AACRAO Technology Conference - July 15, 2013

ROADMAP TO SUCCES

S:

E X T E N D I NG K

U A L I S T U D E N T

PRESENTERS

Caryn CastellanBusiness Systems Manager, Academic Advising and Self-Service

Sandy ThompsonManager, Student Records and Self-Service Technical Team

Grant L. SimpsonSenior Systems Analyst, Academic Advising and Self-Service Team

Indiana UniversityUniversity Information Technology Services (UITS)

• IU is a 4-year public university• 9 campuses statewide

• 8 of which utilize the Oracle-based Student Information System (SIS)• Approximately 94,378 students enrolled on the campuses using SIS*• Majority of students are enrolled at the two largest campuses:

• Bloomington (39,767) and Indianapolis (28,461)• Over 1,100 different degree offerings

*enrollment statistics based on Spring 2013 enrollment

IU’S STUDENT INFORMATION SYSTEM

PeopleSoft CS 9.0 Bundle 29 (implemented June 8, 2013)

PeopleTools 8.52

Oracle 11g

IU CUSTOMIZATIONS TO PEOPLESOFTMulti-institution modifications include All eight campuses share a single database Single transcript

Coursework from all campuses combined into a single transcript Single Course Catalog

Courses share a course id Campus identified at course offering level

AAR can use data from all institutions if programmed to do so Planner is organized by Career rather than institution

Statistics are computed by Career and Program (2GPA)

CUSTOMIZATIONS CONTINUED…Planner

Ability to add course notes and term notes Enhanced ease of functionality (collapse all, expand all, etc.) Ability to send planner content for review and comment to an assigned advisor

Class searchAcademic Advisement Report (AAR)

Run dynamically on request Display exceptions directly on AAR Course list display

Registration and waitlist Include in-progress courses in prerequisite checking Added waitlist-any functionality (allows student to waitlist any class, including a new class if

one is added)My Advisees/Advisor Assign

Expanded concept to include multiple advisor types and Advising Office Added parameters and visual display to enhance case management advising

BUSINESS PROCESSES - IN TRANSITION

• Historically, processes have been largely decentralized with variations by campus and school.

• Recently went through a trustee-mandated benchmarking and business process review with Accenture.

• Consequently, we are moving to shared services model for student services.

HISTORY AND BIRD’S EYE VIEWAwareness-

Of a number of initiatives, plans, thoughts and ideas all had related goals

Input from students- Too much information in too many places

Broadly defined, the goals included – Improve retention and success Improve time to graduation Enhance the undergraduate experience

It is intended to promote student learning and development, to engage students with a suite of interactive tools designed to explore and enhance the college experience, and to provide a clear path to academic and career goals. The power of the IU Academic Roadmap will be actualized through a suite of integrated tools that link student information with degree planning tools, advising records, and opportunities to reflect on all aspects of the undergraduate experience.

IU ACADEMIC ROADMAP

BEGINNINGSConceived as part of a customized web portal

• Engage students with interactive tools

• Enhance the college experience

• Promote student learning and development

• Provide clear path the career goals

New student environment

• Suite of tools needs to be presented to students in a new and engaging way

KEY ROADMAP TOOLS1. Personal Development Plan (ePDP)/Portfolio

2. IU-FLAGS Fostering Learning and Graduation Success Enterprise early alert system

Student Performance Roster Advising Records Analytics

3. Degree Achievement Includes a suite of tools for degree exploration and planning that enables

students to explore potential courses and degrees, to identify courses that could count toward those degrees, to visually track their progress toward their degree goals, and to help students to register for courses efficiently.

ELEMENTS OF DEGREE ACHIEVEMENT

1. Class Search and Registration: enhanced search based on requirements and interests, new course and class descriptions.

2. At-a-glance representation of courses taken and degree requirements met and still to be met (pre-populated degree plans, critical courses, degree audit).

