student services information technology overview

Student Services Information

Technology Overview

2

SponsorSponsor Major SystemsMajor Systems UsersUsers

Admissions Undergraduate Recruitment

Graduate Admissions

MIT Applicants, Admissions, Educational Counselors, Academic Departments

Registrar; Academic Services Student Record, Registration, Degree Audit, Catalog, Scheduling (students, classrooms, exams), Advising, Commencement, Tuition Assessment, Communications Req.

Students, Faculty, Academic Departments, Advisors, Housemasters, Registrar’s Office, Academic Services, Alumni, World

Student Life Housing, Dining, Medical, Athletics, Student Activities

Students, Housing, Dining, Medical, Athletics

Financial Services Student Accounts, Federal Work Study, Financial Aid

Students, Student Financial Services

Provost Graduate Aid Provost’s Office, Academic Departments

SSIT FTE 25 Systems: MITSIS, WebSIS, Other include ~ 60+ applications

Technologies: UNIX, VAX/VMS, C, Cobol, Java, Perl, SQR, Oracle databases (7.3 and 9), Oracle Forms, PowerBuilder, Web, J2EE

Users: ~15,000 faculty, students, staff; ~30,000 potential applicants

3

Student Information System

Faces of the SIS MITSIS – Oracle Forms WebSIS – web forms

4

Typical MITSIS Screen

5

Typical WebSIS Screen

6

SIS Business Processes

The SIS supports the MIT culture and faculty policies

Exceptions Decentralization Uniqueness

Student Services Information Technology

Overview

Undergraduate Admissions

8

Undergraduate Admissions Home

9

Undergraduate Admissions – MyMIT

10

Undergraduate Admissions – MyMIT Blogs

11

Undergraduate Admissions – Online Application

12

Undergraduate Admissions – Overnight Visit

13

Stargate Internal Application – Basic Search

14

Stargate Internal Application – Advanced Search

Student Services Information Technology

OverviewGraduate Admissions

and

International Students Office

16

Graduate Admissions

15 000 applicants for graduate admission Graduate administrators in 33 academic departments Admitting into 45 programs

Also processing admissions for

Special students Exchange students Visiting students

17

Graduate Admissions

Contacts Applications

Biographic info, educational history, recommendations , GRE and TOEFL scores

MIT ID assignment Admission decisions, applicant replies Data downloads to local systems (FM Pro) Initial financial aid and registration records Survey, reports

18

Graduate Admissions

People contacting MIT for graduate admissions:

25 000 people sending their GRE, TOEFL test scores 13 000 people downloading grad application form from

website 4 000 people requesting applications via walk-in, phone

calls, e-mail

19

Graduate Admissions

Graduate Admissions Applications

15 000 per year

20% received on paper 80% received from 3 different online applications 7500 applications received from CollegeNet Received as PDF and as text

20

Graduate Admissions

Graduate Admissions Applications - continued

Sloan: 2 600 applications We receive and process a direct data feed from their

vendor

Course VI: 2 400 applications Course VI has written their own online application. We

receive and process their applicant data feed into MITSIS

21

Graduate Admissions

MIT ID Assignment

Data download to local systems

Admission decisions by departments 2 800 admitted

Decision letters to applicants 1 600 accepting MIT’ s admission offer and enrolling

22

Graduate Admissions

Financial aid and registration base record in MITSIS for admitted applicants

Surveys mailed to all admitted applicants

Reports: Mailing, application, yield statistics

Data Warehouse

23

ISO - International Students Processing

International Students

36 % of graduate students 8 % of undergraduate students

In-house developed J2EE Swing application

24

ISO - International Students Processing

Checking admissions, registration, financial aid and budget data from multiple SIS business domains

Entering funding information for applicants

Providing new students data to Homeland Security

Reporting changes in status (biographical, registration, funding, program, level, etc.) to Homeland Security

25

ISO - International Students Processing

Receive the Certificate of Eligibility forms (I-20 and DS-2019) which allow the student to apply for the F1 and J1 visa

Keep electronic notes of advising appointments and any other changes to a student’s immigration record

Processing requests and granting work authorization

Processing travel letters, SSN letters, certificate of study letters

Reports and statistics

Student Services Information Technology

Overview

Student Financial Services

27

Student Financial Services Applications Team

Our team supports Student Financial Services (SFS), which is comprised of Financial Aid, Student Accounts, Loan Services, Student Employment and the Student Services Center.

