SAP Campus Management Michael Fan. SAP AG 2001, SAP Learning Solution, Will Chatham 2 SAP AG 2004 2 SAP Netweaver Technology Platform (fully integrated;

SAP Campus Management

Michael Fan

SAP AG 2001, SAP Learning Solution, Will Chatham 2 SAP AG 2004 2

SAP Netweaver Technology Platform (fully integrated; common tools)

CRM

Campus Management as an Integrated Part of ERP

Human

ResourcesFinancial

AccountingFacilities

Management

Real

Estate

Sales and

Distribution

Training

And Event

Management

Campus

Management


Academic

Structure

Campus Management and the Student Life-Cycle

Recruitment

Admission

Graduation

Alumni

Relations

Equivalency

Determination

Student

Accounting

Grading

Progression

Degree

AuditingFinancial Aid

Housing

Registration


SAP Enterprise Portal

Delivered with the software

Integrated “out-of-the-box” with SAP applications

Open for integration with other applications and portals

Allows students, parents, and faculty to access “self-service” functions


Seemingly irrelevant “pop quiz”

What do these items have in common?

Delorean Steam locomotive Phone booth


Academic Structure

Defines the “C’s and D’s” of your institution Colleges Departments Campuses Degree Programs Degrees Degree Requirements Courses Calendars

Allows for different business rules and business processes in a single institution (with “Trickle Down”)

“Date Effective” structure allows you to plan for the future and preserve change history


Academic Structure (example)

Univ. of the Future

College of Liberal Arts College of Engineering

English Dept. History Dept. B.S.

B.A. in English B.A. in History Comp.Sci. 101

Comp.Sci. 102


Academic Calendar

Defines key dates and date ranges Start and end of classes Class registration windows and priorities Add/drop periods Payment due date schedules

Different calendars can be assigned to different elements of the academic structure


Academic

Structure


Recruitment

Admission


Recruitment

Recruitment can be handled internally or externally

Multiple status settings available to track the progress of a recruit

Active recruitment campaigns can be managed in mySAP CRM

mySAP CRM includes Territory Management capabilities for recruiters

Recruitment data can also be transferred from a separate system


Admissions

Applicants can submit applications to one or more programs

Applicants can prioritize their applications

Admission fees can be automatically generated and tracked

Web-based applications are supported, with automated workflow


The Student File

Contains all important data on students and their university careers Address/Contact Data Demographic Data External Educational History (Transcripts, Test Scores, etc.) Student Accounting Data Admission Applications Program Registration Information Academic and Financial Holds Academic Performance Course Registration History Correspondence History Majors/minors/concentrations Financial Aid data SEVIS data NCAA data


Academic

Structure


Recruitment

Admission

Equivalency

Determination


Equivalency Determination

Incorporates external transcripts and test scores

External credit/grades are transferred to internal credit/grades

Define transfer agreements with specific external institutions

Course correlation can be One-to-one One-to-many Many-to-one Many-to-many

Credits and grades can be transferred using various conversions

Credits can be transferred without grades

Can issue general purpose credit (i.e. no specific course)


Curriculum Management

Defines the course catalog offered by the university, along with relationships to degree programs

Defines attributes of each course offered Course Description Capacity Subject (e.g. CIP code) Academic Level Offering Pattern (e.g. every Fall, every 2nd Spring) Credits Grading Scale Cross-listing with other courses Pre-requisites / Co-requisites (unlimited number) Special Fees Repeatability


Course Scheduling

Defines the components of a course Lectures Recitations Labs Etc.

Defines the course sections Class times and durations (Do not have to be regular) Special sections (e.g. Graduate students only, Honors students) Section Capacities

Handles resource allocation Instructors Rooms Special Equipment

Class schedules can be rolled forward to future sessions

Advanced scheduling can be done via third-party applications

Enrollment Management Through Scheduling

Challenging Higher Educations’ Non-Conception of Scheduling as a Mission-

Critical Operation


Defining Questions

Are you out of space?

• How do you know?

• Is space shortage caused by “external” factors?

Could Admissions drive Enrollment Growth if your Space could Accommodate it?

How do you Measure Student Demand for Courses?


