WEBINAR
SESSIONS
The SIS
Replacement Project Team has worked with both Oracle/PeopleSoft and SCT
to arrange web demos ("webinars") of specific aspects of their
student applications. Some of these topics were covered in previous demos,
and some were not. You are invited to participate in any webinar that
is of interest to you. These webinars are not geared for technical users
- they are meant for "end" users. Participation is on-line and
via telephone at your desktop. You may participate individually or as
a group. You can participate for the entirety of any given webinar, or
just sign-in when the particular topic you are interested in is being
discussed. The webinars are interactive, and you will have opportunities
to ask questions of the presenters and other participants "real-time."
If
you are interested in particpating in any of the webinars listed below,
please contact Eileen Hunnes
at UMS, and she will send you information on how to participate/get connected.
There
will also be opportunities to listen to and view many of the webinars
at your convenience anytime after they have occurred. Please go to the
Webinar Recordings
page for information on how to access the webinar recordings.
Schedule
[Please see the Topic
Outlines below for further details about what is anticpated
to be covered in each webinar. These
outlines are in the form of listed items and/or questions submitted to
the vendors that we would like addressed/answered in the webinars.]
Topic |
Oracle/PeopleSoft
Webinar Schedule |
SCT
Webinar Schedule |
Admissions |
May 17, 1:30
- 3 p.m. |
May 2, 8:30 -
9:30 a.m. |
Bursar
and Student Financials |
May 4, 9 - 11
a.m. [A
"live" presentation at UMS, not a webinar.] |
May 3, 8:30 -
10 a.m. |
Course
and Course Scheduling |
April 11, 1:30
- 3 p.m. |
May 2, 9:45 -
10:45 a.m. |
Customer
Relationship Management (CRM) |
May 9, 9 - 10:30 a.m. |
|
Extended
Studies and CE Enrollment |
April 25, 1:30
- 2:30 p.m. |
May 3, 10:15
- 11:15 a.m. |
Financial
Aid |
May 18, 8:30
- 10:30 a.m. |
May 2, 3 - 4:30
p.m. |
General
Capabilities [e.g.,
Workflow, Document Management, End-User Reporting, Configurability,
Tailorability.] |
April 26 [Workflow:
9 - 9:50 a.m., Document Management: 10 -10:30 a.m., End-User Reporting:
10:40 - 11:20 a.m., End-User Configurability and Personalization:
11:30 a.m. - 12 p.m.] |
May 3, 1:30 -
3:30 |
General
Overview |
April 11, 11
a.m. - 12:30 p.m. |
May 26, 9 - 10:30
a.m. |
Grading
and/or Grade Books |
May 9, 1:30
- 3 p.m. |
May 3, 11:30
a.m. - 12:15 p.m. |
Pre-Requisite
Checking |
May 2, 1:30 -
2:30 p.m. |
May 2, 11 a.m.
- 12 p.m.[includes Registration] |
Registration |
May 23, 1:30
- 3 p.m. |
May 2, 11 a.m.
- 12 p.m. [includes Pre-Req. Checking] |
Reporting
[Technical Info for Reporting] |
May 4, 11 a.m.
- 1 p.m. |
May 17, 10 a.m.
- 12 p.m. |
Topic
Outlines [Please click on Topic title to go to
outline details. These outlines
are in the form of listed items and/or questions submitted to the vendors
that we would like addressed/answered in the webinars.]
General
Capabilities
1. Workflow. Show
us how workflow or automation works as delivered in your application.
We would like to see how an existing workflow process looks and works.
We want to know how intuitive it is and what level of expertise will be
required to set up and maintain a workflow. We’d like you to demonstrate
how workflows are built and configured. You can pick any Student Records
process to demonstrate, but it should include
a. event triggers,
b. at least two people in routing the process
c. at least one email (or other) notification
d. at least one branching routing
Show us how the status of a workflow can be tracked. If an approver does
not respond in a certain time, can someone else be alerted?
Show us how an alternative
routing can be easily set up to work around someone on vacation. Can time
limits be set on that ad hoc routing, so it automatically reverts to the
original?
