day1 - using student lifecycle management
DESCRIPTION
SLMISTRANSCRIPT
Using Student Lifecycle Management
HERUG 2011Tuesday, April 19
1:30 – 3:30 pm
Panelists~~ ~
2
Panelist University Country
Andreas Born University of Basel Switzerland
Karen Wilson Newcastle University Great Britain
Inge Wullaert and Sien Maes Katholieke Universiteit Leuven Belgium
Kathy Gates University of Mississippi USA
Today’s Approach
HERUG 2011 3
Highlights from each of the four pilots ~ 8 years after go live.
Common QuestionsHas SLcM met your expectations?Are there any gaps that you still need to fill on your own?What are you planning for the future?
Services Studium Dr. Andreas Born
HERUG 2011 – Maastricht
SLcM at University of Basel
Andreas Born
campus.unibas.ch
Services Studium Dr. Andreas Born
Organisational Chart
Services Studium Dr. Andreas Born
SLCM Rollout and Early Projects (2001 – 2004)2001 Decision in favour of SAP SLcM
Green light for the project “student administration"2002 Go-Live with SLcM student administration
(admission, registration, student accounting, ...)2004 Blueprint for further projects in respect of the
implementation of ECTS and Bologna studyprograms (BA / MA):- Academic structures- Course offerings and course catalogue- Study progression and graduation- Online self services for students- Integration into IT landscape
Services Studium Dr. Andreas Born
Landscape 2001Approx. 8'000 students (incl. postgraduates)7 faculties including departments and institutes Only "home made" isolated applications for student administration, course catalogue, room management and academic work accounts (credit points)Existing SAP systems: Human Resources (HCM) and Financials (FI, CO)Few Bachelor / Master study programs
Services Studium Dr. Andreas Born
... 2001
Services Studium Dr. Andreas Born
2004
Services Studium Dr. Andreas Born
SLcM Projects (2005 – 2010)2005 Academic structure for all study regulations
Web application for lecturers Academic work accounts for student of two faculties
2006 Web application for academic offeringsOnline ECTS course catalogue
2007 First graduations2008 Student online self services for module booking and
re-registration2009 SAP Portal and first portal services
Academic work accounts for the last two faculties2010 Further portal services
Services Studium Dr. Andreas Born
2005
Services Studium Dr. Andreas Born
2006
Services Studium Dr. Andreas Born
2008
Services Studium Dr. Andreas Born
2011
Services Studium Dr. Andreas Born
Landscape 2011Approx. 12'000 students (+50% compared to 2001)7 faculties supported by SLcMWeb application / services for lecturers, students and course coordinatorsTwo stage (Bachelor and Master) student life cycle completed at several facultiesSAP Identity Management (IDM) and SAP Portal for all members of the university provide the basis for new services
Services Studium Dr. Andreas Born
Landscape 2011Adoption of “Bologna” takes time- Several concurrent versions of study programs- Schedule for change of study program is too tightWide range in user acceptance- “Bologna”- Software usability (SAP GUI / Web Dynpro)Release change is complex and time-consuming Bad web browser support by SAP Portal / Web DynproWeak support of planning tasks (rooms, examens, ...)
Services Studium Dr. Andreas Born
Projects in progress and future projectsNew “Bologna” doctoral programsNew portal services for students and applicants:- application for study programs- enhancements of academic work accountNew non-SLcM portal services:- Business Intelligence (BI)- Travel Management- Materials Management (SRM / MM)Release change from ERP 6.0 to EHP 5- New degree audit- Course registration / waiting lists
Services Studium Dr. Andreas Born
Thank You!
