bgsu/peoplesoft resource 25 interface [r25] – room scheduling fa table setup application load...

BGSU/PeopleSoftBGSU/PeopleSoft

Resource 25 Interface [R25] – Room Scheduling

FA Table SetupApplication Load (Rules)

Self-Service

December 2008 Go-Live

Resource 25 Interface [R25] – Room Scheduling

FA Table SetupApplication Load (Rules)

Self-Service

December 2008 Go-LiveResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!

Resource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!

IntroductionIntroduction


Project Management Team

Project Management Team

Project Directors– Bill Gerwin– Chris Cox

Project Manager– Leslie Wilbourn

Project Directors– Bill Gerwin– Chris Cox

Project Manager– Leslie Wilbourn

Student Records TeamStudent Records Team

Student Records Functional Team

– Sue Lau, Functional Team Lead– Laura Waggoner, Functional Team Lead

– Sue Tomor, Technical Team Lead

– Peggy Johnson, Functional Consultant

Student Records Functional Team

– Sue Lau, Functional Team Lead– Laura Waggoner, Functional Team Lead

– Sue Tomor, Technical Team Lead

– Peggy Johnson, Functional Consultant

Financial Aid TeamFinancial Aid Team

Financial Aid Functional Team

– Tina Coulter, Functional Team Lead

– Jerry Ameling, Technical Team Lead

– Robbie de Leur, Functional Consultant

Financial Aid Functional Team

– Tina Coulter, Functional Team Lead

– Jerry Ameling, Technical Team Lead

– Robbie de Leur, Functional Consultant

Admissions (Undergraduate) Team

Admissions (Undergraduate) Team

Admissions Functional Team

– Cecilia Castellano, Functional Team Lead

– Rich Kasch, Technical Team Lead

– Donna Gray, Functional Consultant


– Cecilia Castellano, Functional Team Lead



Admissions (Graduate) Team

Admissions (Graduate) Team


– Eric Zahnle, Functional Team Lead




– Eric Zahnle, Functional Team Lead



AgendaAgenda

Introduction December Implementation Change Management Self-Service Demonstration January Implementation Executive Summary

Introduction December Implementation Change Management Self-Service Demonstration January Implementation Executive Summary


December 2008December 2008

Resource 25 Interface [R25]

Admissions– Admissions Load – Changes

Financial Aid– Item Types– Aid Year Activation – 2010– Restricted Aid

Self-Service


Admissions– Admissions Load – Changes

Financial Aid– Item Types– Aid Year Activation – 2010– Restricted Aid

Self-Service



Student Records– An interface from Resource25, our

classroom scheduling software, will be implemented to synchronize room scheduling assignments from Resource25 to PeopleSoft so that room assignments will be displayed as part of the class record. This information will also be available to students through their class schedule which will be available through self-service in the spring.

Student Records– An interface from Resource25, our

classroom scheduling software, will be implemented to synchronize room scheduling assignments from Resource25 to PeopleSoft so that room assignments will be displayed as part of the class record. This information will also be available to students through their class schedule which will be available through self-service in the spring.

Application – Rule Changes


5,000 applications have been loaded to PeopleSoft from the OAR

Over 3,400 students have been admitted for Fall 2009

Over 37,000 prospect records have been loaded

5,000 applications have been loaded to PeopleSoft from the OAR

Over 3,400 students have been admitted for Fall 2009

Over 37,000 prospect records have been loaded



Received 1,320 applicants of which 704 have been posted to PeopleSoft from the OAR

Over 1,200 communications have been sent using the delivered Letter Generation process

Numerous positive response have been logged regarding the timeliness of these communications

Although application reviews are just beginning, there are 24 admitted applicants. The volume of decisions will increase in January

Received 1,320 applicants of which 704 have been posted to PeopleSoft from the OAR

Over 1,200 communications have been sent using the delivered Letter Generation process

Numerous positive response have been logged regarding the timeliness of these communications

Although application reviews are just beginning, there are 24 admitted applicants. The volume of decisions will increase in January

Financial AidFinancial Aid

FA Table Setup– Preparation for new aid year 2009 – 2010– Federal Regulatory Release 1– Freshman Scholarship Award– 4,000 Item Types– Term Counter for Institutional Scholarship

• No Customization

March 2009– Mass Packaging– Award Letters

FA Table Setup– Preparation for new aid year 2009 – 2010– Federal Regulatory Release 1– Freshman Scholarship Award– 4,000 Item Types– Term Counter for Institutional Scholarship

• No Customization

March 2009– Mass Packaging– Award Letters

Employee Self-ServiceEmployee Self-Service

Employee Self Service was introduced as a part of the September 2008 BG@100 Go-Live. This application provided the opportunity for BGSU employees to update several address and phone number types.

