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Enterprise Systems Replacement Project PeopleSoft Student Administration Implementation

The University of Arizona PeopleSoft Student Implementation Plan November 20, 2008

Peoplesoft Student Administration Implementation

PeopleSoft Student Administration Implementation


1. STUDENT ADMINISTRATION IMPLEMENTATION STRATEGY
A. Background 4 B. PeopleSoft Software 5 C. Objectives 6 6 6 7 7 7 7 D. Project Leadership F. Customizations G. Iterative Approach I. Data Conversion A. Objectives B. Context C. Goals E. Scope F. Constraints 8 9 9 10 10 10

E. Implementation Schedule

H. Testing and Acceptance

2. STUDENT ADMINISTRATION STATEMENT OF WORK

D. Deliverables 10

G. Success Criteria A. Goals 11

3. STUDENT RECORDS STATEMENT OF WORK


B. Deliverables 11

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4. ADMISSIONS STATEMENT OF WORK


A. Goals C. Scope A. Goals C. Scope 12 13 B. Deliverables 12

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5. FINANCIAL AID STATEMENT OF WORK


14 16 B. Deliverables 15 D. Constraints 16

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E. Success Criteria A. Goals C. Scope 16 19

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6. STUDENT FINANCIALS STATEMENT OF WORK 16


B. Deliverables 18 D. Success Criteria A. Goals C. Scope 19 20 19

7. ACADEMIC ADVISING STATEMENT OF WORK


B. Deliverables 20 D. Constraints 21

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8. CAMPUS COMMUNITY STATEMENT OF WORK 21


A. Objective B. Context C. Goals E. Scope 21 21 21 22

D. Deliverables 22

9. PEOPLESOFT STUDENT ADMINISTRATION IMPLEMENTATION TIMELINE 24

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1. IMPLEMENTATION STRATEGY
A. Background Administrative activities involving students and the curriculum are distributed across three main divisions of the University. The office of Enrollment Management, which is part of the Division of Student Affairs, is home to Undergraduate Recruiting and Admissions, the Office of Student Financial Aid, and the Office of the Registrar. The Graduate College, overseen by the Vice President for Research, manages the admissions, academic progress, and graduation functions as they relate to graduate students. The Bursars Office is part of the Financial Services Office which reports to the Senior Vice President for Business Affairs. Finally, academic advising is distributed throughout the colleges; most colleges offer advising services to students through professional advising staff as well as faculty. This broad distribution indicates just how pervasive student and curricular information management is in the daily business of the University. From a systems point of view, the Universitys current campus solutions landscape is a distributed collection of old and new applications. These reside on multiple hardware platforms, and while some have been purchased, some also are home grown. Major components are highlighted below: SIS is our mainframe-based system of record for the schedule of classes, registration, transcripting, student billing, and graduation processing. It came on line to support the Spring 1988 semester and continues today. SIS was originally developed by Information Associates, and it is a relative of SunGards Banner product, but the University has long since been out of vendor maintenance for practical reasons. Matrix, another SunGard product, supports student recruitment, graduate and undergraduate admissions processing, student financial aid, and is the system of record for student biographical/ demographical information. It was used to admit and award the incoming class of 2003, and is still under contract with the vendor for maintenance and upgrades. (However, SunGard has announced that this product will no longer be actively developed.) Matrix and SIS are connected through several real-time and batch interfaces. DARS, from Miami University, processes undergraduate degree audits and is the system of record for student transfer coursework and course applicability. Users interact with DARS through a browserbased interface that was developed locally. DARS has real-time and batch interfaces with both Matrix and SIS. Student Link, developed locally, is the Universitys web portal for students. Through a set of real-time and batch interfaces it allows students a convenient way to interact extensively with SIS, Matrix, DARS, and other systems on campus. Student Link provides students with access to a range of services including class registration, billing and payment, degree audit, financial aid information, personal information, etc. WebRoster, also developed locally, enables faculty and administrative staff to manage their class rosters from their browser, and is the official grade submission tool for the university. WebRoster communicates to SIS and Matrix through real-time and batch interfaces. WebRoster also imports grade information from D2L (see below). Astra Schedule, from Ad Astra Information Systems, is the system of record for class scheduling and special events scheduling. Administrative users currently interact with Astra Schedule through a dedicated interface; non-administrative users and the campus at large do not have direct access to this product. They see scheduling data via SIS (delivered by a batch interface and through dual-entry within the Registrars office), and via the online schedule of classes, which is an extension of Student Link. Desire2Learns Learning Environment application (D2L) is the Universitys course management tool for that faculty who take advantage of innovative learning environments.