28

Student Financial Services Applications Team

Students interact with SFS when they: Incur charges, including tuition, medical

insurance, housing and dining, library fines Receive financial aid, including grants,

scholarships and loans Make payments on their student account

29

Student Financial Services Applications Team

Our team provides ongoing system support for these and other services, beginning with the students’ initial applications and continuing until after graduation.

30

Student Financial Services Applications Team

Student data enters MITSIS from the Admissions system via an automated download.

As the students statuses change from ‘applicant’ to ‘admitted’ to ‘admitted and coming’, the information is updated in MITSIS.

31

Student Financial Services Applications Team

MITSIS feeds data into PowerFAIDS, a stand-alone Financial Aid application.

If a student applies for financial aid, as approximately 60% of undergraduate students do, a financial aid package is generated using this application.

When the financial aid is awarded, the information is fed back into MITSIS, where student award, account and billing data is updated.

32

Student Financial Services Applications Team

33

Student Financial Services Applications Team

Other Financial Aid awards enter the MITSIS system via Web Grad Aid, a J2EE-based data entry tool used by departmental graduate administrators.

Approximately 12,000 graduate awards are entered each year.

34

Student Financial Services Applications Team

35

Student Financial Services Applications Team

SFS uses SISTIM, another J2EE-based application, for several tasks, including the maintenance of student account information, processing outside scholarships and the processing of refunds to students.

36

Student Financial Services Applications Team

The Housing Office also uses SISTIM, in conjunction with MITSIS, to support the following:• Building and room definitions• Room cost rates, taxes, fees, refunds• Room assignments • Financial transactions for undergraduate and graduate

students• Reports to internal and external groups (Census extract

etc.)

37

Student Financial Services Applications Team

38

Student Financial Services Applications Team

Additional charges are posted to the students’ accounts via electronic data feeds, which are received from various departments, including Housing, Dining, Medical, and the MIT Library.

Outgoing data feeds of SFS data are sent internally to the Data Warehouse and Medical, and externally to vendors who supply loan and billing services

The student account transactions eventually are posted to SAP via the MITSIS General Ledger Pass.

39

Student Financial Services Applications Team

For aid year 2005, nearly 11,000 students received some type of financial aid, including 52,000 distinct awards totaling almost $400 million.

In addition, over 400,000 student account transactions were processed during that time period.

Student Services Information Technology

Overview

Student Academic Cycle

41

Student Academic Cycle Freshman Advising Folder – provides a consolidated view of

tests taken prior to a students admission to MIT and during their first term as a Freshman.

Displays pending credit awarded for student test scores View credit generated based on test scores View transfer credit from other schools

42

Student Academic Cycle Pre-Registration – All continuing students have the ability to Pre-Register

for Classes on line. Subject Listings and Schedule

Displays approved subject descriptions, reviews curricula Schedules classes, rooms, subjects, students and exams.

Pre-Requisite Checks Checks for subjects dependencies

Registration Hold Financial, Medical, Immigration, Housing

Pre-Registration Class Lists Displays Student lists with names and accompanying photos

43

Student Academic Cycle Registration/Reg. Day – process of finalizing the term subject selection.

Registration Form is printed based on Pre-Registration and a student meets with his advisor to determine his schedule

Student submits their completed and signed registration form to the Registrar’s Office, who then in turn processes that form.

Adding/dropping of a subject within the term needs to be done within 4 weeks of the term start.

Registered Class Lists – are available to faculty and instructors

44

Student Academic Cycle Tuition Assessment

Estimated Assessment processing is performed prior to Registration Day and during the first 3 to 4 weeks of regular terms. Students who are eligible to register who have not had an approved light load will be assessed the full tuition associated with their Basis Code for that term.

Actual Assessment processing for regular terms occurs beginning at some point between the 3rd and 5th week or if a student withdraws from MIT prior to that time.

45

Student Academic Cycle Academic and Biographic Record - once a student is registered, their

academic and biographic information is tracked. Status of Registration

Displays current term registration and degree audit information. Grade Report

Internal record of grades received for prior terms, displays term cumulative GPA and units earned.

Degree Audit “shapes and shares degree lists” – audits GIR’s and ensures

integrity to each MIT degree Address Maintenance (Term, Billing, Home, International, Mailing)

Students can view and maintain their addresses on line.

