1. Campus Management 101 A First Look at SAP’s Solution for Universities Dr. E. F. “Buster” Hale III Dr. Kathryn F. Gates Office of Information Technology The University of Mississippi

2. Campus Management, Buster Hale and Kathy Gates 2 Abstract  SAP's Campus Management (CM) product sets new standards for student information systems. The underlying technology choices reflect a long-term commitment to providing superior solutions to common campus needs such as degree audit, transfer articulation, and Web-based fee payment. The University of Mississippi (UM), the North American pilot for CM, began its implementation in September 2001. This presentation will provide an overview of CM functionality, describe UM's approach to the implementation, and showcase initial results. Included will be a demonstration of the Web view of the university's academic structure, a Web-to-CM application that uses SAP's Business Connector, and XML/XSL technologies.

3. Campus Management, Buster Hale and Kathy Gates 3 Outline Introduction Elements of a Student System SAP’s Solution: Campus Management UM’s Implementation Demonstration Question & Answer

4. Campus Management, Buster Hale and Kathy Gates 4 University of Mississippi Profile  About Ole Miss Public institution established in 1848 Located in Oxford, Mississippi Doctoral/Research University 12,000 students www.olemiss.edu

5. Campus Management, Buster Hale and Kathy Gates 5 Introduction  Campus Management SAP’s Student Management System CM 4.64 released in March 2002 CM 4.71 scheduled for March 2003  Pilot Institutions United States (Ole Miss) Great Britain (Newcastle) South Africa (UCT) Belgium (KUL) Switzerland (Basel)  1 st Go Live University of Montevideo in Uruguay USA GB Switzerland South Africa BE

6. Campus Management, Buster Hale and Kathy Gates 6 Elements of a Student System  Student Information Student Records Transcript Production  Program Information Course Catalog and Schedule Degree Offerings  Student Accounting Financial Aid Fee Calculation Accounts/Receivable  Support for Core Processes Traditional Roles

7. Campus Management, Buster Hale and Kathy Gates 7 Elements of a Student System  Example Processes Recruitment Orientation Admissions Advising Registration Billing Grading Teacher Evaluations Progression Graduation Alumni Relations Other

8. Campus Management, Buster Hale and Kathy Gates 8 Elements of a Student System  Web-Everything This is the world in which students live. Examples  Application for Admission  Registration (feels like online shopping)  Fee Payment  Grades Look-Up  Advising  Functionality that Was Not Possible Before Degree Audit Real-time Access Self-Service  Total Integration Recruitment Course Management Software HR and Financials Alumni Relations  New Opportunities

9. Campus Management, Buster Hale and Kathy Gates 9 SAP’s Solution: Campus Management  A Student Management System to administer: Academic Structure and Academic Offering Student Life Cycle Processes Recruitment and Alumni  Customer Relationship Management for Higher Education Student Accounting Student Services  CM does not include: Housing Financial Aid Teacher Recruitment Library Management Integration of third parties/ other SAP Modules

10. Campus Management, Buster Hale and Kathy Gates 10 Product Strategy: mySAP HE&R as Integrated Solution mySAP E-learning mySAP Human Resources mySAPFinancials mySAP CRM Personal Admin. Personal Develop. Payroll Time Recruiting Financial AdminAdmin. Controlling mySAP Campus Mgmt. Student Life Cycle Life Long Learning Distance Learning Funds & position Mgmt. ContractAcc. Student recruitment Alumni admin. mySAP Basis OrgMgmt. Workfolw Archiving ALE Grants mgmt. mgmt.mySAP Public Sector

11. Campus Management, Buster Hale and Kathy Gates 11 Campus Management – Student Life Cycle Academic Calendar Application Reporting Academic Structure Rules & Regulation Events Student- Masterdata Re- sources Academic History of the Study Student- administration Teaching & Study Registration Course Registration Progression Examination & Grading Re-registration Equivalency Determination Admission Change of Program Degree Auditing Graduation Student Accounting De-registration Alumni Event Planning Recruitment

12. Campus Management, Buster Hale and Kathy Gates 12 Different Learning Cultures - Different Study Models American Central Europe British Different Learning Cultures British Different Study Models Program Type Oriented R e p o rt i n g A p p li c a ti o n AcademicCalendarAcademicCalendar A c a d e m ic S tr u ct ur e R ul e s & R e g ul at io n E v e nt Pl a ni n g Student-Master-dataStudent-Master-data EventEvent Academic History of the Study Student- administra tion Teachin g Registration Course Registration De-registration Progression Examination & Grading Re-registration Equivalency Determination Admission Change of Program Degree Auditing Graduation Student Account ing Recruitment Alumni Program Oriented R e p o rt i n g A p p li c a ti o n AcademicCalendarAcademicCalendar A c a d e m ic S tr u ct ur e R ul e s & R e g ul at io n E v e nt Pl a ni n g Student-Master-dataStudent-Master-data EventEvent Academic History of the Study Student- administra tion Teachin g Registration Course Registration De-registration Progression Examination & Grading Re-registration Equivalency Determination Admission Change of Program Degree Auditing Graduation Student Account ing Recruitment Alumni Non Program Oriented R e p o rt i n g A p p li c a ti o n AcademicCalendarAcademicCalendar A c a d e m ic S tr u ct ur e R ul e s & R e g ul at io n E v e nt Pl a ni n g Student-Master-dataStudent-Master-data EventEvent Academic History of the Study Student- administra tion Teachin g Registration Course Registration De-registration Progression Examination & Grading Re-registration Equivalency Determination Admission Change of Program Degree Auditing Graduation Student Account ing Recruitment Alumni Benelux

13. Campus Management, Buster Hale and Kathy Gates 13 Campus Management - Academic Structure  Academic Programs: Web View

