Graduate School PeopleSoft Admissions Implementation

Open HouseThursday, July 16, 2009

Mar – May •Implementation Team•Review of GS Business Processes

Jun - Aug •Specs aka “Behind the Scenes”•Testing

Aug - •Training•Go Live•Ongoing Training, Review, Enhancement

Implementation Team• Consultant & Technical Specialist

– Tina Travis– Mark Taylor

• Emory PeopleSoft Team– Kurt Haas– Beth Broyles– Jesse Foley

• Graduate School Team– Tammy Coleman– Renee Webb– Kharen Fulton & Rosemary Hynes– YOU

Review of GS Business Processes

• Goals– Streamline – Eliminate Redundancy– Provide Support to Programs

GS Office Focus Pyramid

300 New Students

600 Admits

3800 Applicants

GS Office Focus Pyramid

600 Admits

3800 Applicants

GS Business Process Review: Changes

• All credentials, including transcripts, will go to programs

• Admissions decisions will be entered by program staff– Email notification to applicant goes overnight– Hard copy letter generated in GS office, mailed the next

business day

• Special Fellowships – Programs will record nominations in PS– GS will record Woodruff, Diversity and A&S awards in PS– GS will send letters to awardees

GS Business Process Review: Changes

• Admit decisions recorded in PS by program– DEIN will signal GS to post FA and send welcome

communication• Program deliver application, transcripts, letters of

recommendation to GS• GS will “audit” and create student file for Records

– Other codes will signal other actions

GS Business Process Review: Summary

• Programs will have what they need sooner• GS will no longer create folders for 3800 apps• GS will no longer post FA for 600 admits• GS will no longer produce and file 1000s of copies of

GAF, award letters• GS staff will be available to assist programs with special

cases & exceptions (GRE verification, for example)• Official notifications will go to applicants faster and

programs and GS will be able to track communications electronically

Specs aka “Behind the scenes”

• GS has benefited from lessons learned in other Emory implementations

• Whole team reviews options• Tammy and Renee write specs• Kurt and Tina review• Mark translates specs into code• Whole team reviews, tweaks

Dean’s Weekly Report

Dean’s Weekly Report, p. 2

Weekly Status Report

Decision Summary Report

(a work in progress)

Decision Summary Report

(a work in progress)Page 2

Decision Summary Report

(a work in progress)page 3

Testing

• Multi-stage√ Specs√ Code√ Team tests√ GS staff testComing soon…Program staff test

Training Sessions

• PS Basics• 3 C’s• How to Manage Prospects• How to Manage Applications• How to Run Queries & Reports

Questions

• Rosemary Hynes– rosemary.hynes@emory.edu

• Kharen Fulton– kharen.fulton@emory.edu