Mark McConahaySr. Associate Registrar Indiana University Bloomington
Mary Beth MyersRegistrarIndiana University Purdue University at Indianapolis
AACRAO Conference March 24 – 27, 2008
Overview AdministrationIU System StructureERP Status
Workflow AppsHeavy Metal ( e-Drop)E-Doc Lite (Special Credit)
QUESTIONS
AACRAO ConferenceMarch 24-27, 2008
Session 3.061: Do You Prefer e-Doc Liteor eDoc Heavy Metal?
Indiana UniversityTotal Enrollment 99,122 Students
•Bloomington – IUB 38,990•Indianapolis -- IUPUI 29,854 •Richmond -- IUE 2,266•Fort Wayne -- IPFW 6,629•Kokomo -- IUK 2,835•Gary -- IUN 4,790•South Bend -- IUSB 7,517 •New Albany -- IUS 6,241
Indiana UniversityConfederation
• Multiple Administrations/Chancellors• Variety of Academic Policies • Implement/administer local academic
priorities and practices • Implement campus processes/practices
to serve local constituents
• Marketing and Public Standardsvs Academic Standards and “Product”
Indiana UniversityConfederation
Centralized University Financial System Centralized Hardware CenterSingle Academic RecordOne Centralized Application
Support System
Indiana UniversityStatus of Student Record ERP
Implementation
Fall 2004Initial Implementation
Spring/Fall 2005 Conversion Completed and Acute Record Issues waning
Spring 2008PS/Oracle 9.0 Implemented
Self Service Implementation Loss of some functionality and User Friendliness
Indiana UniversityStatus of Registrar’s Office
NeedIUPUI – Physical Separation of Registrar PersonnelImprove operational efficiency Ease paper burdenNon-Invasive ERP Enhancements
IU WorkflowAccess via the standard University portal Electronic initiation of business processElectronic tracking and status reviewAutomated “approval” routingAlternative to distributing “native” SIS pages
Workflow Engine?IU already had one!
KUALI!Alternative to distributing robust “native” PeopleSoft Pages for end users
Workflow Implemented with HRMS (PeopleSoft) Live in December, 2002
Evolved into Kuali Enterprise Workflow (KEW) and is/will be used by Kuali Financial System
“Kuali Enterprise Workflow (KEW) is a general-purpose, content-based electronic routing infrastructure or workflow engine.”
From: www.kuali.org/communities/kew
See AACRAO session T4.212 - Richard Spencer, University of British Columbia.
KEW Core features
User Work Queue (Action List)Document SearchingDocument Audit Trail (Route Log)Flexible process definition
Splits, Joins, Parallel branches, Sub processes, Dynamic process generation
Basic User and Group supportCan be overridden and customizable to plug into Institutional user and groups solutions
Routing RulesEmail Notification
Source: Brian McGoughIndiana Unviersity
E-Doc “Lite”
Limited editsNo automated business rulesWhen “FINAL”
Manually entered into SISPossibly auto loaded
E-doc as audit trail
Further ExplorationE-Doc “Heavy Metal”
StrengthsRobustUser FriendlyIntegrity of DataSignificant Oper’l Efficiency
WeaknessesDevelopment CostMaintenance of “Hooks” into
ERPPost-processing difficult if
transaction is complex
Class Drop Post First Week
“Old” Process
•Obtain “Late Drop/Add” form•Signatures required:
1. School/Student’s dean2. Department/Class chair3. Academic Advisor
•Report to the Registrar(hundreds on deadline day!)
