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SAP Campus Management
Michael Fan
SAP AG 2001, SAP Learning Solution, Will Chatham 2 SAP AG 2004 2
SAP Netweaver Technology Platform (fully integrated; common tools)
CRM
Campus Management as an Integrated Part of ERP
Human
ResourcesFinancial
AccountingFacilities
Management
Real
Estate
Sales and
Distribution
Training
And Event
Management
Campus
Management
SAP AG 2001, SAP Learning Solution, Will Chatham 3 SAP AG 2004 3
Academic
Structure
Campus Management and the Student Life-Cycle
Recruitment
Admission
Graduation
Alumni
Relations
Equivalency
Determination
Student
Accounting
Grading
Progression
Degree
AuditingFinancial Aid
Housing
Registration
SAP AG 2001, SAP Learning Solution, Will Chatham 4 SAP AG 2004 4
SAP Enterprise Portal
Delivered with the software
Integrated “out-of-the-box” with SAP applications
Open for integration with other applications and portals
Allows students, parents, and faculty to access “self-service” functions
SAP AG 2001, SAP Learning Solution, Will Chatham 5 SAP AG 2004 5
Seemingly irrelevant “pop quiz”
What do these items have in common?
Delorean Steam locomotive Phone booth
SAP AG 2001, SAP Learning Solution, Will Chatham 6 SAP AG 2004 6
Academic Structure
Defines the “C’s and D’s” of your institution Colleges Departments Campuses Degree Programs Degrees Degree Requirements Courses Calendars
Allows for different business rules and business processes in a single institution (with “Trickle Down”)
“Date Effective” structure allows you to plan for the future and preserve change history
SAP AG 2001, SAP Learning Solution, Will Chatham 7 SAP AG 2004 7
Academic Structure (example)
Univ. of the Future
College of Liberal Arts College of Engineering
English Dept. History Dept. B.S.
B.A. in English B.A. in History Comp.Sci. 101
Comp.Sci. 102
SAP AG 2001, SAP Learning Solution, Will Chatham 8 SAP AG 2004 8
Academic Calendar
Defines key dates and date ranges Start and end of classes Class registration windows and priorities Add/drop periods Payment due date schedules
Different calendars can be assigned to different elements of the academic structure
SAP AG 2001, SAP Learning Solution, Will Chatham 9 SAP AG 2004 9
Academic
Structure
Campus Management and the Student Life-Cycle
Recruitment
Admission
SAP AG 2001, SAP Learning Solution, Will Chatham 10 SAP AG 2004 10
Recruitment
Recruitment can be handled internally or externally
Multiple status settings available to track the progress of a recruit
Active recruitment campaigns can be managed in mySAP CRM
mySAP CRM includes Territory Management capabilities for recruiters
Recruitment data can also be transferred from a separate system
SAP AG 2001, SAP Learning Solution, Will Chatham 11 SAP AG 2004 11
Admissions
Applicants can submit applications to one or more programs
Applicants can prioritize their applications
Admission fees can be automatically generated and tracked
Web-based applications are supported, with automated workflow
SAP AG 2001, SAP Learning Solution, Will Chatham 12 SAP AG 2004 12
The Student File
Contains all important data on students and their university careers Address/Contact Data Demographic Data External Educational History (Transcripts, Test Scores, etc.) Student Accounting Data Admission Applications Program Registration Information Academic and Financial Holds Academic Performance Course Registration History Correspondence History Majors/minors/concentrations Financial Aid data SEVIS data NCAA data
SAP AG 2001, SAP Learning Solution, Will Chatham 13 SAP AG 2004 13
Academic
Structure
Campus Management and the Student Life-Cycle
Recruitment
Admission
Equivalency
Determination
SAP AG 2001, SAP Learning Solution, Will Chatham 14 SAP AG 2004 14
Equivalency Determination
Incorporates external transcripts and test scores
External credit/grades are transferred to internal credit/grades
Define transfer agreements with specific external institutions
Course correlation can be One-to-one One-to-many Many-to-one Many-to-many
Credits and grades can be transferred using various conversions
Credits can be transferred without grades
Can issue general purpose credit (i.e. no specific course)
SAP AG 2001, SAP Learning Solution, Will Chatham 15 SAP AG 2004 15
Curriculum Management
Defines the course catalog offered by the university, along with relationships to degree programs
Defines attributes of each course offered Course Description Capacity Subject (e.g. CIP code) Academic Level Offering Pattern (e.g. every Fall, every 2nd Spring) Credits Grading Scale Cross-listing with other courses Pre-requisites / Co-requisites (unlimited number) Special Fees Repeatability
SAP AG 2001, SAP Learning Solution, Will Chatham 16 SAP AG 2004 16
Course Scheduling
Defines the components of a course Lectures Recitations Labs Etc.
