Fall Startup Preparations FAS Systems July 16, 2014

Fall Startup Prep - Agenda I.Clients II.Applications that support the Fall Registration and Enrollment of a Student. III.FAS Systems - Production Support & Communications IV.Issues & Remediation 2

I. Clients FAS Faculty Students: Freshmen, Upperclassmen, Graduate FAS Registrar Office of Undergraduate Education GSAS Advising Programs Office Writing Program Freshman Dean’s Office Freshman Seminars Language Resource Center AEO (Accessible Education Office) 3

Calendar AprilMayJuneJulyAugustSeptember Placement Exams Departmental Requests Intake Placement Exams Freshman Information Course Catalog Updates Pre-Term Planning Academic Calendar Config RO/HUIT Kick-off Collecting Information, Application Changes, Adhoc Reporting, Manual Data Feeds Testing HUIT Change Freeze Advising Registration Cross Registration Shopping Study Cards Enrollment Reporting Sectioning 4

II. Fall Startup Applications A.Matriculate Freshmen B.Planning for Fall Enrollment C.Advising & Placement of Students – Online Placement Exams – Placement Report – Advisor Matching D.Setting up of Courses E.Registration and Enrollment 5

II. Fall Startup Applications A. Matriculate Freshmen Collect data – from Students, Admissions, Educational Testing Services. * (May) Update student record systems – Hers1, Hers2 * (May) –Hers1 –Hers2 6 * Application to be replaced by SIS

II. Fall Startup Applications B. Planning for Enrollment PreTerm Planning – Students select courses that they anticipate taking in the Fall. * (June) TF Allocation – Based on predicted and actual enrollments (June – Sept) Application Academic Calendar * (May) 7 * Application to be replaced by SIS

II. Fall Startup Applications C. Advising & Placement Online Placement Exams Collect questions and update Online Placement Exam Application (April) Collect and implement business rule changes from departments * (April/May) Registration for Freshmen and Upperclassmen (May – Sept) Languages, Math, Writing, Sciences Reporting of general data about students * (July – Sept) 8 * Application to be replaced by SIS

II. Fall Startup Applications C. Advising & Placement Placement Report Business rules “engine” * uses data from standard tests, Harvard placement exams, and courses taken at Harvard to determine: (July/August) Placement Recommendation for Fall Language Requirement Fulfillment Advanced Standing Credits 9 * Application to be replaced by SIS

II. Fall Startup Applications C. Advising & Placement Advisor Assignment Collect Housing Data * (July) Collect Student Preferences Survey Data (July) Match students to advisors based on complex set of 20 business rules * (July) Provide student data to advisors * (August) Open Advising to Students (ANP) * (August) 10 * Application to be replaced by SIS

II. Fall Startup Applications D. Setting Courses Collect and feed Course Data for Registrar’s web site and Course Catalog * (June) Assign classrooms * (June – August) Collect Final Assessment Information from Faculty * (August) Assign Final Exam Group for each course * (July) 11 * Application to be replaced by SIS

II. Fall Startup Applications E. Registration & Enrollment Registration Registration of students that they have arrived on Campus * (August) Communications and Notifications * Directory Update * Different content for freshmen, seniors, other upperclassmen, and graduate students. * University Cross-Registration 12 * Application to be replaced by SIS

II. Fall Startup Applications E. Registration & Enrollment Enrollment in Classes Shopping Days * (August, Sept) Study Card * (Sept) Scanning * (Sept) Sectioning * (August, Sept) Reporting of enrollment numbers * (Sept) Freshman Seminar Registration (August, Sept.) 13 * Application to be replaced by SIS

III. Production Support Configuration Adhoc reporting * Distribution of communications to student Application modifications Testing Troubleshooting Running of cyclical jobs Dataloads Communication and Coordination with Business Owners and other HUIT departments 14 * Application to be replaced by SIS

III. Communications Cross-HUIT - Weekly meeting starting in August. Sponsored by Support Services. -Participants: ATS, AcTS, Infrastructure, Support Services HUIT/FAS -Bi-weekly meetings starting in July. Sponsored by ATS. -Participants: ATS (OPP, CAP), Support Services, ICAPS, FAS RO, Office for Undergraduate Education, Advising Program Office. -Issues and Action Items tracked through the Fall Startup Dashboard HUIT/RO Kickoff -Monthly meetings sponsored by the RO. -Participants: ATS-CAP, ATS-Data Services, RO sysops, Support Services. - Detail action items in checklist maintained by RO. Incident Report for Fall Startup - Maintained by ATS-CAP. To be reviewed at Fall Startup Debrief by Mike Burke and Jay Harris. Fall Startup Remediation from Maintained by ATS-CAP. Reviewed at Monthly CITPC meeting. 15

IV. Issues Highly manual processes, increasing possibility of errors and need for troubleshooting Gaps in expertise in outdated technology Programs need to be changed and rebuilt because much of the text is hard-coded. Testing – Complicated and complex environments, environments sometimes outdated, needs automation Recruitment of students for testing 16

IV. Remediation of Issues Improved communications between HUIT organizations and between HUIT and Business Owners. Detailed checklists of operations and action items with dates and updated status Contract with HERS1 technology expert Contacts with Athletics Dept. and APO for larger pool of students. Introduction of join.me for remote student testing Improved staging environment for Faculty UAT Tracking of Incidents for Debrief at end of the Fall Startup SIS Wave 1 Tracking of Incidents for Debrief at end of the Fall Startup 17