Karen WilsonStudent Systems Manager, ISS
2000 Implementation of UCAS UG Admissions: 25 users 2001 – 2003 On-going development of the Student System as a pilot partner with SAP2003, August Full implementation of student system (R3)2005 E2R PG admissions development including Portal, BW, CRM, Workflow, Document management2007 UCAS XML-link using SAP PI2007 – 2008 Roll-out of student self-service registration and module booking2009 Upgrade from 4.72 to ECC6 EHP32010 BI/BPS Student planning2010 Integration with CRM interaction centre
Serengeti document management integration2011 Student Information Gateway (Advisor workbench) roll-out
Students 20456Staff 5062Income £373mSLCM GUI users 700Student/Staff portal users 25000+
Provide consistent and timely information to support day-to-day demands of teaching, research and academic services (2003/2006)To guide internal decision making (2010)To meet external reporting requirements (2003 -11)To bind together a decentralised institution (2003)To underpin the process of continuous improvement of cost effective and professional administrative services (2003)Data entry at source, avoid duplication, delays, reconciliation (2003)End user ownership of data (2003)To support organisational development (2010)To contribute to improved financially informed planning (2000 - 2009)Track progress for students from widening access programme (2004)On-line enquiries and admissions for overseas applicants (2005)Provide students and tutors with on-line access to personal academic records (2007 – 2010)
RecruitmentManagement reporting (FTEs, Cohort Analysis, Statutory reporting)UG/PG admissionsAcademic structure – programme/module maintenanceStudent fee calculation and student accountPersonal and module registrationStudent recordAssessmentProgramme transfers and withdrawalsTeaching timetablingExam timetablingProgressionGraduationAlumniData feeds for faculty/department initiatives
Single integrated database, minimise data duplication, real-time data access to all who need itUser-friendlyAutomatic audit trailImproved reporting and simple download to Microsoft OfficeImproved data accuracy and data confidence Automated generation of correspondenceWorkflow supportIncreased accessibility of information for students and staff Opportunity for student self serviceOn-line study plan covering academic catalogue with built in systemrules (Lack of agreement on rules and will to maintain all data)Recording of assessmentLink with UCASStatutory Reporting
Reliability & stability
Ever increasing opportunities for automation
Reporting (only after BI implemented)
Workflow processing for PG applications
One of 1st UK universities to change to XML-link solution with UCAS
Integration with document management – electronic student file
CRM contact (interaction) centre
UK statutory reporting (patchy support until this year)
Financial and Student Modelling/Planning via BI/BPS
• Postgraduate Applications stats and lists• Undergraduate Applications stats and lists• Registration stats, lists and online registration processing reports• Module booking stats, lists including module marks, online
processing reports• Postgraduate research student reports• Annual Degree Programme stats• Cohort analysis/Academic audit• FTE reports• HESA Data Quality reports• Student Planning reports
Using BPS (Business planning & simulation)
Headcount input directly into BPS by the schools.
Planning of current year forecast for year end figures & plans for next 5 yrs.
Users can copy from current actual to forecast then to each plan year. Headcount is progressed from academic year & stage to next year & next stage in programme pattern.
Non-continuation rates calculated from data from previous 3 yrs applied to automatically reduce the headcount.
Planning can be done for single programmes or groups of similar programmes.
Fees calculated from fee rates uploaded into BW from spreadsheets.
Points based immigration (Phase 2 – UKBA interfaces)
Student Information Gateway (Advisor workbench) – Extension &
roll-out
PG applicant portal technical re-write (.NET/PI)
Electronic handling of UG applications
HEAR Pilot, (later phase to include electronic 3rd party access to achievement record)
Integration with in-house assessment system (NESS)
Module based fees
INTO interface
Support flexible study arrangements
Programme and module content management & publishing
Creation of SAP events by upload from Syllabus+
Single sign-on
Archiving
Archiving – one day!
