Mosaic Student Administration

8/3/2019 Mosaic Student Administration

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Enterprise Systems Replacement Project

The University o Arizona

PeopleSot Student Implementation Plan

November 20, 2008

PeopleSoft Student Administration Implementation


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The University o Arizona |Mosaic Implementation Plan 2 o 26

Peoplesot Student Administration Implementation

PeopleSoft Student Administration Implementation

1. STUDENT ADMINISTRATION IMPLEMENTATION STRATEGY 4A. Background 4

B. PeopleSot Sotware 5

C. Objectives 6

D. Project Leadership 6

E. Implementation Schedule 6

F. Customizations 7

G. Iterative Approach 7

H. Testing and Acceptance 7

I. Data Conversion 7

2. STUDENT ADMINISTRATION STATEMENT OF WORK 8A. Objectives 8

B. Context 9

C. Goals 9

D. Deliverables 10

E. Scope 10

F. Constraints 10

G. Success Criteria 10

3. STUDENT RECORDS STATEMENT OF WORK 11A. Goals 11

B. Deliverables 11

4. ADMISSIONS STATEMENT OF WORK 12A. Goals 12

B. Deliverables 12C. Scope 13

5. FINANCIAL AID STATEMENT OF WORK 14A. Goals 14

B. Deliverables 15

C. Scope 16

D. Constraints 16


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E. Success Criteria 16

6. STUDENT FINANCIALS STATEMENT OF WORK 16A. Goals 16

B. Deliverables 18

C. Scope 19

D. Success Criteria 19

7. ACADEMIC ADVISING STATEMENT OF WORK 19A. Goals 19

B. Deliverables 20

C. Scope 20

D. Constraints 21

8. CAMPUS COMMUNITY STATEMENT OF WORK 21A. Objective 21

B. Context 21

C. Goals 21

D. Deliverables 22

E. Scope 22

9. PEOPLESOFT STUDENT ADMINISTRATION IMPLEMENTATION TIMELINE 24


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1. IMPLEMENTATION STRATEGYA. Background

Administrative activities involving students and the curriculum are distributed across three main divisionso the University. The of ce o Enrollment Management, which is part o the Division o Student Aairs, is

home to Undergraduate Recruiting and Admissions, the Of ce o Student Financial Aid, and the Of ce othe Registrar. The Graduate College, overseen by the Vice President or Research, manages the admissions,academic progress, and graduation unctions as they relate to graduate students. The Bursars Of ce is part othe Financial Services Of ce which reports to the Senior Vice President or Business Aairs. Finally, academicadvising is distributed throughout the colleges; most colleges oer advising services to students throughproessional advising sta as well as aculty. This broad distribution indicates just how pervasive student andcurricular inormation management is in the daily business o the University.

From a systems point o view, the Universitys current campus solutions landscape is a distributed collection oold and new applications. These reside on multiple hardware platorms, and while some have been purchased,some also are home grown. Major components are highlighted below:

SIS is our mainrame-based system o record or the schedule o classes, registration, transcripting,student billing, and graduation processing. It came on line to support the Spring 1988 semesterand continues today. SIS was originally developed by Inormation Associates, and it is a relative oSunGards Banner product, but the University has long since been out o vendor maintenance orpractical reasons.Matrix, another SunGard product, supports student recruitment, graduate and undergraduateadmissions processing, student nancial aid, and is the system o record or student biographical/demographical inormation. It was used to admit and award the incoming class o 2003, and is stillunder contract with the vendor or maintenance and upgrades. (However, SunGard has announcedthat this product will no longer be actively developed.) Matrix and SIS are connected through severalreal-time and batch interaces.

DARS, rom Miami University, processes undergraduate degree audits and is the system o record orstudent transer coursework and course applicability. Users interact with DARS through a browser-based interace that was developed locally. DARS has real-time and batch interaces with both Matrixand SIS.Student Link, developed locally, is the Universitys web portal or students. Through a set o real-timeand batch interaces it allows students a convenient way to interact extensively with SIS, Matrix, DARS,and other systems on campus. Student Link provides students with access to a range o servicesincluding class registration, billing and payment, degree audit, nancial aid inormation, personalinormation, etc.WebRoster, also developed locally, enables aculty and administrative sta to manage their classrosters rom their browser, and is the of cial grade submission tool or the university. WebRostercommunicates to SIS and Matrix through real-time and batch interaces. WebRoster also imports grade

inormation rom D2L (see below).Astra Schedule, rom Ad Astra Inormation Systems, is the system o record or class scheduling andspecial events scheduling. Administrative users currently interact with Astra Schedule through adedicated interace; non-administrative users and the campus at large do not have direct access tothis product. They see scheduling data via SIS (delivered by a batch interace and through dual-entrywithin the Registrars of ce), and via the online schedule o classes, which is an extension o StudentLink.Desire2Learns Learning Environment application (D2L) is the Universitys course management tool orthat aculty who take advantage o innovative learning environments.


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Beginning in 1999 the institution launched The Cosmos Project in an eort to replace SIS, which at that timesupported all processing across the student and curricular liecycles. Back then SIS could only be accessedthrough a dedicated interace and was regarded by many on campus as more o a constraint and a liabilitywhich prevented us rom achieving our goals. An extensive RFP process within a very immature vendor spaceidentied the Matrix product (then called E5) as the most viable product to succeed SIS, and the Universityentered into a development partnership with Exeter Corporation to bring Matrix to campus. At that timeMatrix could deliver student recruitment and student nancial aid unctionality in a relational database ormaton a Microsot technology stack through a browser-based interace. The partnership sought to implementMatrixs delivered unctionality and to leverage the development o sophisticated bursar and registrarmodules using the collective business experience o the University.

