1 System Administration Institutional Research Implementation Status By Helen Ernst AIRPO Summer Conference June 14, 2007

2 Implementation Information How to access 5 Year Plan Website  go to  Select ‘faculty, staff & employment’ from the list in the upper left hand corner  Select ‘sign on’ in the upper right hand corner.  select your campus and enter your userid and password then click on ‘Logon’  You are now on the employee services portal webpage.  Click on the System Administration Projects tab  Select the ‘Suny University Wide Administrative Systems 5 Year plan’

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9 Discoverer Viewer Workbooks  Authorization code is IR_DISCO_STATS  New  Degrees Granted by Campus  Degrees by Reporting Year  State Operated Campuses  Community Colleges  Retention of Community College Transfers  Existing  Headcount Academic Program  Headcount Demographics  Headcount Legislative Districts  Headcount Permanent Residency  Headcount Selectivity

10 Data Transfer System  Course Pilot - 14 campuses  Albany, Stony Brook, Buffalo U  Brockport, Delhi, Maritime, Oswego, Plattsburgh, Potsdam, SUNYIT  Corning, Erie, HVCC, Sullivan

11 Course Pilot  13 campuses successfully sent their course submission  8 Banner Campuses Participated using XML and web services  Non-Banner Schools  4 Sent XML, 2 Sent a flat file  1 Used web services to transfer file  5 Used web application to upload file

12 Course Pilot  5 campuses have locked and had their data approved by System.  Banner schools have successfully loaded the SUNY Course IDs  Albany has uploaded Course Ids  5 campuses have locked their submissions  3 continue to correct their submissions  1 is working on sending the submission (Potsdam had technical difficulties with transmission and is close to a resolution)

13 DTS Enhancements  Ability to submission contacts  Increase the size of the local campus student id to 20 (Banner request)  Added Appendix Files for Download  Course Rollover View  New Reports to assist campuses and reviewers in evaluating submission accuracy  DTS Training now available

14 Course Pilot - What we learned  Start adding CIP codes to courses early.  Web Service speed is variable based on several factors.  Speed of connection to the internet  Database configurations & resources  Campus server processing power  Load on System Admin server  Most non-banner campuses are updating locally and re-sending the full submission.

15 Course Submission  Any campus interested may test the course submission  Contact to let us know you would like to begin testing  Phase 1 campuses need to send a test course by 1/31/2008  Phase 2 campuses need to send a test course by 11/1/2008

16 Campus Security Administrators All campuses need to have designated a security administrator who is responsible for granting access to System Administration applications. You can have one or more designated security administrators Approval to add a security administrator should be directed through your campus CIO and sent to Jeremy Binger Please provide the name, phone number, and address for the security administrator. The following campuses need to designate a security administrator: Cayuga, Dutchess, FIT, Finger Lakes, Fulton-Montgomery, Herkimer, Mohawk Valley, Nassau, North Country, Orange, Schenectady, Sullivan & TC3

17 Next Up – Term Section Next Up – Term Section Security is required for term/section Security is required for term/section  Authentication is the process of verifying a person's identity  Authorization is the process of verifying that a known person has the authority to perform a certain operation  Encryption - is the process of obscuring information to make it unreadable without special knowledge

18 Security  Connections to the web service must use HTTPS  XML-Signature is used to identify the campus and department sending the SOAP message. The certificate used for signing is itself signed by a certificate authority run at System Administration.  Certificates for each campus can be downloaded from a HTTPS secured web page located at

19 Term/Section Submission  System Administration will have the term/section submission processing in production beginning in July  Pilot campuses will start sending the Spring 2007 term/section submission in July.  Banner software is being worked on and a summer release is planned

20 Term/Section Submission  Requires security  Layouts, data dictionary and supporting materials are available on the 5 year plan website.  System Administration will have the term/section submission processing in production beginning in July  Pilot campuses will start sending the Spring 2007 term/section submission in July.  Banner software is being worked on and a summer release is planned

21 Term/Section Upcoming Dates GroupEnv. Data Source Send PilotTest Spring /07 PilotProd 10/07 Phase 1 Test Fall /08 Phase 1 Prod Fall /08

22 Student Repository  Repository is created in our test environment  We are presently loading SDF data for the pilot campuses  Supplemental data was sent by Brockport, Sullivan, Buffalo  We plan on loading about 9 million student/term records.  Pilot campuses can expect to receive student SUNY Ids this summer

23 Get Ready Here are some things ALL campuses can do now to prepare for the new IR submissions  Add CIP codes to all your courses  Make sure they are CIP 2000 only  Get up to date degree information from your instructors  State Operated Campus need to add data to the new HR system. Anyone instructing in a classroom must be on the HR system.  Community Colleges need this data stored electronically to be able to send it in the term/section submission

24 Get Ready  Community Colleges  Ensure that you can store SUNY Ids for all teaching faculty on your HR system.  Review Faculty elements in term/section to ensure data is available including Faculty Name, FT/PT, Academic Rank, Tenure Status, Highest Degree Earned & Institution  All Schools  Ensure that you can store SUNY Student Ids for all students on your campus student information system.  Banner schools  should be downloading the latest student release, testing and moving it into production

25 DTS Demonstration  Tour of the 5 year plan website  Course  Term Section