INDEX [gator.uhd.edu]
Current Status
Major UHD Computer Application Systems (Enterprise Systems)
INDEX
Enterprise Systems
1. Student Records System 3
2. Student Self Service 4
3. Financial Aid System 9
4. Document Imaging/Management (Student Records and Admissions Implementations) 9
5. Document Imaging (Fortis) – ESO Database* 10
6. Document imaging (Fortis) – Financial Aid Database* 10
7. Datamart and Reporting* 11
8. Web Content Management 12
9. WebCT 12
10. Faculty and Staff e-mail 13
11. Student e-mail 14
12. Point of Sale for Student Life Center 15
13. Testing Systems -- CLEP 16
13. Testing Systems -- Accuplacer 17
14. Training Management System 17
15. Scheduling System (Course Scheduling Database) 18
16. Scheduling System (Event Management) 19
CRM – “Ask Gator”* 20
Organizational Chart* 20
Online Personnel Evaluation* 20
Externally Managed and Supported Systems
PeopleSoft HR 20
PeopleSoft Financial 20
Library System 20
Development System 20
OTHER POTENTIAL PRODUCTS
One Card 20
Work Flow 21
Business Intelligence 21
Web Portal 21
Current Status
Major UHD COMPUTER Application SYSTEMS
(ENTERPRISE SYSTEMS)
Enterprise Systems
1. Student Records System
Current Solution: Banner Student Records System (Sungard/SCT), originally implemented 1991
The system is a very mature implementation with significant custom enhancements and supplementary modules. Major upgrades are typically led by the enrollment office and conducted on a 12 to 18 month rotation. They involve significant time and effort on the part of key users and IT. Although Banner offers a full enterprise student services suite, the Student module is the only module in the Banner suite that we currently use. Other relevant modules include Financial Aid, Student Self Service, Unified Digital Campus (portal, content management, interfaces to other packages such as course management systems) Reporting (See ODS under Anticipated Activities) and Data Warehousing.
Interfaces: PeopleSoft HR, PeopleSoft Financial, PowerFaids, student e-services, faculty and staff e-services, WebCT, CSI (under implementation)
Ownership:
Student Services and Enrollment Management – all units (Coordinating Owner – student records)
Registrar
Student Accounting (Owner -- student financial information)
Director of Student Accounting and Collections
Advising (Owner – student advising information)
Director of Advising
Academic Affairs (Owner – academic information and advising information)
Provost
Deans
Department Chairs
Academic Advisors
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Extremely High Criticality, Extremely High Impact
Application Functions: Admission, Registration, Advising, Student Records, Student Payment, Enrollment Data, Online Course Enrollment, Grades, Transcripts, Academic History
Impact: These are all key activities to the function of the university. The impact would be extremely high, including inability to admit or register students, process payment transactions, advise, provide historical data, or update online course enrollment data.
Anticipated Activities/Plans:
ODS – Reporting environment for Banner -- implementation in progress
CAPP – Degree planning – implementation in progress
EDI – Electronic Transcript – in production for selected schools (outgoing)
EDI – Common Application – in development
Recruiting – in discussion and planning phase
Important Considerations:
• Are there ways to use Banner more effectively?
• Substantial growth in need for data analysis
• Increasing importance in the role of the functional analyst (in the user departments)
• Continued reliance on in house developed Banner Self Service versus SCT’s student self service option
• Financial Aid (Powerfaids vs. Banner)
• Interfaces with PeopleSoft (HR and Financial)
• Long term student system expectations and impact of PeopleSoft project
2. Student Self Service
Current Solution:
The current system is an entirely custom system developed in ASP that connects to the Banner Student Records System and a SQL and Oracle tables on the back end. Custom modifications to e-services are governed primarily by the ATS working group and are also sometimes required when upgrades to Banner occur (approximately every 18 months). Although Banner offers a full enterprise student services suite including self serve applications that address many of the self service options available in our custom e-services environments, we are not currently utilizing the Banner solutions.
