How Can We Be More Effective and
Efficient in Campus Solutions
Session #27735
March 1st, 2010
Presenters
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Nicole Parkman, Project Manager
The College of New Jersey
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Jill Palla, Account Manager
CedarCrestone Inc.
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Overview
TCNJ leveraged their Campus Solutions
implementation to standardize and improve
business processes, where possible. In
doing so, they each made significant strides
toward optimizing the value of their
technology investment and established
structures to guide their continued success.
Effectiveness and Efficiencies are still
evaluated daily as this is an ongoing
process.
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Agenda
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Overview of TCNJ Implementation
Evaluated Opportunities to improve BP
Cross Functional Items
Evaluate Opportunities to identify
bottlenecks
Use Query, Process Monitor, & Testing
Questions and Comments
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The College of New Jersey
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State College in Ewing, NJ
Primarily undergraduate liberal arts
Students - 5,600 FT, 330 PT, 850 graduate
Faculty - 325 full-time, 350 adjunct
Staff - 675 full-time, 125 part-time
Student Employees/GA’s -
1,300
Project Scope
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Campus Solutions: Campus Community, Recruitment and Admissions,
Student Records, Financial Aid, Student Financials, Academic Advising,
Student and Faculty Self-Service
TCNJ Goals
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Go live on time and within budget
Greater Data Integrity
Team Organization: Implementation and
Post-Production
Improve Business Processes
Standardize Processes
Address Cross-Functional Issues
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Staffing: Organization of Teams
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Implementation Model
1 – Create Backups
 2 – Knowledge Transfer
 3 – Get the Best People on your Team
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Post Production Model
1 – Create Backups
 2 – Knowledge Transfer
 3 – Ongoing Support
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Post Implementation
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Very easy to get comfortable on the “lazy boy” after Go Live.
Think about Training the “managers” who are back in the office
so they can (and know) they are to carry on the baton.
Don’t assume that people know what their roles are POST
implementation
Make sure there is a clear hand off that this is no longer a
PROJECT but are standard day to day operations.
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TCNJ Business Process Improvements
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Use Mapping Tools: Picture Card Design PCDM
Get all interested parties in the room
Map current business process
Look for ways to improve business process
Figure out how BP fits into PeopleSoft
Keep track of BP Improvements
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Cross Functional Items
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Assign an owner to coordinate
Identify Cross Functional Tasks
Welcome Week
 Parent Access
 Course Cancellation
 Auxiliary Services: ID Cards, Housing,
Parking, HCM, Financials, etc.
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Avoid Campus Solutions
Bottlenecks
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Strategy: Evaluate Campus Community
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Audit Shared Tables for Standards:
 3C’s
 Service Indicators
Monitor for Missing Addresses, Emails, etc.
Ethnicity
Citizenship
Self-Service Issues
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Strategy: Evaluate Campus Community
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Auxiliary Services
Identify Additional Potential End-Users
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Strategy: Evaluate Admissions
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Queries/SQRs:
 Applicants
 Admission Decisions
 Matriculates
 Letters sent
 Test Scores Loaded
Setup to Monitor Enrollment Targets
AD Funnel Report
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Strategy: AD Funnel
Student Admissions > Reports > Admissions Ad Funnel
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Strategy: AD Funnel Output
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Strategy: Student Records
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Analyze errors generated by students
trying to register for courses
Successful Enrollment Counts
Evaluate Enrollment Overrides
Degree Checkout Progress
Grade Roster Progress
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Strategy: Enrollment Errors
Query:
 ENRL_REQ_DETAIL
 ENRL_REQ_HEADER
 ENRL_MSG_LOG
 Field: ENRL_REQ_DETL_STAT = E
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Strategy: Evaluate Records
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Enrollment Error Sample
Message Catalog: Enrl Engine
Message Catalog: Enrl Engine SS
Message Catalog: Enrl Engine SS
Strategy: Successful Enrollment
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Query: Total of All Classes with Successful Enrl
ENRL_REQ_DETAIL
o
o
STRM
ENRL_REQ_DETL_STAT = S
ENRL_REQ_HEADER
oENRL_REQ_SOURCE
= ME, QE, SE, etc.