The Employee Self Service Update Personal Information option will be available 24 x 7.

Employee Self Service was introduced as a part of the September 2008 BG@100 Go-Live. This application provided the opportunity for BGSU employees to update several address and phone number types.

The Employee Self Service Update Personal Information option will be available 24 x 7.


As of the December Go-Live additional self service items will be available for employees.

These include:– My Names – My Addresses (additional address types

will be included) – My Phone Numbers (additional phone

number types will be included) – My Email Addresses – My Emergency Contacts – My Demographic Information

As of the December Go-Live additional self service items will be available for employees.

These include:– My Names – My Addresses (additional address types

will be included) – My Phone Numbers (additional phone

number types will be included) – My Email Addresses – My Emergency Contacts – My Demographic Information

Student Self-ServiceStudent Self-Service

As of the December Go-Live students will begin to have access to reference and update information using the Student Self application available via MyBGSU. Using this application, students will be able to have access to the following information: – My Names – My Addresses – My Phone Numbers – My Email Addresses – My Emergency Contacts – My Demographic Information

The Student Self Service Update Personal Information option will be available 24 x 7.

As of the December Go-Live students will begin to have access to reference and update information using the Student Self application available via MyBGSU. Using this application, students will be able to have access to the following information: – My Names – My Addresses – My Phone Numbers – My Email Addresses – My Emergency Contacts – My Demographic Information

The Student Self Service Update Personal Information option will be available 24 x 7.

Change ManagementChange Management




In preparation for the Resource25 (R25) interface to Campus Solutions being implemented as a part of the December Go-Live, the following change management items have been completed:

– New hardware installed – New software installed – Interface was licensed and installed in CSS and R25 – New department codes for R25 were created – New space features for R25 were created – Firelands rooms were added in R25 – The Summer Conference Room scheduling process was

modified – The S25 Room Scheduling process was modified – New cabinets and event types for final exam processing were

created within R25 – The Capital Planning Room Import process was modified

In preparation for the Resource25 (R25) interface to Campus Solutions being implemented as a part of the December Go-Live, the following change management items have been completed:

– New hardware installed – New software installed – Interface was licensed and installed in CSS and R25 – New department codes for R25 were created – New space features for R25 were created – Firelands rooms were added in R25 – The Summer Conference Room scheduling process was

modified – The S25 Room Scheduling process was modified – New cabinets and event types for final exam processing were

created within R25 – The Capital Planning Room Import process was modified



New organizations will be added to represent the 95 scheduling departments in CSS. We decided to create new orgs in order to avoid changing procedures in other scheduling offices.

New organizations will be added to represent the 95 scheduling departments in CSS. We decided to create new orgs in order to avoid changing procedures in other scheduling offices.



The new organizations have the following characteristics:

1 - Org Names is an acronym


1 - Org Names is an acronym




2 - Org has the category CSS Acad Dept assigned to it. CSS Acad Dept is a new Org Category.


2 - Org has the category CSS Acad Dept assigned to it. CSS Acad Dept is a new Org Category.




3 - Org has an S25 key association


3 - Org has an S25 key association




4 - Feel free to use the new organization if you wish or you can simply follow the same procedures and use the same selections as before. Please do not edit any of these organizations without contacting Registration and Records. All S25 Keys for non CSS Acad Departments will be removed after Spring 2009 room processing.


4 - Feel free to use the new organization if you wish or you can simply follow the same procedures and use the same selections as before. Please do not edit any of these organizations without contacting Registration and Records. All S25 Keys for non CSS Acad Departments will be removed after Spring 2009 room processing.



We are adding 6 new space features.

– Video Projection– Moveable Seating– Fixed Seating– Department Owned Space– OLSC Teleconference Space– ITS Computer Lab


– Video Projection– Moveable Seating– Fixed Seating– Department Owned Space– OLSC Teleconference Space– ITS Computer Lab




– The first 3 are duplicates of existing space features. The description needed to be changed in order to comply with processing rules associated with the CSS-R25 interface. The old descriptions will be removed. The last three are duplicates of space categories. The space categories will be kept in order to maintain existing processes. As a result, it is important that clients updating space information keep the data accurate.


– The first 3 are duplicates of existing space features. The description needed to be changed in order to comply with processing rules associated with the CSS-R25 interface. The old descriptions will be removed. The last three are duplicates of space categories. The space categories will be kept in order to maintain existing processes. As a result, it is important that clients updating space information keep the data accurate.



Titles of cabinets will change beginning Summer 2009. The 1,2,3 number will be dropped. Also, dates for academic cabinets will no longer reflect traditional term dates. The dates will be to encompass all dates of room assignments in CSS for a term.

