Using Student Lifecycle Managementdocshare01.docshare.tips/files/26258/262587030.pdf- Materials Management (SRM / MM) Release change from ERP 6.0 to EHP 5 - New degree audit ... `2009

Using Student Lifecycle Management

HERUG 2011Tuesday, April 19

1:30 – 3:30 pm

Panelists~~ ~

2

Panelist University Country

Andreas Born University of Basel Switzerland

Karen Wilson Newcastle University Great Britain

Inge Wullaert and Sien Maes Katholieke Universiteit Leuven Belgium

Kathy Gates University of Mississippi USA

Today’s Approach

HERUG 2011 3

Highlights from each of the four pilots ~ 8 years after go live.

Common QuestionsHas SLcM met your expectations?Are there any gaps that you still need to fill on your own?What are you planning for the future?

Services Studium Dr. Andreas Born

HERUG 2011 – Maastricht

SLcM at University of Basel

Andreas Born

campus.unibas.ch


Organisational Chart


SLCM Rollout and Early Projects (2001 – 2004)2001 Decision in favour of SAP SLcM

Green light for the project “student administration"2002 Go-Live with SLcM student administration

(admission, registration, student accounting, ...)2004 Blueprint for further projects in respect of the

implementation of ECTS and Bologna studyprograms (BA / MA):- Academic structures- Course offerings and course catalogue- Study progression and graduation- Online self services for students- Integration into IT landscape


Landscape 2001Approx. 8'000 students (incl. postgraduates)7 faculties including departments and institutes Only "home made" isolated applications for student administration, course catalogue, room management and academic work accounts (credit points)Existing SAP systems: Human Resources (HCM) and Financials (FI, CO)Few Bachelor / Master study programs


... 2001


2004


SLcM Projects (2005 – 2010)2005 Academic structure for all study regulations

Web application for lecturers Academic work accounts for student of two faculties

2006 Web application for academic offeringsOnline ECTS course catalogue

2007 First graduations2008 Student online self services for module booking and

re-registration2009 SAP Portal and first portal services

Academic work accounts for the last two faculties2010 Further portal services


2005


2006


2008


2011


Landscape 2011Approx. 12'000 students (+50% compared to 2001)7 faculties supported by SLcMWeb application / services for lecturers, students and course coordinatorsTwo stage (Bachelor and Master) student life cycle completed at several facultiesSAP Identity Management (IDM) and SAP Portal for all members of the university provide the basis for new services


Landscape 2011Adoption of “Bologna” takes time- Several concurrent versions of study programs- Schedule for change of study program is too tightWide range in user acceptance- “Bologna”- Software usability (SAP GUI / Web Dynpro)Release change is complex and time-consuming Bad web browser support by SAP Portal / Web DynproWeak support of planning tasks (rooms, examens, ...)


Projects in progress and future projectsNew “Bologna” doctoral programsNew portal services for students and applicants:- application for study programs- enhancements of academic work accountNew non-SLcM portal services:- Business Intelligence (BI)- Travel Management- Materials Management (SRM / MM)Release change from ERP 6.0 to EHP 5- New degree audit- Course registration / waiting lists


Thank You!

Karen WilsonStudent Systems Manager, ISS

2000 Implementation of UCAS UG Admissions: 25 users 2001 – 2003 On-going development of the Student System as a pilot partner with SAP2003, August Full implementation of student system (R3)2005 E2R PG admissions development including Portal, BW, CRM, Workflow, Document management2007 UCAS XML-link using SAP PI2007 – 2008 Roll-out of student self-service registration and module booking2009 Upgrade from 4.72 to ECC6 EHP32010 BI/BPS Student planning2010 Integration with CRM interaction centre

Serengeti document management integration2011 Student Information Gateway (Advisor workbench) roll-out

Students 20456Staff 5062Income £373mSLCM GUI users 700Student/Staff portal users 25000+

