Tracey Sinclair and Joanne Voisin
December 3, 2014
watitisconf.uwaterloo.ca
#watitis2014
• Oracle PeopleSoft Campus Solutions
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Western, McMaster, Ryerson, Queen’s, Calgary,
SFU , McGill, Concordia
• University of Waterloo’s Student Information
System
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Authoritative student record database
Query and reporting tools
Self-service
What is Quest
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• Current environment (December 2014)
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PeopleSoft Campus Solutions 9.0
PeopleTools 8.53.14
Bundle #33
Oracle 11g
About Quest
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IST (13)
Registrar’s Office (22)
Centre for Extended Learning (2)
Graduate Studies Office (7)
Finance (1)
Institutional Analysis and Planning (2)
SIS Team
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• 1995 - investigation of replacement for VM
system
• 1997 - decision to buy PeopleSoft SA
• 2001 - incremental go-live with admissions,
student awards, student records, student
finance
• 2005 - upgrade to version 8.0
• 2009 - upgrade to version 9.0
• 2010 - ‘Continuous Release’
History
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#watitis2014
Logins - Week
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Logins - Year
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Athletics
Library
Finance
Housing
Banks
HR
Learn
Quest
OUAC
WatCard
OSAP
WatIAM
Co-op = Co-operative Education
EDI = Electronic Data Interchange of Transcripts
OUAC = Ontario Universities’ Application Centre
Interfaces
#watitis2014
Co-op
OnBase
EDI
• Database of world-wide schools
• Provided by OUAC
• Over 120,000 including high schools and universities
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Status in Canada records
• Student Visa, Permanent Resident, Canadian Citizen
• Over 7,500 supporting documents upload in selfservice since May 2014
• Emergency contact information
• Self-service declaration for applicants and students
Campus Community
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Campus Community Self-service
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• Ontario Universities’ Application Centre (OUAC) loads
• Files can contain from 1,000 to over 120,000 lines of data
(person, application program, education)
• Document uploads for applicants in self-service
• Significantly improves time from application to decision
• Additional/Supplementary Information Forms
• Generation of decision letters
• Offers of Admission
• Denys/refusals
Admissions
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• 46,000 applicants
• 60,000 applications
• 40,000 documents uploaded
• 30,000 offers of admission
Admission Statistics
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Document Upload Page
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View Decision and Offer Page
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Term date setup, program/plan setup
Course selection “schedule of courses”
Term activation
Course selection appointments
Self-service course selection
Creation of schedule of classes
Block enrollment
Student self-service enrollment
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• Program/plan changes
• Grading
• Academic Progression rules created,
updated and run
• Academic Advisement rules created, updated
and reports run
• Graduation coding
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• 45,000 students enrolled
• 8,000 degrees awarded
• 11,000 classes scheduled
• 20,000 official transcripts printed
Records Statistics
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Records Self-service
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Records Self-service
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Records Self-service
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Records Self-service
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Records Self-service
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• Diploma and program production
Graduation
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• OSAP interface between Quest and the Ministry of Training,
Colleges and Universities
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Upload and download data files with the Ministry daily
Electronically deposit OSAP funds directly to students bank accounts
• Awarding and disbursing of financial aid to students
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By manual entry and batch processing of csv file uploads
Using app engine and cobol processes
• Needs analysis
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Need is met by our automated bursary process
Financial Aid
#watitis2014
Undergraduate
• OSAP paid out: over $132,000,000
• Bursaries: $19,000,000
• Scholarships/Awards: $20,200,000
Graduate
• Scholarships/Awards/Bursaries: $80,000,000
• Teaching & Research Assistantships: $16,900,000
• Total Grad Student Income: $97,000,000
Financial Aid Statistics
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Financial Aid Self-service
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Financial Aid Self-service
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• Electronic information available online
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Student account information, including fees
owing and payments
Promissory note to arrange payment of fees by
applying financial aid
Tax receipts, including T2202A and donation
receipt
• Electronic bank payments to
pay fees
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• University Statistical Enrolment Report
(USER)
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Ministry of Training, Colleges and Universities
(MTCU) collects enrolment data on students
studying in Ontario universities on a term basis
Used to provide enrolment-based operating grant
funding
Understand trends in post-secondary enrolments
and programs, including planning,
evaluation and monitoring activities
Government Reporting
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Roles and permission lists
Row-level security
Manual addition of roles for staff
Setup of instructors and advisors
Daily role allocation for applicant and student
self-service roles
• Integrated with WatIAM
Security
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Some examples:
• Reporting
• XML Publishers
• Web Services
• Query
• PS/nVision
• Integration Broker
• Component Interface
• Security Administration
• Performance Monitor
PeopleTools
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Transcript orders in self-service
Enrollment verification forms in self-service
Apply to graduate in self-service
Application for admission online (grad)
Workflow and forms builder
Research tracking and thesis management
Graduation tracking
Faculty centre
New user interface
On the Horizon
#watitis2014
#watitis2014