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Beginning in 1999 the institution launched The Cosmos Project in an effort to replace SIS, which at that time supported all processing across the student and curricular lifecycles. Back then SIS could only be accessed through a dedicated interface and was regarded by many on campus as more of a constraint and a liability which prevented us from achieving our goals. An extensive RFP process within a very immature vendor space identified the Matrix product (then called E5) as the most viable product to succeed SIS, and the University entered into a development partnership with Exeter Corporation to bring Matrix to campus. At that time Matrix could deliver student recruitment and student financial aid functionality in a relational database format on a Microsoft technology stack through a browser-based interface. The partnership sought to implement Matrixs delivered functionality and to leverage the development of sophisticated bursar and registrar modules using the collective business experience of the University. Approximately five years later the project officially ended by declaration from the CIO. To its credit, the project successfully implemented three of Matrixs five modules (recruitment/admissions, financial aid, and common) in vanilla form and remains under vendor maintenance. As the product has matured and new native functionality introduced, local customizations have been retired. The University of Arizona is not unique in failing to implement the remaining bursar and registrar modules. No other Matrix customer that we know of has fully implemented these modules--the products internal complexity, difficulties in scaling to meet the system loads associated with these activities, and the scope of its delivered functionality have all contributed to this circumstance. Matrix itself cannot be held wholly responsible for the general perception that the project failed overall. Matrix will fix that was a widely used expression to describe the shortcomings of with SIS during the project. However, because most non-administrative users of SIS are concerned with schedule of classes preparation and maintenance, student lifecycle processes outside of admissions and financial aid (e.g., advising, academic program maintenance, course registration and grading, academic honors and graduation, etc.) they and the campus at large never saw any direct benefit from the projects successes. Digging a little deeper, the project suffered from protracted timelines, limited knowledge transfer from the implementation consultants, and a general methodological flaw of requiring the product to fit the needs of existing business processes rather than modifying human processes to bring them more in harmony with the as-delivered system organization and functionality. We have learned from Cosmos. Our better understanding of ourselves, our institutional will and openness to change--as well as the continuing age and limitations of our current environment and the maturity of available system products for higher education--have led us to rekindle our desires for system replacement in a new form we are calling the Mosaic Project. This better understanding is leads us to follow a different approach in implementing PeopleSoft Campus Solutions. We are treating this project as a University project, not just an academic or central administration project. We are staffing the project teams with a more diverse group of individuals who will represent a large portion of the populations affected by the conversion to PeopleSoft. These individuals are being selected for their skill sets, communication abilities and campus affiliations. We will keep the lines of communication open with key constituent groups so the campus is aware of the projects goals, timelines and accomplishments. Finally, the project has a strong focus on communication and training, and has hired individuals who are dedicated to training, communications and organizational change. B. PeopleSoft Software The Student Administration part of the Mosaic Project involves implementing portions of Oracles PeopleSoft Campus Solutions software suite. These components include Campus Community (person- and organizationoriented biographical and demographic data), Academic Structure (the Universitys academic program inventory and organization), Student Records, Admissions, Academic Advising (degree audit), Student Financials, and Financial Aid. PeopleSoft Campus Solutions is a market leader, a mature product used to successfully conduct university business at hundreds of public and private institutions around the world,
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including Maricopa Community College as well as both NAU and ASU here in the state. There are a large number of very experienced consultants, knowledge experts, and software engineers available to assist schools in implementing the product. In addition, there is a very active users group, HEUG, which assists universities and Oracle itself in enriching the functionality of current and future releases of the product. C. Objectives The broad objectives of the Student Administration initiative are straightforward. We envision success to include the following: that the need for redundant entry and data maintenance is reduced; that our resulting business processes are efficient and effective; that information and services are easily accessible to our community via a browser-based portal; that required data have been accurately converted; that our implementation will be fully integrated with other systems, including any 3rd party systems; that the appropriate university constituencies are prepared for and involved during the implementation, and that they are satisfied with the results; and that the project is completed on time and on budget. D. Project Leadership Because the scope of Student Administration includes such a broad and comprehensive set of university activities, the Mosaic Executive Steering Committee has selected a pair of co-directors, one each from leadership positions on the financial and the enrollment management sides of the house, to lead the implementation. They in turn have selected a team of functional experts from within the university administration to serve as project managers for the individual modules. Together, this team is charged with successfully coordinating the activities of the needs of the implementation so that each module supports university business and integrates well with the rest of the campus solutions components as also with the other systems being implemented within the broader Mosaic project. E. Implementation Schedule We plan to coordinate this implementation so that all of the modules will be live in production to support the class of new and continuing students registering for the Fall 2010 semester. This will require the following, intermediate go live dates for the different modules within Campus Solutions: September 2009 Course Catalog and Schedule of Classes January 2010 Campus Community bio/demo conversion February/March 2010 Financial Aid and Student Financials Part 1 (Charging) for the Fall 2010 aid year March 2010 Student Records May 2010 Admissions, for Spring 2011 June 2010 Initial Academic Advising roll out for the most populated degree programs July 2010 Student Financials Part 2 (Billing) December 2010 Academic Advising roll out complete [Note that this is a natural implementation sequence, with minimum temporary interfaces] This timeline was developed in partnership with Io Consulting, our Systems Implementers for this project. These dates reflect our best estimate for readying the use of the system based on the complexity of each module as well as the time required to fully configure the software to support university business, to integrate it with other modules in the suite, to reengineer any business processes that might need to change as a result of the implementation, and to train the end users adequately to do business within PeopleSoft Campus Solutions. This timeline also minimizes the number and the duration of interfaces between PeopleSoft and legacy system. A graphic display of this timeline is included with this information. This is an aggressive schedule. To ensure the success of this project we have engaged the services of Io Consulting. This firm specializes in implementing PeopleSoft Campus Solutions at institutions of higher learning, and their consultants are some of the most highly regarded individuals in the industry. They have put together a team of seven lead consultants, each of whom will be paired with the co-directors and the project managers of the Uiniversity of Arizona team. The Io team will provide the deep product knowledge, guidance,
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and mentoring we need to implement and configure our software according to best practices and to our own local policies. As a firm, Io has agreed to help share the risk and maximize the probability of success of the project by foregoing the collection of a significant percentage of their fees until several significant project milestones are fully functional and in production. F. Customizations To use the functionality of the software to its fullest, we have decided to conform our own business processes to the native methods of the product as much as possible rather than the other way around. Our view is that a well-configured PeopleSoft environment enables good sound business practices and that the burden is on us to show why we should not adopt the business practices implicit in the software. Project-wide governance is in place to evaluate requests for customization. G. Iterative Approach (Build a littletest a little.) The first process is to configure the software. Based on experience with other implementations our judgment is to take an iterative approach to this process. The first iteration will be to configure the software and demonstrate the ability to follow a few students through their lifecycle from admissions through graduation. This exercise will transform all of the basic elements of our business into the PeopleSoft context. The second iteration will follow the same lifecycle for a larger and more diverse population of students. This will entail a more robust configuration, and should identify some local business processes that will need to be modified. The third and all following iterations will continue the process of increased complexity of configuration to accommodate more of our existing populations. Our knowledge of the software will grow through these iterations and our judgments about what business process changes are needed will grow along with that. A typical mistake is to conclude too early in the process what the system will or wont do and thus to undertake customizations which in retrospect were unnecessary. This approach also means that the traditional fit/gap analysis is accomplished instead by successive iterations. Our judgment is that this approach best deals with the initially very steep learning curve and leads to better informed judgments. Furthermore, it lends itself to more thorough testing, because each pass at the software gives rise to new insights and a higher quality implementation. H. Testing and Acceptance Our testing will intensify as each go-live milestone approaches. We intend to involve the functional and technical members of the project teams and the functional office staff in this effort. In this way the testing process will inform the training process, and we can leverage these essential activities to contribute to the ultimate acceptance of the project by the campus. Furthermore, this approach puts the converted data and redesigned processes directly into the hands of those who will ultimately know them best and who are therefore in the best position to thoroughly evaluate our implementation. I. Data Conversion Data conversion will be addressed early and often in the project so that issues can be identified and handled appropriately in a timely fashion. Where appropriate, depending on business need and effort required, we will either fix the data in the source system or revise the mapping process itself to ensure the cleanest data reach their target. Each of our implementation iterations will include a richer and more diverse set of data to move to the new context, and just as our repeated explorations of the software will lead to new business insights, it will also lead to a greater understanding of how to map data into its new home. We believe this repeated experience will help us manage the complexity and quality of the data we have, and also to begin to help us understand how to transform that data into useful information to guide our decision making processes.