Provide consistent and timely information to support day-to-day demands of teaching, research and academic services (2003/2006)To guide internal decision making (2010)To meet external reporting requirements (2003 -11)To bind together a decentralised institution (2003)To underpin the process of continuous improvement of cost effective and professional administrative services (2003)Data entry at source, avoid duplication, delays, reconciliation (2003)End user ownership of data (2003)To support organisational development (2010)To contribute to improved financially informed planning (2000 - 2009)Track progress for students from widening access programme (2004)On-line enquiries and admissions for overseas applicants (2005)Provide students and tutors with on-line access to personal academic records (2007 – 2010)

RecruitmentManagement reporting (FTEs, Cohort Analysis, Statutory reporting)UG/PG admissionsAcademic structure – programme/module maintenanceStudent fee calculation and student accountPersonal and module registrationStudent recordAssessmentProgramme transfers and withdrawalsTeaching timetablingExam timetablingProgressionGraduationAlumniData feeds for faculty/department initiatives

Single integrated database, minimise data duplication, real-time data access to all who need itUser-friendlyAutomatic audit trailImproved reporting and simple download to Microsoft OfficeImproved data accuracy and data confidence Automated generation of correspondenceWorkflow supportIncreased accessibility of information for students and staff Opportunity for student self serviceOn-line study plan covering academic catalogue with built in systemrules (Lack of agreement on rules and will to maintain all data)Recording of assessmentLink with UCASStatutory Reporting

Reliability & stability

Ever increasing opportunities for automation

Reporting (only after BI implemented)

Workflow processing for PG applications

One of 1st UK universities to change to XML-link solution with UCAS

Integration with document management – electronic student file

CRM contact (interaction) centre

UK statutory reporting (patchy support until this year)

Financial and Student Modelling/Planning via BI/BPS

• Postgraduate Applications stats and lists• Undergraduate Applications stats and lists• Registration stats, lists and online registration processing reports• Module booking stats, lists including module marks, online

processing reports• Postgraduate research student reports• Annual Degree Programme stats• Cohort analysis/Academic audit• FTE reports• HESA Data Quality reports• Student Planning reports

Using BPS (Business planning & simulation)

Headcount input directly into BPS by the schools.

Planning of current year forecast for year end figures & plans for next 5 yrs.

Users can copy from current actual to forecast then to each plan year. Headcount is progressed from academic year & stage to next year & next stage in programme pattern.

Non-continuation rates calculated from data from previous 3 yrs applied to automatically reduce the headcount.

Planning can be done for single programmes or groups of similar programmes.

Fees calculated from fee rates uploaded into BW from spreadsheets.

Points based immigration (Phase 2 – UKBA interfaces)

Student Information Gateway (Advisor workbench) – Extension &

roll-out

PG applicant portal technical re-write (.NET/PI)

Electronic handling of UG applications

HEAR Pilot, (later phase to include electronic 3rd party access to achievement record)

Integration with in-house assessment system (NESS)

Module based fees

INTO interface

Support flexible study arrangements

Programme and module content management & publishing

Creation of SAP events by upload from Syllabus+

Single sign-on

Archiving

Archiving – one day!

Too many other systems for processes that could be in SAP (functionality not originally available/not perceived as good enough/lack of buy-in to University strategic policy re SAP)

Where to pull back to standard (cost/loss of custom features versus future benefit)

Upgrade overhead for multiple netweaver components, SPs, EHPs

Change/release management (integration risks)

International multi campus functionality – best approach

Timetabling (syllabus+ popular for many universities)Scholarships and prizesInternships, exchange student contractsAlumni portal, authorised 3rd party access to achievement record, fundraisingAccommodationFees process is cumbersomeMobile access for students?Shared servicesSmartcard linksCasework

Karen WilsonInformation Systems & ServicesNewcastle [email protected]+44 (0)191 222 5166

Using SLcM at K.U.LeuvenHerug 2011

Inge WullaertInformation architect studentprocesses

•• Core missionsCore missions–– ResearchResearch–– EducationEducation–– Rendering of socioRendering of socio--cultural and economical servicescultural and economical services

• 36.923 studentsstudents• 9133 employees employees

– 1.454 professors professors –– 4.757 assistants and researchers 4.757 assistants and researchers – 2.922 administrative en technical staffadministrative en technical staff

•• 3 groups and 13 faculties3 groups and 13 faculties–– Human sciencesHuman sciences–– Exact sciencesExact sciences–– BioBio--medical sciencesmedical sciences

•• Yearly budget 500 million euroYearly budget 500 million euro

K.U.LEUVEN Facts and figures

ANEMOON Program

• ICTS council 1997– Entire administration has to be supported in

SAP– If required by tailor made developments in

SAP.