e-services offers authenticated and non-authenticated options as follows:
Student e-services:
Non-authenticated Options:
Catalog
Core Curriculum & Course Transfer
Class Schedule
Advising & Admission Info
Financial & Scholarship Info
Online Courses
Authenticated Options:
My Personal Data
My Admission & Enrollment Status
My Registration & Schedule (also includes Course Approval and Registration/Drop)
My Payment
My Financial Aid
My Transcript & Grades
Faculty & Staff e-services
Non-authenticated Options:
UHD Library (link)
UHD Catalog
Online Courses
Class Schedule
ACL & TTLC
UHD Policies & Forms
Authenticated Options:
ESO Services/Pass
My Exchange Email
My Personal Data
My Class Roster
My Payment
Manage WebCT
Interfaces: Banner, SQL Server interfaces (Class Schedule, Catalog, Transfer Equivalency Database, Campus Directory, Login Notifications, Payment Database), Oracle/Banner (Library payment, Parking fines, library fines, WebCT course set up) Powerfaids Web link,
Ownership & Data:
Coordinating Owner for Non-authenticated Services: Information Technology
Coordinating Owner for Authenticated Services:
My Personal Data
Data:
state list for updating student address (Lookup table in SQL)
Computer accounts: Linux, Gatormail, Windows, WebCT, Printing, Online Training Accounts (in Oracle Tables)
Ownership:
Student Affairs – Registrars’ Office (Coordinating Owner – student records)
Registrar
My Admission and Enrollment Status
Data:
semesters available to users (lookup table in SQL)
Ownership:
Student Services and Enrollment Management – Admissions Office (Coordinating Owner – online student records)
Director of Admissions
Academic Advising (Owner – online advising student records)
Director of Advising
My Registration & Schedule
Data:
semesters available to users (lookup table in SQL); Course Schedule List for Online Course Approval (replication tables in SQL)
Ownership:
Student Services and Enrollment Management – Registrars’ Office (Coordinating Owner – student records)
Registrar
My Payment
Data:
semester description (look up table for in SQL)
semesters available to users (lookup table in SQL); CyberCash ID, Error Message, Price, Authorization Code, Reference Number, Status, Sales Date -- for all transaction sent to Banner and CyberCash (in SQL)
Ownership:
Business Affairs – Student Accounting (Coordinating Owner – student records)
Director of Student Accounting and Collections
My Financial Aid
Data:
None
Ownership:
Student Services and Enrollment Management – Financial Aid (Coordinating Owner – student records)
Director of Financial Aid
My Transcripts & Grades
Data:
semesters available to users (lookup table in SQL); list of colleges to choose from for user (look up in SQL)
Ownership:
Student Services and Enrollment Management – Registrars’ Office (Coordinating Owner – student records)
Registrar
Academic Affairs – Provost’s Office (Owner)
Faculty/Staff E-Services Application
My Class Roster
Data:
semesters available to users (lookup table in SQL); course schedule list - (replication tables in SQL)
Manage WebCT
Data:
semesters available to users (lookup table in SQL);
course schedule list - (replication tables in SQL)
course number, type of WebCT Course (master or child), effective date (table in Oracle)
Criticality and Business Impact:
UHD Criticality and Impact Ranking: High Criticality, High Impact
Application Functions: Online admission, Online Registration, Online Course approval, online payment, and online emergency loan
Impact: These are all key activities to the function of the university. Students will not be able to use online services, which are now used by more 95% our students as critical components to their business interaction with the university. The students will have to be served face-to-face which could cause serious delays with the university services including Admission, Registration, Advising, Student Records, Student Payment, Enrollment Data, Online Course Enrollment, Grades, Transcripts, and Academic History. The impact for faculty would be high as well, especially during critical times such as during grading periods.
Anticipated Activities/Plans:
• Ongoing development based on priorities set through the ATS working group
Important Considerations:
• Should we continue with custom developed e-services applications?
• Do we need to conduct a major review and implement major revisions to our current e-services applications, especially the ones that have been in place for a very long time?
• Are there ways to use e-services more effectively?
• What priority should updating and restructuring existing e-services have relative to implementing new e-services?
