Secure Degree Conferral - Making Awarding Rewarding Session ID #51 July 3, 2012

Your Presenter Sara Brennan –Associate Director, Student Records –Manage Student Records processing team including: Degree Conferral, Transcripts, Enrollment Changes, other records changes –Oversee special projects, coordinate new functionality and system upgrades

Overview This session will detail how DePaul University used PeopleSoft to move from a manual graduation process to a seamless and secure degree conferral workflow.

DePaul University DePaul is the largest Catholic university in the nation, with ten colleges and schools, and six Chicago-area campuses For the academic year, the university enrolled 25,398 students who reflect a broad range of ethnic, religious, geographic and economic backgrounds. The student body includes 16,384 undergraduate students, 7,983 graduate students and 1,031 law students.

DePaul’s Oracle/PeopleSoft Applications PeopleSoft HCM/Campus Solutions v9.0, PT 8.52, Oracle 11g (originally implemented in 2000 on v7.6) PeopleSoft Financials/SCM v9.1, PT 8.51, Oracle 11g (originally implemented in 2000 on v7.51) PeopleSoft CRM v9.1, PT 8.51, Oracle 11g (originally implemented in 2003 on v8.8)

DEPAUL UNIVERSITY’S MANUAL GRADUATION PROCESS Click on View, Header and Footer to change text header.

Manual Processing SR and College Offices run report independently each term College Offices audit line by line in spreadsheet and print outs College Offices spreadsheet with notes to SR SR performed final audit from lists SR posted degrees and ran report SR ed report to College Offices for verification College Offices sent hard copy of list back with signatures SR imaged all documents

Weaknesses of Manual Processing Lack of Security in and Interoffice Mail Difficult to Accommodate One-Off Requests Risk of Human/Data Entry Error No Way to Track Audit Process in Student Information System Spreadsheets Difficult to Read Lack of Transparency in Process No Consistency in Documentation from College to College Click on View, Header and Footer to change text header.

DEPAUL UNIVERSITY’S SECURE DEGREE CONFERRAL Click on View, Header and Footer to change text header.

Student Records Requirements and College Office Requests Security Ability to Accommodate One-Off Requests Additional Information in Search Results Ability to Process One Student at a Time Ability to Enter Notes Color Coding for Easy Reference Easy One Sheet Processing Ability to Search/Process by College Ability to Run Report for Awarded Degrees Confirmation s Click on View, Header and Footer to change text header.

COLLEGE OFFICE FEEDBACK Click on View, Header and Footer to change text header.

QUESTIONS? Click on View, Header and Footer to change text header.

Contact Sara Brennan –Associate Director, Student Records –DePaul University – Click on View, Header and Footer to change text header.

Making Awarding Rewarding Session ID #51 Denny Savage Associate University Registrar The University of Alabama

Agenda UA Introduction Previous process overview Benefits of proposed solution Initial application process Award process Challenges/Successes

The University of Alabama Founded 1831 Alabama’s first public college Fall 2011: 31,747 students UG: 26,234 GR: 4,913 Professional: % of students come from states other than Alabama

Previous Process Paper applications 2011 UG = 5258 GR = 1986 LW = 269 Total = 7513

Previous Process Undergraduate vs. Graduate vs. Law Communication with students Manual data entry Proofing Final sign-off

Proposed Solution Online application Initial application approval workflow Final award workflow

Web Application Setup Term availability Student eligibility Student information Web text localization

Term Selection

Curriculum Selection

Ceremony Selection

Diploma Name Selection

Diploma Name Editing

Diploma Address Selection

Application Summary

Application Confirmation

Web Application Changes

Initial Workflow Overview

Approver Worklist

Approver Task View

Award Workflow

Batch kickoff Honors calculation Working concurrently

Challenges Testing, testing, testing Undergraduate Engineering Verbiage on forms/ s Maintaining departmental approvers Stalled applications/workflow tasks Baseline application curriculum selection Denied & cannot reapply

Successes 4 weeks extra application time 2 weeks less award time Easier on students/colleges/OUR Manual entry error elimination 100% attendance response Training materials

Questions? Denny Savage registrar.ua.edu