Approximately ve years later the project of cially ended by declaration rom the CIO. To its credit, theproject successully implemented three o Matrixs ve modules (recruitment/admissions, nancial aid, andcommon) in vanilla orm and remains under vendor maintenance. As the product has matured and newnative unctionality introduced, local customizations have been retired. The University o Arizona is not uniquein ailing to implement the remaining bursar and registrar modules. No other Matrix customer that we knowo has ully implemented these modules--the products internal complexity, dif culties in scaling to meet thesystem loads associated with these activities, and the scope o its delivered unctionality have all contributedto this circumstance.

Matrix itsel cannot be held wholly responsible or the general perception that the project ailed overall.Matrix will x that was a widely used expression to describe the shortcomings o with SIS during the project.However, because most non-administrative users o SIS are concerned with schedule o classes preparationand maintenance, student liecycle processes outside o admissions and nancial aid (e.g., advising, academicprogram maintenance, course registration and grading, academic honors and graduation, etc.) they and thecampus at large never saw any direct benet rom the projects successes. Digging a little deeper, the projectsuered rom protracted timelines, limited knowledge transer rom the implementation consultants, and ageneral methodological aw o requiring the product to t the needs o existing business processes ratherthan modiying human processes to bring them more in harmony with the as-delivered system organizationand unctionality.

We have learned rom Cosmos. Our better understanding o ourselves, our institutional will and opennessto change--as well as the continuing age and limitations o our current environment and the maturity oavailable system products or higher education--have led us to rekindle our desires or system replacement ina new orm we are calling the Mosaic Project.

This better understanding is leads us to ollow a dierent approach in implementing PeopleSot CampusSolutions. We are treating this project as a University project, not just an academic or central administrationproject. We are staf ng the project teams with a more diverse group o individuals who will represent a largeportion o the populations aected by the conversion to PeopleSot. These individuals are being selected ortheir skill sets, communication abilities and campus af liations. We will keep the lines o communication openwith key constituent groups so the campus is aware o the projects goals, timelines and accomplishments.

Finally, the project has a strong ocus on communication and training, and has hired individuals who arededicated to training, communications and organizational change.

B. PeopleSot Sotware

The Student Administration part o the Mosaic Project involves implementing portions o Oracles PeopleSotCampus Solutions sotware suite. These components include Campus Community (person- and organization-oriented biographical and demographic data), Academic Structure (the Universitys academic programinventory and organization), Student Records, Admissions, Academic Advising (degree audit), StudentFinancials, and Financial Aid. PeopleSot Campus Solutions is a market leader, a mature product used tosuccessully conduct university business at hundreds o public and private institutions around the world,


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including Maricopa Community College as well as both NAU and ASU here in the state. There are a largenumber o very experienced consultants, knowledge experts, and sotware engineers available to assistschools in implementing the product. In addition, there is a very active users group, HEUG, which assistsuniversities and Oracle itsel in enriching the unctionality o current and uture releases o the product.

C. Objectives

The broad objectives o the Student Administration initiative are straightorward. We envision success

to include the ollowing: that the need or redundant entry and data maintenance is reduced; that ourresulting business processes are ef cient and eective; that inormation and services are easily accessibleto our community via a browser-based portal; that required data have been accurately converted; thatour implementation will be ully integrated with other systems, including any 3rd party systems; that theappropriate university constituencies are prepared or and involved during the implementation, and that theyare satised with the results; and that the project is completed on time and on budget.

D. Project Leadership

Because the scope o Student Administration includes such a broad and comprehensive set o universityactivities, the Mosaic Executive Steering Committee has selected a pair o co-directors, one each romleadership positions on the nancial and the enrollment management sides o the house, to lead theimplementation. They in turn have selected a team o unctional experts rom within the universityadministration to serve as project managers or the individual modules. Together, this team is charged withsuccessully coordinating the activities o the needs o the implementation so that each module supportsuniversity business and integrates well with the rest o the campus solutions components as also with theother systems being implemented within the broader Mosaic project.

E. Implementation Schedule

We plan to coordinate this implementation so that all o the modules will be live in production to support theclass o new and continuing students registering or the Fall 2010 semester. This will require the ollowing,intermediate go live dates or the dierent modules within Campus Solutions:

September 2009 Course Catalog and Schedule o ClassesJanuary 2010 Campus Community bio/demo conversion

February/March 2010 Financial Aid and Student Financials Part 1 (Charging) or the Fall 2010 aid yearMarch 2010 Student RecordsMay 2010 Admissions, or Spring 2011June 2010 Initial Academic Advising roll out or the most populated degree programsJuly 2010 Student Financials Part 2 (Billing)December 2010 Academic Advising roll out complete

[Note that this is a natural implementation sequence, with minimum temporary interaces]

This timeline was developed in partnership with Io Consulting, our Systems Implementers or this project.These dates reect our best estimate or readying the use o the system based on the complexity o eachmodule as well as the time required to ully congure the sotware to support university business, to integrate

it with other modules in the suite, to reengineer any business processes that might need to change as a resulto the implementation, and to train the end users adequately to do business within PeopleSot CampusSolutions. This timeline also minimizes the number and the duration o interaces between PeopleSot andlegacy system. A graphic display o this timeline is included with this inormation.