2. Document Management.
Show us a one hour overview of how imaging and document management works
in your application. This can utilize a third-party solution, but your
presentation should focus on the integration between the imaging solution
and your base application. Ideally, it would also demonstrate integration
with workflow. Since scanning and imaging can’t directly be demonstrated
in a webinar, key elements to cover include:
a. What data elements can be used to index and store documents
b. How a user can tell that a scanned image exists for a given data element
or page
c. How a user can access imaged documents from within the application
d. How a user can search for imaged documents from within the application,
including searching based on different index values, and searching for
documents that may not directly relate to the page being viewed
e. How imaged documents can be edited or annotated
f. How imaged documents can be routed or attached to workflow
3. End-user reporting.
This should include examples of how standard reports are executed from
a menu or toolbar, and how any “canned” query or reporting
tools work. This demonstration would be targeted at functional end users
who need to be able to run canned reports, and engage in limited ad hoc
query writing. This should not include any technical issues or detailed
report development topics.
4. Configurability
and tailorability. Give us a one-hour overview that highlights the configurability
of the application for individual users or groups of users. For example:
a. What elements of the graphical user interface can be customized (toolbars,
menus, fonts, font size, favorites, etc.)
b. What defaults can users define for commonly used menus, functions workflows
or data elements?
c. How easily can end-users schedule or create recurring activities (run
and deliver a report, set up notifications, set up recurring workflow)?
d. Can individual screen/web pages be tailored to meet the needs of individuals
in different roles? For example, can a special screen/web page be created
for individuals responsible for Veteran Affairs processing? This might
include the elements from 4 or 5 existing screens, consolidated into one
screen and containing only those elements that are required by this office.
This would include update functions as well as view-only functions. We
are looking for a solution that isn’t a customized screen but a
facility within the product that allows for tailored views through configuration.
And, hence, in subsequent upgrades, the specialized screens are included
in the automated upgrade process.
Admissions
Show how to set up
a recruiting event. Include:
• Room reservation and other resource assignments
• Assigning recruiters
• Communications to prospective students
• Online registration for event
• Tracking of materials used at an event
• Evaluating event success based on apps received, completed, confirmed
Show how a communication
plan gets set up and functions, following someone from prospect status
through acceptance. Include:
• How a plan is actually assembled
• Marketing communications
• Controlling/changing plan when an admissions application has been
received
• Controlling communications relating to receipt of app, followups
on missing credentials, acceptance, confirmation
• Communications targeted to specific populations
Show how communications
can be controlled, by type, frequency, total number, likelihood to enroll,
etc. Include letters, emails, and any other modes of communication
Show how incoming
and outbound communications are tracked.
Show how decision
rules are set up for automated evaluation of applications, Include
• Setting up separate criteria for different colleges and for different
applicant populations (new, transfers, athletes)
• Show variety of data that can be used for decisioning (test scores,
HS GPA, HS credits in specific subjects, etc.)
• Show monitoring of admissions goals by various criteria (resident/non-resident,
college, new, transfer, etc.) for automated waitlist status when goals
are reached
• Time-based criteria to allow different rule sets for the same
defined populations for different terms
• Show how workflow can route apps to reviewers
Financial
Aid
Application Processing
– set-up and processing
• Set parameters to control loading of initial ISIRs (e.g. student
status, rejected vs. processed ISIRs, etc.)
• Set parameters to control loading of subsequent ISIRs (e.g. verification
status, students with outstanding corrections, etc.)
• Show process/report/workflow for handling the review of subsequent
(student initiated) ISIR changes after student has already been verified.
• Set parameters (EFC, undergraduate status, dependency) to select
students for verification even if they are not selected by CPS.
• Show how tracking requirements are set for these students in order
to request tax returns and other documentation.
• Show how to set the type of notification student will be sent
to inform student of outstanding tracking requirements.
• Show the different types of student notification methods (i.e.
mail, email, portal).
• Show how a student submitted tax return is imaged into the student’s
record.
• Show how data (AGI, taxes paid, etc.) from the tax return is entered
into the student’s record.
• Show how that data is compared against the ISIR data for verification.
Packaging –
set up, package, and repackage
• Roll previous year packaging rules forward.
• Update Pell award amounts (assume that they have increased for
the new year).
• Modify a packaging rule.
• Add a new packaging rule.
• Capture an outside resource that is found on the billing record
(e.g. tuition assistance or grant) and list it as an award/resource for
financial aid.
• Package the student.
• Notify the student.
• Show how the student can accept the awards online.
• Demonstrate an automated, online process to repackage the student
after a professional judgment appeal has lowered the EFC.
Counseling - show
how a counselor meeting with a student would do the following:
• Check FAFSA application status.
• Check tracking requirements status.
• Check SAP status.
• Check to see if student is identified as an athlete.
• Check loan aggregate data.
• Check award status.
• Check student’s earnings from student employment.