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I. Change Management We are mindful of the changes this project will bring to our community. The Mosaic Project has hired a director to manage communications and the organizational change within the institution. To communicate the status of the project and further involve the campus in its progress, we have a website, a monthly newsletter, and articles published or planned for publication in our institutional newsletter. Further, we will present demos of the configured software as we complete each iteration, and project leadership and members are encouraged to make themselves available for questions and answers by speaking to and/or participating in existing groups around campus. Our present systems are uniquely ours. They have been tuned to our particular ways of doing business over many years. As a result they offer administrative staff a high degree of process automation and they offer students and faculty robust self-service. This tuning and automation has also allowed us to support our business through lean financial times and through reductions in staff. We recognize that the system we are implementing is not yet ours, and we will be very interested in finding creative ways to minimize the impact of this fact to our campus while at the same time maintaining our objectives. We will seek ways to use PeopleSofts internal toolset to achieve as much automation as we can for administrative users, and to deliver a very high quality self-service experience to our students and faculty.

2. STUDENT ADMINISTRATION STATEMENT OF WORK


A. Objectives The objective of Mosaic--Student Administration is to implement both the PeopleSoft Campus Solutions modules and the new student recruiting system (which is to be determined through an RFP process currently underway). Implementing these will enable the University of Arizona to: Upgrade its infrastructure to support future activities and advancement; Provide a more accessible, up-to-date and reliable system for managing student data and resources; Meet internal and external reporting requirements; Provide industry standard, world class service to faculty and students; and Overcome the risks and limitations inherent in its current administrative computing environment.

Our intention is to implement the modules within Campus Solutions according to the following go live schedule: Go Live Tentative Milestones September 2009 Course Catalog and Schedule of Classes January 2010 Campus Community bio/demo conversion February/March 2010 Financial Aid and Student Financials part 1, for the Fall 2010 aid year March 2010 Student Records May 2010 Admissions, for Spring 2011 June 2010 Initial Academic Advising roll out for the most populated degree programs July 2010 Student Financials part 2, Billing December 2010 Academic Advising roll out complete

This timeline was developed in partnership with Io Consulting, our Systems Implementers for this project. These dates reflect our best estimate for readying the use of the system based on the complexity of each
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module as well as the time required to fully configure the software to support university business, to integrate it with other modules in the suite, to reengineer any business processes that might need to change as a result of the implementation, and to train the end users adequately to do business within PeopleSoft Campus Solutions. This timeline also minimizes the number and the duration of interfaces between PeopleSoft and legacy system. A graphic display of this timeline is included with this information.

