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SOFTWARE BUSINESS CASE
COLLEGE SCHEDULER
Rev. 05/5/15
TABLE OF CONTENTS
EXECUTIVE SUMMARY .............................................................................................................................................................................2
1.
Problem Definition ....................................................................................................................................................................2
2.
Addressing Problem with CWU existing tools and products (i.e. PeopleSoft) .............................................................................3
3.
Organizational Impact................................................................................................................................................................3
4.
CWU Benefits .............................................................................................................................................................................3
5.
Strategic Alignment ...................................................................................................................................................................4
6.
Cost and Budget Projections ......................................................................................................................................................5
7.
Alternatives (add lines as necessary) .........................................................................................................................................5
8.
Timing / Schedule (add lines as necessary) ................................................................................................................................5
9.
Technology Migration ................................................................................................................................................................6
11.
Product Life/Application Sunsetting or Decommissioning ......................................................................................................7
12.
References .............................................................................................................................................................................7
13.
Approvals ...............................................................................................................................................................................7
Business Case Evaluation Rubric ........................................................................................................................................................9
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EXECUTIVE SUMMARY
Registration is an essential component of a student’s collegiate academic journey. Ensuring current and
incoming students have a positive registration experience is critical. Students report it is a stressful and
frustrating process.
PeopleSoft Campus Solutions provides numerous class search features. However, the overall search
features are confusing and do not provide comparison tools, breaks, or the ability to integrate with the
student planner. In addition, the class search features are not intuitive.
College Scheduler is the market leading provider of automated student schedule planning systems and the
only source of many unique and critical features: responsive technology for mobile and tablets, text-only
version (for ADA compliance), PeopleSoft interface, Enrollment Optimization (Patent Pending) and College
Scheduler maintains full time PeopleSoft developer/consultant. From Washington, Eastern Washington
University and Skagit Valley College are already on College Scheduler. The testimonials and positive
responses that were received regarding College Scheduler were overwhelming.
Registrar Services recommends the purchase of College Scheduler for a one year trial to evaluate the
effectiveness and benefits. If the average student credit load and student satisfaction increases, College
Scheduler must be continued.
Sponsoring Department(s): Registrar Services
Date of Business Case Preparation: December 1, 2015
Contact Person Name/Phone: Lindsey Brown, x3076
X New Product/Service
If there is a draft or sample contract, please provide a copy.
Renewal of Existing Product/Service – if checked, include background information.
If there is a site license agreement, existing contract or new contract draft, please provide a copy.
Change to a Business Process.
1. Problem Definition
Registration is an essential component of a student’s collegiate academic journey. Ensuring current and
incoming students have a positive registration experience is critical. Students report it is a stressful and
frustrating process.
PeopleSoft Campus Solutions provides various class search features, however, the overall search features
are limited and do not provide schedule comparison tools, schedule breaks for athletics, or scheduled
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breaks for employment. An increasing number of students are working while in school or participating in
extra-curricular activities that limit their schedules. In addition, the class search features are not intuitive.
Each quarter students build a possible schedule and register through MyCWU. The number of class
combinations available to students is astonishing. Students are easily confused regarding the process. If
one course has a time conflict, then the student must start the process over again. In addition, all student
scheduling is currently done on an individual course basis and is a lengthy process.
2.
Addressing Problem with CWU existing tools, services and products (i.e. PeopleSoft)
PeopleSoft does not currently allow students to search for an optimized complete schedule without time
conflicts or allow for student populated breaks. CWU does not have an existing tool/product that meet this
need.
3. Organizational Impact




PeopleSoft web registration is available for all students.
PeopleSoft will remain the student information system and the solutions provided must draw the
necessary data from the SIS in real time and populate the SIS with the student’s desired course load
in real time.
The solutions proposed will provide real time data to students of every possible schedule option that
is available to the student.
The solution will require training for students, Registrar Services, and Advising staff.

All Stakeholders
Students
Registrar Services
Academic Advising
New Student Programs/Orientation

Potential Partners/Primary Users
Students

RFP Requirements Contributors (add lines as necessary) – This section may or may not be required
Department
Name
4. CWU Benefits
Other institutions have found benefits in the following areas:

Increased student credit hours.

Decrease time to degree by optimizing student schedules.

Streamline orientation registration.
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
Increase in student satisfaction in the registration process.

Increase productivity of advising staff as they are able to focus on course needs, not advising
around course conflicts.