This is an aggressive schedule. To ensure the success o this project we have engaged the services o IoConsulting. This rm specializes in implementing PeopleSot Campus Solutions at institutions o higherlearning, and their consultants are some o the most highly regarded individuals in the industry. They have puttogether a team o seven lead consultants, each o whom will be paired with the co-directors and the projectmanagers o the Uiniversity o Arizona team. The Io team will provide the deep product knowledge, guidance,


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and mentoring we need to implement and congure our sotware according to best practices and to ourown local policies. As a rm, Io has agreed to help share the risk and maximize the probability o success othe project by oregoing the collection o a signicant percentage o their ees until several signicant projectmilestones are ully unctional and in production.

F. Customizations

To use the unctionality o the sotware to its ullest, we have decided to conorm our own business processesto the native methods o the product as much as possible rather than the other way around. Our view is that awell-congured PeopleSot environment enables good sound business practices and that the burden is on usto show why we should not adopt the business practices implicit in the sotware. Project-wide governance isin place to evaluate requests or customization.

G. Iterative Approach (Build a littletest a little.)

The rst process is to congure the sotware. Based on experience with other implementations our judgmentis to take an iterative approach to this process. The rst iteration will be to congure the sotware anddemonstrate the ability to ollow a ew students through their liecycle rom admissions through graduation.This exercise will transorm all o the basic elements o our business into the PeopleSot context. The seconditeration will ollow the same liecycle or a larger and more diverse population o students. This will entail amore robust conguration, and should identiy some local business processes that will need to be modied.The third and all ollowing iterations will continue the process o increased complexity o conguration toaccommodate more o our existing populations.

Our knowledge o the sotware will grow through these iterations and our judgments about what businessprocess changes are needed will grow along with that. A typical mistake is to conclude too early in the processwhat the system will or wont do and thus to undertake customizations which in retrospect were unnecessary.This approach also means that the traditional t/gap analysis is accomplished instead by successive iterations.Our judgment is that this approach best deals with the initially very steep learning curve and leads to betterinormed judgments. Furthermore, it lends itsel to more thorough testing, because each pass at the sotware

gives rise to new insights and a higher quality implementation.

H. Testing and Acceptance

Our testing will intensiy as each go-live milestone approaches. We intend to involve the unctional andtechnical members o the project teams and the unctional of ce sta in this eort. In this way the testingprocess will inorm the training process, and we can leverage these essential activities to contribute to theultimate acceptance o the project by the campus. Furthermore, this approach puts the converted dataand redesigned processes directly into the hands o those who will ultimately know them best and who arethereore in the best position to thoroughly evaluate our implementation.

I. Data Conversion

Data conversion will be addressed early and oten in the project so that issues can be identied and handledappropriately in a timely ashion. Where appropriate, depending on business need and eort required, we willeither x the data in the source system or revise the mapping process itsel to ensure the cleanest data reachtheir target. Each o our implementation iterations will include a richer and more diverse set o data to moveto the new context, and just as our repeated explorations o the sotware will lead to new business insights,it will also lead to a greater understanding o how to map data into its new home. We believe this repeatedexperience will help us manage the complexity and quality o the data we have, and also to begin to help usunderstand how to transorm that data into useul inormation to guide our decision making processes.


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I. Change ManagementWe are mindul o the changes this project will bring to our community. The Mosaic Project has hired a directoto manage communications and the organizational change within the institution. To communicate the statuso the project and urther involve the campus in its progress, we have a website, a monthly newsletter, andarticles published or planned or publication in our institutional newsletter. Further, we will present demos othe congured sotware as we complete each iteration, and project leadership and members are encouraged

to make themselves available or questions and answers by speaking to and/or participating in existing groupsaround campus.

Our present systems are uniquely ours. They have been tuned to our particular ways o doing businessover many years. As a result they oer administrative sta a high degree o process automation and theyoer students and aculty robust sel-service. This tuning and automation has also allowed us to supportour business through lean nancial times and through reductions in sta. We recognize that the system weare implementing is not yet ours, and we will be very interested in nding creative ways to minimize theimpact o this act to our campus while at the same time maintaining our objectives. We will seek ways to usePeopleSots internal toolset to achieve as much automation as we can or administrative users, and to delivera very high quality sel-service experience to our students and aculty.

2. STUDENT ADMINISTRATION STATEMENT OF WORK

A. Objectives

The objective o Mosaic--Student Administration is to implement both the PeopleSot Campus Solutionsmodules and the new student recruiting system (which is to be determined through an RFP process currentlyunderway). Implementing these will enable the University o Arizona to:

Upgrade its inrastructure to support uture activities and advancement; Provide a more accessible, up-to-date and reliable system or managing student data and resources;Meet internal and external reporting requirements;Provide industry standard, world class service to aculty and students; andOvercome the risks and limitations inherent in its current administrative computing environment.

Our intention is to implement the modules within Campus Solutions according to the ollowing go liveschedule:

Go Live Tentative Milestones

September 2009 Course Catalog and Schedule o Classes

January 2010 Campus Community bio/demo conversionFebruary/March 2010 Financial Aid and Student Financials part 1, or the Fall 2010 aid yearMarch 2010 Student RecordsMay 2010 Admissions, or Spring 2011June 2010 Initial Academic Advising roll out or the most populated degree programsJuly 2010 Student Financials part 2, BillingDecember 2010 Academic Advising roll out complete

This timeline was developed in partnership with Io Consulting, our Systems Implementers or this project.These dates reect our best estimate or readying the use o the system based on the complexity o each


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module as well as the time required to ully congure the sotware to support university business, to integrateit with other modules in the suite, to reengineer any business processes that might need to change as a resulto the implementation, and to train the end users adequately to do business within PeopleSot CampusSolutions. This timeline also minimizes the number and the duration o interaces between PeopleSot andlegacy system. A graphic display o this timeline is included with this inormation.