Defines the course sections Class times and durations (Do not have to be regular) Special sections (e.g. Graduate students only, Honors students) Section Capacities
Handles resource allocation Instructors Rooms Special Equipment
Class schedules can be rolled forward to future sessions
Advanced scheduling can be done via third-party applications
Enrollment Management Through Scheduling
Challenging Higher Educations’ Non-Conception of Scheduling as a Mission-
Critical Operation
SAP AG 2001, SAP Learning Solution, Will Chatham 18 SAP AG 2004 18
Defining Questions
Are you out of space?
• How do you know?
• Is space shortage caused by “external” factors?
Could Admissions drive Enrollment Growth if your Space could Accommodate it?
How do you Measure Student Demand for Courses?
SAP AG 2001, SAP Learning Solution, Will Chatham 19 SAP AG 2004 19
“Baby Boom Echo” They are coming – more than 40 million of them! Peak in 2009 – largest graduating class ever (3.2 million students) Continue through 2018
Academic Space inventory has actually Declined
Crippling decline in funding
Crisis in Higher Education
SAP AG 2001, SAP Learning Solution, Will Chatham 20 SAP AG 2004 20
RoomScheduling
BottleneckManagement
Roll-ForwardRe-Allignment
Institutional Impact
Impact of Scheduling Function
SAP AG 2001, SAP Learning Solution, Will Chatham 21 SAP AG 2004 21
The Bottleneck Concept…Which Campus Can Grow?
Capacity Management
Room Campus “A” Campus “B”
Classroom 1 50% 50%
Classroom 2 50% 50%
Science Lab 50% 0%
Computer Lab 50% 100%
Average Util. 50% 50%
SAP AG 2001, SAP Learning Solution, Will Chatham 22 SAP AG 2004 22
What is Demand Analysis?
Detailed information about each active student (Student – Specific)
Aggregation of the Demand Analysis for each of these students (Comprehensive)
SAP AG 2001, SAP Learning Solution, Will Chatham 23 SAP AG 2004 23
Demand Analysis
• Historical Analysis and Trends in Enrollments (best approach for starting students and elective courses)
• Program Analysis (references program progress, from degree audit, by student to project what students need)
• Student Survey (on-line survey of student needs, wants and availability)
SAP AG 2001, SAP Learning Solution, Will Chatham 24 SAP AG 2004 24
Historical Demand Analysis
Active Students Major Level Gender Day/Night Status Likelihood to take course
Student 1 A 1 M D Full-time 56%
Student 2 A 2 M D Full-time 62%
Student 3 A 2 F D Part-time 40%
Student 4 A 3 M D Full-time 52%
Student 5 A 3 F D Full-time 39%
Student 6 B 1 M D Part-time 41%
Student 7 B 1 M D Full-time 50%
Student 8 B 1 F D Full-time 37%
Student 9 C 2 M D Part-time 44%
Student 10 C 3 F N Part-time 13%
Result 4.34
SAP AG 2001, SAP Learning Solution, Will Chatham 25 SAP AG 2004 25
Program Analysis
Freshman
Sophomore
Junior
Senior
SAP AG 2001, SAP Learning Solution, Will Chatham 26 SAP AG 2004 26
Student Survey
Your Availability: 42 Total Hours (40 Hours Minimum)
31 Hours Preferred
Sun Mon Tue Wed Thu Fri Sat
7:00 AM N Y Y Y Y Y N
8:00 AM N Y Y P P P N
9:00 AM N Y Y P P P N
10:00 AM N P P P P P N
11:00 AM N P P P P P N
12:00 AM N P P P P P N
1:00 PM N P P P P P N
2:00 PM N P P P P P N
3:00 PM N P P P P P N
4:00 PM N Y Y Y Y Y N
5:00 PM N Y Y Y Y Y N
6:00 PM N N N N N N N
7:00 PM N N N N N N N
8:00 PM N N N N N N N
9:00 PM N N N N N N N
SAP AG 2001, SAP Learning Solution, Will Chatham 27 SAP AG 2004 27
SAP AG 2001, SAP Learning Solution, Will Chatham 28 SAP AG 2004 28
Paying Faculty 100%(Expenses > Revenue)
Paying 100%
for space that is 50% full
Paying 100% for
HVAC
How many sections of this class are being offered?