B. Context The Universitys current campus solutions landscape is a distributed collection of old and new applications. These reside on multiple hardware platforms, and while some have been purchased, some also are home grown. The lack of product support, the limited functionality and the inability to further modify the existing products to meet the needs of the University resulted in the decision to implement the PeopleSoft Campus Solutions modules as a replacement for our current SIS and Matrix systems. C. Goals Goals for Student Administration are provided at two levels: Project goals, organized below, are broad goals of the entire initiative. Module goals are more specific and reflective of a particular implementation. They are presented within the statement of work for that module. Campus Community can be considered both a module on its own and an integral part of every part of the PeopleSoft implementation. For the Mosaic Project, Campus Community is included within the Campus Solutions scope and a statement of work is included within this document. Appropriate university constituencies are prepared for and involved during the implementation, and that the results meet the business needs of the users. The project is completed on time and on budget. End-users are fully trained and able to do their jobs using the new system. A plan is in place to phase out and turn off current legacy systems. PeopleSoft Campus Solutions is integrated with PeopleSoft HCM, Kuali Financials and the new student recruiting software wherever appropriate to meet the needs of the academic and business campus communities. Student Administration will use the existing Mosaic management and committee structure for oversight and approval of its decisions. Any required business process changes will include a decision making process for the assessment and approval of the changes. A communication plan will be developed and implemented to inform the campus community of key project decisions and milestones. There will be broad campus participation in the configuration to support consistent business processes across all student populations. Student self-service functionality is maximized and used wherever practical. Legacy data is migrated into PeopleSoft with complete accuracy. University business continues to comply with local policy, and with state and federal regulations. Our implementation has appropriate security controls to ensure audit ability while supporting the distributed processing of student data wherever practical. Produce, with accuracy, attestations, documents, publications, and reports to support university business, eliminating paper reports and provide for electronic transmission wherever possible. Minimal disruption to existing operations and services during the implementation of the PeopleSoft product
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Provide continuous PeopleSoft Student Records updates regarding key project decisions and milestones to the campus community Maintain current level of self service functionality for student, faculty and guest Provide for the ability to comply with state, federal and university privacy laws

D. Deliverables The deliverables of the Campus Solutions implementation in this document are organized as Project Level deliverables that affect the initiative in its entirety. Deliverables for each specific module are listed by module and follow immediately after the initiative deliverables. Flowcharts for assigning incoming documents Reports and documentation of logic for each report Detailed testing plans to include a variety of testing methods as appropriate to the type of data or process being tested Updated procedures for reengineered business processes Production schedule of jobs to be run daily, weekly and monthly in production Software configured accurately, on schedule and within the allocated budget Reports and queries to conduct University business Regulatory and compliance reports Communications plan designed and implemented. Training plan for end users developed and implemented, for both existing users and future users. Process flow documented for business processes Change management plan open labs with sandbox quarterly town halls to demonstrate progress listserv broadcasts weekly touch points with home office for knowledge share on-site and in-situ office support during go-live

E. Scope A scope statement is included with the specific module Statement of Work that follows in this document. F. Constraints The system requirements, functionality and timeline for the student recruitment system are unknown at this time. The selection of vendor is anticipated by mid-December. This timeframe should allow the recruitment module to be developed in concurrence with the PeopleSoft admissions module, requiring no adjustment to the go-live proposed schedule. G. Success Criteria The success criteria for the Campus Solutions implementation in this document are organized as Project Level criteria that affect the initiative in its entirety. Criteria for each specific module are listed by module and follow immediately after the initiative criteria. Implement PeopleSoft Campus Solutions such that our functional and technical needs are met. The need for redundant entry and data maintenance is reduced; Our resulting business processes are efficient and effective; Information and services are easily accessible to our community via a browser-based portal Required data have been accurately converted; The appropriate balance of usability and security has been achieved
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Campus Solutions modules integrate efficiently with PeopleSoft HCM, Kuali Financial the new student recruiting software and any additional 3rd party systems Security in place for appropriately distributed business process with controlled access and usability. Business continuity is achieved throughout the implementation Provide positive end user experience for administrative and self-service users Meet deliverables by module artifacts are available for use Training available for campus users before implementation for ongoing users and new users Modules are implemented on time and on budget Reduction in shadow systems as demonstrated by preferred use of PeopleSoft Campus Solutions functions as the system of record to support core processes

3. STUDENT RECORDS STATEMENT OF WORK


A. Goals Accurately configure and implement PeopleSoft Student Records for system adherence to academic policies such as grading, creating and modifying academic programs and organization units, creating and modifying and tracking courses, establishing semester/term offerings and sections. Provide the ability to efficiently enroll and grade students Maintain the integrity of the students academic record (historic, current and future) while complying with state and university policies. Re-engineer business processes where necessary to leverage PeopleSoft Student Records, while maintaining the relationship between the Student and the University Reduce or eliminate legacy and satellite systems that perform the same student records functions PeopleSoft provides natively Develop interfaces in/out with vendors, federal and state governmental agencies Provide ongoing communication with student record offices and academic units across campus to reassure that business can continue using the new system Develop and implement a security plan for system access and permissions/roles that enables and supports distributed processing of student records functions. Develop a training plan and content for campus community Student Records representatives (i.e., faculty, staff, administrators) Support analysis of university registration trends and changes