Titles of cabinets will change beginning Summer 2009. The 1,2,3 number will be dropped. Also, dates for academic cabinets will no longer reflect traditional term dates. The dates will be to encompass all dates of room assignments in CSS for a term.



A new event cabinet type for Final Exam will be created. This cabinet will be similar to the existing academic cabinet and will hold a single event type EXAM which is also new. This too is a requirement of the CSS-R25 interface.

A new event cabinet type for Final Exam will be created. This cabinet will be similar to the existing academic cabinet and will hold a single event type EXAM which is also new. This too is a requirement of the CSS-R25 interface.



An event category will exist for each CSS term processed in R25. These event categories will appear as 4 digit titles. The first digit is the century. The next two digits are the year and the last digit is the term. The event category 2095 will appear and represent Summer 2009 academic events. Please do not use this category for any other purpose.

An event category will exist for each CSS term processed in R25. These event categories will appear as 4 digit titles. The first digit is the century. The next two digits are the year and the last digit is the term. The event category 2095 will appear and represent Summer 2009 academic events. Please do not use this category for any other purpose.



Registration and Records will make rooms available to a Student Union security group for scheduling Summer Conference and OReg events. The rooms will only be available for a brief period of time. When access is removed, academic events will have priority and be scheduled into general classroom space. When academic scheduling completes access to general classroom space for EVPR will be restored.

Registration and Records will make rooms available to a Student Union security group for scheduling Summer Conference and OReg events. The rooms will only be available for a brief period of time. When access is removed, academic events will have priority and be scheduled into general classroom space. When academic scheduling completes access to general classroom space for EVPR will be restored.



Current access to the vCal import utility will be interrupted November 20th through November 26th. Capital Planning will need to implement overnight process during those dates.

Changed to a nightly process.

Current access to the vCal import utility will be interrupted November 20th through November 26th. Capital Planning will need to implement overnight process during those dates.

Changed to a nightly process.



Currently dual maintenance is required between SIS and R25.

Interface runs every 5 minutes between PSCSS and R25.

Currently dual maintenance is required between SIS and R25.

Interface runs every 5 minutes between PSCSS and R25.

Self-ServiceSelf-Service

Additions to Employee Self-Service Student Self-Service NEW! Search Schedule of Classes/Browse

Course Catalog

Additions to Employee Self-Service Student Self-Service NEW! Search Schedule of Classes/Browse

Course Catalog


•Campus Community 09/22 - Go-Live•Employee impact only•Disable Change My Address•Enable Update My Personal

Information•My Addresses•My Phone Numbers

•Replaced what was in Change My Address only

•Campus Community 09/22 - Go-Live•Employee impact only•Disable Change My Address•Enable Update My Personal

Information•My Addresses•My Phone Numbers

•Replaced what was in Change My Address only

Update My Personal Information - Today

Update My Personal Information - Today

View of My AddressesView of My Addresses

View of My Phone Numbers

View of My Phone Numbers


•Campus Community 12/06 - Go-Live•Additions to Update My

Personal Information•My Names•My Email Addresses•My Emergency Contacts•My Demographic Information

•Campus Community 12/06 - Go-Live•Additions to Update My

Personal Information•My Names•My Email Addresses•My Emergency Contacts•My Demographic Information

Update My Personal Information -

December

Update My Personal Information -

December

View of My NamesView of My Names

View of My Email Addresses

View of My Email Addresses

View of My Emergency Contacts

View of My Emergency Contacts

View of My Demographic Information

View of My Demographic Information


•Update My Personal Information•Campus Community – 12/05 Go-

Live•My Names•My Addresses•My Phone Numbers•My Email Addresses•My Emergency Contact•My Demographic Information

•Update My Personal Information•Campus Community – 12/05 Go-

Live•My Names•My Addresses•My Phone Numbers•My Email Addresses•My Emergency Contact•My Demographic Information

Class Search/Browse Catalog

Class Search/Browse Catalog

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•Student Center

My Room and Meals – 01/01/09Financial Aid Status – 01/20/09

My Advisor – 02/09/09My Advisees – 02/09/09Class Schedule – 02/09/09Account Holds – 02/09/09Register for Classes – 02/16/09

Grades – 06/01/09

Student Self-Service - Future

QuestionsQuestions

Go-Live ActivitiesGo-Live Activities


December 2008December 2008

Friday, December 5, 2008– 7:00pm Maintenance Applied– Migrate Development Projects

Saturday, December 6, 2008– 6:00am Migrate Development/Security

– 7:00am Functional Validation of Table Values– 9:00am Financial Aid Validation– 10:30am Final Validation