Too many other systems for processes that could be in SAP (functionality not originally available/not perceived as good enough/lack of buy-in to University strategic policy re SAP)
Where to pull back to standard (cost/loss of custom features versus future benefit)
Upgrade overhead for multiple netweaver components, SPs, EHPs
Change/release management (integration risks)
International multi campus functionality – best approach
Timetabling (syllabus+ popular for many universities)Scholarships and prizesInternships, exchange student contractsAlumni portal, authorised 3rd party access to achievement record, fundraisingAccommodationFees process is cumbersomeMobile access for students?Shared servicesSmartcard linksCasework
Karen WilsonInformation Systems & ServicesNewcastle [email protected]+44 (0)191 222 5166
Using SLcM at K.U.LeuvenHerug 2011
Inge WullaertInformation architect studentprocesses
•• Core missionsCore missions–– ResearchResearch–– EducationEducation–– Rendering of socioRendering of socio--cultural and economical servicescultural and economical services
• 36.923 studentsstudents• 9133 employees employees
– 1.454 professors professors –– 4.757 assistants and researchers 4.757 assistants and researchers – 2.922 administrative en technical staffadministrative en technical staff
•• 3 groups and 13 faculties3 groups and 13 faculties–– Human sciencesHuman sciences–– Exact sciencesExact sciences–– BioBio--medical sciencesmedical sciences
•• Yearly budget 500 million euroYearly budget 500 million euro
K.U.LEUVEN Facts and figures
ANEMOON Program
• ICTS council 1997– Entire administration has to be supported in
SAP– If required by tailor made developments in
SAP.
• Arguments– Ensure an integrated system to support the
overall processes– Limit the effort to build up technical expertise– Maximize the return of the cost of software
licenses and maintenance contracts– Optimize the use of the hardware
infrastructure
• 6 Functional domains– Finance– Human Resources– Logistics– Education– Students– Research
• 3 Cross-functional– BI– ICT (basis)– CRM
ANEMOON - Proces map
Central IT DepartementTotal: 174 FTESAP-teams: 73 FTESLcM: 30 FTE
ANEMOON - Realizations (1/3)1999 2000 2001 2002
Accounting KULBudget preparation and follow-up
Revenues and expensesFinancial transactions
Accounting LRDBW for finance
OLAP on the web
Accounting exploitationsSelf-service for budget holders
Administrative organisation, committees
Personnel administration and management
Recruitment ATPTime registration
PayrollAutom. budget control personnel
BW for personnel
Purchasing external vendorsInternal warehouse managementSelling/purchasing warehouse
Self-service internal purchasing
Self-service ‘my file’Self-service ‘my employees’
Decentralised accounts receivableInternal financial transactions
Management research contractsManagement internal research funds
BW for researchSelf-service for research promoters
Research organisation
Prototype student master dataPrototype academic structure
for BAMA
Personnel
RESEARCH
EDUCATION AND STUDENTS
Interface legacy research system KUL
with finance/personnel SAP
FINANCE
LOGISTICS
Interface legacy research system LRD
with finance/personnel SAP
SAP NetweaverECC 6.0
Reorganisation K.U.Leuven
Portal
R/3 ENTERPRISE
ANEMOON - Realizations (2/3)2003 2004 2005 2006
Space inventory (real estate)Graphical integration CAD
Lease/rental space
Decentral correction postingsFiscal reportingStudent account
Declaration expensesManagement credit cards
Optimize reportingDecentral correction
postings new methodAUDIT recommendations
Asset AccountingNew authorisation concept
E-governmentSelf-service leave request
New method Holiday paymentBW web reporting
Integration personnel/studentsBW payroll
MobilitySideline activities
Recruitment Adm. pers.Self-service selection and hiring
Environment, health and safety
Work adresses (integr. RE)Appraisal file (Acad. staf)
Time for Internat. Scholars
University PressLabels for hazardous products
Getting research financing(application, evaluation,
award)My Patents
Interface LIRIAS (publications DB)
BW academic structure reportingOptimize Individual study programs
Evaluation study programsIndividual follow-up students
FINANCE
PERSONNEL
LOGISTICS
Self-service research contractsYear end and holiday payments
provisionsAdjustment personnel commitments
Research inventory (projects,teams, expertise's, co operations,
equipment, …)Overview internal and
external research funding
Optimizing interface IWETO (Reporting Flemish Government)
Patents :Financial Follow up and Archiving documents
Optimizing personnel commitments
Master data students(Re)registration students
Master data academic structurePlanning academic year
Web reporting studentsBW student information
Doctoral research projects
Individual study programs(bookings, approval, …) ?