B. Deliverables 1. Key artifacts Course Catalog Schedule of Classes Academic transcripts for all populations of students within scope Report of transfer evaluation Class and grade rosters Electronic verification of enrollment (for external consumption) Grade Reports to students Diplomas Reports to internal and external entities (e.g., NCAA, SEVIS, and National Student Clearinghouse) Project plan where key milestones and/or go-lives do not coincide with university peak periods (i.e., Opening of School, end of term) Business process documentation Updated forms, in the existing format (e.g., paper or electronic), to support student records processing Security matrix that includes a list of roles, role descriptions, and the users associated with each role in student record functions
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Self service module for student, faculty and proxy with no degradation of services Functional specifications to support technical development (e.g., interfaces) Ad Astra D2L Blackboard (?) EDA (Electronic Domicile Affidavit) Singularity Recruitment System Orientation Dept of Motor Vehicles (for Verification of Lawful Presence) Course Approval System in Form Link National Student Clearinghouse Arizona Course Applicability System (CAS) Uploads of data from various campus offices such as Testing Center, Strategic Alternative Learning Technologies (S.A.L.T), and Disability Resource Center. Web Roster Hard copy transcript system [microfilm] Catalog module: Web based collection of academic programs, academic organizations, courses and academic policies by academic year. Veterans services (do we have interfaces?) NCAA (do we have interfaces?) Communication plan for delivery of Student Records to campus community Production schedules that are coordinated across Student Administration modules Documentation to support the training on the use of Student Records data

4. ADMISSIONS STATEMENT OF WORK


A. Goals Implement PeopleSoft Admissions Provide assurance to Admissions offices across campuses that business can continue using the new system Provide appropriate access to admissions related data and processes to users across campuses. Develop method to enable multiple approvers to contribute to an admissions decision for a student Provide automated admissions processing. Reduce or eliminate legacy and satellite systems that perform the same function PeopleSoft provides natively Develop Interfaces between PeopleSoft and all satellite systems that must be retained, such as Recruitment and New Student Orientation. Migrate legacy admissions data into the new data warehouse, allowing comparison with data in the new PeopleSoft format. Support analysis of university admissions trends and changes Train all staff that will utilize PeopleSoft Admissions

B. Deliverables Accurately configured and tested software Listing of all admissions business processes A document certifying that all business processes can be executed An analysis document that outlines the process for business process changes and modifications. Decision log. A Communication plan Weekly meetings with the admission offices
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Quarterly town halls to demonstrate progress Onsite booths and in-situ office support during go live Listserv broadcasts Prioritized issue and bug tracking system List of Operational Metrics Early warning detection system Test Plans for all admissions business processes Security defined and configured for all admissions users List of all roles with role descriptions List of all users and the roles they will have User Accounts configured A process that allows multiple approvers to contribute to an admissions decision for a student List of all admission work flows Processes for Undergraduate Admissions High School transcript processing that will facilitate ABOR processing requirements Academic Index generation Auto Admission Honors Auto Admission Merit Based Financial Aid Processes for Graduate Admissions Processes for other admissions offices Process that allows colleges to readmit students to the university Interfaces to external systems Recruitment System Online Applications for Admission Undergraduate Graduate Graduate third party Summer - Winter Singularity Imaging System Electronic Domicile Affidavit Enrollment Deposit (may be part of PeopleSoft) Test Score Imports New Student Orientation Fsa Atlas for SEVIS Other data feeds in and out Gauge the current workload and work complete with last years point in time Admissions Data in the Universitys Data Warehouse

C. Scope In Scope Applicant Population Undergraduate Graduate Continuing Education Satellite Campuses Functionality Core Load and Process Applications Tracking Application support materials
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Support secondary and decentralized admission decisions Produce communications to applicants Process Application Fees Admissions Decision entry centralized and decentralized model Manual application of Merit Based Aid Interfaces Recruitment System External Test Scores On line applications fsa Atlas Orientation Reservation System SAIS IDs AZ MVD for verification of lawful presence Imaging System Automations Acceptance of various Application Fees Evaluation of High School Transcripts according to ABOR Requirements Calculation of GPAs Academic Index Admission based on pre specified criteria Admission to Honors Merit Based Financial Aid Data Feed to Warehouse Self Service Application Status Acceptance of Admission Domicile Affidavit Enrollment Deposit Orientation Registration

Out of Scope Non-Credit students and courses EDI Transcripts (Phase 2) New Student Orientation (Phase 2) Unknown Center for English as a Second Language (CESL) System context for online applications for admissions Law and Med Admission processing Correspondence Students - PS Quick Admit creates a student records record. AZUN