• Check the student’s enrollment level, class level, residency,
dependency.
• Look up the student’s bill.
• Look up the student’s address and email address to see if
it needs to be updated.
• Look up list of people student has given permission to view data
(FERPA).
• Check the student’s budget.
• Update the student’s budget from fall/spring to fall only,
adjust the needs analysis calculation, and adjust the award.
• Award the student a Perkins loan and calculate the student’s
estimated monthly Perkins loan payment.
• Print out a Perkins MPN for the student to sign – or have
the student complete one online if available.
• Disburse the Perkins loan and review the bill again.
• Place an anecdote describing the counseling session into the student’s
record.
Bursar/Student
Financials
• Application
of Payments/Accounting Feed
• Setting-up rules for application of payments
• Applying specific payments to specific charges
• Re-application of payments
• Show how application of payments works when there is an overpayment
and what does the journal entry look like
• How are Title IV rules handled in application of payments
• Show how journal entries are created once application of payments
is completed
• Show what kind of detail is captured with journal entries
Registration
Demonstrate the following
types of registration. In addition cover how student would search for
course sections, ability to select pass/fail grading option, ability to
select credit hours for variable credit class, ….:
1. Student Self-Service
Registration in following types of classes or situations
• Linked lecture/lab or lecture/recitation course
• Topics course
• Independent Study course
• Course Requiring pre-requisite not met for student and another
that is met
• Controlled enrollment (requires instructor or department permission
prior to enrollment)
• Course section offered at another CU campus
• Drop of single and linked sections
• Enforcement of drop deadlines
• Warning or error messages if student attempts to drop below designated
credit hours
• Conditional drop/add (hold requested drop until after student
is successfully enrolled in requested add)
• Add student to waitlist
2. Staff registration
of students
Demonstrate how staff would register students in classes as above (not
necessarily all of above), how staff could override restrictions, time
conflicts, etc, and security for registration actions and overrides.
3. Staff registration
of students into blocks of course sections
• Setting up the blocks of students based on pre-defined criteria
• Setting up the blocks of course sections
• The process to enroll students into course blocks
• The drop process for sections added through block
4. Batch Pre-Registration
Demonstrate how to automatically register a group of students into a set
of course sections, equally distributing the students across sections
of the course
5. Reserve Seats
Demonstrate how to reserve seats in course section(s) for pre-determined
group of students including how the limits are established, how students
are identified as part of pre-determined group, and how enrollment is
managed based on limits for those in and outside reserve group.
6. Class Lists
Demonstrate the class lists and how a group of students can be moved from
one section to another.
7. Waitlists
Demonstrate how course or class section is set up to allow waitlists,
how a student is placed on the waitlist, how waitlists can be prioritized
or re-ordered, how students are moved from waitlist to open seat in class,
and how a student is notified about waitlist status.
Course/Course
Section Scheduling
Add the following
types of courses and schedule for new term
• Linked Sections Course (i.e., linked lecture/lab or lecture/recitation
courses)
• Special Topics Course with multiple pre-established topics (i.e.,
course where topic varies by course section)
• Controlled Enrollment Course (i.e., course sections in which student
must get permission to enroll prior to enrollment; CU currently hides
the unique class section identifier (call number) to control enrollment
in section)
• Independent Study Course
• Distance Education class with non-standard meeting schedule
1. Create course in
the inventory covering the following:
• May be offered at multiple campuses or administrative units
• Add multiple titles (one for transcript, another official or long
title)
• How track multiple versions of same course by effective dates
or terms
• Rules for defining course identifiers (i.e., subject and course
number)
• How define course career and level
• How assign course to the appropriate campus, college, division,
or department
• Assign credit hours (variable, fixed, range)
• How enter course prior to approval and track approval statuses
and dates
• How prevent scheduling for term
• Add approved grading types (e.g., letter grade, pass/fail)
• Establish section types (e.g., lecture, lab, recitation)
• Define number of times course can be repeated and/or repeated
within a term
• Link course pre-requisites to course
• Link restrictions to course
• Record special characteristics or attributes of course (e.g.,
core requirement course, honors course, distance education offering)
• Add default enrollment limits
• Define course tuition rate or fees
2. Search for course
• Demonstrate how search for course and flexibility for defining
search criteria.