B. Context

The Universitys current campus solutions landscape is a distributed collection o old and new applications.These reside on multiple hardware platorms, and while some have been purchased, some also are homegrown. The lack o product support, the limited unctionality and the inability to urther modiy the existingproducts to meet the needs o the University resulted in the decision to implement the PeopleSot CampusSolutions modules as a replacement or our current SIS and Matrix systems.

C. Goals

Goals or Student Administration are provided at two levels: Project goals, organized below, are broad goalso the entire initiative. Module goals are more specic and reective o a particular implementation. They arepresented within the statement o work or that module.

Campus Community can be considered both a module on its own and an integral part o every part o thePeopleSot implementation. For the Mosaic Project, Campus Community is included within the CampusSolutions scope and a statement o work is included within this document.

Appropriate university constituencies are prepared or and involved during the implementation, andthat the results meet the business needs o the users.

The project is completed on time and on budget.

End-users are ully trained and able to do their jobs using the new system. A plan is in place to phase out and turn o current legacy systems.PeopleSot Campus Solutions is integrated with PeopleSot HCM, Kuali Financials and the new studentrecruiting sotware wherever appropriate to meet the needs o the academic and business campuscommunities.Student Administration will use the existing Mosaic management and committee structure oroversight and approval o its decisions.Any required business process changes will include a decision making process or the assessment andapproval o the changes.A communication plan will be developed and implemented to inorm the campus community o keyproject decisions and milestones.There will be broad campus participation in the conguration to support consistent business

processes across all student populations.Student sel-service unctionality is maximized and used wherever practical.Legacy data is migrated into PeopleSot with complete accuracy.University business continues to comply with local policy, and with state and ederal regulations.Our implementation has appropriate security controls to ensure audit ability while supporting thedistributed processing o student data wherever practical.Produce, with accuracy, attestations, documents, publications, and reports to support universitybusiness, eliminating paper reports and provide or electronic transmission wherever possible.Minimal disruption to existing operations and services during the implementation o the PeopleSotproduct


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Provide continuous PeopleSot Student Records updates regarding key project decisions andmilestones to the campus communityMaintain current level o sel service unctionality or student, aculty and guestProvide or the ability to comply with state, ederal and university privacy laws

D. Deliverables

The deliverables o the Campus Solutions implementation in this document are organized as Project Leveldeliverables that aect the initiative in its entirety. Deliverables or each specic module are listed by moduleand ollow immediately ater the initiative deliverables.

Flowcharts or assigning incoming documentsReports and documentation o logic or each reportDetailed testing plans to include a variety o testing methods as appropriate to the type o data orprocess being testedUpdated procedures or reengineered business processesProduction schedule o jobs to be run daily, weekly and monthly in productionSotware congured accurately, on schedule and within the allocated budget

Reports and queries to conduct University businessRegulatory and compliance reportsCommunications plan designed and implemented.Training plan or end users developed and implemented, or both existing users and uture users.Process ow documented or business processesChange management plan

open labs with sandboxquarterly town halls to demonstrate progresslistserv broadcastsweekly touch points with home of ce or knowledge shareon-site and in-situ of ce support during go-live

E. Scope

A scope statement is included with the specic module Statement o Work that ollows in this document.

F. Constraints

The system requirements, unctionality and timeline or the student recruitment system are unknown at thistime. The selection o vendor is anticipated by mid-December. This timerame should allow the recruitmentmodule to be developed in concurrence with the PeopleSot admissions module, requiring no adjustment tothe go-live proposed schedule.

G. Success Criteria

The success criteria or the Campus Solutions implementation in this document are organized as Project Levelcriteria that aect the initiative in its entirety. Criteria or each specic module are listed by module and ollowimmediately ater the initiative criteria.

Implement PeopleSot Campus Solutions such that our unctional and technical needs are met.The need or redundant entry and data maintenance is reduced;Our resulting business processes are ef cient and eective;Inormation and services are easily accessible to our community via a browser-based portalRequired data have been accurately converted;The appropriate balance o usability and security has been achieved


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Campus Solutions modules integrate ef ciently with PeopleSot HCM, Kuali Financial the new studentrecruiting sotware and any additional 3rd party systemsSecurity in place or appropriately distributed business process with controlled access and usability.Business continuity is achieved throughout the implementationProvide positive end user experience or administrative and sel-service usersMeet deliverables by module artiacts are available or use

Training available or campus users beore implementation or ongoing users and new usersModules are implemented on time and on budgetReduction in shadow systems as demonstrated by preerred use o PeopleSotCampus Solutions unctions as the system o record to support core processes

3. STUDENT RECORDS STATEMENT OF WORKA. Goals

Accurately congure and implement PeopleSot Student Records or system adherence to academicpolicies such as grading, creating and modiying academic programs and organization units, creating andmodiying and tracking courses, establishing semester/term oerings and sections.Provide the ability to ef ciently enroll and grade studentsMaintain the integrity o the students academic record (historic, current and uture) while complying withstate and university policies.Re-engineer business processes where necessary to leverage PeopleSot Student Records, whilemaintaining the relationship between the Student and the UniversityReduce or eliminate legacy and satellite systems that perorm the same student records unctionsPeopleSot provides nativelyDevelop interaces in/out with vendors, ederal and state governmental agenciesProvide ongoing communication with student record of ces and academic units across campus toreassure that business can continue using the new systemDevelop and implement a security plan or system access and permissions/roles that enables and supportdistributed processing o student records unctions.

