SAP Campus Management

Michael Fan

Campus Management as an Integrated Part of ERP

Human
Resources

Financial
Accounting

Facilities
Management

Campus
Management
CRM

Real
Estate

Training
And Event
Management

Sales and
Distribution

SAP Netweaver Technology Platform (fully integrated; common tools)

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Campus Management and the Student Life-Cycle

Recruitment
Alumni
Relations

Admission

Academic
Structure
Graduation

Financial Aid

Equivalency
Determination

Registration

Degree
Auditing

Student
Accounting

Progression

Grading

Housing

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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

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Seemingly irrelevant pop quiz

What do these items have in common?

Delorean
Steam locomotive

Phone booth

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Academic Structure

Defines the Cs and Ds 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

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Academic Structure (example)

Univ. of the Future

College of Liberal Arts
English Dept.

History Dept.

B.A. in English

B.A. in History

College of Engineering
B.S.
Comp.Sci. 101

Comp.Sci. 102

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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

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Campus Management and the Student Life-Cycle

Recruitment

Admission

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Academic
Structure

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

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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

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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
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Campus Management and the Student Life-Cycle

Recruitment

Admission

Equivalency
Determination

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Academic
Structure

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)

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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

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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

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Enrollment Management
Through Scheduling

Challenging Higher Educations NonConception of Scheduling as a MissionCritical 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?

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Crisis in Higher Education

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

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Impact of Scheduling Function

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Capacity Management

The Bottleneck ConceptWhich Campus Can Grow?

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%

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What is Demand Analysis?

Detailed information about each active student

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

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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)

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Historical Demand Analysis

Active Students

Major

Level

Day/Night

Status

Likelihood to take course

Student 1

Full-time

56%

Student 2

Full-time

62%

Student 3

Part-time

40%

Student 4

Full-time

52%

Student 5

Full-time

39%

Student 6

Part-time

41%

Student 7

Full-time

50%

Student 8

Full-time

37%

Student 9

Part-time

44%

Student 10

Part-time

13%

Result

Gender

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4.34

Program Analysis

Freshman
Sophomore
Junior

Senior

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Student Survey
Your Availability:

42TotalHours(40HoursMinimum)
31HoursPreferred

Sun

Mon

Tue

Wed

Thu

Fri

Sat

7:00 AM

8:00 AM

9:00 AM

10:00 AM

11:00 AM

12:00 AM

1:00 PM

2:00 PM

3:00 PM

4:00 PM

5:00 PM

6:00 PM

7:00 PM

8:00 PM

9:00 PM

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Paying 100%
for space that
is 50% full

Paying 100%
subsidy on
student
tuitions

Paying Faculty 100%

(Expenses > Revenue)

How many
sections of
this class
are being
offered?
Does this class
conflict with
other classes
that I need?

Paying
100% for
HVAC

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Is there another
building that is
already in use?

Is there a
smaller classroom
available?

Questions?

Tom Shaver
tshaver@astraschedule.com

888-343-1092

SAP
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Campus Management and the Student Life-Cycle

Recruitment

Admission

Academic
Structure

Financial Aid

Equivalency
Determination

Degree
Auditing

Progression

Registration
Grading

Housing

SAP
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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

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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, midterm grades, participation grades, etc.
Grades can be manually over-ridden in the Student File (by
authorized users only)

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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 asyet-unmet requirements

Audit requirements can be over-ridden by authorized users

Stage-based Audit is also supported

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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. Deans List)

Results are term-relevant and stored in the Student File

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Campus Management and the Student Life-Cycle

Recruitment

Admission

Academic
Structure

Financial Aid

Equivalency
Determination

Registration

Degree
Auditing

Student
Accounting

Progression

Grading

Housing

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Student Fee Calculation

Determines the charges that are posted to a students 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

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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 SAPs web-based Biller Direct application

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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 thirdparty Financial Aid software packages (e.g. SIGMA)

Real-time access to student information

Real-time update of student accounts

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ProSAM by Sigma Systems

Managing and leveraging Financial Aid in

conjunction with SAPs Campus Management

Sigma Systems, Inc.

Producing best of breed financial aid solutions since the early

70s

Staff comprised of financial aid and technology experts

Similar philosophy as SAP

Platform neutral
Comprehensive, flexible feature set

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Business Case Behind Joint SAP/Sigma Solution

Complexity of regulations
Federal
State

Institutional

Frequency of change

Unique processing cycle

Interface with external agencies

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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

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SAP CM Responsibility

Campus identifier assignment

Enrollment calculations

GPA calculations

Class level determination

Financial aid specific academic progress

Payment application logic

Most refunding algorithms

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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

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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 users
responsibilities
Provide framework for student self-service

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Selected ProSAM Modules

ISIR Management

Pell Grant Processing

Financial Need Analysis

Loan Processing

Federal Verification

Fund Management

Document Tracking

Applicant Summary

Budgeting

Audit

Packaging

Archive

Correspondence

Aid History

Disbursement

Return of Title IV *

Scholarship Mgmt *

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Brief ProSAM Demo

Andy Sprague

Questions?

Feel free to contact Andy Sprague:

ASprague@SigmaSys.com
or
marketing@sigmasys.com

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

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Campus Management and the Student Life-Cycle

Recruitment
Alumni
Relations

Admission

Academic
Structure
Graduation

Financial Aid

Equivalency
Determination

Registration

Degree
Auditing

Student
Accounting

Progression

Grading

Housing

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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

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Conclusion: The SAP for HER Value Proposition

Scalable for large and small institutions without loss of

performance.

Integrates to SAP and non-SAP technology.

Truly global solution.

Single application to support entire University

business cycle.

SAP is a financially stable company with a solid, 30year track-record of providing enterprise applications
for Colleges and Universities
A future-proof application based on configurable
processes and open standards that deliver flexibility.

SAP
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