• Arguments– Ensure an integrated system to support the

overall processes– Limit the effort to build up technical expertise– Maximize the return of the cost of software

licenses and maintenance contracts– Optimize the use of the hardware

infrastructure

• 6 Functional domains– Finance– Human Resources– Logistics– Education– Students– Research

• 3 Cross-functional– BI– ICT (basis)– CRM

ANEMOON - Proces map

Central IT DepartementTotal: 174 FTESAP-teams: 73 FTESLcM: 30 FTE

ANEMOON - Realizations (1/3)1999 2000 2001 2002

Accounting KULBudget preparation and follow-up

Revenues and expensesFinancial transactions

Accounting LRDBW for finance

OLAP on the web

Accounting exploitationsSelf-service for budget holders

Administrative organisation, committees

Personnel administration and management

Recruitment ATPTime registration

PayrollAutom. budget control personnel

BW for personnel

Purchasing external vendorsInternal warehouse managementSelling/purchasing warehouse

Self-service internal purchasing

Self-service ‘my file’Self-service ‘my employees’

Decentralised accounts receivableInternal financial transactions

Management research contractsManagement internal research funds

BW for researchSelf-service for research promoters

Research organisation

Prototype student master dataPrototype academic structure

for BAMA

Personnel

RESEARCH

EDUCATION AND STUDENTS

Interface legacy research system KUL

with finance/personnel SAP

FINANCE

LOGISTICS

Interface legacy research system LRD

with finance/personnel SAP

SAP NetweaverECC 6.0

Reorganisation K.U.Leuven

Portal

R/3 ENTERPRISE


Space inventory (real estate)Graphical integration CAD

Lease/rental space

Decentral correction postingsFiscal reportingStudent account

Declaration expensesManagement credit cards

Optimize reportingDecentral correction

postings new methodAUDIT recommendations

Asset AccountingNew authorisation concept

E-governmentSelf-service leave request

New method Holiday paymentBW web reporting

Integration personnel/studentsBW payroll

MobilitySideline activities

Recruitment Adm. pers.Self-service selection and hiring

Environment, health and safety

Work adresses (integr. RE)Appraisal file (Acad. staf)

Time for Internat. Scholars

University PressLabels for hazardous products

Getting research financing(application, evaluation,

award)My Patents

Interface LIRIAS (publications DB)

BW academic structure reportingOptimize Individual study programs

Evaluation study programsIndividual follow-up students

FINANCE

PERSONNEL

LOGISTICS

Self-service research contractsYear end and holiday payments

provisionsAdjustment personnel commitments

Research inventory (projects,teams, expertise's, co operations,

equipment, …)Overview internal and

external research funding

Optimizing interface IWETO (Reporting Flemish Government)

Patents :Financial Follow up and Archiving documents

Optimizing personnel commitments

Master data students(Re)registration students

Master data academic structurePlanning academic year

Web reporting studentsBW student information

Doctoral research projects

Individual study programs(bookings, approval, …) ?

RESEARCH

EDUCATION AND STUDENTS

BW: Assignment and usage of spaceEH&S licenses

Plant maintenance

SAP NetweaverECC 6.0 EHP2


Recruitment Academ. StaffReporting FTE-usage

PERSONEEL Promotion process for Acad. staffHAY for admin. staff

Decentral committees

Organisation of EventsStudent housing – application form

Optimalis. financial administration for research

Collections managementNew VAT legislation (EU)