• What are the long term student system expectations and impact of PeopleSoft project
3. Financial Aid System
Current Solution: PowerFaids (College Board)
The system is a very mature implementation but with almost no custom modifications. Upgrades are required every quarter to incorporate new legal requirements. They are handled by IT and Financial Aid and involve a moderate amount of time and effort on the part of key users and IT.
Interfaces: Banner, e-services (link to Web module)
Ownership:
Student Services and Enrollment Management – Financial Aid (Coordinating Owner – student records)
Financial Aid Director
Criticality and Business Impact:
UHD Criticality and Impact Ranking: High Criticality, High Impact
Application Functions: Supports student financial aid applications, processing, awards, reporting, and tracking.
Impact: Unable to process financial aid applications, store and retrieve student financial aid documentation; unable to package and award financial aid; unable to conduct financial aid reporting.
Anticipated Activities/Plans:
Integration with document imaging system planned for Spring/Summer FY’06.
Important Considerations:
Continuing to use a separate (non-Banner) financial aid system requires in-house development and maintenance of integration components. As a longer term solution, implementing the Financial Aid Module from SCT/Banner should be considered
4. Document Imaging/Management (Student Records and Admissions Implementations)
Current Solution: Fortis
• Used for scanning, filing and retrieving transcripts electronically
• Current use limited to student records area
• Under evaluation for use in other areas (Enrollment Services and Operations)
Interfaces: Banner
Ownership:
Student Services and Enrollment Management – Registrar’s Office (Coordinating Owner – student records)
Registrar
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Moderately High Criticality; Moderately High Impact
Application Functions: Supports student data imaging used as part of the admission and registration process. Includes Intake, storage, and retrieval of student document necessary for admissions and registration
Impact: Unable to process, store and retrieve student document necessary for admission, advising and registration. The impact of an interruption of the Imaging system would interfere with availability of student record information; student transcripts, advising and registration activities.
Anticipated Activities/Plans:
Purchase of licenses to support expansion of Document Imaging to two additional areas underway as of 12/05. The new implementations (ESO and Financial Aid) will be managed as separate implementations.
Important Considerations:
• It is important to manage the expansion of this system such that there is not an adverse impact on existing implementations.
5. Document Imaging (Fortis) – ESO Database*
Employment Services and Operations (Future Owner – employee data)
*Purchase of licenses underway as of 12/05
6. Document imaging (Fortis) – Financial Aid Database*
Student Affairs – Financial Aid (Future Owner – employee data)
*Purchase of licenses underway as of 12/05
7. Datamart and Reporting*
Current Solution:
Student (WABCXYZ), Course (WCRSRPT), and Admission Data (WADMABC) Extracts. The current solution is very limited and also impacts the production Banner environment. Canned reports are utilized for some data needs. Many ad hoc data needs require custom reports that require development by UHD IT staff. Some data needs are met by standard data posted in the university fact book. Many individual data needs go unmet under the current situation.
Interfaces: not applicable in the current environment
Ownership:
Ownership is based on the ownership of the source environment from which data is to be extracted.
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Moderately High Criticality; Moderately High Impact
Particularly in the context of accreditation requirements, reporting and analysis capabilities are becoming increasingly important at UHD.
Anticipated Activities/Plans:
The Banner Operational Data Store (ODS) has been licensed and is being implemented in Spring 2006. This system will provide some of its own data analysis capabilities, but it will primarily represent a foundation for reporting that will also offload the impact of reporting away from the production Banner Student Records System environment. The next step to provide for more useful reporting will be the acquisition of quality user reporting toolsets. Preliminary evaluation of some of these toolsets has already begun.
Important Considerations:
• Datamarts and Reporting for non-Banner environments have not been addressed significantly at UHD. Some data analysis and reporting is available as part of WebCT, and more will be available once the next generation course management system (Vista or Blackboard) has been implemented. However, there may be additional reporting needs pertaining to the course management environment.
8. Web Content Management
Current Solution:
In house developed product called “Content Manager”.