3. Course Management – Enrollment Shopping Cart, calendar, and workload integration.

4. Planning and exploration tools (e.g., transfer credit, integration of study abroad, internships).

HOW TO ACHIEVE OUR GOALS

IU resources are tight…

The University of Washington (UW) was developing functionality, similar to the path we wanted to take, called MyPlan

The goal for UW’s MyPlan was for it to become a contribution to Kuali Student at some point Kuali Student is an open-source student information system being developed by teams from

several institutions in the U.S., Canada, and South Africa See http://www.kuali.org/ks for more information

IU saw this as an opportunity to leverage UW’s code and participate in developing a core module that would be contributed back to Kuali Student

DELIVERABLES/TIMELINES7/18/13 Production Date

New front-end that delivers an enhanced course and class search that provides the ability to: Search using a variety of terms—subject, course catalog number, keyword, etc.—all

from one search box Search for both courses and scheduled classes See when a course is typically offered and when it is actually scheduled Find classes that are offered online Narrow the search results according to a variety of criteria View a list of search terms related to the present search View course catalog, bulletin, and class descriptions Bookmark courses for later reference Add courses to the PeopleSoft Planner

DELIVERABLES/TIMELINES, CONT’D… Production Date 9/12/13

• Kuali Student Academic Planning (KSAP) Planner with integration to PS Planner

• Schedule build functionality based on courses in KSAP Planner

• Integration with PeopleSoft Shopping Cart for registration activity

• Term Notes and Course Notes

• Ability for student to save a static view of planner for Advisor comment

TBD

• Visual representation of degree progress

• Degree Audit functionality

BRIDGING DIFFERENCES BETWEEN INSTITUTIONS

Challenge #1 IU allows a student to put a course in the PS Planner more than one time UW Myplan “core” code - Item can only be in planner one time – either in Bookmarks or

Planned items

Challenge #2 IU has functionality called Block Enrollment – a “fake” course with sections of other

courses under it for registration – we needed to determine how to display this concept

Challenge #3 IU has multiple primaries (graded sections) for the secondaries (lab, discussion) – UW only

has one primary - we handled this by repeating the secondaries under each graded section

IU’S NEW COURSE/CLASS SEARCH SERVICEVideo Unavailable

ARCHITECTURAL COMPONENTS Kuali Rice (KR)

Kuali Rapid Application Development (KRAD) – framework for Kuali Student

Kuali Student (KS)

KSAP (Kuali Student Academic Planning) – in development at KS level

PS database

KS database

TECHNICAL LAYERS Presentation

Controller This is like the traffic cop – it takes input from a front-end action,

validates the data, decides what service to call

Service The service is responsible for selecting data from or updating the

database and returning a response through the controller to the front-end

HIGH LEVEL VIEW OF CODE INTEGRATION

Presentation Layer - KRAD

Search offerings

Add offerings

to PlannerSelect Schedule and add to

Shopping CartStudent

login

Controller

Designed using KS concepts

(learning units, registration groups, Reg Cart) with KS

SME’s

Service Layer

Search Controller

Registration Controller

Data Access Layer

Kuali Student

Accepts requests from

user, calls service

methods based on user action

and passes data back – KS Defined

Data Access Layer

AcademicPlanService

Component Interface

PS Web Services

SisAcademicPlanService

Kuali Student DAO

PeopleSoft

Service Contracts and method signatures defined

for KS Enrollment

Alternate implementation of method to interface with PeopleSoft – Adheres to KS service / method signature

Utilize existing PeopleSoft Component

Interfaces / Web Services where

possible

FUTURE PLANS – IU AND KUALI

IU has signed an agreement with Kuali to fund two Parallel Development Teams (PDT)

PDT #1

• Work with UW to continue building the core KSAP layer for contribution to KS

• IU KSAP - Phase 1 (9/12/13)

• IU KSAP - Phase 2 (December 2013)

• KSAP - Targeted public release (April 2014)

• Work on KS Registration Student View - Presentation, Controller and Services layer integrated

with PS - development begins January 2014

• Concurrent development on IU version of the KS Registration Student View

PDT #2

• Will contribute to the current work effort on the KS Enrollment module

QUESTIONS?

Caryn Castellan, ccastell@indiana.edu

Sandy Thompson, sthomps@indiana.edu