SAP Campus Management

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SAP Campus Management

• Michael Fan

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Campus Management as an Integrated Part of ERP
Human Resources
Financial Accounting
Facilities Management
Campus Management
Training And Event Management
CRM
Real Estate
Sales and Distribution
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Campus Management and the Student Life-Cycle
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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

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Seemingly irrelevant pop quiz

• What do these items have in common?
• Delorean
• Steam locomotive
• Phone booth

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Academic Structure

• Defines the Cs and Ds 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

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Academic Structure (example)
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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

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Campus Management and the Student Life-Cycle
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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

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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

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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

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Campus Management and the Student Life-Cycle
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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)

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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

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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

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Enrollment Management Through Scheduling

• Challenging Higher Educations Non-Conception of
  Scheduling as a Mission-Critical Operation

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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?

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Crisis in Higher Education

• 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

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Impact of Scheduling Function
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Capacity Management
The Bottleneck ConceptWhich Campus Can Grow?
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What is Demand Analysis?

• Detailed information about each active student
  (Student Specific)
• Aggregation of the Demand Analysis for each of
  these students (Comprehensive)

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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)

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Historical Demand Analysis
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Program Analysis
Freshman Sophomore Junior Senior


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Student Survey
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(No Transcript)
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Paying Faculty 100 (Expenses gt Revenue)
Paying 100 subsidy on student tuitions
Paying 100 for space that is 50 full
How many sections of this class are being offered?
Does this class conflict with other classes that
I need?
Paying 100 for HVAC
Is there another building that is already in
use?
Is there a smaller classroom available?
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Questions?

• Tom Shaver
• tshaver_at_astraschedule.com
• 888-343-1092

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Campus Management and the Student Life-Cycle
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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

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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)

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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

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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. Deans List)
• Results are term-relevant and stored in the
  Student File

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Campus Management and the Student Life-Cycle
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Student Fee Calculation

• Determines the charges that are posted to a
  students 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

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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 SAPs web-based Biller Direct
  application

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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

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ProSAM by Sigma Systems

• Managing and leveraging Financial Aid in
  conjunction with SAPs Campus Management

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Sigma Systems, Inc.

• Producing best of breed financial aid solutions
  since the early 70s
• Staff comprised of financial aid and technology
  experts
• Similar philosophy as SAP
• Platform neutral
• Comprehensive, flexible feature set

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Business Case Behind Joint SAP/Sigma Solution

• Complexity of regulations
• Federal
• State
• Institutional
• Frequency of change
• Unique processing cycle
• Interface with external agencies

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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

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SAP CM Responsibility

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

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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

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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 users responsibilities
• Provide framework for student self-service

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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

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Brief ProSAM Demo

• Andy Sprague

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Questions?

• Feel free to contact Andy Sprague
  ASprague_at_SigmaSys.com
• or
• marketing_at_sigmasys.com

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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

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Campus Management and the Student Life-Cycle
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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

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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.