fall startup preparations fas systems july 16, 2014

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

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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)

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CalendarApril May June July August September

Placement Exams Departmental Requests Intake

Placement ExamsFreshman 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

Sectioning4

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

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II. Fall Startup ApplicationsA. 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 ApplicationsB. 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 ApplicationsC. 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 ApplicationsC. 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 ApplicationsC. 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 ApplicationsD. 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 ApplicationsE. 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 ApplicationsE. 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 2013 - Maintained by ATS-CAP. Reviewed at Monthly CITPC meeting.

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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

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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

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