Secure Degree Conferral - Making Awarding RewardingSession ID #51July 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 UniversityDePaul is the largest Catholic university

in the nation, with ten colleges and

schools, and six Chicago-area campuses

For the 2011-2012 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

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Manual Processing

• SR and College Offices run report independently each term• College Offices audit line by line in spreadsheet and print outs• College Offices email spreadsheet with notes to SR• SR performed final audit from lists• SR posted degrees and ran report• SR emailed 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 Email 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

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DEPAUL UNIVERSITY’S SECURE DEGREE CONFERRAL

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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 Emails

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COLLEGE OFFICE FEEDBACK

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QUESTIONS?

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Contact

• Sara Brennan– Associate Director, Student Records– DePaul University– E-mail: sbrenna7@depaul.edu

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Making Awarding Rewarding

Session ID #51Denny Savage

Associate University RegistrarThe 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: 600

• 34% 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

Diploma Address Selection

Application Summary

Application Confirmation

Web Application Changes

Initial Workflow Overview

Initial Workflow Overview

Initial Workflow Overview

Approver Worklist

Approver Task View

Award Workflow

Award Workflow

Award Workflow

• Batch kickoff• Honors calculation• Working concurrently

Challenges• Testing, testing, testing• Undergraduate Engineering• Verbiage on forms/emails• 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 Savagedenny.savage@ua

.edu205-348-0261

registrar.ua.edu