“Baby Boom Echo” They are coming – more than 40 million of them! Peak in 2009 – largest graduating class ever (3.2 million students) Continue through 2018

Academic Space inventory has actually Declined

Crippling decline in funding

Crisis in Higher Education


RoomScheduling

BottleneckManagement

Roll-ForwardRe-Allignment

Institutional Impact

Impact of Scheduling Function


The Bottleneck Concept…Which Campus Can Grow?

Capacity Management

Room Campus “A” Campus “B”

Classroom 1 50% 50%

Classroom 2 50% 50%

Science Lab 50% 0%

Computer Lab 50% 100%

Average Util. 50% 50%


What is Demand Analysis?

Detailed information about each active student (Student – Specific)

Aggregation of the Demand Analysis for each of these students (Comprehensive)


Demand Analysis

• Historical Analysis and Trends in Enrollments (best approach for starting students and elective courses)

• Program Analysis (references program progress, from degree audit, by student to project what students need)

• Student Survey (on-line survey of student needs, wants and availability)


Historical Demand Analysis

Active Students Major Level Gender Day/Night Status Likelihood to take course

Student 1 A 1 M D Full-time 56%


Student 3 A 2 F D Part-time 40%


Student 5 A 3 F D Full-time 39%

Student 6 B 1 M D Part-time 41%

Student 7 B 1 M D Full-time 50%

Student 8 B 1 F D Full-time 37%

Student 9 C 2 M D Part-time 44%

Student 10 C 3 F N Part-time 13%

Result 4.34


Program Analysis

Freshman

Sophomore

Junior

Senior


Student Survey

Your Availability: 42 Total Hours (40 Hours Minimum)

31 Hours Preferred

Sun Mon Tue Wed Thu Fri Sat

7:00 AM N Y Y Y Y Y N

8:00 AM N Y Y P P P N

9:00 AM N Y Y P P P N

10:00 AM N P P P P P N



1:00 PM N P P P P P N



4:00 PM N Y Y Y Y Y N

5:00 PM N Y Y Y Y Y N

6:00 PM N N N N N N N






Paying Faculty 100%(Expenses > Revenue)

Paying 100%

for space that is 50% full

Paying 100% for

HVAC

How many sections of this class are being offered?

Does this class conflict with

other classes that I need?

Is there a smaller classroom

available?

Is there another building that is already in use?

Paying 100% subsidy on

student tuitions


Tom Shaver

[email protected]

888-343-1092

Questions?


Academic

Structure


Recruitment

Admission

Equivalency

Determination

Grading

Progression

Degree


Housing

Registration


Registration

Students register for specific courses and/or course sections

Registration priority windows can be established Contiguous With gaps Overlapping

Course registration incorporates business rules Financial and Academic holds are checked Time-conflicts are checked Capacity rules are checked Other rules can be attached to specific courses or sections

Conditional registration is supported Pre-requisite not yet complete, but in progress Financial or academic hold to be released

Web-based course shopping/registration is supported


Grading

Define different grading scales (e.g. A-F, P/F, 1-5)

Define grading scale conversions (e.g. A = 4.0)

Multiple Performance Indices can be defined Overall GPA In-Major GPA Sessional/Term GPA

Multiple grading templates can be defined with exam grades, mid-term grades, participation grades, etc.

Grades can be manually over-ridden in the Student File (by authorized users only)


Degree Audit

Degree Audit functionality is fully integrated; not a bolt-on

Requirement Catalogs define what is required to fulfill each degree program

Each year and/or academic session may have a new catalog

Quantitative (e.g. total CRH) and qualitative requirements (e.g. writing test passed) are supported

Students and faculty can perform audits via the Web

Degree Audit process will automatically suggest courses to fill as-yet-unmet requirements

Audit requirements can be over-ridden by authorized users

“Stage-based” Audit is also supported


Progression

Determine academic progress (Freshman, Sophomore, etc.)

Determine Academic Standing (Good Standing, Probation, etc.)

Determine Financial Aid Standing (Eligible, Non-eligible, etc.)