Strategy: Enrollment Overrides
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Sort by Class ID/Course ID
Track back if Prereqs are being overridden
a lot
Track if Permissions are being overridden
a lot
Stay in touch with Academic Departments
to determine if prereqs/permissions are
correct
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Strategy: Overrides
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Query the number of overrides on
enrollment request details for a term
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PS_ENRL_REQ_DETAIL record
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Overrides To Query
OVRD_CLASS_LIMIT - Closed Class
OVRD_GRADING_BASIS - Override Grading Basis
OVRD_CLASS_UNITS - Override Class Units
OVRD_UNIT_LOAD - Override Unit Load
OVRD_CLASS_LINKS - Override Class Links
OVRD_CLASS_PRMSN - Override Class Permission
OVRD_REQUISITES - Override Requisites
OVRD_TIME_CNFLCT - Override Time Conflict
OVRD_CAREER - Override Career
WAIT_LIST_OKAY - Wait List Okay
OVRD_ENRL_ACTN_DT - Override Action Date
OVRD_RQMNT_DESIG - Ovrd Requirement Designation
OVRD_SRVC_INDIC - Override Service Indicator
OVRD_APPT - Override Appointment
Sample Overrides Query
Strategy: Graduation Clearance
Query PS_ACAD_PROG record
 PROG_ACTION
= DATA
 ACTION_REASON= GRAD
 DEGR_CHECKOUT_STATUS
 ACTION_DT or EFFDT
Idea: Use ‘Between’ feature in Query to select a date
range – for instance determine when graduation
applications are first accepted and end date.
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Strategy: Degree Checkout
PS_ACAD_PROG. DEGR_CHECKOUT_STATUS values:
Field Value
Translate Long Name
Translate Short Name
AG
Applied for Graduation
Applied
AW
CL
Degree Awarded
Clear
Awarded
Clear
HD
PB
Hold
Problem
Hold
Problem
VE
Verify
Verify
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Sample Degree Checkout Query
Strategy: Grade Rosters
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Query: GRADE_RSTR_TYPE
 GRADING_STATUS = POST
 GR_APPROVAL_STATUS =
o APPR (Approved)
o NRVW (Not Reviewed)
o RDY (Ready)
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Sample Grade Roster
Strategy: Evaluate Advising
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SAA_ADB% can be queried to calculate
the number of AA Reports processed
New Plans added but advising rules not
written: check new majors, minors, etc.
Students in Self-Service are unable to see
AA Report because not initially run
Transfer Credit – number of days from the
time transcript received to articulate
coursework
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Analysis Database Records
SAA_ADB_REPORT
Strategy: Evaluate Financial Aid
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ISIR Loads
Verification/Corrections
Awarding
Pell Reconciliation
DL Reconciliation
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Strategy: Evaluate Financial Aid
ISIR Load: Financial Aid  File Management  Review CPS/NSLDS Transactions
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Strategy: Evaluate Financial Aid
Verification:
Financial Aid  File Management  ISIR Corrections  View 2009-2010 Outbound Files
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Strategy: Evaluate Financial Aid
Awards: Financial Aid  Awards  Mass Packaging  View Mass Packaging Summary
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Strategy: FA Reconciliation
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Direct Loan Reconciliation (many)
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FFELP (many)
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FA  Loans  DL Reconciliation  Disbursement Status Report (big)
FA  Loans  DL School Account Summary  Reconciliation Report
FA  Loans  CommonLine Reconciliation  CL4 EFT
FA  Loans  CommonLine Reconciliation  Loans on Hold Report
Pell Reconciliation (many)
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FA  Pell Payment  Origination Reports  Origination Status
FA  Pell Payment  Origination Reports  Records with No
Origination (look for non-cancelled awards)
FA  Pell Payment  Disbursement Reports  Disbursement by
Status
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Strategy: Student Financials
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How many invoices/bills were generated
How many refunds
How many students were tuition calculated
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Strategy: Student Financials
Student Financials Tuition and Fees
Tuition Calculation
Review Fees After Calculation
Review Calculation Messages
Review Fees Prior to Posting
Calculate Batch Tuition
Fees After Calculation Report
Fees Prior to Posting Report
Tuition Calc Error Report
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Strategy: Student Financials
Student Financials  Charges and Payments
 Group Processing
 Create Group Data Entries
 Review Transactions
 Review Suspended Transactions
 Review Posting Info
 Posting Reports
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Strategy: Student Financials
Student Financials  Bill Customers
 Review Printed Invoice
 Student Bills
 Pending To Bill Items
 Review Invoice
 Student Invoice Summary
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Strategy: Student Financials
Student Financials  Refunds
 Review Student by ID
 Review Student by Date
 Reports
 Refunds by Date
 Completed Refunds by Date
 Open Refunds
 Individual Refunds
 Process Batch Refunds
 Review Batch Refunds
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Strategies: Evaluate Queries
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Who is writing queries
Who is running queries
Who needs help with queries
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Strategies: Process Monitor
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Identify list of key jobs and find out what
jobs are being run and how often
Understand how jobs are used on your
campus – not used the same everywhere
Adm Application, Test Scores, ISIR Loads,
Billing, Collections, Transcripts, etc.
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Sample Process Monitor
Testing
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Request Signoff
Who has problems after patches and fixes
Know who isn’t testing and who gets lucky
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Questions & Contacts
Nicole Parkman
Project Manager
The College of New Jersey
E-mail: parkman@tcnj.edu
Jill Palla
Account Manager
CedarCrestone, Inc.
E-mail: jill.palla@cedarcrestone.edu
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This presentation and all Alliance
2010 presentations are available for
download from the Conference Site
Presentations from previous meetings are also available