Does this class conflict with
other classes that I need?
Is there a smaller classroom
available?
Is there another building that is already in use?
Paying 100% subsidy on
student tuitions
SAP AG 2001, SAP Learning Solution, Will Chatham 29 SAP AG 2004 29
Tom Shaver
888-343-1092
Questions?
SAP AG 2001, SAP Learning Solution, Will Chatham 30 SAP AG 2004 30
Academic
Structure
Campus Management and the Student Life-Cycle
Recruitment
Admission
Equivalency
Determination
Grading
Progression
Degree
AuditingFinancial Aid
Housing
Registration
SAP AG 2001, SAP Learning Solution, Will Chatham 31 SAP AG 2004 31
Registration
Students register for specific courses and/or course sections
Registration priority windows can be established Contiguous With gaps Overlapping
Course registration incorporates business rules Financial and Academic holds are checked Time-conflicts are checked Capacity rules are checked Other rules can be attached to specific courses or sections
Conditional registration is supported Pre-requisite not yet complete, but in progress Financial or academic hold to be released
Web-based course shopping/registration is supported
SAP AG 2001, SAP Learning Solution, Will Chatham 32 SAP AG 2004 32
Grading
Define different grading scales (e.g. A-F, P/F, 1-5)
Define grading scale conversions (e.g. A = 4.0)
Multiple Performance Indices can be defined Overall GPA In-Major GPA Sessional/Term GPA
Multiple grading templates can be defined with exam grades, mid-term grades, participation grades, etc.
Grades can be manually over-ridden in the Student File (by authorized users only)
SAP AG 2001, SAP Learning Solution, Will Chatham 33 SAP AG 2004 33
Degree Audit
Degree Audit functionality is fully integrated; not a bolt-on
Requirement Catalogs define what is required to fulfill each degree program
Each year and/or academic session may have a new catalog
Quantitative (e.g. total CRH) and qualitative requirements (e.g. writing test passed) are supported
Students and faculty can perform audits via the Web
Degree Audit process will automatically suggest courses to fill as-yet-unmet requirements
Audit requirements can be over-ridden by authorized users
“Stage-based” Audit is also supported
SAP AG 2001, SAP Learning Solution, Will Chatham 34 SAP AG 2004 34
Progression
Determine academic progress (Freshman, Sophomore, etc.)
Determine Academic Standing (Good Standing, Probation, etc.)
Determine Financial Aid Standing (Eligible, Non-eligible, etc.)
Determine Academic Honors (e.g. Dean’s List)
Results are term-relevant and stored in the Student File
SAP AG 2001, SAP Learning Solution, Will Chatham 35 SAP AG 2004 35
Academic
Structure
Campus Management and the Student Life-Cycle
Recruitment
Admission
Equivalency
Determination
Student
Accounting
Grading
Progression
Degree
AuditingFinancial Aid
Housing
Registration
SAP AG 2001, SAP Learning Solution, Will Chatham 36 SAP AG 2004 36
Student Fee Calculation
Determines the charges that are posted to a student’s account
Flexible pricing procedures and rules allow for Flat fee per session Fee per credit/class Fee per credit/class up to maximum Per credit/class surcharge after a threshold is reached Custom pricing routines
Discounts/surcharges supported
Miscellaneous fees (e.g. parking, meal plan) supported
SAP AG 2001, SAP Learning Solution, Will Chatham 37 SAP AG 2004 37
Student Billing and Receivables
Charges can be split across multiple due dates, based upon the fee category (e.g. Tuition vs. Housing)
Based on percentages Based on fixed amounts
Each due date can be further split into installment plans for specific students
Based on percentages Based on fixed amounts
Full dunning procedures supported Interest calculations Service fees Setting holds on accounts
Cash Desk functionality included for payment by CC, check, cash
Integrated with SAP’s web-based Biller Direct application
SAP AG 2001, SAP Learning Solution, Will Chatham 38 SAP AG 2004 38
Financial Aid
Supports internal and external aid management
Internal aid used mostly for third-party billing Posts credits to student account Posts debits to sponsor account Evaluates pre-requisites (e.g. minimum credits, minimum GPA)
External aid management provides standard interfaces for third-party Financial Aid software packages (e.g. SIGMA)
Real-time access to student information Real-time update of student accounts
ProSAM by Sigma Systems
Managing and leveraging Financial Aid in conjunction with SAP’s Campus Management
SAP AG 2001, SAP Learning Solution, Will Chatham 40 SAP AG 2004 40
Sigma Systems, Inc.
