Campus Solutions Implementation Project Steering Council Proposal Date: 12/15/14 Request #: SISRP64 Title: Graduate / Professional School Integration Strategy Author: Lauren Williams 1
Request: Decision Problem Statement There are three options for integrating graduateprofessional school admissions into Campus Solutions. Timing would need to coincide with both SlateCampus Solutions timelines. Background 1.1 Participants Proposal Developed By: Admissions Interviewed / Provided Input: Corinne Kosmitzki, Anne Aaboe, Rick Roark, Kim Roberts, Chris Cameron, Jeff Smurthwaite, Karen Kato, Danny Grieb Stakeholder Community: All GraduateProfessional Academic Groups Identified Academic Groups College of Chemistry College of Letters and Science Goldman Schl of Public Policy Graduate School of Education Graduate School of Journalism School of Information School of Public Health College of Engineering Haas School of Business Clg of Environmental Design School of Law School of Optometry School of Social Welfare College of Natural Resources 2
Highlevel data flow: All colleges (Chemistry, Letters and Science, Engineering, Environmental Design and Natural Resources) and four graduateprofessional schools (Public Policy, Education, Journalism, Social Welfare) use Jazzee for receiving applications, reviewing, and selecting applicants. That data then feeds data to GradAdm for SIR, clearing, SID creation, (9 out of 14 Academic Groups) Five professional schools (Information, Public Health, Haas, Optometry) use external applications for receiving applications, reviewing and selecting applicants. That data, then is sent to Jazzee to create an offer of admission. It is then pushed to GradAdm for SIR, clearing and SID creation (4 out of 14 Academic Groups), (13 out of 14 Academic Groups use GradAdm) Law use an external applications for receiving applications, reviewing and selecting applicants, as well as offers, SIR and deposits. That data is then pushed directly into to DB2, bypassing Jazzee and GradAdm (1 out of 14 Academic Groups) 1.2 Glossary Jazzee selfservice, application and transcript/document online submission/receipt, application review and selection, fellowship review, offer, communications (interfaces with all professional schools systems, except Law) Students applying to some professional schools and dualdegree programs (e.g. Public Health) will file two applications; a Jazzee application and a professional school application (exception: Haas) Professional schools and the College of Engineering review in their own system and record their admission recommendation in Jazzee. GradAdm self service for Statement of Intent to Register (SIR), issues SID (CalNet), and next steps. Provides interface to Grad Division Admissions staff for clearing. Salesforce communications, application status, selfservice (used by Haas, School of Information, Law) *not identified in diagram below Slate prospect database, application reader, CRM, EMS, selection, offer, communications, self- service OptomCAS third party application used by School of Optometry 3
SoPHas prospecting tool and selfservice application School of Public Health, used for communications and review of application *not identified in diagram below LSAC (LAW) self service, document submission, application used by School of Law (all ABA schools use the Law School Admissions Council products and services) ACESII database, collects data delivered from LSAC for the application review (SalesForce used) *not identified in diagram below 2U selfservice, communication, document submission, used in School of Information 1.3 Options Option #1 Replace GradAdm with Campus Solutions 1. Description: Build interfaces from Jazzee and Law into Campus Solutions. Entails replacing GradAdm and therefore would facilitate the SIR, deposit, SID creation in Campus Solutions, for all Academic Groups. 4
2. Pros Cons GradAdm has already been identified as an area for improvement, by stakeholders Requires staff commitment from Grad Div, both functional and technical Already established buyin Minimal business process changes Addresses painpoints related to: Will not have an opportunity to directly engage professional schools Shadow systems will remain Earlystart programs Reporting/ Query QC Transactions in selfservice turnaround time Communications Identity management Provides opportunity for phased integration Use of Slate by Grad Div could be better determined during and after the implementation at the undergraduate level Technical Resource Impact Functional Resource Impact Change Impact Maintenance Cost (Annual) none, low, medium, high none, low, medium, high none, low, medium, high none, low, medium, high Option #2 Replace Jazzee and GradAdm with Slate + Campus Solutions 2. Description: Develop Slate for undergraduate, graduate professional simultaneously. In addition to replacing Jazzee and GradAdm, academic groups would need to make decisions about whether to replace CRM, EMS and shadow systems/databases 5
Pros Cons Reduces interfaces and integration points With an extended timeline, functionality could be improved Streamlines resources by using Slate application software campuswide Jazzee was recently implemented Buyin not yet created for Slate Professional schools are pleased with CRM, EMS and homegrown shadow systems Especially SalesForce and CoE database Requires substantial staff commitment from Grad Div and individual professional schools Likely to require purchasing additional Slate instances (databases) Must reconsider timeline Technical Resource Impact Functional Resource Impact Change Impact Maintenance Cost (Annual) none, low, medium, high none, low, medium, high none, low, medium, high none, low, medium, high Option #3 Replace Jazzee and GradAdm with Campus Solutions (Only) 3. Description: Configure Campus Solutions for all core business processes: application management to matriculation. Not Viable 6
Pros Cons one unified system Does not meet the graduate professional requirements Would postpone golive and milestones Required fulltime staff resources from Grad Div to be dedicated to the project team, immediately Overwrought with customizations Replacing legacy systems which are satisfactory, with a system that further limits functionality Technical Resource Impact Functional Resource Impact Change Impact Maintenance Cost (Annual) none, low, medium, high none, low, medium, high none, low, medium, high none, low, medium, high Recommendation or Request for Direction The SIS Project Team recommends moving forward with Option #1. Decision of Steering Council Option #1 was approved by Steering Council. Below is the future state of Graduate Professional data flow; 7
Communication Needed [Indicate the communication necessary] Sender Receiver Message Who s Affected 8