RESEARCH
EDUCATION AND STUDENTS
BW: Assignment and usage of spaceEH&S licenses
Plant maintenance
SAP NetweaverECC 6.0 EHP2
ANEMOON - Realizations (3/3)2007 2008 2009 2010
Recruitment Academ. StaffReporting FTE-usage
PERSONEEL Promotion process for Acad. staffHAY for admin. staff
Decentral committees
Organisation of EventsStudent housing – application form
Optimalis. financial administration for research
Collections managementNew VAT legislation (EU)
Mainframe ArchivingPromotion process admin. staff
Cost of promotionsBelcotax on web
Licences hazardous productsEH&S organ. structures
Health files for staff
Timesheeting for researchersMy PhD projects
My Research funds
Optim. Bank statementsSEPA – outgoing payments
Credit card payments via web
Interface associated schoolsNew Who-is-Who
Dimona reengineeringBPC for Staff planning
Health files for studentsStudent housing – roll-out F2
LIRIAS@associatieOptimalisation overhead
Remove concept of ‘stages’ (F2)Roll-out to associate schools
New legislation & audit complianceIntegr. Aleph (library purchasing)
Treasury managent (TRM)Rework Cash processes
New legislation & audit compliance Migration to FM-BCS
FINANCIEN
Migration from RE to RE-FXStudent Housing - contracts (pilots)
Warehouses & compliance
LOGISTIEK EN TECHNIEK
My Research newsApplication for Research funds F2
Teaching assignmentsEvaluation (students)
ONDERWIJS EN STUDENTENTeaching assignments (self service)On-line Government reporting (DHO)
Evaluation (self services)BI – statistics on evaluations
Student AdmissionsMainframe archiving
Remove concept of ‘stages’ F1Alumni (CRM)
ONDERZOEK
SAP BI 7.0 SAP Netw. EHP1ECC6.0 EHP4
Autorisations for prod.systemsIT Change management (Sol.mgr)
ALGEMEENSecurity Weaver (SOD-conflicts) Archivering SAP
IT Servicedesk (CRM)
BO for BI
SAP NETWEAVER TOOLS IN USE
Enterprise portalEnterprise portal Business IntelligenceBusiness IntelligenceBusiness WorkflowBusiness Workflow
ABAP programmingABAP programming& workbench& workbench
Smart formsSmart formsADOBE interactive formsADOBE interactive forms
Alert mgt systemAlert mgt system
Archive linkArchive link
ConnectorsConnectors
Web servicesWeb services
SAP GUISAP GUISAPSAP
SOLUTION MANAGERSOLUTION MANAGER
PIPI
Has SLcM met our expectations?
• Yes but we did a lot of own development– Because SLcM was not ready (for example the self service
webapplications)– Because SLcM did not meet our requirements
Has SLcM met our expectations?
Evaluation Standard Own development
Individual Study Program DatamodelAuditPrerequisites
Web Application student course registration
Evaluation DatamodelAudit templateEvaluationprocesses
Online grading/excel interfaceOnline Student Progress fileInput faculty rules
Qualification Datamodel SmartformsWorkflow
Alumni CRM
Teacher evaluation by student
Performancemanagement
Webapplication
Studentaccounting FeecalculationDunningIncoming payments
On-line Government reporting (DHO)
PI Triggering in workflow and activities
BI reporting/Statistics Extractors
Are there any gaps that you still need to fill on your own?
• Cooperation Agreements (Erasmus Mundus Programs, ICI…)
• PIQST00 autorisationconcept• Internship total concept (overview open places,
assignment, scheduling, …)• Scheduling tool
What are we doing now that was not under consideration when we chose SLcM• Implementing our SAP SLcM template in other
institutions of higher education in Flanders who have joined their forces in the K.U.Leuven Association.
• Due to change of university regulations we moved the concept of ‘stages’ and wend back to more standard SAP
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What is our most interesting use of SLcM?
• We cover the whole lifecycle of a student• Integration with other SAP modules
– EH&S (internships students)– HR (teaching assignement)– FI (FICA)– Real Estate (eventplanning)
What are we planning for the future?