Course demand and student break times analysis.
5. Strategic Alignment
Objective 1.1: Enhance student success by continually improving the curricular, co-curricular, and extracurricular
programs.
Schedule planning tools allow students to plan their quarterly class schedule around curricular and employment
obligations.
Outcome 1.1.2: Students will persist to graduation with increased efficiency and rate.
Enhanced scheduling planning allows students to see more schedule combinations and select the schedule that is the
most effective for reducing their time to degree.
Outcome 1.1.4: Students will be increasingly engaged in high quality co-curricular and extracurricular offerings.
Scheduling planning tools allow students to plan their quarterly class schedule around curricular and employment
obligations.
Objective 1.2: Enhance the effectiveness of student support services.
Tools allow advisors to focus on student course needs and not schedule compatibility.
Objective 3.1: Increase the emphasis on and the opportunities for students, faculty and staff to participate in research,
scholarship, and creative expression activities.
Schedule planning tools allow students to plan their quarterly class schedule around curricular and employment
obligations.
Outcome 4.1.1: Sustain the many cultural, educational, service, and recreational events, such as performances,
exhibitions, and sporting events, that are available to the campus and external communities and increase campus and
community participation in these events.
Schedule planning tools allow students to plan their quarterly class schedule around curricular and employment
obligations.
Objective 5.2: Develop and implement enrollment management and marketing plans that meet the enrollment objectives
of the university.
Other schools who have implemented the course scheduling tools have seen an increase in student credit hours per
quarter. This supports the objectives of an increase in student FTE.
Outcome 5.3.5: Enhance university constituent (e.g. students, parents, alumni, internal staff) service standards
Additional scheduling tools increase student satisfaction with the online registration process.
Objective 5.4: Provide the facility and technology infrastructure and services appropriate to meet the university
objectives, while maximizing sustainability and stewardship.
As a hosted solution, the enhanced scheduling tools ease the burden on server traffic during times of heavy
registration.
Link to CWU Strategic Plan:
http://www.cwu.edu/strategic-planning/sites/cts.cwu.edu.strategicplanning/files/documents/2014%20Strategic%20Plan%20-%20Final.docx
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6. Cost and Budget Projections

Cost Breakdown
$5,000 Implementation One-Time Setup Fee
$2 per student per year, with a minimum of $20,000 and maximum $40,000
Based on 11,287 students per IPEDS:
$22,574 – annual service fee
$ 5,000 – one time setup
$27,574 – total for first year
College Scheduler
Recurring
$ 22,574
Subtotal
One Time
$ 5,000
Cost
Total to
$ 27,574
Implement*
5 Year Cost
$ 117,870
* Implementation costs include the yearly total for that given year.

Source of Funding (Speedtype) and Description of the Source of Funding.
o Registrar Services is able to contribute $27,574 for the implementation and first year costs.
o Additional funding needed: $22,574 of ongoing maintenance.
7. Alternatives (add lines as necessary)
Alternative
Reasons For Not Selecting Alternative
Do nothing, continue using PeopleSoft
Campus Solutions for scheduling.
Will impact student success and CWU
service to students. Additional staff may be
required in the future to handle
inefficiencies.
8. Timing / Schedule (add lines as necessary)
Task
Target Date
Secure Funding
12/2015
Schedule Implementation
1/2016
Setup complete, GoLive for Spring 2016 Registration
2/2016
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9. Technology Migration