•Deal with missing signatures•Try to monitor for drop below FT
e-Drop – Heavy MetalPost First Week
NEW PROCESS
Enable request from the web
Date of enrollment request will be submission date
Warn students about consequences of action
Enable students to track progress of request
Route request electronically to obtain appropriate review
Enable reviewers to add notes/remarks to request
Enable automatic course enrollment monitoring
Enable appropriate reviewers to “override” course restrictions
Automatically process request once “approved” by all reviewers
Transaction available until 11:59 on the auto-W day
Notify student, all reviewers, Bursar and FA of transaction
e-Drop – Heavy MetalAdvantages of Electronic Request
Service (and expectation of) to StudentAutomated enrollment status and controlEnable anecdotal/review notes to be added to documentAudit trail of approval process and transactionDisplay of all “pending” drop/add requestsAbility of reviewer to “delegate” review functionAbility to define review “workgroupsAbility to configure access and review functionsAbility to control student access and enable administrative/academic access on behalf of studentPlanned (rather than ad-hoc) management of Drop/Add requestsReallocate Registrar Staff for value added Service
It’s a Winner!!!
e-TransactionsPost First Week Document Types
From Simplest to most Complex
eDropDrop Request Only
eAddAdd Request only
Paired eDrop/eAddBoth Add and Drop request must be routed and approved to be processed.
Drop Course Electronic Workflow Cycle
SIS (PeopleSoft)
Student (or Admin) Initiation
Student Advisor (*)
International Advisor (*)
Campus Registrar (*) Course
Authority (*)
* Optional (campus specific) routing based on specific criteria but at least one level of approval required
FYI Notices
FA & SF and Stude(*)
Academic Authority(*)
Athletic Advisor (*)
e-Drop – Heavy MetalGeneral Process Flow
Initiated by Student via OneStart portalRouted to the following “Nodes”
Student Advisor (By specific assignment OR by major)International Advisor (if International student and below min hours)Athletic Advisor( if athlete and below min hours) Course Authority
Institution, Career, Subject Dept, Subject Prefix, Catalog #Academic Authority
Institution, Career, Program, PlanDual Program Authority
Institution, Career, Program, PlanIF Dual Academic Program filled on Program Action row
Registrar (Special Cases)Institution, Career, Program, Session
Notifications“All” on Routing PathBursarFinancial AssistanceStudent (redundant – already on routing path)
eAdd – Heavy MetalGeneral Process Flow
Initiated by Student via OneStart portalRouted to the following “Nodes”
Faculty of record on class offeringCourse AuthorityAcademic AuthorityDual Program AuthorityStudent AdvisorInternational Advisor (if International student and below min
hours)Athletic Advisor( if athlete and below min hours) Registrar (Special Cases)Notifications
“All” on Routing PathBursarFinancial AssistanceStudent (redundant – already on routing path)
Drop/Add Pair Processing
Drop/Add Pair Initiation
Reviewer
Reviewer
Reviewer
Reviewer
Reviewer
Reviewer
Reviewer
Wait for “mate” to be approved. Then process
through SIS!
SIS Enrollment Request – Drop and Add
If Denied or Cancelled – Mate is denied as well
E-DropRouting “Nodes”
E-AddRouting “Nodes”
e-Drop – Heavy MetalConfiguration Capabilities
All Settings are configurable by:Institution, Career, Program, Plan OR Department and Prefix
AccessStudents by Degree/Major (Program/Plan)Courses by Dept/Prefix
FunctionsComplete withdrawal from Term (Y/N)Summer Withdrawal from Term (Y/N)Drop Reason Required No e-Drop Access – See Advisor
Messages/WarningsAdvisor Message(s)Term withdrawal message AND No Term messageFinancial aid warning message (if aid recipient)Bursar warning messages (fee remission/benefits/Acad Appt)
E-Add – Heavy MetalConfiguration Capabilities
All Settings are configurable by:Institution, Career, Program, Plan OR Department and Prefix
AccessSame as for e-Drop
FunctionsOverride Late Fee(s)Allow eAdd w/o enrollment (for Summer)Allow Instructor to override class limitApproval required (docs can’t fall through w/o review)Approval required before class start date (2nd 8 week classes)Ask about Drop/Add Pair?Override class limit – Override class requisitesDo not route to InstructorDo not route to instructor by Class
MessagesAdvisor Add (e.g., fits degree requirement)Avoid time conflictFlat fee or late fee reminders Add not allowed error message
E-Drop/Add – Heavy MetalConfiguration Browser
eDrop/eAdd -Heavy MetalStudent Initiation
Students may have access to create the eDoc if:
•Student does NOT have an academic hold
•Student is enrolled in eligible program
Student has class that CAN be droppedEligible classes are those:•Enabled by configuration table •Within session date range
(After self-service/ prior to auto-W)
NOTE: Classes eligible to be dropped have a check-box enabled.