Determine Academic Honors (e.g. Dean’s List)

Results are term-relevant and stored in the Student File


Academic

Structure


Recruitment

Admission

Equivalency

Determination

Student

Accounting

Grading

Progression

Degree


Housing

Registration


Student Fee Calculation

Determines the charges that are posted to a student’s account

Flexible pricing procedures and rules allow for Flat fee per session Fee per credit/class Fee per credit/class up to maximum Per credit/class surcharge after a threshold is reached Custom pricing routines

Discounts/surcharges supported

Miscellaneous fees (e.g. parking, meal plan) supported


Student Billing and Receivables

Charges can be split across multiple due dates, based upon the fee category (e.g. Tuition vs. Housing)

Based on percentages Based on fixed amounts

Each due date can be further split into installment plans for specific students

Based on percentages Based on fixed amounts

Full dunning procedures supported Interest calculations Service fees Setting holds on accounts

Cash Desk functionality included for payment by CC, check, cash

Integrated with SAP’s web-based Biller Direct application


Financial Aid

Supports internal and external aid management

Internal aid used mostly for third-party billing Posts credits to student account Posts debits to sponsor account Evaluates pre-requisites (e.g. minimum credits, minimum GPA)

External aid management provides standard interfaces for third-party Financial Aid software packages (e.g. SIGMA)

Real-time access to student information Real-time update of student accounts

ProSAM by Sigma Systems

Managing and leveraging Financial Aid in conjunction with SAP’s Campus Management


Sigma Systems, Inc.

Producing “best of breed” financial aid solutions since the early 70’s

Staff comprised of financial aid and technology experts

Similar philosophy as SAP Platform neutral Comprehensive, flexible feature set


Business Case Behind Joint SAP/Sigma Solution

Complexity of regulations Federal State Institutional

Frequency of change

Unique processing cycle

Interface with external agencies


SAP/Sigma Integration

Real time interface with SAP Campus Management Admissions Demographic Student classification / enrollment Student accounts receivable

“Division of labor” split appropriately between systems


SAP CM Responsibility

Campus identifier assignment

Enrollment calculations

GPA calculations

Class level determination

Financial aid specific academic progress

Payment application logic

Most refunding algorithms


Sigma Responsibility

FA eligibility determination

EFC calculation

Optimized award packaging

Enrollment management activities

Disbursement authorizations

Federal, State, and Loan interfaces

Return of Title IV Aid Calculations


ProSAM Design Principles

Meet the specialized processing needs of financial aid professionals

Allow users to define business rules that can be applied to volume processing as well as individual cases

Present modules and functions appropriate for each user’s responsibilities

Provide framework for student self-service


Selected ProSAM Modules

ISIR Management

Financial Need Analysis

Federal Verification

Document Tracking

Budgeting

Packaging

Correspondence

Disbursement

Pell Grant Processing

Loan Processing

Fund Management

Applicant Summary

Audit

Archive

Aid History

Return of Title IV *

Scholarship Mgmt *

Brief ProSAM Demo

Andy Sprague

Questions?

Feel free to contact Andy Sprague: [email protected]

or

[email protected]


Student Correspondence

Correspondence automatically generated based upon different events (e.g. fee calculation, dunning steps)

Can be printed or distributed electronically in multiple formats (including PDF)

Correspondence history is maintained with each student, and can be re-printed

SAP SmartForms used to define the layout of each type of correspondence


Academic

Structure


Recruitment

Admission

Graduation

Alumni

Relations

Equivalency

Determination

Student

Accounting

Grading

Progression

Degree


Housing

Registration


Graduation and Alumni

Graduation and Degree Conferment creates an ‘alumni’ status

Conferment process is defined by each institution

Conferred degrees are tracked in the Student File

Advanced alumni campaigning can be performed in mySAP CRM Student record and alumni record are linked Marketing campaigns (e-mail, mail, phone) are managed Alumni relationships with high schools, employers, etc. are maintained


Conclusion: The SAP for HER Value Proposition

Single application to support entire University business cycle.

Scalable for large and small institutions without loss of performance.

Integrates to SAP and non-SAP technology.

Truly global solution.

SAP is a financially stable company with a solid, 30-year track-record of providing enterprise applications for Colleges and Universities

A “future-proof” application based on configurable processes and open standards that deliver flexibility.

Documents

SAP Campus Management Michael Fan. SAP AG 2001, SAP Learning Solution, Will Chatham 2 SAP AG 2004 2 SAP Netweaver Technology Platform (fully integrated;