1. eCourse Approval UC San Diego May 6, 2009

2. Project Automate UC San Diego’s Course Approval Process: To facilitate the: ◦ Creation and submittal of requests. ◦ Request review. ◦ Management of course and request information.

3. Reasons for Change Currently a manual process. Inconsistent practices. Redundant data checking and data entry. Routing delays. Risk

4. Goals Fully automate process. Heighten accountability. Achieve consistency. Easily tie into related automation initiatives. Easier for Everyone!

5. Objectives Consistency & Accuracy ◦ Form prefill and use of data standards, controlled vocabularies, validation, required fields, and online help. Secure & Streamlined Process ◦ Routing options fit the request and the multi-step review process. ◦ Provide secure, timely, and transparent delivery of requests. Information Storage, Retrieval, & Management ◦ Electronic data transfer and storage. ◦ Information use and reuse.

6. Primary Functions

7. Workspace Requestor Group Form: ◦ Initiate request. ◦ Save a draft, resume work, cancel. ◦ Validate and submit. Workflow ◦ Check on request status. ◦ Respond to returned requests. ◦ Withdraw request. Storage ◦ Query approved, declined and withdrawn courses. Reviewer Group Form: ◦ Take permitted actions: approved, declined, return for changes. Workflow ◦ View all requests in workflow. ◦ Depending on review and request criteria, requests re- enter at different points. Storage ◦ Query approved, declined and withdrawn courses.

8. Form Requests Request Types: New End Term (Retire) Change & Renumber Reinstate (Revive) Course Types Individual Cross-Listed Conjoined Cross-Listed & Conjoined Form: Information Groups Course Info Instruction Info Prerequisites/ Restrictions Corequisites Duplicate Credit Other Course Info

9. Workflow

10. Storage & Retrieval Load to core systems. Batch to Data Warehouse. Query, report, prefill and validate.

11. Success Criteria Customer satisfaction Track ◦ Department/program use. ◦ The number of cross-department/ program reviews to demonstrate collaboration and accountability. ◦ Specific criteria: new subject codes, renumbers, etc. ◦ Time-in-review.

12. Thank You!