Mainframe ArchivingPromotion process admin. staff

Cost of promotionsBelcotax on web

Licences hazardous productsEH&S organ. structures

Health files for staff

Timesheeting for researchersMy PhD projects

My Research funds

Optim. Bank statementsSEPA – outgoing payments

Credit card payments via web

Interface associated schoolsNew Who-is-Who

Dimona reengineeringBPC for Staff planning

Health files for studentsStudent housing – roll-out F2

LIRIAS@associatieOptimalisation overhead

Remove concept of ‘stages’ (F2)Roll-out to associate schools

New legislation & audit complianceIntegr. Aleph (library purchasing)

Treasury managent (TRM)Rework Cash processes

New legislation & audit compliance Migration to FM-BCS

FINANCIEN

Migration from RE to RE-FXStudent Housing - contracts (pilots)

Warehouses & compliance

LOGISTIEK EN TECHNIEK

My Research newsApplication for Research funds F2

Teaching assignmentsEvaluation (students)

ONDERWIJS EN STUDENTENTeaching assignments (self service)On-line Government reporting (DHO)

Evaluation (self services)BI – statistics on evaluations

Student AdmissionsMainframe archiving

Remove concept of ‘stages’ F1Alumni (CRM)

ONDERZOEK

SAP BI 7.0 SAP Netw. EHP1ECC6.0 EHP4

Autorisations for prod.systemsIT Change management (Sol.mgr)

ALGEMEENSecurity Weaver (SOD-conflicts) Archivering SAP

IT Servicedesk (CRM)

BO for BI

SAP NETWEAVER TOOLS IN USE

Enterprise portalEnterprise portal Business IntelligenceBusiness IntelligenceBusiness WorkflowBusiness Workflow

ABAP programmingABAP programming& workbench& workbench

Smart formsSmart formsADOBE interactive formsADOBE interactive forms

Alert mgt systemAlert mgt system

Archive linkArchive link

ConnectorsConnectors

Web servicesWeb services

SAP GUISAP GUISAPSAP

SOLUTION MANAGERSOLUTION MANAGER

PIPI

Has SLcM met our expectations?

• Yes but we did a lot of own development– Because SLcM was not ready (for example the self service

webapplications)– Because SLcM did not meet our requirements

Has SLcM met our expectations?

Evaluation Standard Own development

Individual Study Program DatamodelAuditPrerequisites

Web Application student course registration

Evaluation DatamodelAudit templateEvaluationprocesses

Online grading/excel interfaceOnline Student Progress fileInput faculty rules

Qualification Datamodel SmartformsWorkflow

Alumni CRM

Teacher evaluation by student

Performancemanagement

Webapplication

Studentaccounting FeecalculationDunningIncoming payments

On-line Government reporting (DHO)

PI Triggering in workflow and activities

BI reporting/Statistics Extractors

Are there any gaps that you still need to fill on your own?

• Cooperation Agreements (Erasmus Mundus Programs, ICI…)

• PIQST00 autorisationconcept• Internship total concept (overview open places,

assignment, scheduling, …)• Scheduling tool

What are we doing now that was not under consideration when we chose SLcM• Implementing our SAP SLcM template in other

institutions of higher education in Flanders who have joined their forces in the K.U.Leuven Association.

• Due to change of university regulations we moved the concept of ‘stages’ and wend back to more standard SAP

46

What is our most interesting use of SLcM?

• We cover the whole lifecycle of a student• Integration with other SAP modules

– EH&S (internships students)– HR (teaching assignement)– FI (FICA)– Real Estate (eventplanning)

What are we planning for the future?

• Implementing our SLcM template to 5 more institutions of higher education (10 in total)

• Change our template to cover the integration of the academic bachelors and masters of the institutions of the association K.U.Leuven

• Cooperation agreements (Erasmus Mundus Programs, ICI…)• Change authorization profiles to meet the requirements of privacy law• The planning and process of internships in SAP • Database with transfer and mobility possibilities within the association

framework• Scheduling system for planning academic year (Syllabus+, Rostar

Eduflex or Untis)• Using CRM for – Student recruitment– Service desk for student administration

University of Mississippi (Ole Miss)USA

Kathy Gates

HERUG 2011 49

Project Background

50

Major SLcM ProcessesAcademic StructureStudent RecordsAdmissionsStudent AccountingEvent Planning and BookingAdvising, Degree AuditGrading, Progression, TranscriptsGraduation

Activity Year

UM Oxford SLcM Go Live 2003

Digital Imaging 2004

Adobe Interactive Forms 2007

Netweaver Portal 2008

Degree Audit 2008

PI and SOAP Messaging 2009

Business Intelligence 2009

UM Medical Center SLcM Go Live 2010

HERUG 2011 51

EHP5 Upgrade

What’s the Rush?