eDrop/eAdd - Heavy MetalSecurity
Access to view (even headers) is limited by the following:
•Student may access any documents with their University ID
•Faculty of record for a class being added
•Reviewers within a workgroup defined along a document’s route path
Approvers along the nodes
•Member of an established security groupSuper-users (Registrar Staff)Viewers Initiators on behalf of faculty
E-Drop SelectionDemo
E-Drop Confirmation
E-Drop Submitted
E-Drop Review
Drop Course Electronic Workflow
SIS (PeopleSoft)
Student Initiation
Course Authority (*)
Athletic Advisor (*)
Registrar (*)
International Advisor (*)
* Routing based on specific criteria but at least one level of approval required
FYI Bursar
Financial AssitanAcademic
Authority (*)
FYI
E-Drop Review
Select Drop courseDisplay of Student Identification, Academic Objective info“Drop” request is separated from body of informationLinks to Learning Management (carries UID)Complete Student class schedule for semesterReviewer may add specific notes to documentCalculation of semester enrolled hours if request satisfied
E-Drop ReviewReviewer ActionsApprove – Routed to next node Disapprove – Returned to all previous nodes (including student)Hold – mark for future actionReviewer may define a “delegate” or reviewer may be a delegate
Both are recorded and kept as part of the document
The Action List is configurableColor code statusesColumn sortsDefine page size Define email notification timing (None, Immediate, Daily, Weekly)
Reviewer Approves Document
All Reviewers Approve
Request automatically processed in the SISResult of transaction reflected in document Document w/all approvals kept indefinitely
E-Drop: Student Notification
Student ViewTracking “e-Docs”
Click “Track My eDrop/eAdd”
E-Add Selection
Select Add Only
E-Add Selection
Enter Class Number Here
Go To Schedule of Classes
E-Add Schedule of Classes Search
Enter Subject and Cat #
E-Add Schedule of Classes Search
Select “Star”ed classes (Enrollment sections)
E-Add SelectionConfirm Class Selection
Display Warnings per Configuration settings.
“Accept” the Terms and Conditions!
Add any unique circumstances.
E-Add Receipt
Display Messages per Configuration settings.
Doc ID and Status
E-Add Receipt
E-Drop/Add Pair
Click on Drop Add Pair
E-Drop/Add Pair
Directions and Warnings
E-Drop/Add Pair
Drop Request Add Request
Exception Processing
Students initiates eDoc, then processes paper formNon-standard classes that need refund/grade adjustmentsAging Documents OTHERS~!~!!!
Exception ProcessingRegistrar View
Aging Report
•Available from IU data warehouse•Parms = All/School•Includes:
•Doc ID & Type•Status•Campus•Date, day, time created •# days Aged•Last approver
Routing Maintenance
Personnel ChangesAcademic Structure (Control Table) Changes
Routing Review
Routing Review
Challenges and Considerations of Electronic Drop/Add Request
Process
Need participation of faculty for eAdd!!!