Develop a training plan and content or campus community Student Records representatives (i.e., aculty,sta, administrators)Support analysis o university registration trends and changes

B. Deliverables

1. Key artiactsCourse CatalogSchedule o ClassesAcademic transcripts or all populations o students within scopeReport o transer evaluationClass and grade rosters

Electronic verication o enrollment (or external consumption) Grade Reports to studentsDiplomasReports to internal and external entities (e.g., NCAA, SEVIS, and National Student Clearinghouse)

Project plan where key milestones and/or go-lives do not coincide with university peak periods (i.e.,Opening o School, end o term)Business process documentationUpdated orms, in the existing ormat (e.g., paper or electronic), to support student records processingSecurity matrix that includes a list o roles, role descriptions, and the users associated with each role instudent record unctions


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Sel service module or student, aculty and proxy with no degradation o servicesFunctional specications to support technical development (e.g., interaces)

Ad AstraD2LBlackboard (?)EDA (Electronic Domicile Af davit)

Singularity Recruitment SystemOrientationDept o Motor Vehicles (or Verication o Lawul Presence)Course Approval System in Form LinkNational Student ClearinghouseArizona Course Applicability System (CAS)Uploads o data rom various campus of ces such as Testing Center, Strategic Alternative LearningTechnologies (S.A.L.T), and Disability Resource Center.Web RosterHard copy transcript system [microlm]Catalog module: Web based collection o academic programs, academic organizations, courses

and academic policies by academic year.Veterans services (do we have interaces?)NCAA (do we have interaces?)

Communication plan or delivery o Student Records to campus communityProduction schedules that are coordinated across Student Administration modulesDocumentation to support the training on the use o Student Records data

4. ADMISSIONS STATEMENT OF WORKA. Goals

Implement PeopleSot AdmissionsProvide assurance to Admissions of ces across campuses that business can continue using the new

systemProvide appropriate access to admissions related data and processes to users across campuses.Develop method to enable multiple approvers to contribute to an admissions decision or a studentProvide automated admissions processing.Reduce or eliminate legacy and satellite systems that perorm the same unction PeopleSot providesnativelyDevelop Interaces between PeopleSot and all satellite systems that must be retained, such asRecruitment and New Student Orientation.Migrate legacy admissions data into the new data warehouse, allowing comparison with data in thenew PeopleSot ormat.Support analysis o university admissions trends and changes

Train all sta that will utilize PeopleSot Admissions

B. Deliverables

Accurately congured and tested sotwareListing o all admissions business processesA document certiying that all business processes can be executedAn analysis document that outlines the process or business process changes and modications.Decision log.

A Communication planWeekly meetings with the admission of ces


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Quarterly town halls to demonstrate progressOnsite booths and in-situ of ce support during go liveListserv broadcastsPrioritized issue and bug tracking system

List o Operational MetricsEarly warning detection system

Test Plans or all admissions business processesSecurity dened and congured or all admissions users

List o all roles with role descriptionsList o all users and the roles they will haveUser Accounts congured

A process that allows multiple approvers to contribute to an admissions decision or a studentList o all admission work ows

Processes or Undergraduate AdmissionsHigh School transcript processing that will acilitate ABOR processing requirementsAcademic Index generationAuto Admission

Honors Auto Admission Merit Based Financial AidProcesses or Graduate AdmissionsProcesses or other admissions of cesProcess that allows colleges to readmit students to the university

Interaces to external systemsRecruitment SystemOnline Applications or Admission

UndergraduateGraduateGraduate third partySummer - Winter

Singularity Imaging SystemElectronic Domicile Af davitEnrollment Deposit (may be part o PeopleSot)Test Score ImportsNew Student OrientationFsa Atlas or SEVISOther data eeds in and out

Gauge the current workload and work complete with last years point in timeAdmissions Data in the Universitys Data Warehouse

C. Scope

In ScopeApplicant PopulationUndergraduateGraduateContinuing EducationSatellite Campuses

FunctionalityCore

Load and Process ApplicationsTracking Application support materials


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Support secondary and decentralized admission decisionsProduce communications to applicantsProcess Application FeesAdmissions Decision entry centralized and decentralized modelManual application o Merit Based Aid

Interaces

Recruitment SystemExternal Test ScoresOn line applicationssa AtlasOrientation Reservation SystemSAIS IDsAZ MVD or verication o lawul presenceImaging System

AutomationsAcceptance o various Application FeesEvaluation o High School Transcripts according to ABOR Requirements

Calculation o GPAs Academic IndexAdmission based on pre specied criteriaAdmission to HonorsMerit Based Financial AidData Feed to Warehouse

Sel ServiceApplication StatusAcceptance o AdmissionDomicile Af davitEnrollment DepositOrientation Registration

Out o ScopeNon-Credit students and coursesEDI Transcripts (Phase 2)New Student Orientation (Phase 2)

UnknownCenter or English as a Second Language (CESL)System context or online applications or admissionsLaw and Med Admission processingCorrespondence Students - PS Quick Admit creates a student records record.AZUN

