Collaborating for MIT's Future

2. My Appointments Create New Inbox Search Reports nadendla
Web Grad Aid Background:
• What is Web Grad Aid?
• Web-based data entry tool for processing graduate student appointments
• Built in 2001 with minimal system integration
• Why did we choose Web Grad Aid for re-engineering?
• Manual / multiple data entry
• Printing appointment changes
• Calculations on spreadsheets – shadow IT
• Complex reporting & audit
• Data out of sync – delays in data propagation
• Web Grad Aid facts:
• Approximately 15,000 graduate appointments for 5600 Graduate Students in a given year
• Graduate student tuition support + stipends: ~ $300M (FY2015)
• Application accessed by ~300 Users in MIT (ODGE, Grad Admins, AO’s/FO’s, SFS, VPF etc.)

3. My Appointments Create New Inbox Search Reports nadendla
Web Grad Aid Re-engineering:
• Business process improvements:
• Student Assessment visibility
• Built in Reasonable Compensation calculations
• Attach supporting documents
• Robust workflow approval process
• NO SFS MONTHLY LATE FEE
• New name – Graduate Appointment Portal (GAP)
• Re-engineering application:
• Real time data integration – Improve data quality
• Improved user interface
• Leverage standard SAP appointment structures
• Eliminate shadow IT Systems
• Reusable API’s

4. My Appointments Create New Inbox Search Reports nadendla
System Integration

5. My Appointments Create New Inbox Search Reports nadendla
Conclusion, Project Timelines, Contacts:
• Conclusion:
• Significant improvement in managing graduate appointments
• Cloud strategy – replace On-Premise application with Cloud application
• Efficient appointment creation
• Improved data quality
• Simplified reporting for VPF/SFS/DLC’s
• Graduate Appointment Portal Go-Live target date - March 2017
• Graduate Administrators can start processing appointments for Aid Year 2018 in GAP
• Project contacts:
• Keiko Tanaka (Administrative Officer, ODGE)
• Mark Waters (Director of Student Receivables)
• Pamela Schickling Buckley (Assistant Controller, VPF)
• Kevin Lyons (Project Manager IS&T)
Not Affiliated with:

6. My Appointments Create New Inbox Search Reports nadendla