14. Campus Management, Buster Hale and Kathy Gates 14 Campus Management - Academic Structure  Academic Programs: Web View

15. Campus Management, Buster Hale and Kathy Gates 15 Campus Management - Academic Structure  View from within Campus Management

16. Campus Management, Buster Hale and Kathy Gates 16 Campus Management - The Academic Structure  Example Objects Object TypeDescription OOrganizational Unit SCProgram of Study SMStudy Module (Course) CGModule Group STStudent CSStudies DEvent Type SEEvent Package EEvent

17. Campus Management, Buster Hale and Kathy Gates 17 Campus Management - Admissions  Admission Process Student sends an online admission application to university and pays application fee by credit card. Admissions officer receives the online admission application via workflow in his inbox. Admission officer checks the application and communicates with student via mail. Application is routed (electronically) to other offices for further processing. Student is admitted to the university. Student master data is created.

18. Campus Management, Buster Hale and Kathy Gates 18 Campus Management - Admissions  Student applies for admission via a web form that initiates a notification in Campus Management.

19. Campus Management, Buster Hale and Kathy Gates 19 Campus Management - Admissions  The Admissions Officer’s Workplace

20. Campus Management, Buster Hale and Kathy Gates 20 Campus Management - Admissions  The Admissions Officer’s Workplace

21. Campus Management, Buster Hale and Kathy Gates 21 CM Admissions - Underlying Technology  Internet Service Request (ISR) Applications can be viewed and edited from R/3 in original form Includes support for an approval step Applications can be linked to back-end processing in R/3  Population of application with content from R/3, e.g., to build drop-down lists  Direct transfer of application content to R/3  Incorporation of standard workflows such as sending email to the applicant  Actions and tasks with corresponding R/3 functions  One or more processors can act on the application  Biller Direct functions to handle payment of application fee  Touchnet Payment Gateway  Java Servlets

22. Campus Management, Buster Hale and Kathy Gates 22 Campus Management - The Student File  The Student File

23. Campus Management, Buster Hale and Kathy Gates 23 Campus Management - The Student File  The Student File ~ Visa Information

24. Campus Management, Buster Hale and Kathy Gates 24 Campus Management - The Student File  The Student File ~ External Transcripts

25. Campus Management, Buster Hale and Kathy Gates 25 Campus Management - Student Accounting  Self-Service Fee Payment with “Biller Direct” (formerly Electronic Bill Presentment and Payment) Student signs in Student views Bursar bill Students pays online via credit card  Integration with SAP Financials and HR  BAPIs for interfacing with third party Financial Aid System

26. Campus Management, Buster Hale and Kathy Gates 26 Campus Management - Release Planning CA, GA for UK and CH 04/2002 05/2001 6/1999 12/1999 6/200012/2000 FCS CM 4.62 CM 4.61 FCS CA CM 4.63 CM 4.64 CA, GA restricted to selected countries 04/2003 (planned) CM 4.71 Campus Management Release Cycle Time Level 8 04/2004 (planned) Current Release

27. Campus Management, Buster Hale and Kathy Gates 27 Campus Management 4.71  New Areas Degree Audit Academic History File Graduation Equivalency Determination including Transfer Agreements  Major Enhancements of Existing Processes Automation of Admission Correspondence Audit Trail (Activity Documents) Equivalency Determination and Transfer Articulation Financial Aid Interface  Further Continuous Enhancements Progression (Program Type) Student Accounting Student File

28. Campus Management, Buster Hale and Kathy Gates 28 UM’s Implementation Forging Innovative and Responsive Service through Technology www.olemiss.edu/projects/first

29. Campus Management, Buster Hale and Kathy Gates 29 Project Organization

30. Campus Management, Buster Hale and Kathy Gates 30 Campus Management Phase 1  September 2001 – May 2002  Components  Academic Structure Model Developed Course and Program Data Entered into CM Web view of Academic Programs opened to public  Undergraduate Application for Admission with Fee Payment Implemented with Internet Service Request (ISR) Touchnet Payment Gateway Uses SAP Biller Direct Functionality  Related Start-up Activities  Project Organization and Planning  Consultant Involvement

31. Campus Management, Buster Hale and Kathy Gates 31 Campus Management Phase 2  April 2002 – May 2003

32. Campus Management, Buster Hale and Kathy Gates 32 Implementation Issues  Implementing SAP in a University Environment  Characteristics of a Pilot Project  Learning Curves/ Knowledge Transfer  Consultant Involvement  Support for Web Applications

33. Campus Management, Buster Hale and Kathy Gates 33 UM’s Implementation  Beyond Phase 2 Degree Audit with Student Self- Service Capability Transfer Articulation and Equivalency Determination Prospect Tracking with CRM More Automation of Processes

34. Campus Management, Buster Hale and Kathy Gates 34 Demonstration: Academic Programs  Web Address http://www.olemiss.edu/services  Underlying Technology Two RFCs for retrieving academic structure data from CM SAP’s Business Connector product Apache Web Server  Tomcat to add servlet support  XALAN to add XML/XSL Transform Capability  Design Choices Generalized presentation servlet XSL transforms Some real-time and some pregenerated

35. Campus Management, Buster Hale and Kathy Gates 35 Question and Answer

36. Campus Management, Buster Hale and Kathy Gates 36 Credits  Special thanks to:  Karin Busch, Joachim Plumbaum, and the SAP Campus Management Development Team  Jeannie Wagner of SAP Public Services

37. Campus Management, Buster Hale and Kathy Gates 37 For More Information  Buster Hale hale@olemiss.edu  Kathy Gates kfg@olemiss.edu Copyright Buster Hale, Kathy Gates, 2002. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the authors.