Campus mgmt overview1

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
Resources
Financial
Accounting
Facilities
Management
Real
Estate
Sales and
Distribution
Training
And Event
Management
Campus
Management

Academic
Structure
Campus Management and the Student Life-Cycle
Recruitment
Admission
Graduation
Alumni
Relations
Equivalency
Determination
Student
Accounting
Grading
Progression
Degree
Auditing
Financial Aid
Housing
Registration

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

Seemingly irrelevant “pop quiz”

What do these items have in common?
 Delorean
 Steam locomotive
 Phone booth

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

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

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

Academic
Structure
Recruitment
Admission

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

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

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

Academic
Structure
Recruitment
Admission
Equivalency
Determination

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)

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

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
Challe ng ing Hig he r Educatio ns’ No n-Co nce ptio n
o f Sche duling as a Missio n-CriticalO pe ratio n

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?


“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 HigherEducation

Room
Scheduling
Bottleneck
Management
Roll-Forward
Re-Allignment
Institutional Impact
Impact of Scheduling Function

The BottleneckConcept…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%

What is Demand Analysis?

Detailed information about each active student
(Student – Specific)

Aggregation of the Demand Analysis for each of these
students (Comprehensive)

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)

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 3 A 2 F D Part-time 40%
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

Program Analysis
Freshman
Sophomore
Junior
Senior

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
1:00 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

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

Tom Shaver
tshaver@astraschedule.com
888-343-1092
Questions?

Academic
Structure
Recruitment
Admission
Equivalency
Determination
Grading
Progression
Degree
Auditing
Financial Aid
Housing
Registration

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

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)

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

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

Academic
Structure
Recruitment
Admission
Equivalency
Determination
Student
Accounting
Grading
Progression
Degree
Auditing
Financial Aid
Housing
Registration

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

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

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

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

Business Case Behind Joint SAP/Sigma Solution

Complexity of regulations
 Federal
 State
 Institutional

Frequency of change

Unique processing cycle

Interface with external agencies

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 CM Responsibility

Campus identifier assignment

Enrollment calculations

GPA calculations

Class level determination

Financial aid specific academic progress

Payment application logic

Most refunding algorithms

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

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

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

Questions?
Feel free to contact Andy Sprague:
ASprague@SigmaSys.com
or
marketing@sigmasys.com

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

Academic
Structure
Recruitment
Admission
Graduation
Alumni
Relations
Equivalency
Determination
Student
Accounting
Grading
Progression
Degree
Auditing
Financial Aid
Housing
Registration

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

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.

Campus mgmt overview1

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