3. Schedule course
for new term
• Add sections for different campuses or administrative units
• Attempt to schedule course that is not approved to be scheduled
• Demonstrate default term or session start and end dates; adjust
start and end date
• Select a delivery mode (e.g., in person, distance ed, WWW based)
• Add section meeting time, dates, location including more than
one set for a section
• Assign instructor including more than one instructor for a section
• Link lecture/lab, lecture/recitation sections
• Establish enrollment limits/capacity
• Reserve seats for special populations
• Override course pre-requisite or restriction
• Create class notes to appear in on-line and/or published schedule
• Link to course management systems
• Assign exams
• Cross-list at least two sections demonstrating how room conflicts
are handled and enrollment limits controlled
• Adjust course tuition rate or fees by the section
4. Search for course
section
• Demonstrate how search for course section and the flexibility
for defining search criteria.
5. Change one course
definition for future term
6. Roll courses from
current term to future term
• Review options for selection of courses to be rolled
• Review options for data to be rolled or not rolled
• Review results including course where definition changed
7. Cancel a section
after students are enrolled
Extended
Studies/Continuing Education Enrollment
1. Update Course Inventory
• Demonstrate how a credit course offered through the main campus
is approved to be offered by Extended Studies with different tuition rate
and accounting structure.
• Create a Continuing Education course that is offered for CEU credits
and non-graded grade type.
2. Create course sections
• Schedule with non-standard start/end dates and meeting schedules
and demonstrate how add/drop and refund deadlines are established based
on non-standard meeting information.
• Demonstrate how track as extended studies or continuing education
course section for tuition, accounting, and reporting purposes.
• Schedule section without instructor assignment.
3. Quick Admit
Demonstrate how an Extended Studies or Continuing Education student can
be entered into the system and made eligible to register immediately through
self-service and/or operator entry. These students may be registering
at an off-site location or remotely without access to campus office. Include
the following:
• The minimal information required to create a bio-demographic record
• Ability to capture CU specific information such as answers to
selective service, felony, and prior degree questions.
• Selection and/or assignment to an academic program/major
• Assignment of residency classification for tuition calculation
• Creation of appropriate term record
4. Quick Enroll
Demonstrate how a student could immediately enroll in selected course
section(s).
5. Fee Payment
Demonstrate how a student could immediately pay fees through ACH or on-line
credit card payment.
6. Transcript
Demonstrate what a Continuing Education or Extended Studies transcript
might look like.
Pre-Requisite
Checking
Demonstrate the process
to create a business rule for course pre-requisite, assignment to course,
override capabilities at the course section level, and how handled during
registration for student who a) hasn’t met the pre-requisite and
b) a different student who has met the pre-requisite.
1. Create pre-requisite
rule
• That requires at least two courses with grade of C or better and
student is in a specified major.
• Allows in-progress work for specified courses
• Enrollment in course should be prevented if pre-requisite hasn’t
been met
2. Assign pre-requisite
rule to course.
3. Demonstrate if/how
the pre-requisite rule can be modified at the course section level.
4. Attempt to enroll
student in pre-requisite course. Emphasize any messages displayed about
why student wasn’t enrolled in requested course section.
5. Demonstrate how
pre-requisite can be overridden by staff.
6. Demonstrate if/how
security can be establish to grant or deny ability to override pre-requisites.
Web-Based
Grading/Instructor Grade Books
Demonstrate how instructors
can conduct grading for their course sections.
1. Demonstrate how
an instructor could access roster of course section he/she teaches, record
grades, and submit grades for posting.
2. Demonstrate how
an instructor can maintain an electronic grade book within the system
including:
• How to set-up graded assignments in the grade book
• How to weight each assignment for midterm or final grade calculation
• How to track attendance for each class meeting
• How to track student grades for tests, quizzes, papers, etc.
• How to calculate mid-term and final grades using assigned weights
and valid grades
• How to upload grade from electronic grade book to student’s
official record
3. Demonstrate how
an instructor can extract course section class lists to external grade
book (e.g., manage through learning management system or instructor controlled
format) and upload mid-term or final grades to system.
Grading
Demonstrate how final
grading can be conducted including:
1. How valid sets
of grades and calculation rules are defined.
2. How grade rosters/lists
become available for instructor self-service entry, on-line entry, and/or
batch print for distribution.
3. Available processes
for grade entry and approval.
4. How grades are
loaded/posted to students’ official records.
5. Processes available
for identifying and following up on missing grades and rosters.
6. How student records
are evaluated for repeated course attempts and adjustments made to academic
statistics.
7. How late grades
are submitted and processed.
8. How grade changes
are submitted and processed.
9. How incomplete
grades are identified and final incomplete grades assigned after deadline.
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