Interfaces: not applicable in the current environment
Ownership:
Utility application managed by IT.
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Moderate to Low Criticality; Moderate to Low Impact
Application Functions: Supports posting of web content from the staging environment to the production Web Site
Impact: Unable to process new information for posting on the UHD Web Site without manual intervention for each posting.
Anticipated Activities/Plans:
The planned web Site redesign project may incorporate recommendations pertaining to web content management.
Important Considerations:
• Commercial web content management systems are expensive and much more robust that the custom product we currently have in place. In some cases they are a part of a product that addresses a much broader set of solutions.
9. WebCT
*Update 1/23: WebCT Vista has been selected and purchased as the next generation course management system for UHD with an implementation target date of Spring 2007.
Current Solution:
WebCT v. 4.2
As of Spring 2005, course shells are created for all UHD courses each term. They can be activated for student use through an automated tool in faculty e-services. Grade exchange from e-services to Banner was implemented in Summer 2005.
Interfaces: Banner, e-services
Ownership:
Student Services and Enrollment Management – Registrar’s Office (Coordinating Owner – student records)
Registrar
Criticality and Business Impact:
UHD Criticality and Impact Ranking: High Criticality; High Impact
Application Functions: Supports online courses and course support (e.g. information posting, document sharing, testing, online work group structures, hosting of publisher content, chat, discussion boards, grade book, course e-mail, tracking student course activity, etc.)
Impact: Unable to deliver online courses, unable to provide online course support (e.g. information posting, document sharing, testing, online work group structures, hosting of publisher content, chat, discussion boards, grade book, course e-mail, tracking student course activity, etc.)
Anticipated Activities/Plans:
Evaluation of next generation course management system has been underway during the Fall 2005 semester. The selection should be completed by January, and an implementation plan will need to be developed.
Important Considerations:
• Blackboard vs. WebCT Vista for next generation course management system
• As details for UHD’s business continuity plans are developed, the role of the course management system in academic course delivery will need to be clearly defined. This may have significant impact on the type and location of the technical environment structure for online courses.
10. Faculty and Staff e-mail
Current Solution:
Microsoft Exchange 2003 with Outlook Client and Outlook Web access
Interfaces: Synchronizes directory information through Active Directory
Ownership:
Ownership:
Information Technology (Coordinating Owner)
Information Resource Manager
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Extremely High Criticality, Extremely High Impact
Application Functions: Asynchronous communication and documentation for virtually all aspects of the university’s activities and by all university constituencies
Impact: This is a key resource that is relied on essentially as a utility on a daily basis. Disruption would impact communication pertaining to all aspects of the university’s activities.
Anticipated Activities/Plans:
• Currently working with ESO to address the impact of not all employees having e-mail accounts (which are needed to support communications pertaining to other systems such as PASS).
Important Considerations:
• The current system of expiring accounts and access for student workers, temporary employees, and adjunct faculty between assignments has implications for information and access to other systems that utilize e-mail for communication of information pertaining to those systems. This needs to be revisited in light of these expectations
11. Student e-mail
Current Solution:
Truedesk Linux/web based e-mail system
Interfaces: Student directory data is from Banner and is transitioned through Linux and Active Directory
Ownership:
Student Services and Enrollment Management – all units (Coordinating Owner – student records)
Registrar
Criticality and Business Impact:
UHD Criticality and Impact Ranking: High Criticality; High Impact
Application Functions: Asynchronous communication and documentation for communication to and from students with faculty and staff for academic activity and university business
Impact: This is a key resource that is relied on essentially as a utility on a daily basis by students and for university communication to students. Disruption would impact communication pertaining to many aspects of the university’s activities.
Anticipated Activities/Plans:
Important Considerations:
• The current system has the capability to allow forwarding of student e-mail to external e-mail systems based on students’ individual preference and designation. This function is not currently enabled.