Enrollment Shopping Cart Integration.
Up to the minute seat information.
PeopleSoft “My Planner” integration.
All students to plan around current schedules.
Search by Course Attribute.
Secure data communication via Integration Broker.
Advisor “Quick Enroll” capability.
Four week integration timeline.
10. Project Resource Identification/Ongoing Ownership of Product
Resource Identification Resource Loading Chart
Project Resource Chart - Estimated Time Commitment
Resource
Jan
Feb
PS Analyst
20
PS Admin
15
Networks/Ops
10
Registrar Services
20
10
Total Hours
65
10
Mar
Apr
May
June
July
Aug
Sept
Oct
Nov
Typical implementation timelines is 2-4 weeks with 3-4 web meetings with IT staff. College Scheduler
provides the code for both the scheduling data query and the single sign on link.
Resource
Personnel
Equipment
Facilities
Requirements
Timeframe
Ongoing Support/Ownership of the product
Upon Completion of the Project the following will Resource(s) Department
apply:
Data Owner
Provost
Data Steward
Lindsey Brown
6
Dec
Ongoing Costs
(licensing, etc.)
$2 per student annually
Administrator for the Product/Software
(updates, maintenance, etc)
Hosted solution. Maintenance will include
testing for bundle upgrades.
11. Product Life/Application Sunsetting or Decommissioning
The scheduling program should be reviewed in five years for efficiency and assessment of needs and/or
changes required by changes in business processes.
12. References
“We use College Scheduler with Campus Solutions 9.0 for several years and always had a great experience. “
-Debby Hill, University of Southern Mississippi
“We use College Scheduler, but didn’t make help sheets for students. We relied on the help provided within
the tool. Students seems to be able to figure it out pretty easily and they love it! We added the shopping
cart feature just this fall and that has been very popular. “
-Erin Morgan, Registrar, Eastern Washington University
“I agree with everyone else. We've been using it for a year. The students love it and the company is great to
work with. We had a list of requests for enhancements that they incorporated for us very quickly.”
-Kathy Nechvatal, Functional Analyst, University of Wisconsin – Platteville
“UW-La Crosse agrees wholeheartedly... no cons - only pros. This is a fabulous product. The support is
phenomenal. Great company, great people. Your students will love it! You will not regret buying this
product.”
-Jan Von Ruden, Associate Registrar, University of Wisconsin – La Crosse
“No cons, only pros. We’re using it since 2007. Amazing application and students can’t live without it. Great
functions, too many to describe. Excellent support from the company, couldn’t be more happier.”
-Evgeniya Khan, Associate Registrar/Data & Applications Manager, New York Institute of Technology
“Same here at UW-Madison. We implemented College Scheduler back in 2011 and couldn’t be more
happy. The students love the features and ability to generate schedules in minutes vs. hours. The company
is very open to suggestions and customization requests, and are great to work with.”
-Aaron Apel, Business Automation Specialist, University of Wisconsin - Madison
------------------- The following review section will be completed by the CWU PMO ----------------------13. Approvals
Business Case shared with Security Services for compliance and audit review information
Business Case shared with IS Network and Operations
Business Case shared with IS Enterprise Applications
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The following actions have been taken by the appropriate Sub-Council (ATAC or BTAC) and Enterprise
Information System Committee (EISC):
Date
Action
By
Upon secured funding and approval by the Enterprise Information System Committee (EISC), Enterprise
Facilities Committee, or one of the two Sub-Councils (Academic or Business), the CWU PMO will provide the
requestor with the documentation of approval and guidance on how to proceed toward purchasing and
possible placement in the Project Management schedule. CWU procurement policies and procedures will be
used to initiate a purchase.
If you have any questions, please contact CWU PMO staff: Ginger McIntosh 963-1466, Sue Noce 963-2927,
Keith Jones 963-2191, or Tina Short 963-2910.
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Business Case Evaluation Rubric
Name:
Date:
CRITERIA
Full Disclosure of Costs
Includes implementation and maintenance
costs.
Strategic Alignment
Aligns with Strategic Plan
RUBRIC VALUES
1, 4, 7, 10
1: lots of unknown or hidden costs
4: some costs are known
7 : many costs are known
10: all costs, direct & indirect, are known and tabulated
1: no alignment
4: low
7: medium
10: high
Value/Benefit to "Customer"
Customers are consumers or users of
the product or service could be students,
staff, faculty, other campuses, external
partners and even other services
1: little value/benefit to the customer(s)
4: some value/benefit
7: a lot of value/benefit to customer
10: essential/critical to customer(s)
Importance to Risk Mitigation
Would the campus or customer be exposed
to a risk or impact if the product or service
is not offered?
1: little risk to campus or customer if not offered
4: some risk to campus or customer if not offered
7: much risk to campus or customer if not offered
10: high risk to the campus or customer if not offered
Leverage Potential
Multiplier effect: product or service can
be leveraged for other users/customers on
campus or within CWU system; and/or adds
value for external partners
1: little leverage potential, isolated service
4: some leverage
7: much leverage
10: service could be leveraged by many
Client Service
Can this project be completed in the time
frame requested? If yes, how much will
additional resources be needed?
Required System/Service
Legal compliance requirement. Potential
impact to core University services. Other
services/projects depend on it.
Organizational Impact to Users/Customer
Base
Project
Values
1: highly questionable
4: partial completion – substantial additional resources required
7: substantial completion – some additional resources required
10: complete – no additional resources required
1: does not affect other services
4: other services/projects depend on it
7: other services/projects depend on it and potential impact to core
University services
10: other services/projects depend on it, and/or
potential impact to core University services,
and/or legal compliance requirement.
1: low impact, low number of users
4: low impact, high number of users
7: high impact, low number of users
10: high impact, high number of users
NAME OF PROJECT:
RUBRIC TOTAL:
Revision Date:5/4/2015
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