5. FINANCIAL AID STATEMENT OF WORK


A. Goals Provide financial aid and scholarships to students using People Soft Evaluate student financial aid eligibility through the automated use of FAFSA/ISIR data, changes in EFC (Expected Family Contribution) and Cost of Attendance (COA) according to specific student attributes Define and apply business rules to award, receive and disburse aid according to federal, state and institutional policy for the following types of financial aid:
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Merit aid based on admission decisions Merit aid based on renewal criteria for continuing students Federal financial aid Institutional grants according to equity calculation Departmental waivers, scholarships and stipends UA and non-UA scholarships, including athletic scholarships Identify (through reports, queries, or automatically repackaging) when adjustments are needed to ISIRs, COAs, or awards due to changes in enrollment, eligibility, outside funding, etc. Develop processes and procedures to accurately and consistently apply adjustments to students records. Automate the adjustments where possible. Identify missing information that must be supplied by the student Develop a communication plan to provide students with accurate, up-to-date information throughout the awarding and disbursement process Develop method to record incoming documents and student contact with the Office of Student Financial Aid (OSFA) whether by phone, email or in person. Create a process within OSFA to assign tasks, process documents and respond to student requests. Interface with the following systems Department of Education software via EdConnect ELM for all CommonLine loans Kuali Financial System to create accounts, allocate funds and record disbursements HCM Payroll System to report students who receive Federal Work Study and track their earnings on their financial aid record Develop a method to record and track promissory notes for UA distributed loans Automate the calculation for the return of Title IV aid

B. Deliverables Software configured and tested to support the financial aid process Accurate recalculations of EFC through People Soft Documentation of all business rules, including: COAs Awarding Missing Information Satisfactory Academic Progress Disbursements Fee Deferments Communications to students, including: Award Notifications and revisions Track the progress of financial aid processes Missing Information Letters Satisfactory Academic Progress Loan Processing Loan Compliance Results of manual processing by OSFA staff Parent PLUS loan application Updated OSFA website, student forms, and FAQ to correlate with new processes Defined roles for accounts within OSFA and across campus Timeline of major processes to be run in production throughout award year Exchange of data ISIR imports and exports Award and disbursement data of federal grants to COD (Common Origination and Disbursement)
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CommonLine loan data to ELM Loan certifications for CommonLine loans to ELM Change Transaction files for batch processing of changes Import of response files and disbursement rosters.

C. Scope In Scope Award, disburse, and track all types of financial aid, merit awards and outside scholarships Interface with legacy systems during the transitional phase of Student Admin implementation Integration with Kuali and PeopleSoft HR systems Automated processing of changes to CommonLine loans Automated calculation for the return of Title IV funds Out of Scope Unknown Functionality for Direct Lending Automate awarding for summer Migrating award data for previous years D. Constraints Processes must be sufficient to serve different populationsundergraduate, graduate, law, medical and athletic students New federal programs and regulations can be initiated at anytime during the award year. OSFA must often prepare to incorporate these changes into the system while the guidelines provided by the Dept of Education are being finalized. However People Soft is not fully supporting all Federal programs, i.e. Teach grants. We may need to rely on workarounds or modifications.

E. Success Criteria Accurate award packages Meet established timeline throughout the award year Students receive accurate and timely communication from OSFA Students receive accurate and timely disbursement of aid Reduced data errors across Student Administration modules OSFA staff members are trained according to their job functions. All staff members are able to view and interpret information from the system and communicate with students. Training and procedures are comprehensive and detailed as demonstrated by consistent processing across OSFA Turn-around time for documents and requests meets student and staff expectations Non-OSFA staff members are trained and have access to the information necessary for their job function Reporting to ELM and COD is accurate and requires minimal manual reconciliation UA remains in compliance with all federal financial aid and athletic aid regulations

6. STUDENT FINANCIALS STATEMENT OF WORK


A. Goals Implement People Soft Student Financials accurately, on schedule and within the allocated budget As an alternative to proposing modifications to the base product, consider cost, time, value, impacted population, compliance, loss of functionality, etc. Migrate existing student financial data with complete accuracy Support for the Cashiering Staff
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Manage student account transactions and balances, with flexibility to display information as needed by user Provide essential functionality to post payments and charges to accounts for multiple user types Process electronic departmental deposits Configure application of payment based on business rules (payment priority). Produce end of day cashiering reports with multiple sorting features Flexible refund delivery methods Print checks online and through batch, with all financial aid audit checks in place Provide for ACH delivery of refunds Tuition Calculation Flexibility to meet current and future tuition calculation needs determined by Arizona Board of Regents Calculate student fees based on residency classification, class, courses, major, or other values in the system, on an individual or group level, online and in batch. Recalculate tuition for course cancellations based on criteria set by institution Configure system to track tuition revenue distribution 3rd party tuition calculation for sponsored students (sponsor calculation) Calculate Qualified Tuition Reduction (QTR) transactions Billing Generate electronic and paper bills, with both current and prior billing available online Flexibility to set billing parameters based on system elements for a variety of customer types Collections Track aging accounts Create watch-lists to identify and monitor past due and paid in full accounts Automate appropriate financial restrictions based on business rules Calculate and post interest, collection fees and late charges systematically Provide tools for Receivables Management Track data, consolidate and generate 1098-Ts Tuition Statements according to Federal requirements Manage Tuition Payment Plan, allowing for online disclosure and enrollment Provide accurate, automated tax calculations for international students Student Self Serve Maximize the number of business processes that students can do themselves, wherever People Soft allows Provide flexible financial transaction display Give students the ability to opt in/opt out for printed for bills and 1098-Ts Store point-in-time bills Securely store bank data to support ACH transfer of funds Provide real time secure credit card and electronic check payment function Allow students to request credit balances for delivery via ACH or check Electronic promise to pay when students enroll for courses Collect W-9S information for Tax Relief Act Display 1098-T Tuition Statements Tuition Payment Plan management Department Self Service Provide flexibility for changes to department business rules Miscellaneous Workflow for creation of transaction codes Develop interface with internal systems; Kuali Financial System, Employee Self Service, etc. Transfer charges to KFS with high fidelity Develop interfaces with external vendors, banking institutions, lenders and federal/state entities