12. Point of Sale for Student Life Center
Current Solution:
Student Membership Management System
Interfaces: Banner (limited data based on authorization by Student Services and Enrollment Management)
Ownership:
Sports and Recreation Center (Coordinating Owner)
Director of Sports and Recreation Center
Student Services and Enrollment Management – all units (Data Owner – student records)
Registrar
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Moderately Low Criticality; Moderately Low Impact
Application Functions: Check- in, tracking, and sales/rental for student life center
Impact: would require manual processes
Anticipated Activities/Plans:
Interface with Banner currently under development (beginning in 10/05)
Important Considerations:
• Data security is an issue due to the type of data (student information)
13. Testing Systems -- CLEP
Current Solution:
CLEP testing system (College Level Examination Program for students). The system requires periodic upgrades which are fairly low impact to resources.
Interfaces: none
Ownership:
Student Services and Enrollment Management – (Coordinating Owner – Testing Services)
Director of Testing Services
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Moderate Criticality; Moderate Impact
Application Functions: testing solution for undergraduate placement (testing for course credit)
Impact: manual testing would be required
Anticipated Activities/Plans:
Important Considerations:
13. Testing Systems -- Accuplacer
Current Solution:
Accuplacer testing system. The system is web based, hosted by the vendor
Interfaces: none
Ownership:
University College – (Coordinating Owner)
Assistant Dean of University College
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Moderate Criticality; Moderate Impact
Application Functions: testing solution for undergraduate placement
Impact: manual testing would be required
Anticipated Activities/Plans:
Important Considerations:
14. Training Management System
Current Solution:
Training Register v. 7.1.25 with administrative client application and web entry point
Interfaces: populated by manual batch load from AD and PeopleSoft HR
Ownership:
Student Services and Enrollment Management – all units (Coordinating Owner – IT)
Manager of IT Training and User Development
Employment Services and Operations (Owner)
Vice President for Employment Services and Operations
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Moderately Low Criticality; Moderately Low Impact
Application Functions: presents web based course schedules and allows for individual registration and record keeping of training activity
Impact: manual system would be needed for registration and record keeping
Anticipated Activities/Plans:
Expectation of increased integration with ESO e-appraisal system after implementation of that system
Important Considerations:
• Manual versus automated population of user data
15. Scheduling System (Course Scheduling Database)
Current Solution:
Ad Astra v. 5.0.0.26 on Oracle
Interfaces:
Banner interface (applicable during assignment of rooms – once per year)
Ownership:
Student Services and Enrollment Management - (Coordinating Owner-Registrar’s Office)
Registrar
Academic Departments (Owner)
Department Chairs
Academic Affairs (Owner)
Vice President for Employment Services and Operations
Administration (Owner)
Vice President for Administration and Finance
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Moderate Criticality; Moderate Impact
Application Functions: Room assignment and Optimization of room utilization
Impact: The most significant impact would be during room scheduling periods, but it may be possible to address manually in Banner if required
Anticipated Activities/Plans:
Need to upgrade to subsequent version (6.0)
Important Considerations:
16. Scheduling System (Event Management)
Current Solution:
Ad Astra v. 6.0.8 with web client
Interfaces: none
Ownership:
Event Management (Coordinating Owner)
Director of Community Relations & Conference Services
Criticality and Business Impact:
UHD Criticality and Impact Ranking: Moderately Low Criticality; Moderately Low Impact
Application Functions: automated, online scheduling and viewing of events
Impact: manual system would be needed for event tracking
Anticipated Activities/Plans:
Currently addressing issues with filtering processes and double booking in certain cases (bug in application that is being addressed by the vendor)
Important Considerations:
CRM – “Ask Gator”*
Student Services and Enrollment Management – all units (Future Coordinating Owner – ?)
*Purchase of license underway as of 12/05
Organizational Chart*
Employment Services and Operations (Future Owner – employee data)
*Purchase of license underway as of 12/05
Online Personnel Evaluation*
Employment Services and Operations (Future Owner – employee data)
*Purchase of license underway as of 12/05
Externally Managed and Supported Systems
PeopleSoft HR
PeopleSoft Financial
Library System
Development System
OTHER POTENTIAL PRODUCTS
One Card
Work Flow
Business Intelligence
Web Portal
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