5. FINANCIAL AID STATEMENT OF WORK

A. Goals

Provide nancial aid and scholarships to students using People SotEvaluate student nancial aid eligibility through the automated use o FAFSA/ISIR data, changes in EFC(Expected Family Contribution) and Cost o Attendance (COA) according to specic student attributesDene and apply business rules to award, receive and disburse aid according to ederal, state andinstitutional policy or the ollowing types o nancial aid:


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Merit aid based on admission decisionsMerit aid based on renewal criteria or continuing studentsFederal nancial aidInstitutional grants according to equity calculationDepartmental waivers, scholarships and stipendsUA and non-UA scholarships, including athletic scholarships

Identiy (through reports, queries, or automatically repackaging) when adjustments are needed to ISIRs,COAs, or awards due to changes in enrollment, eligibility, outside unding, etc.Develop processes and procedures to accurately and consistently apply adjustments to students records.Automate the adjustments where possible.Identiy missing inormation that must be supplied by the student Develop a communication plan toprovide students with accurate, up-to-date inormation throughout the awarding and disbursementprocessDevelop method to record incoming documents and student contact with the Of ce o Student FinancialAid (OSFA) whether by phone, email or in person.Create a process within OSFA to assign tasks, process documents and respond to student requests.Interace with the ollowing systems

Department o Education sotware via EdConnectELM or all CommonLine loansKuali Financial System to create accounts, allocate unds and record disbursementsHCM Payroll System to report students who receive Federal Work Study and track their earnings ontheir nancial aid record

Develop a method to record and track promissory notes or UA distributed loansAutomate the calculation or the return o Title IV aid

B. Deliverables

Sotware congured and tested to support the nancial aid processAccurate recalculations o EFC through People Sot

Documentation o all business rules, including: COAsAwardingMissing InormationSatisactory Academic ProgressDisbursementsFee Deerments

Communications to students, including:Award Notications and revisionsTrack the progress o nancial aid processesMissing Inormation LettersSatisactory Academic Progress

Loan ProcessingLoan ComplianceResults o manual processing by OSFA sta

Parent PLUS loan applicationUpdated OSFA website, student orms, and FAQ to correlate with new processesDened roles or accounts within OSFA and across campusTimeline o major processes to be run in production throughout award yearExchange o data

ISIR imports and exportsAward and disbursement data o ederal grants to COD (Common Origination and Disbursement)


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CommonLine loan data to ELMLoan certications or CommonLine loans to ELMChange Transaction les or batch processing o changesImport o response les and disbursement rosters.

C. Scope

In ScopeAward, disburse, and track all types o nancial aid, merit awards and outside scholarshipsInterace with legacy systems during the transitional phase o Student Admin implementationIntegration with Kuali and PeopleSot HR systemsAutomated processing o changes to CommonLine loansAutomated calculation or the return o Title IV unds

Out o ScopeUnknown

Functionality or Direct LendingAutomate awarding or summer

Migrating award data or previous years

D. Constraints

Processes must be suf cient to serve dierent populationsundergraduate, graduate, law, medical andathletic studentsNew ederal programs and regulations can be initiated at anytime during the award year. OSFA mustoten prepare to incorporate these changes into the system while the guidelines provided by the Dept oEducation are being nalized. However People Sot is not ully supporting all Federal programs, i.e. Teachgrants. We may need to rely on workarounds or modications.

E. Success Criteria

Accurate award packagesMeet established timeline throughout the award yearStudents receive accurate and timely communication rom OSFAStudents receive accurate and timely disbursement o aidReduced data errors across Student Administration modulesOSFA sta members are trained according to their job unctions. All sta members are able to view andinterpret inormation rom the system and communicate with students.Training and procedures are comprehensive and detailed as demonstrated by consistent processing acrossOSFATurn-around time or documents and requests meets student and sta expectationsNon-OSFA sta members are trained and have access to the inormation necessary or their job unctionReporting to ELM and COD is accurate and requires minimal manual reconciliation

UA remains in compliance with all ederal nancial aid and athletic aid regulations

6. STUDENT FINANCIALS STATEMENT OF WORKA. Goals

Implement People Sot Student Financials accurately, on schedule and within the allocated budgetAs an alternative to proposing modications to the base product, consider cost, time, value, impactedpopulation, compliance, loss o unctionality, etc.Migrate existing student nancial data with complete accuracySupport or the Cashiering Sta


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Manage student account transactions and balances, with exibility to display inormation as neededby userProvide essential unctionality to post payments and charges to accounts or multiple user typesProcess electronic departmental depositsCongure application o payment based on business rules (payment priority).Produce end o day cashiering reports with multiple sorting eatures

Flexible reund delivery methodsPrint checks online and through batch, with all nancial aid audit checks in placeProvide or ACH delivery o reunds

Tuition CalculationFlexibility to meet current and uture tuition calculation needs determined by Arizona Board oRegentsCalculate student ees based on residency classication, class, courses, major, or other values in thesystem, on an individual or group level, online and in batch.Recalculate tuition or course cancellations based on criteria set by institutionCongure system to track tuition revenue distribution3rd party tuition calculation or sponsored students (sponsor calculation)

Calculate Qualied Tuition Reduction (QTR) transactions BillingGenerate electronic and paper bills, with both current and prior billing available onlineFlexibility to set billing parameters based on system elements or a variety o customer types

CollectionsTrack aging accountsCreate watch-lists to identiy and monitor past due and paid in ull accountsAutomate appropriate nancial restrictions based on business rulesCalculate and post interest, collection ees and late charges systematicallyProvide tools or Receivables Management