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B. Deliverables 1. Support for the cashiering staff Display account transactions and balances by individual elements or totals Multiple methods of payment Paperless electronic departmental deposits Application of payment (payment priority) online and in batch Print checks online and in batch, with all financial aid audit checks in place Balancing reports for cashiers and department users Tuition, Fee and Sponsor Calculation, on-line, in batch, individual or group level, by residency classification per unit, by course, major, or other system elements Recalculate for course cancellations based on criteria set by institution Tuition Surcharge calculated for undergrad students with excess units Software configured to track revenue distribution Third Party Accounts Qualified Tuition Reduction (QTR) transactions correctly calculated Sponsor accounts charged and student accounts credited online and through batch process Billing Student and sponsor bills with flexible billing parameters Customer billing for external systems such as Parking, Campus Health, etc. Electronic and paper bills Collections Aged account tracking Watch-lists to identify and monitor past due and paid in full accounts Accounts transferred to collection agencies Automated financial hold flags (set or release) based on business rules Receivables Management for repayment plans, temporary loans, Vet Deferments, NSF checks, Long term loans, department charges and write-offs Interest and late penalties calculated and posted systematically for collection charges, deferments, Past Due balance charges and late payment charges 1098-T Tuition Statements Provide paper or online statements Tuition Payment Plan Automate installments Tax Calculations for International Students Daily automated calculations for taxing scholarships greater than cost of tuition Reporting available daily, weekly, monthly and year end Student insurance charged to international students automatically Student Self Service Increased number of business processes that students can do themselves Communication tools that decrease foot traffic Broadcast information for individual students or in mass Flexible transaction display Real time secure check and credit card payments Refund request function for delivery of credit balances by check and ACH Bank data securely stored to support ACH transfer of funds 1098-T Tuition Statement Tuition statements stored for retrieval by customer Opt in/opt out for printed 1098-Ts
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Peoplesoft Student Administration Implementation

Store/change W9-S data Electronic Bills Opt in/opt out for printed bills Point-in-time bills stored for retrieval by customer Tuition Payment Plan Online management Real time calculations Electronic Promise to Pay when student enrolls for courses Department Self Service: Process and business rules change flexibility for departments provided Workflow for creation of transaction codes Interfaces High fidelity interfaces with internal systems Kuali Financial System Employee Self Service Student Self Service External interfaces vendors banking institutions collection agencies federal/state entities

C. Scope In Scope Cashiering/Billing/Receivable system that supports Bursar staff Student Self Service that supports payments, refunds, electronic 1098-T, electronic bills Interfaces - internal and external Out of Scope Tuition Calculation for non credit courses Billing for non credit courses Unknown Proxy and Guest Access to Student Self Serve Auto acceptance of financial terms when enrolling for classes Qualified Tuition Reduction D. Success Criteria Reliable, improved cashiering and accounts receivable system for staff Students receive accurate, timely bills, 1098-Ts Students able to conduct all routine student financial business through self service Student Financial system interfaces in place and running smoothly

7. ACADEMIC ADVISING STATEMENT OF WORK


A. Goals Increase student and advisor self-service where allowed in PeopleSoft Improve communication flow between advisor and student Implement PeopleSoft degree audit system Provide accurate and complete graduation report that tracks a students progress towards graduation
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Peoplesoft Student Administration Implementation

Provide timely and accurate degree verification and certification Provide online degree verification process Improve flexibility and automation of status changes for individual students Implement a system for restricting a students ability to register for classes Streamline interdepartmental communication and work flow Provide view and update access to information needed by advisors Develop and implement a University wide advising notes system Implement a university wide online student appointment system Create an association between an advisor and a student in batch The ability to access aggregate advising data from both the legacy and PeopleSoft systems Define access roles for advisors and students Convert information from current legacy systems to PeopleSoft DARS Advising notes Appointment systems Retain all functions and capabilities we now have

B. Deliverables Accurate Online Degree Audits and What-if Degree Audits available for students and advisor via self services. Contact between advisors and students via online system. Accurate and complete online Degree Audit for degree verification and certification Adjustments of coursework made to student requirements Paperless degree audit verification and certification process Interface with Singularity into degree audit Academic and program participation status updated by advisors Student enrollment service indicators placed on student records in batch and individually and the ability to release them. Advisor access to pertinent information from various offices A Campus wide Advising notes system System that records advising notes on students Permission restricted view and update access A campus-wide advising appointment system Allow advisors to set their own availability Guide students to appropriate advisors or advising offices 9. A process to assign students to advisors in batch Reports and Queries that support advising Training plan for campus constituencies that should take into consideration various levels of usage, various levels of comfort with technology, and the flow of the academic calendar Appropriate access available to students and advisors Legacy system advising data is usable in PeopleSoft Communication plan for delivery of advising components to campus constituencies