• Implementing our SLcM template to 5 more institutions of higher education (10 in total)
• Change our template to cover the integration of the academic bachelors and masters of the institutions of the association K.U.Leuven
• Cooperation agreements (Erasmus Mundus Programs, ICI…)• Change authorization profiles to meet the requirements of privacy law• The planning and process of internships in SAP • Database with transfer and mobility possibilities within the association
framework• Scheduling system for planning academic year (Syllabus+, Rostar
Eduflex or Untis)• Using CRM for – Student recruitment– Service desk for student administration
University of Mississippi (Ole Miss)USA
Kathy Gates
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Project Background
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Major SLcM ProcessesAcademic StructureStudent RecordsAdmissionsStudent AccountingEvent Planning and BookingAdvising, Degree AuditGrading, Progression, TranscriptsGraduation
Activity Year
UM Oxford SLcM Go Live 2003
Digital Imaging 2004
Adobe Interactive Forms 2007
Netweaver Portal 2008
Degree Audit 2008
PI and SOAP Messaging 2009
Business Intelligence 2009
UM Medical Center SLcM Go Live 2010
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EHP5 Upgrade
What’s the Rush?
Dissatisfaction with current Degree Audit interface
Users judge the application by what they see on the screenNew Degree Audit interface uses a Web DynPro and is laid out to minimize scrolling
Formal support for substitutions
Timeline
February 2011 - Installed on sandbox & started acceptance testingMarch 28 – April 1, 2011 - DEVApril 4 – April 8, 2011 - QASApril 21 – 25, 2011 – PRD
Upgrade starts at 5 PM, April 21System available April 25
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New Degree Audit Interface
EHP5 Issues ~ Examples
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Fee CalculationCNTRL_ERROR dumps being raised in mass processingResolved with OSS note 1571528
Admissions ApplicationsError DC-006 raised Also resolved with OSS note 1571528
Web Dynpro ABAPResolved with OSS notes 1552678, 1539834, 1518733, 1522314, 1525061, 1526773, 1534926
OthersNote 1575146 – DA Configuration – Degree Audit Web Dynpro application shows inconsistent behavior when changing the application configuration or creating a new application configurationNote 1574592 – Substitutions –Error calculating audit results when a substitution has been applied to a sub-requirement.
And a little more …
Ole Miss Today (OMT)
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How to reach students?Campus announcements
Instructor / advisor messagesOfficial noticesLectures, performancesSports & recreationEmergency infoSystem generated alerts
Messages are targeted based on demographicsMessages can be sent immediately as text messages or e-mails.
2SMS.com is used for text messagingWith Web Services, we can send text messages directly from ABAP
They are also included in the daily e-mail summary and portal, both of which are customized per userMessage data is stored in customer tables in SAP
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Interface to send messages is integrated
into portal.
Sample Text Messages
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• Sample logs from 2SMS.com• Non-emergency text
messages only go to students who have “opted in”
Student Retention
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Optional (appraisal) notes on midterm gradesText message, e-mail, OMT when first midterm grades is submittedMidterm grading advisor alerts
Notifications of students with two or more D or F midterm grades
Text message, OMT to remind students to register, i.e., booking window is open or is about to openImproved advisor interfaces
Way to report errorsSnapshot viewStudent photosChanges & multiple advisors
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Ad Astra Schedule
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Optimizes space utilization across the enterpriseImportant to UM due to increasing enrollment
~ 8% growth per year over three yearsLimited classroom space
Ad Astra 7.4 supports integration with student systems using Web ServicesTwo interface points
Class schedule data from SAP to Ad AstraRoom assignments from Ad Astra to SAP
Mobility
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• About 85,800 hits since 10/27/2010
• 9848 unique visitors all together (students, staff and faculty)
• Unique faculty: 164• Unique staff : 231• Unique students 9453
• Most popular tasks
• Midterm grades• My schedule• Check holds• Booking window
Mobility Stats
Native apps next?
Core functionality is very solidSystem is stable and scalableAdvanced technology provides flexibility
User exits, BADIsCustomer includes in SAP tablesCustomer tables, objects, and relationshipsWeb Services to interface with other systemsWorkflow
Gaps (even now), but we may have built our own in some cases due to high expectations for user interfaces
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Conclusions
Summing It UpKey Themes, Q&A
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