Track data, consolidate and generate 1098-Ts Tuition Statements according to Federal requirementsManage Tuition Payment Plan, allowing or online disclosure and enrollment

Provide accurate, automated tax calculations or international studentsStudent Sel Serve

Maximize the number o business processes that students can do themselves, wherever People SotallowsProvide exible nancial transaction displayGive students the ability to opt in/opt out or printed or bills and 1098-TsStore point-in-time billsSecurely store bank data to support ACH transer o undsProvide real time secure credit card and electronic check payment unctionAllow students to request credit balances or delivery via ACH or checkElectronic promise to pay when students enroll or coursesCollect W-9S inormation or Tax Relie ActDisplay 1098-T Tuition StatementsTuition Payment Plan management

Department Sel ServiceProvide exibility or changes to department business rules

MiscellaneousWorkow or creation o transaction codesDevelop interace with internal systems; Kuali Financial System, Employee Sel Service, etc.Transer charges to KFS with high delityDevelop interaces with external vendors, banking institutions, lenders and ederal/state entities


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B. Deliverables

1. Support or the cashiering staDisplay account transactions and balances by individual elements or totalsMultiple methods o payment

Paperless electronic departmental deposits Application o payment (payment priority) online and in batchPrint checks online and in batch, with all nancial aid audit checks in placeBalancing reports or cashiers and department users

Tuition, Fee and Sponsor Calculation,on-line, in batch, individual or group level, by residency classication per unit, by course, major, orother system elementsRecalculate or course cancellations based on criteria set by institutionTuition Surcharge calculated or undergrad students with excess unitsSotware congured to track revenue distribution

Third Party AccountsQualied Tuition Reduction (QTR) transactions correctly calculated

Sponsor accounts charged and student accounts credited online and through batch processBilling

Student and sponsor bills with exible billing parametersCustomer billing or external systems such as Parking, Campus Health, etc.Electronic and paper bills

CollectionsAged account trackingWatch-lists to identiy and monitor past due and paid in ull accountsAccounts transerred to collection agenciesAutomated nancial hold ags (set or release) based on business rulesReceivables Management or repayment plans, temporary loans, Vet Deerments, NSF checks, Longterm loans, department charges and write-osInterest and late penalties calculated and posted systematically or collection charges, deerments,Past Due balance charges and late payment charges

1098-T Tuition StatementsProvide paper or online statements

Tuition Payment PlanAutomate installments

Tax Calculations or International StudentsDaily automated calculations or taxing scholarships greater than cost o tuitionReporting available daily, weekly, monthly and year endStudent insurance charged to international students automatically

Student Sel Service

Increased number o business processes that students can do themselvesCommunication tools that decrease oot traf cBroadcast inormation or individual students or in massFlexible transaction displayReal time secure check and credit card paymentsReund request unction or delivery o credit balances by check and ACHBank data securely stored to support ACH transer o unds1098-T Tuition StatementTuition statements stored or retrieval by customerOpt in/opt out or printed 1098-Ts


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Store/change W9-S dataElectronic BillsOpt in/opt out or printed billsPoint-in-time bills stored or retrieval by customerTuition Payment PlanOnline management

Real time calculationsElectronic Promise to Pay when student enrolls or courses

Department Sel Service:Process and business rules change exibility or departments providedWorkow or creation o transaction codes

InteracesHigh delity interaces with internal systemsKuali Financial SystemEmployee Sel ServiceStudent Sel Service

External interaces

vendors banking institutionscollection agenciesederal/state entities

C. Scope

In ScopeCashiering/Billing/Receivable system that supports Bursar staStudent Sel Service that supports payments, reunds, electronic 1098-T, electronic billsInteraces - internal and external

Out o ScopeTuition Calculation or non credit coursesBilling or non credit courses

UnknownProxy and Guest Access to Student Sel ServeAuto acceptance o nancial terms when enrolling or classesQualied Tuition Reduction

D. Success Criteria

Reliable, improved cashiering and accounts receivable system or staStudents receive accurate, timely bills, 1098-TsStudents able to conduct all routine student nancial business through sel serviceStudent Financial system interaces in place and running smoothly

7. ACADEMIC ADVISING STATEMENT OF WORKA. Goals

Increase student and advisor sel-service where allowed in PeopleSotImprove communication ow between advisor and studentImplement PeopleSot degree audit system

Provide accurate and complete graduation report that tracks a students progress towards graduation


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Provide timely and accurate degree verication and certicationProvide online degree verication process

Improve exibility and automation o status changes or individual studentsImplement a system or restricting a students ability to register or classesStreamline interdepartmental communication and work ow

Provide view and update access to inormation needed by advisors

Develop and implement a University wide advising notes systemImplement a university wide online student appointment systemCreate an association between an advisor and a student in batchThe ability to access aggregate advising data rom both the legacy and PeopleSot systemsDene access roles or advisors and studentsConvert inormation rom current legacy systems to PeopleSot

DARSAdvising notesAppointment systems

Retain all unctions and capabilities we now have

B. DeliverablesAccurate Online Degree Audits and What-i Degree Audits available or students and advisor via selservices.Contact between advisors and students via online system.Accurate and complete online Degree Audit or degree verication and certication

Adjustments o coursework made to student requirementsPaperless degree audit verication and certication processInterace with Singularity into degree audit

Academic and program participation status updated by advisorsStudent enrollment service indicators placed on student records in batch and individually and the abilityto release them.Advisor access to pertinent inormation rom various of ces

A Campus wide Advising notes systemSystem that records advising notes on studentsPermission restricted view and update access

A campus-wide advising appointment systemAllow advisors to set their own availabilityGuide students to appropriate advisors or advising of ces

9. A process to assign students to advisors in batchReports and Queries that support advisingTraining plan or campus constituencies that should take into consideration various levels o usage,various levels o comort with technology, and the ow o the academic calendarAppropriate access available to students and advisors

Legacy system advising data is usable in PeopleSot Communication plan or delivery o advising components to campus constituencies

C. Scope

In ScopeUndergraduate student populationConguration o degree audit rulesAdvising NotesAssignment o students to advisorAppointment system


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Out o ScopeDevelopment o departmental business processes utilizing PeopleSot unctionalityUnknownLaw and Medical School use o Degree Audits or graduate students.