C. Scope In Scope Undergraduate student population Configuration of degree audit rules Advising Notes Assignment of students to advisor Appointment system
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Out of Scope Development of departmental business processes utilizing PeopleSoft functionality Unknown Law and Medical School use of Degree Audits for graduate students. Graduate College use of Degree Audits Interface with Graduate College for degree verification and certification Use of PeopleSoft Program Guides Conversion of Legacy Advising Notes Data D. Constraints Buy in from advisors campus wide. Decentralization of advising services campus wide. Degree requirements as defined in the University General Catalog currently produce inaccurate degree audits and need to be reviewed in order to produce an accurate degree audit

8. CAMPUS COMMUNITY STATEMENT OF WORK


A. Objective The system wide configuration of Campus Community (CC) will provide common bio/demo, ID management, NAPE (name, address, phone, email) maintenance and standardization for accuracy and consistency. A common, consistent focused CC configuration will reduce per record, per address, and per transaction costs. The project will be complete when an agreed configuration of CC elements is common to HR and SA and available to other applications as the first and best source. Needed legacy data has been cleaned, standardized, imported, and integrated as CC data. All appropriate CC data and functionality and cross-system synchronization will be operational. The project will be successful when: HR and SA modules have agreed and congruent configurations and types for CC data, and installed CC functionality work effectively for the UA when it is appropriate. CC is the preferred source for bio/demo data for other UA systems. CC data, especially NAPE elements, are accurate, clean, standard, and timely; IT systems and office practices support keeping data standardized during add and update. Every person and their data in CC are uniquely and without duplicate records identified. Person and POI categories encourage CC use beyond PS modules, and transition to use of CC capability is smooth and amiable. The system demonstrates reduced per person, per record, and per transaction costs. B. Context On April 25, 2008, the ABOR approved the UA proposal to implement PS SA and HR and Kuali FS and KRA contingent on their approval of implementation plans for the separate modules. Campus Community is a key implementation process to ensure effective configuration of the other modules, avoid unneeded customization, and make system operation effective and more efficient. CC data and functionality maintain person demographics, identity management, names and addresses. PS HR and SA could be implemented without providing a common CC configuration. This effort is provide a coordinated system more effectively and broadly functional for the UA and to support these functions in other applications. C. Goals
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Configure CC to agreed standards for support of the system. Ensure CC cross system integration of SA and HR. Ensure cleanup, import, and reconfiguration of legacy data; document exceptions for resolution and clean-up. Develop or invest in data quality tools where the payoff is high. Integrate ancillary systems as appropriate with PS CC functionality. Facilitate data entry to capture information from original sources on first contact. Transition project operations and management to ongoing operations and management.

D. Deliverables Conversion and migration of data: Legacy data cleaned, conformed and loaded and OLTP interfaces all functioning and providing clean update and interchange Relevant legacy data successfully converted and migrated to Campus Community module. Enhanced data quality and edit functionality provided for CC. A single record and EMPLID exists for all students and employees and resolves any CC record inconsistencies. System configurations, screens, and labels are intuitive, behave as users expect, and support keeping data accurate and standardized. Mechanism to synchronize, if needed, separate instances of HR and SA CC. Useful external standards (e.g., postal standards for addresses) apply to data as appropriate. Interfaces: Sufficient POI functionality to enable use for SA and HR and to expand or make available for other systems. Kuali Bio/demo, IDs, names, and contact information fed from CC. Configuration facilitates integration or interface of ancillary systems with CC. Ancillary system interfaces and/or feeds in place as appropriate. Customizations/modifications Prioritized list of all interfaces and data source alterations to develop for CC. ASU CC customizations evaluated for any appropriate for the UA. Roll-out, training, and closeout a. Communication, marketing, and training plans and templates for CC data and functionality. Bin list for Phase II and any remaining clean-up tasks Transition to on-going operation staff and management Configuration decisions, any customizations, and metadata documented as appropriate. Project close out and clean up; party

E. Scope In Scope: Investigation and recommendations on data quality issues and potential solutions. Training support and documentation for training team and time sensitive or expertise intensive demos or familiarizations as needed Student and Employee self service as appropriate and feasible. Organizations component of CC coordinated between HR and SA. Managing changes in policy or business practices. Planning the administrative home for CC and responsibility for long-term maintenance. 3Cs (checklists, comments and communications) implemented effectively. Out of Scope: Training beyond support of the Communication Team and key, time sensitive, or expertise intensive demos or familiarizations.
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Implementing hardware or software environments Work experience part of CC Campus Events Health Info except for what is worth doing, e.g., immunization tracking. End of life for PINs implemented.

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9. PEOPLESOFT STUDENT ADMINISTRATION IMPLEMENTATION TIMELINE


Student Administration (SA) Project Plan Highlights

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