46

Student Academic Cycle UROP – Undergraduate Research Opportunities Program -

New application in development Cultivates and supports research partnerships between

undergraduates and MIT faculty Students apply on line Provides centralized maintenance of UROP application

process Registrars Office can track students UROP academic

credit

47

Student Academic Cycle Degree Tracking – New Application in Phase II

On Line application form for degree candidates Tracking and approving students’ candidacy. Finalizes and formats student degree information for the

Commencement Book Publication of Commencement Book Marching order on commencement day

Student Services Information Technology

Overview

Infrastructure Team

49

Infrastructure Team Two primary areas of responsibility

Database Administration

System Administration

50

Infrastructure Team

Database Administration

51

Infrastructure Team

Administration of 14 Databases Oracle

7.3.4 Legacy MITSIS Database 9i Undergraduate Admissions Database 10g Migration of Legacy system & UA

52

Infrastructure Team Database design and support

Keep patch levels current

Capacity monitoring and planning

Performance monitoring and tuning

53

Infrastructure Team

System Administration

54

Infrastructure Team 46 Servers

with 25 FTE’s that is 1.84 Servers per FTE We will be reducing this number as we migrate the legacy applications

to new technology

Operating System Support to SSIT for 5 Operating systems OpenVMS Tru64 Windows NT Solaris Linux

* OS level Support is provided by Server Operations

55

Infrastructure Team Provide Support for Middle tier Software

Weblogic (versions 6, 7 & 8) Netscape Apache Oracle Application Server

Encrypted Printer Support to SSIT Clients

56

Infrastructure Team Provide Production Support including:

Designing, configuring, testing and monitoring datafeeds Maintaining the crontab files per developer specifications Perform VMS queue management

Batch and Print

Production moves Legacy system production moves Websis production moves J2EE deployments

57

Infrastructure Team General support surrounding operating system tasks including:

Monitoring backups Maintaining SSL certificates Monitor disk space

Capacity planning Monitoring performance

CPU utilization Memory utilization

Support Mitsis Migration

Student Services Information Technology

Overview

Mitsis Migration

59

MITSIS Migration - Goal

Migrate the Student Information System onto a supportable and stable platform to allow MIT to evaluate the Student Information System and strategically determine the long term direction.

60

MITSIS Migration Current State

LegacySystems

MITSIS Form & Batch Processes

VMS OS

Forms3.0SQR4.3Pro*c

Pro*CobolGASP

True 64 OS

Websis

SQR4.3

Desktop

PowerbuilderApps

Solaris

J2EEWeblogic

Oracle 7.3.4MITSIS DB

Power UserTools

File FeedsHASS

TestscoresPayroll etc.

61

MITSIS Migration Changes to Current State

Web BasedMITSIS Forms &Batch Processes

LinuxOracle 10gAS

Forms10gSQR8(Hyperion)

Pro*cPro*Cobol

GASP

LinuxOracle HTTP

Websis

SQR8(Hyperion)

Desktop

PowebuilderApps

Linux

J2EEOracle AS

Oracle 10gSun Solaris

Power UserTools

File FeedsTestScores,HASS,

Medical…50 Known Feeds

•Elements in black represent changes to current state

62

MITSIS Migration Project ComponentsVMS/Oracle

Migration

FormsMigration

COM/DCLPro*c Etc.

Websis PowerbuilderMiscellaneousUser Access

Infrastructure Misc Dev.Current J2EE

AppsData Feeds

Support &Training

Database GASP

•Components need major coordination and cooperation

•SSIT Staff will lead each component

63

MITSIS Migration - Other Goals Establish processes

PMM SDLC Support Processes

Collaboration with other teams QA Documentation Training PMM Coaching

Trained staff

Student Services Information Technology

Overview

Organizational Structure

65

JoAnne Stevenson Interim Director

SSIT

Undergraduate Admission Team

(TBA)

Graduate Admissions/DSL

Team(Ayca Darcan)

Academic Services: Support

Team(Andrea Collins)

Academic Services: Development

Team(JoAnne Stevenson)

Student Financial Services Applications

Team(Interim–Shawn Dunn)

Mark BreibartRoberta CrumrineMonica Menlibai

Shawn DunnJoe GreeneTom Wanderer

Eamon KearnsRyan Jones

InformationServices &Technology Student Services Information Technology:

Business Application Teams

Deepali SinhaStan Zemon

Leonard Lu

66

JoAnne StevensonInterim Director

SSIT

Infrastructure Team

(Dan Hart)

MITSIS Migration Team(Leo Larson)

Mike BroderickRaisa BudmanSemyon EskinSteve FranksMarina HauptmanPhoebe Minias

Olu Brown

InformationServices &Technology

Student Services Information Technology: Common Services Teams

Student Services Information Technology

Overview

Thank You