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 Bloomingtonmcconaha@indiana.edu

Mary Beth MyersRegistrarIndiana University Purdue University at Indianapolis mbmyers@indiana.edu