Presentation on theme: "BGSU/PeopleSoft December 2008 Go-Live"— Presentation transcript:
1 BGSU/PeopleSoft December 2008 Go-Live Resource 25 Interface [R25] – Room Scheduling FA Table Setup Application Load (Rules) Self-ServiceDecember 2008 Go-LiveResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
2 Resource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
3 IntroductionResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
4 Project Management Team Project DirectorsBill GerwinChris CoxProject ManagerLeslie Wilbourn
5 Student Records Team Student Records Functional Team Sue Lau, Functional Team LeadLaura Waggoner, Functional Team LeadSue Tomor, Technical Team LeadPeggy Johnson, Functional Consultant
6 Financial Aid Team Financial Aid Functional Team Tina Coulter, Functional Team LeadJerry Ameling, Technical Team LeadRobbie de Leur, Functional Consultant
7 Admissions (Undergraduate) Team Admissions Functional TeamCecilia Castellano, Functional Team LeadRich Kasch, Technical Team LeadDonna Gray, Functional Consultant
8 Admissions (Graduate) Team Admissions Functional TeamEric Zahnle, Functional Team LeadRich Kasch, Technical Team LeadDonna Gray, Functional Consultant
9 Agenda Introduction December Implementation Change Management Self-Service DemonstrationJanuary ImplementationExecutive SummaryResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
10 December 2008 Resource 25 Interface [R25] Admissions Financial Aid Admissions Load – ChangesFinancial AidItem TypesAid Year Activation – 2010Restricted AidSelf-Service
11 Resource 25 Interface [R25] Student RecordsAn interface from Resource25, our classroom scheduling software, will be implemented to synchronize room scheduling assignments from Resource25 to PeopleSoft so that room assignments will be displayed as part of the class record. This information will also be available to students through their class schedule which will be available through self-service in the spring.
12 Application – Rule Changes Undergraduate5,000 applications have been loaded to PeopleSoft from the OAROver 3,400 students have been admitted for Fall 2009Over 37,000 prospect records have been loaded
13 Application – Rule Changes GraduateReceived 1,320 applicants of which 704 have been posted to PeopleSoft from the OAROver 1,200 communications have been sent using the delivered Letter Generation processNumerous positive response have been logged regarding the timeliness of these communicationsAlthough application reviews are just beginning, there are 24 admitted applicants. The volume of decisions will increase in January
14 Financial Aid FA Table Setup March 2009 Preparation for new aid year 2009 – 2010Federal Regulatory Release 1Freshman Scholarship Award4,000 Item TypesTerm Counter for Institutional ScholarshipNo CustomizationMarch 2009Mass PackagingAward Letters
15 Employee Self-Service Employee Self Service was introduced as a part of the September 2008 Go-Live. This application provided the opportunity for BGSU employees to update several address and phone number types.The Employee Self Service Update Personal Information option will be available 24 x 7.
16 Employee Self-Service As of the December Go-Live additional self service items will be available for employees. These include:My NamesMy Addresses (additional address types will be included)My Phone Numbers (additional phone number types will be included)My AddressesMy Emergency ContactsMy Demographic Information
17 Student Self-ServiceAs of the December Go-Live students will begin to have access to reference and update information using the Student Self application available via MyBGSU. Using this application, students will be able to have access to the following information:My NamesMy AddressesMy Phone NumbersMy AddressesMy Emergency ContactsMy Demographic InformationThe Student Self Service Update Personal Information option will be available 24 x 7.
18 Change ManagementResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
19 Resource 25 Interface [R25] OverviewIn preparation for the Resource25 (R25) interface to Campus Solutions being implemented as a part of the December Go-Live, the following change management items have been completed:New hardware installedNew software installedInterface was licensed and installed in CSS and R25New department codes for R25 were createdNew space features for R25 were createdFirelands rooms were added in R25The Summer Conference Room scheduling process was modifiedThe S25 Room Scheduling process was modifiedNew cabinets and event types for final exam processing were created within R25The Capital Planning Room Import process was modified
20 Resource 25 Interface [R25] OrganizationsNew organizations will be added to represent the 95 scheduling departments in CSS. We decided to create new orgs in order to avoid changing procedures in other scheduling offices.
21 Resource 25 Interface [R25] OrganizationsThe new organizations have the following characteristics:1 - Org Names is an acronym
22 Resource 25 Interface [R25] OrganizationsThe new organizations have the following characteristics:2 - Org has the category CSS Acad Dept assigned to it. CSS Acad Dept is a new Org Category.
23 Resource 25 Interface [R25] OrganizationsThe new organizations have the following characteristics:3 - Org has an S25 key association
24 Resource 25 Interface [R25] OrganizationsThe new organizations have the following characteristics:4 - Feel free to use the new organization if you wish or you can simply follow the same procedures and use the same selections as before. Please do not edit any of these organizations without contacting Registration and Records. All S25 Keys for non CSS Acad Departments will be removed after Spring 2009 room processing.
25 Resource 25 Interface [R25] Special FeatureWe are adding 6 new space features.Video ProjectionMoveable SeatingFixed SeatingDepartment Owned SpaceOLSC Teleconference SpaceITS Computer Lab
26 Resource 25 Interface [R25] Special FeatureWe are adding 6 new space features.The first 3 are duplicates of existing space features. The description needed to be changed in order to comply with processing rules associated with the CSS-R25 interface. The old descriptions will be removed. The last three are duplicates of space categories. The space categories will be kept in order to maintain existing processes. As a result, it is important that clients updating space information keep the data accurate.
27 Resource 25 Interface [R25] Event CabinetsTitles of cabinets will change beginning Summer 2009. The 1,2,3 number will be dropped. Also, dates for academic cabinets will no longer reflect traditional term dates. The dates will be to encompass all dates of room assignments in CSS for a term.
28 Resource 25 Interface [R25] Event CabinetsA new event cabinet type for Final Exam will be created. This cabinet will be similar to the existing academic cabinet and will hold a single event type EXAM which is also new. This too is a requirement of the CSS-R25 interface.
29 Resource 25 Interface [R25] Event CategoriesAn event category will exist for each CSS term processed in R25. These event categories will appear as 4 digit titles. The first digit is the century. The next two digits are the year and the last digit is the term. The event category 2095 will appear and represent Summer 2009 academic events. Please do not use this category for any other purpose.
30 Resource 25 Interface [R25] OREG Room AssignmentsSummer ConferenceRegistration and Records will make rooms available to a Student Union security group for scheduling Summer Conference and OReg events. The rooms will only be available for a brief period of time. When access is removed, academic events will have priority and be scheduled into general classroom space. When academic scheduling completes access to general classroom space for EVPR will be restored.
31 Resource 25 Interface [R25] Spreadsheet ImportsCapital PlanningCurrent access to the vCal import utility will be interrupted November 20th through November 26th. Capital Planning will need to implement overnight process during those dates. Changed to a nightly process.
32 Resource 25 Interface [R25] Currently dual maintenance is required between SIS and R25.Interface runs every 5 minutes between PSCSS and R25.
33 Self-Service Additions to Employee Self-Service Student Self-Service NEW!Search Schedule of Classes/Browse Course Catalog
35 Employee Self-Service Campus Community 09/22 - Go-LiveEmployee impact onlyDisable Change My AddressEnable Update My Personal InformationMy AddressesMy Phone NumbersReplaced what was in Change My Address only
56 Go-Live ActivitiesResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
57 December 2008 Friday, December 5, 2008 Saturday, December 6, 2008 7:00pm Maintenance AppliedMigrate Development ProjectsSaturday, December 6, 20086:00am Migrate Development/Security7:00am Functional Validation of Table Values9:00am Financial Aid Validation10:30am Final ValidationNoon Director’s Sign
58 Executive SummaryResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
59 Resource 25 Interface [R25] Implementing this interface will allow Registration and Records to schedule approximately 5,000 classes to classrooms in Resource25. Without this interface, room scheduling would have to take place directly in PeopleSoft and would take about 2 months to complete each term. The December go-live also results in changes to the Resource25 application so that data is consistent between Resource25 and PeopleSoft. These changes include new organizations to represent the 95 scheduling departments in PeopleSoft CSS, new space features used for room assignments and changes to Event Cabinets and Event Categories to better integrate Resource25 and PeopleSoft for Summer 2009 room scheduling.
60 Financial AidThe December go-live continues financial aid preparation for the new aid year This go-live will contain the first Federal Regulatory Release for the aid year. More than 4,000 Item Types will be in production to accommodate the more than 4,000 known awards. Freshman Scholarship awards will begin being processed in preparation for the March Mass Packaging and Award Letter. The Term Counter for Institutional Scholarships will also be calculated starting in December in PeopleSoft. This will be accomplished without modification to the delivered system which the team did not feel was possible two months ago!
61 AdmissionsThe Official Application of Record (OAR) will be updated to reflect changes in the load rules necessary for data consistency which is required to support the other Campus Solution modules. These rules pertain to Names, Date of Birth, Social Security Number and Residency Status. These will help with matching credentials for those students that have changed names. The other rules being implemented will ensure data consistency should an applicant also be a student, employee, or a financial aid participant/applicant.
62 Self-ServiceThe Course Catalog and Schedule of Classes will be available for Summer 2009 courses and classes. These search options do not contain modifications, however, these searches will be modified by February for students registering for Summer 2009.
63 Risk AssessmentThe December 2008 go-live will continue to directly impact all Colleges, all Departments, and all of the Administrative UnitsSchedule of ClassesR25Financial AidClassesCoursesFinancial AidEnrollmentStudent Financials
64 Upcoming Implementation Event Big!Resource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
65 January 2009 Residence Life Student Records Financial Aid RMS Student Program/PlanStudent ResidencyService Indicators – HoldsMilestonesStudent GroupsStudent Degree HonorsTerm Counter Renewable ScholarshipsFinancial AidISIR Load 0910ChecklistCommentsCommunications
66 TrainingResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
67 On-Line Training CSS 110 Introducing Campus Solutions  CSS 120 Understanding Academic Structure CSS 130 Campus Solutions: Learning the Basics CSS 140 Understanding Campus Community SR 210 Schedule of Classes View SR 310 Courses and Classes AD 210 Understand Application Processing 
68 Hot Linex21615Recorded Message, updated to provide a current status of the go-live activitiesResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
69 1003 Cedar Point Center at Firelands January Town HallThursday, January 8, 200911:00am – 12:30pm113 Olscamp1003 Cedar Point Center at FirelandsResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!
70 Questions“The project, named in recognition of the vision for the university’s centennial milestone, is committed to providing efficient, effective and high quality information and service to students, faculty and staff. To meet our changing needs, BGSU is implementing PeopleSoft to advance the technology that supports and serves the learning community.”