Dissatisfaction with current Degree Audit interface

Users judge the application by what they see on the screenNew Degree Audit interface uses a Web DynPro and is laid out to minimize scrolling

Formal support for substitutions

Timeline

February 2011 - Installed on sandbox & started acceptance testingMarch 28 – April 1, 2011 - DEVApril 4 – April 8, 2011 - QASApril 21 – 25, 2011 – PRD

Upgrade starts at 5 PM, April 21System available April 25

HERUG 2011 52

53

New Degree Audit Interface

EHP5 Issues ~ Examples

HERUG 2011 54

Fee CalculationCNTRL_ERROR dumps being raised in mass processingResolved with OSS note 1571528

Admissions ApplicationsError DC-006 raised Also resolved with OSS note 1571528

Web Dynpro ABAPResolved with OSS notes 1552678, 1539834, 1518733, 1522314, 1525061, 1526773, 1534926

OthersNote 1575146 – DA Configuration – Degree Audit Web Dynpro application shows inconsistent behavior when changing the application configuration or creating a new application configurationNote 1574592 – Substitutions –Error calculating audit results when a substitution has been applied to a sub-requirement.

And a little more …

Ole Miss Today (OMT)

HERUG 2011 55

How to reach students?Campus announcements

Instructor / advisor messagesOfficial noticesLectures, performancesSports & recreationEmergency infoSystem generated alerts

Messages are targeted based on demographicsMessages can be sent immediately as text messages or e-mails.

2SMS.com is used for text messagingWith Web Services, we can send text messages directly from ABAP

They are also included in the daily e-mail summary and portal, both of which are customized per userMessage data is stored in customer tables in SAP

HERUG 2011 56

HERUG 2011 57

Interface to send messages is integrated

into portal.

Sample Text Messages

HERUG 2011 58

• Sample logs from 2SMS.com• Non-emergency text

messages only go to students who have “opted in”

Student Retention

HERUG 2011 59

Optional (appraisal) notes on midterm gradesText message, e-mail, OMT when first midterm grades is submittedMidterm grading advisor alerts

Notifications of students with two or more D or F midterm grades

Text message, OMT to remind students to register, i.e., booking window is open or is about to openImproved advisor interfaces

Way to report errorsSnapshot viewStudent photosChanges & multiple advisors

HERUG 2011 60

HERUG 2011 61

Ad Astra Schedule

HERUG 2011 62

Optimizes space utilization across the enterpriseImportant to UM due to increasing enrollment

~ 8% growth per year over three yearsLimited classroom space

Ad Astra 7.4 supports integration with student systems using Web ServicesTwo interface points

Class schedule data from SAP to Ad AstraRoom assignments from Ad Astra to SAP

Mobility

HERUG 2011 63

HERUG 2011 64

• About 85,800 hits since 10/27/2010

• 9848 unique visitors all together (students, staff and faculty)

• Unique faculty: 164• Unique staff : 231• Unique students 9453

• Most popular tasks

• Midterm grades• My schedule• Check holds• Booking window

Mobility Stats

Native apps next?

Core functionality is very solidSystem is stable and scalableAdvanced technology provides flexibility

User exits, BADIsCustomer includes in SAP tablesCustomer tables, objects, and relationshipsWeb Services to interface with other systemsWorkflow

Gaps (even now), but we may have built our own in some cases due to high expectations for user interfaces

HERUG 2011 65

Conclusions

Summing It UpKey Themes, Q&A

HERUG 2011 66

Documents

Using Student Lifecycle Managementdocshare01.docshare.tips/files/26258/262587030.pdf- Materials Management (SRM / MM) Release change from ERP 6.0 to EHP 5 - New degree audit ... `2009