No face to face contact/discussion with student
Does not address a post first week “Waitlist” function
No discussion leads to somewhat significant exception processing
More maintenance w/out total campus buy-in
Challenges and Considerations of Routing “Rules” and Groups
Count of rules----(1,496 rules for BL)
Define to Achieve “Normal” GroupsDefining the Reviewers (Approvers)
Course AdministrationAcademic Program AdministrationDean/Chair
Defining the Reviewers
Leverage ERP and IUIE Security 1st Cut –row level security within SIS
Academic subject -> DepartmentAcademic Program Authority
Review/Refinement by each Academic UnitEstablish a Maintenance PlanAutomated XML for initial load
Routing Rules Hierarchy and Organization
SIS (Highest Level)Student Advisor Athletics AdvisorCourse AuthorityAcademic Authority
SIS.SR Add Course DocumentPre-Instructor RoleNoInstructor RoleCourse Authority
Add Document routing will include all the SIS rules sets and the specific Add Course Document.
Transaction TotalsSpring Term 2008 - 3/14/2008
Bloomington Adds 1,272Drops ……………….. 7,342
Indianapolis Adds 836Drops ……………….. 3,323
Columbus Drops 241Richmond (East) Drops ……………….. 244Kokomo – IUK Drops 344Gary – IUN Drops ……………….. 707South Bend – IUSB Drops 569New Albany – IUS Drops ……………….. 1,598
--------Total eAdd/eDrop 16,476
E-Doc “Lite”
Limited editsNo automated business rulesWhen “FINAL”
Manually entered into SISPossibly auto loaded
E-doc as audit trail
Special Credit Current Paper Process
Student Requests Special CreditDepartment completes SPECIAL CREDIT FormStudent Department approvalDean of School offering the class approval
School forwards to Registrar for review Request processed by the RegistrarUpdate verified next day. Document imaged/permanently maintained. At IUPUI, Registrar contacts the student for final approval and understanding of fees to be accessed. Registrar sends the SPECIAL CREDIT form with memo requesting Special Credit assessment (billing) for the student.
Special Credit - Proposed as E-Doc Lite
Evaluator initiates request.E-doc forwarded to chair of the academic department offering the class for approval. E-form is forwarded to Registrar Staff for Processing. Bursar is notified, assesses additional fees based upon the e-doc.E-form is imaged/stored permanently.If approved, - notification sent to the initiating user and student along with a comment of the amount of fee that will be assessed. Audit report is produced the next day from the IUIE.
Initiate “Special Credit”
eGrade Change
Implemented December 2007IUPUI – 892 UpdatesFor more info:
http://registrar.iupui.edu/grchgfac.html
Kelley School of Business: “Kudos …. for eGradeChange. A simple efficient paperless system that reduces admin workload. We need more IT solutions like this one. Keep up the good work.”
The response in the School of Liberal Arts has been uniformly positive. In fact, the comments have been enthusiastic. It allows faculty members a chance to handle this fairly routine process without the need of coming to our office and filling out a rather complicated form. We have had no problems.
eGrade ChangeTestimonials
Science, likewise, has had uniformly positive implementation of the new process. As an example, in fall 2007, one faculty member made an error while entering his final grades in OneStart. Using the old, paperprocess, he would have had to hand-write approximately 30 grade changes. The new, online method allowed him to copy and paste the reason for the grade change, saving him time and our office time inprocessing. The new, correct grades were on student transcripts within a day.
Another benefit is the expediency of posting the correct grade on a student’s transcript. Though I often walk paper forms to the Registrar’s Office, there is still a delay in posting the grades untilall sign off on the forms. Electronic approval expedites this process.
Also, the new process was able to incorporate the School of Science’s specific policy that requires Departmental approval on all grade changes before they are routed to the Academic Dean’s Office. Facultyare held more accountable for grade changes, receiving approval from the Department and School.
And, finally, one can approve grade changes from any computer where system login is possible; again expediting the process rather than having the paper form sit in someone’s mailbox awaiting approval.
Overall, we are very pleased with the new process, as are our students and faculty. It is expedient and efficient and our students appreciate
eGrade ChangeTestimonials
Questions
Mark McConahaySr. Associate Registrar Indiana University [email protected]
Mary Beth MyersRegistrarIndiana University Purdue University at Indianapolis [email protected]