Graduate College use o Degree Audits Interace with Graduate College or degree verication and certicationUse o PeopleSot Program GuidesConversion o Legacy Advising Notes Data

D. Constraints

Buy in rom advisors campus wide.Decentralization o advising services campus wide.Degree requirements as dened in the University General Catalog currently produce inaccurate degreeaudits and need to be reviewed in order to produce an accurate degree audit

8. CAMPUS COMMUNITY STATEMENT OF WORK

A. Objective

The system wide conguration o Campus Community (CC) will provide common bio/demo, ID management,NAPE (name, address, phone, email) maintenance and standardization or accuracy and consistency. Acommon, consistent ocused CC conguration will reduce per record, per address, and per transaction costs.The project will be complete when an agreed conguration o CC elements is common to HR and SAand available to other applications as the rst and best source. Needed legacy data has been cleaned,standardized, imported, and integrated as CC data. All appropriate CC data and unctionality and cross-systemsynchronization will be operational.

The project will be successul when:HR and SA modules have agreed and congruent congurations and types or CC data, and installed CCunctionality work eectively or the UA when it is appropriate.CC is the preerred source or bio/demo data or other UA systems.CC data, especially NAPE elements, are accurate, clean, standard, and timely; IT systems and of cepractices support keeping data standardized during add and update.Every person and their data in CC are uniquely and without duplicate records identied.Person and POI categories encourage CC use beyond PS modules, and transition to use o CC capability issmooth and amiable.The system demonstrates reduced per person, per record, and per transaction costs.

B. ContextOn April 25, 2008, the ABOR approved the UA proposal to implement PS SA and HR and Kuali FS and KRAcontingent on their approval o implementation plans or the separate modules. Campus Community isa key implementation process to ensure eective conguration o the other modules, avoid unneededcustomization, and make system operation eective and more ef cient. CC data and unctionality maintainperson demographics, identity management, names and addresses. PS HR and SA could be implementedwithout providing a common CC conguration. This eort is provide a coordinated system more eectivelyand broadly unctional or the UA and to support these unctions in other applications.

C. Goals


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Congure CC to agreed standards or support o the system.Ensure CC cross system integration o SA and HR.Ensure cleanup, import, and reconguration o legacy data; document exceptions or resolution andclean-up.Develop or invest in data quality tools where the payo is high.Integrate ancillary systems as appropriate with PS CC unctionality.

Facilitate data entry to capture inormation rom original sources on rst contact.Transition project operations and management to ongoing operations and management.

D. Deliverables

Conversion and migration o data: Legacy data cleaned, conormed and loaded and OLTP interaces allunctioning and providing clean update and interchange

Relevant legacy data successully converted and migrated to Campus Community module.Enhanced data quality and edit unctionality provided or CC.A single record and EMPLID exists or all students and employees and resolves any CC recordinconsistencies.System congurations, screens, and labels are intuitive, behave as users expect, and support

keeping data accurate and standardized.Mechanism to synchronize, i needed, separate instances o HR and SA CC.Useul external standards (e.g., postal standards or addresses) apply to data as appropriate.

Interaces:Suf cient POI unctionality to enable use or SA and HR and to expand or make available or othersystems.Kuali Bio/demo, IDs, names, and contact inormation ed rom CC.Conguration acilitates integration or interace o ancillary systems with CC.Ancillary system interaces and/or eeds in place as appropriate.

Customizations/modicationsPrioritized list o all interaces and data source alterations to develop or CC.ASU CC customizations evaluated or any appropriate or the UA.

Roll-out, training, and closeouta. Communication, marketing, and training plans and templates or CC data and unctionality.Bin list or Phase II and any remaining clean-up tasksTransition to on-going operation sta and managementConguration decisions, any customizations, and metadata documented as appropriate.Project close out and clean up; party

E. Scope

In Scope:Investigation and recommendations on data quality issues and potential solutions.Training support and documentation or training team and time sensitive or expertise intensive demos

or amiliarizations as neededStudent and Employee sel service as appropriate and easible.

Organizations component o CC coordinated between HR and SA.Managing changes in policy or business practices.Planning the administrative home or CC and responsibility or long-term maintenance.3Cs (checklists, comments and communications) implemented eectively.

Out o Scope:Training beyond support o the Communication Team and key, time sensitive, or expertise intensivedemos or amiliarizations.


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Implementing hardware or sotware environmentsWork experience part o CCCampus EventsHealth Ino except or what is worth doing, e.g., immunization tracking.End o lie or PINs implemented.


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9. PEOPLESOFT STUDENT ADMINISTRATION IMPLEMENTATION TIMELINEStudent Administration (SA) Project Plan Highlights


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Mosaic Implementation Plan


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Mosaic Student Administration

Documents

Transcript of Mosaic Student Administration