– Noon Director’s Sign

Friday, December 5, 2008– 7:00pm Maintenance Applied– Migrate Development Projects

Saturday, December 6, 2008– 6:00am Migrate Development/Security

– 7:00am Functional Validation of Table Values– 9:00am Financial Aid Validation– 10:30am Final Validation

– Noon Director’s Sign

Executive SummaryExecutive Summary




Implementing this interface will allow Registration and Records to schedule approximately 5,000 classes to classrooms in Resource25. Without this interface, room scheduling would have to take place directly in PeopleSoft and would take about 2 months to complete each term. The December go-live also results in changes to the Resource25 application so that data is consistent between Resource25 and PeopleSoft. These changes include new organizations to represent the 95 scheduling departments in PeopleSoft CSS, new space features used for room assignments and changes to Event Cabinets and Event Categories to better integrate Resource25 and PeopleSoft for Summer 2009 room scheduling.

Implementing this interface will allow Registration and Records to schedule approximately 5,000 classes to classrooms in Resource25. Without this interface, room scheduling would have to take place directly in PeopleSoft and would take about 2 months to complete each term. The December go-live also results in changes to the Resource25 application so that data is consistent between Resource25 and PeopleSoft. These changes include new organizations to represent the 95 scheduling departments in PeopleSoft CSS, new space features used for room assignments and changes to Event Cabinets and Event Categories to better integrate Resource25 and PeopleSoft for Summer 2009 room scheduling.

Financial AidFinancial Aid

The December go-live continues financial aid preparation for the new aid year 2009-2010. This go-live will contain the first Federal Regulatory Release for the 2009-2010 aid year. More than 4,000 Item Types will be in production to accommodate the more than 4,000 known awards. Freshman Scholarship awards will begin being processed in preparation for the March Mass Packaging and Award Letter. The Term Counter for Institutional Scholarships will also be calculated starting in December in PeopleSoft. This will be accomplished without modification to the delivered system which the team did not feel was possible two months ago!

The December go-live continues financial aid preparation for the new aid year 2009-2010. This go-live will contain the first Federal Regulatory Release for the 2009-2010 aid year. More than 4,000 Item Types will be in production to accommodate the more than 4,000 known awards. Freshman Scholarship awards will begin being processed in preparation for the March Mass Packaging and Award Letter. The Term Counter for Institutional Scholarships will also be calculated starting in December in PeopleSoft. This will be accomplished without modification to the delivered system which the team did not feel was possible two months ago!

AdmissionsAdmissions

The Official Application of Record (OAR) will be updated to reflect changes in the load rules necessary for data consistency which is required to support the other Campus Solution modules. These rules pertain to Names, Date of Birth, Social Security Number and Residency Status. These will help with matching credentials for those students that have changed names. The other rules being implemented will ensure data consistency should an applicant also be a student, employee, or a financial aid participant/applicant.

The Official Application of Record (OAR) will be updated to reflect changes in the load rules necessary for data consistency which is required to support the other Campus Solution modules. These rules pertain to Names, Date of Birth, Social Security Number and Residency Status. These will help with matching credentials for those students that have changed names. The other rules being implemented will ensure data consistency should an applicant also be a student, employee, or a financial aid participant/applicant.

Self-ServiceSelf-Service

The Course Catalog and Schedule of Classes will be available for Summer 2009 courses and classes. These search options do not contain modifications, however, these searches will be modified by February for students registering for Summer 2009.

The Course Catalog and Schedule of Classes will be available for Summer 2009 courses and classes. These search options do not contain modifications, however, these searches will be modified by February for students registering for Summer 2009.

Risk AssessmentRisk Assessment The December 2008 go-live will continue

to directly impact all Colleges, all Departments, and all of the Administrative Units

– Schedule of Classes– R25

– Financial Aid

The December 2008 go-live will continue to directly impact all Colleges, all Departments, and all of the Administrative Units

– Schedule of Classes– R25

– Financial Aid

Courses

Classes

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Upcoming Implementation Event

Upcoming Implementation Event


Big!

Big!

January 2009January 2009

Residence Life– RMS

Student Records– Student Program/Plan– Student Residency– Service Indicators –

Holds– Milestones– Student Groups– Student Degree Honors– Term Counter Renewable

Scholarships

Residence Life– RMS

Student Records– Student Program/Plan– Student Residency– Service Indicators –

Holds– Milestones– Student Groups– Student Degree Honors– Term Counter Renewable

Scholarships

Financial Aid– ISIR Load 0910– Checklist– Comments– Communications

Financial Aid– ISIR Load 0910– Checklist– Comments– