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BGSU/PeopleSoft December 2008 Go-Live

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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-Service December 2008 Go-Live Resource 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 Introduction Resource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!

4 Project Management Team
Project Directors Bill Gerwin Chris Cox Project Manager Leslie Wilbourn

5 Student Records Team Student Records Functional Team
Sue Lau, Functional Team Lead Laura Waggoner, Functional Team Lead Sue Tomor, Technical Team Lead Peggy Johnson, Functional Consultant

6 Financial Aid Team Financial Aid Functional Team
Tina Coulter, Functional Team Lead Jerry Ameling, Technical Team Lead Robbie de Leur, Functional Consultant

7 Admissions (Undergraduate) Team
Admissions Functional Team Cecilia Castellano, Functional Team Lead Rich Kasch, Technical Team Lead Donna Gray, Functional Consultant

8 Admissions (Graduate) Team
Admissions Functional Team Eric Zahnle, Functional Team Lead Rich Kasch, Technical Team Lead Donna Gray, Functional Consultant

9 Agenda Introduction December Implementation Change Management
Self-Service Demonstration January Implementation Executive Summary Resource 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 – Changes Financial Aid Item Types Aid Year Activation – 2010 Restricted Aid Self-Service

11 Resource 25 Interface [R25]
Student Records An 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
Undergraduate 5,000 applications have been loaded to PeopleSoft from the OAR Over 3,400 students have been admitted for Fall 2009 Over 37,000 prospect records have been loaded

13 Application – Rule Changes
Graduate Received 1,320 applicants of which 704 have been posted to PeopleSoft from the OAR Over 1,200 communications have been sent using the delivered Letter Generation process Numerous positive response have been logged regarding the timeliness of these communications Although 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 – 2010 Federal Regulatory Release 1 Freshman Scholarship Award 4,000 Item Types Term Counter for Institutional Scholarship No Customization March 2009 Mass Packaging Award 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 Names My Addresses (additional address types will be included) My Phone Numbers (additional phone number types will be included) My Addresses My Emergency Contacts My Demographic Information

17 Student Self-Service As 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 Names My Addresses My Phone Numbers My Addresses My Emergency Contacts My Demographic Information The Student Self Service Update Personal Information option will be available 24 x 7.

18 Change Management Resource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!

19 Resource 25 Interface [R25]
Overview In 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 installed New software installed Interface was licensed and installed in CSS and R25 New department codes for R25 were created New space features for R25 were created Firelands rooms were added in R25 The Summer Conference Room scheduling process was modified The S25 Room Scheduling process was modified New cabinets and event types for final exam processing were created within R25 The Capital Planning Room Import process was modified

20 Resource 25 Interface [R25]
Organizations New 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]
Organizations The new organizations have the following characteristics: 1 - Org Names is an acronym

22 Resource 25 Interface [R25]
Organizations The 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]
Organizations The new organizations have the following characteristics: 3 - Org has an S25 key association

24 Resource 25 Interface [R25]
Organizations The 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 Feature We are adding 6 new space features. Video Projection Moveable Seating Fixed Seating Department Owned Space OLSC Teleconference Space ITS Computer Lab

26 Resource 25 Interface [R25]
Special Feature We 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 Cabinets Titles 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 Cabinets A 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 Categories An 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 Assignments Summer Conference Registration 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 Imports Capital Planning Current 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 

34 Employee Self-Service

35 Employee Self-Service
Campus Community 09/22 - Go-Live Employee impact only Disable Change My Address Enable Update My Personal Information My Addresses My Phone Numbers Replaced what was in Change My Address only

36 Update My Personal Information - Today

37 View of My Addresses

38 View of My Phone Numbers

39 Employee Self-Service
Campus Community 12/06 - Go-Live Additions to Update My Personal Information My Names My Addresses My Emergency Contacts My Demographic Information

40 Update My Personal Information - December

41 View of My Names

42 View of My Email Addresses

43 View of My Emergency Contacts

44 View of My Demographic Information

45 View of My Demographic Information

46 Student Self-Service

47 Student Self-Service Update My Personal Information
Campus Community – 12/05 Go-Live My Names My Addresses My Phone Numbers My Addresses My Emergency Contact My Demographic Information

48 Class Search/Browse Catalog

49 Class Search/Browse Catalog

50 Class Search/Browse Catalog

51 Class Search/Browse Catalog

52 Class Search/Browse Catalog

53 Class Search/Browse Catalog

54 Student Self-Service - Future
Content Starter Set Student Self-Service - Future Student Center My Room and Meals – 01/01/09 Financial Aid Status – 01/20/09 My Advisor – 02/09/09 My Advisees – 02/09/09 Class Schedule – 02/09/09 Account Holds – 02/09/09 Register for Classes – 02/16/09 Grades – 06/01/09 Copyright © NameOfTheOrganization. All rights reserved. 54 54

55 Questions

56 Go-Live Activities Resource 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 Applied Migrate Development Projects Saturday, December 6, 2008 6:00am Migrate Development/Security 7:00am Functional Validation of Table Values 9:00am Financial Aid Validation 10:30am Final Validation Noon Director’s Sign

58 Executive Summary Resource 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 Aid The 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 Admissions The 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-Service The 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 Assessment The December 2008 go-live will continue to directly impact all Colleges, all Departments, and all of the Administrative Units Schedule of Classes R25 Financial Aid Classes Courses Financial Aid Enrollment Student 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/Plan Student Residency Service Indicators – Holds Milestones Student Groups Student Degree Honors Term Counter Renewable Scholarships Financial Aid ISIR Load 0910 Checklist Comments Communications

66 Training Resource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!

67 On-Line Training CSS 110 Introducing Campus Solutions [473]
CSS 120 Understanding Academic Structure [412] CSS 130 Campus Solutions: Learning the Basics [363] CSS 140 Understanding Campus Community [341] SR 210 Schedule of Classes View [63] SR 310 Courses and Classes [124] AD 210 Understand Application Processing [75]

68 Hot Line x21615 Recorded Message, updated to provide a current status of the go-live activities Resource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!

69 1003 Cedar Point Center at Firelands
January Town Hall Thursday, January 8, 2009 11:00am – 12:30pm 113 Olscamp 1003 Cedar Point Center at Firelands Resource 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.”

71 For Inquiring Minds

72 Thank You! The BG@100 Project Team
Resource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!


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