Student Administration Project Scope

In order to most efficiently achieve the Student Administration project objectives, the project scope has been selected based on costs, benefits, and risks.

All proposed changes to project scope must follow the Change Request process outlined in this document

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Phase 1 (to "initial live date") in scope

Business Process and Software Analysis

• Fit and Gap Analysis
  1. Campus Community
  2. Admissions and Recruiting
  3. Student Records
  4. Student Financials
  5. Collaborative Applications
• Business Process Redesign

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PeopleSoft Student Administration Modules

The scope list below represents items scheduled for technical implementation only. Some of these items may not be utilized by the user community immediately or at all.

• Academic Structure
  1. Academic Institution
  2. Campuses and Locations
  3. Academic Groups
  4. Academic Organizations
  5. Academic Careers
  6. Fields of Study
  7. CIP Codes
  8. HEGIS Codes
  9. Academic Subject Areas
  10. Term and Sessions
  11. Academic Level and Load Determination
  12. Academic Calendars
  13. Academic Programs
  14. Academic Plans
  15. Academic Sub Plans
• Campus Community
  1. Biographic and Demographic Information
  2. Identification Data
  3. Health Data
  4. Participation Data
  5. Services Data
  6. Committees
  7. Events Planning and Tracking
  8. External Organizations
  9. Service Indicators
  10. Administrative Functions and 3C Application Engine
  11. Communications Management
  12. Checklist Management
  13. Comment Management
• Student Records
  1. Course Catalog
  2. Class Schedules
  3. Instructor Workload
  4. Academic Program Management
  5. Term Activation
  6. Enrollment Processing
  7. Enrollment Processing via Web Self-Service
  8. Transfer Credit Processing
  9. Attendance Tracking
  10. Academic Standing
  11. Honors and Awards
  12. Student Milestones
  13. Student Grading
  14. Degree Posting
  15. Transcript Processing
  16. Academic Advisement
• Student Financials
  1. Payment Processing Rules
  2. Tuition and Fee Calculation
  3. Cashiering
  4. Maintain Receivables
  5. Student Billing
  6. General Ledger Interface
  7. Aging Receivables
  8. Process Late Fees
  9. Enrollment Cancellation for Non-Payment of Fees
  10. Collections
  11. Refund Tuition and Fees
  12. Payment Plan Tracking
  13. External Organizations-Corporate Customer
  14. Tax Reporting
  15. Student Accounts via Web Self-Service
• Collaborative Applications (Web Self-Service)
  1. Personal Portfolio
  2. Learner Services
  3. Learning Management
  4. Community Access
  5. Community Directory

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Housing Solution

During the initial weeks of the project, the Core Team will determine the specifications for a tool to support the housing process.

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Security

• Application Security
• Network Security
• Database Security

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Reporting

• PeopleSoft Delivered Reportsy
• Brandeis University Custom Reports

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Testing

• Unit Level Testing for Modules
• Integrated System Testing

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Education Services

• Implementation Team Training
• End User Trainin
• Business Process Documentation

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Interfaces

During the first few months of the project, the Core Team will perform an assessment of many of the university's systems to determine which systems will ultimately need to interface with the PeopleSoft Student Administration system. Each system will be categorized as:

1. Requiring an interface to go live;
2. Requiring an interface, but not necessarily before live; or
3. Not requiring an interface.

The assessment of systems for potential interfaces will include the following among others:

• SIS
• PeopleSoft HRMS and General Financials
• Systems currently interfacing with SIS
  1. A.S. Graduate Admissions Systems
  2. Exeter Undergrad Student Enrollment Management
  3. Etools Enrollment Management
  4. AMS Loan Collection
  5. Student Payroll
  6. National Student Clearinghouse
  7. Faculty Database System
  8. Certification System
  9. Room Schedule
  10. Attrition Tracking System
  11. Commencement Prizes /Awards Database System
  12. IVR Voice System Student Applications
  13. Transcript Request Tracking System
  14. Freshman Room Assigning System
  15. Upper Class Room Lottery System
  16. Course Evaluation
  17. Student ID Change Tracking System
  18. Alumnae Admissions Council System
  19. Student Support Services System
  20. Personalized Letter Processing
  21. Admissions Search Mailing System
  22. IVR Voice System Account Module
  23. Admissions Counts and Applicant Tracking Database System
  24. Telecom AXIS System
  25. Dining Services Validine System
  26. Library System
  27. Public Safety Terminator System
  28. IVR Voice System FA Module
  29. Chickering Insurance
  30. Advisor Assigning
  31. Admissions Faculty Letter
  32. Admissions BARD Database System
  33. Computing Services Helpline System
  34. Federal Direct Loan System
  35. Powerfaids Financial Aid System
  36. Promissory Note System
  37. I.E.F. Graduate Admissions Systems
  38. MAAX Academic Advising System
  39. Fleet Bank
  40. EMS
  41. Millennium

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Historical Data Conversions

Data included in historical conversion will include:

1. Student Records Data
2. Student Accounts Data
3. Student Financial Aid Data
4. Student Admissions Data

During the initial months of the project, the Core Team will analyze various options for the detail specifications of the historical data conversions. The analysis will include:

1. Identifying the options for converting historical data into the PeopleSoft system;
2. Understanding the business and technical implications of each option; and
3. Determining a course of action.

Once the Core Team determines a course of action, it will implement the conversions and work with the involved groups to update business processes accordingly.

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Potential future scope after Phase 1

• Admissions and Recruiting

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Out of scope

• Contributor Relations
• Financial Aid

Brandeis and Academe Roles and Responsibilities

The following table delineates activities by the Brandeis Student Administration Team, other Brandeis constituents, and Academe.

	Brandeis SA Team	Academe	Brandeis Non-SA
Fit-gap analysis for "Phase 1 in scope" items	X	X
PeopleSoft setup for "Phase 1 in scope" items	X	X
Conversions from Legacy Systems to PeopleSoft Student Administration	X	X
PeopleSoft Student Administration Security	X	X
Reports	X	X
Testing	X	X
Business Process Redesign	X	X
Business Process Documentation	X	X
Support for legacy systems			X
Modifications to legacy systems			X
Approved PeopleSoft Patches and Updates	X
Approved modifications to PeopleSoft Student Administration	X	X
Unapproved modifications, patches, or updates to PeopleSoft Student Administration	Out of Scope
Database Administration	X
Networks and Servers	X
End User Training	X	X
Project Management and Communications	X