Evaluate Financial Aid ISIR Load: Financial Aid  File Management  Review CPS/NSLDS Transactions 38

  39. Strategy: Evaluate Financial Aid Verification: Financial Aid  File Management  ISIR Corrections  View 2009-2010 Outbound Files 39

  40. Strategy: Evaluate Financial Aid Awards: Financial Aid  Awards  Mass Packaging  View Mass Packaging Summary 40

  41. Strategy: FA Reconciliation • Direct Loan Reconciliation (many) • FA  Loans  DL Reconciliation  Disbursement Status Report (big) • FA  Loans  DL School Account Summary  Reconciliation Report • FFELP (many) • FA  Loans  CommonLine Reconciliation  CL4 EFT • FA  Loans  CommonLine Reconciliation Loans on Hold Report • Pell Reconciliation (many) • FA  Pell Payment  Origination Reports  Origination Status • FA  Pell Payment  Origination Reports  Records with No Origination (look for non-cancelled awards) • FA  Pell Payment  Disbursement Reports  Disbursement by Status 41

  42. Strategy: Student Financials • How many invoices/bills were generated • How many refunds • How many students were tuition calculated 42

  43. Strategy: Student Financials • Student Financials Tuition and Fees • Tuition Calculation • Review Fees After Calculation • Review Calculation Messages • Review Fees Prior to Posting • Calculate Batch Tuition • Fees After Calculation Report • Fees Prior to Posting Report • Tuition Calc Error Report 43

  44. Strategy: Student Financials Student Financials  Charges and Payments  Group Processing  Create Group Data Entries  Review Transactions  Review Suspended Transactions  Review Posting Info  Posting Reports 44

  45. Strategy: Student Financials Student Financials  Bill Customers •  Review Printed Invoice •  Student Bills •  Pending To Bill Items •  Review Invoice •  Student Invoice Summary 45

  46. Strategy: Student Financials Student Financials  Refunds •  Review Student by ID •  Review Student by Date •  Reports •  Refunds by Date •  Completed Refunds by Date •  Open Refunds •  Individual Refunds •  Process Batch Refunds •  Review Batch Refunds 46

  47. Strategies: Evaluate Queries • Who is writing queries • Who is running queries • Who needs help with queries 47

  48. Strategies: Process Monitor • Identify list of key jobs and find out what jobs are being run and how often • Understand how jobs are used on your campus – not used the same everywhere • Adm Application, Test Scores, ISIR Loads, Billing, Collections, Transcripts, etc.

  49. Sample Process Monitor

  50. Testing • Request Signoff • Who has problems after patches and fixes • Know who isn’t testing and who gets lucky 50

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