Student Services Initiative
SSI Business Process Evaluation Form
L1 Admissions
L2 Orientation for New
Applicants
Phase 1
AD.45
Applicants
Start date/init: 9/9/2011 tb
Last updated/init: 12/8/2011 AHP
Brief Description:
Orientation is designed to introduce eligible students to the campus and to the many services and
resources provided for all students. The program is usually mandatory, especially for first-year students
and those that are transferring from another university. The goal is to provide academic advisement, to
introduce students to the registration for classes process as well as to navigate the university and its
resources with success. Also confirming the arrival on campus through SEVIS registration for federal
governmental reporting purposes of the international population is a key component of orientation.
There are steps for students and steps for Admissions and Orientation.
Name/campus of recognized functional experts / resources:
Melanie Payne- IUB
Andrea Engler/Stephanie Osborne - IUPUI
L3 - Process Activities List (Steps) Students:
Activity – to add rows, right click last row, ‘insert’ choose ‘insert rows below’
1.
2.
3.
4.
5.
6.
Create Network ID and passphrase
Complete Immunization Compliance Requirements
Complete any required academic placement testing
Attend Orientation Activities
Meet with Academic and International Advisors
Register for Classes
7. Pay for courses
L3 - Process Activities List (Steps) Admissions/Orientation Offices:
Activity – to add rows, right click last row, ‘insert’ choose ‘insert rows below’
1. Verify Eligibility for Orientation and pass information on students
to Orientation program systems/staff
2. Send Communications to students with instructions,
confirmations, and other requirements based on steps of the
Orientation program
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X-mod
initials
SR
‘As-Is’
(S/L/C)
L
L
L
L
L
L
Future
(S/L/C)
L
L
L
L
L
L
SF, FA
L
L
X-mod
initials
‘As-Is’
(S/L/C)
L
Future
(S/L/C)
S
L
L
3. Update SIS as required with updated information provided
(majors, bio/demo information, updated scores), and with
Orientation markers (student invited, student reservation,
student attended). Includes manual steps and batch processing.
4. Send additional communications as needed (instructions,
reminders, etc.
L
C
L
L
Identify the customer or audience:
Students, parents, family, academic units, administrative units
Describe current systems (enterprise, local, external) utilization and level of automation.
CRM (Connect and Talisma)
SIS
Welcome System (IUPUI)
ORIENT (IUB)
SUNAPSIS and SEVIS
Does this process utilize self-service options?
For student types that require enrollment deposit payment, fee payment gateways exist. Many of the
systems currently provide a student facing registration form for orientation attendance.
Rate the following (Scale 1 – 5, low to high):
Score Descriptor
5
Degree of necessary campus differentiation / specialized needs
5
Level of risk (consequence of error or failure)
4
Subjective decision making required
4
Level of oversight (Dept of ED, State, accreditor, academic policy, etc.)
5
Volume (e.g. transactions)
5
Level of ‘touch’ (personalized service)
3
Time spent on exception processing (may reference other processes)
1
Process supports uniform policies across all campuses
NA
The process requires unique expertise but is executed infrequently
Quantify transaction volume:
Batch
Manual
Calendar notes if process is cyclical – identify:
Annual planning/start up and end periods – preceding each term before registration begins
Cycle overlap periods – summer and fall overlap. Occurs for each term.
Approx month in which a change would have to be rolled in if a process were to change - Time
at which matriculation takes place (and rolling vs single point in time) varies from one campus to
another.
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Quantify approx. FTE required across the system for the current process by campus, headcount and
percentage of time
As Is effort/headcount: 6.146/43
Cost saving factors: automation
Cost savings percentage applied: 0.5%
To Be effort: 6.11527
Justification for shared service:
Uniform nature of data loads into SIS and other systems and batch processing.
Justification for local service:
Need to continue recruitment of students according to campus policies and procedures, including all
communications. Need to handle updates to system as students are on campus and attempting to
attend Orientation program. The key goal of orientation to orient the student to the specific campus
they will be attending.
Classification decision (‘X’ on appropriate row):
Shared
X
Local
Combination (delineate by activity, L3 top of form)
Rationalization for classification decision:
The key goal of orientation to orient the student to the specific campus they will be attending. Timing of
updates and communication practices on each campus.
Describe potential for automation or increased automation, efficiency, or self-service options:
Investigate opportunities in Phase 3
Process Cross References (this process includes, or is a subset of the processes listed below)
Area
SR
AD
AD
AD
Process Name
New Student Registration/Current Student
Registration
Application Processing
Communicate with Various Audiences
Parent Records and Processing
Post Matric Updates
Notes
Term Activation
Includes Unmatriculation
Resources / Reference documentation (List)
Comments/Notes:
IUB ORIENT (Orientation) and IUPUI Welcome systems are dependent on matriculation being completed
before appointment scheduling. If a student already has an orientation appointment and a change
needs to be made, the student needs to be unmatriculated and matriculated again in the same day so
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the student will not lose the orientation appointment. Many data changes pre-/post-Orientation
require that certain SIS and other system rules and regulations be followed that require local
deliberation on best course to maintain student’s records in SIS and orientation systems.
The origin and ownership of orientation activities at the various campuses differ between specific
orientation offices, admissions office, and advising centers.
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