Producing “best of breed” financial aid solutions since the early 70’s
Staff comprised of financial aid and technology experts
Similar philosophy as SAP Platform neutral Comprehensive, flexible feature set
SAP AG 2001, SAP Learning Solution, Will Chatham 41 SAP AG 2004 41
Business Case Behind Joint SAP/Sigma Solution
Complexity of regulations Federal State Institutional
Frequency of change
Unique processing cycle
Interface with external agencies
SAP AG 2001, SAP Learning Solution, Will Chatham 42 SAP AG 2004 42
SAP/Sigma Integration
Real time interface with SAP Campus Management Admissions Demographic Student classification / enrollment Student accounts receivable
“Division of labor” split appropriately between systems
SAP AG 2001, SAP Learning Solution, Will Chatham 43 SAP AG 2004 43
SAP CM Responsibility
Campus identifier assignment
Enrollment calculations
GPA calculations
Class level determination
Financial aid specific academic progress
Payment application logic
Most refunding algorithms
SAP AG 2001, SAP Learning Solution, Will Chatham 44 SAP AG 2004 44
Sigma Responsibility
FA eligibility determination
EFC calculation
Optimized award packaging
Enrollment management activities
Disbursement authorizations
Federal, State, and Loan interfaces
Return of Title IV Aid Calculations
SAP AG 2001, SAP Learning Solution, Will Chatham 45 SAP AG 2004 45
ProSAM Design Principles
Meet the specialized processing needs of financial aid professionals
Allow users to define business rules that can be applied to volume processing as well as individual cases
Present modules and functions appropriate for each user’s responsibilities
Provide framework for student self-service
SAP AG 2001, SAP Learning Solution, Will Chatham 46 SAP AG 2004 46
Selected ProSAM Modules
ISIR Management
Financial Need Analysis
Federal Verification
Document Tracking
Budgeting
Packaging
Correspondence
Disbursement
Pell Grant Processing
Loan Processing
Fund Management
Applicant Summary
Audit
Archive
Aid History
Return of Title IV *
Scholarship Mgmt *
Brief ProSAM Demo
Andy Sprague
SAP AG 2001, SAP Learning Solution, Will Chatham 49 SAP AG 2004 49
Student Correspondence
Correspondence automatically generated based upon different events (e.g. fee calculation, dunning steps)
Can be printed or distributed electronically in multiple formats (including PDF)
Correspondence history is maintained with each student, and can be re-printed
SAP SmartForms used to define the layout of each type of correspondence
SAP AG 2001, SAP Learning Solution, Will Chatham 50 SAP AG 2004 50
Academic
Structure
Campus Management and the Student Life-Cycle
Recruitment
Admission
Graduation
Alumni
Relations
Equivalency
Determination
Student
Accounting
Grading
Progression
Degree
AuditingFinancial Aid
Housing
Registration
SAP AG 2001, SAP Learning Solution, Will Chatham 51 SAP AG 2004 51
Graduation and Alumni
Graduation and Degree Conferment creates an ‘alumni’ status
Conferment process is defined by each institution
Conferred degrees are tracked in the Student File
Advanced alumni campaigning can be performed in mySAP CRM Student record and alumni record are linked Marketing campaigns (e-mail, mail, phone) are managed Alumni relationships with high schools, employers, etc. are maintained
SAP AG 2001, SAP Learning Solution, Will Chatham 52 SAP AG 2004 52
Conclusion: The SAP for HER Value Proposition
Single application to support entire University business cycle.
Scalable for large and small institutions without loss of performance.
Integrates to SAP and non-SAP technology.
Truly global solution.
SAP is a financially stable company with a solid, 30-year track-record of providing enterprise applications for Colleges and Universities
A “future-proof” application based on configurable processes and open standards that deliver flexibility.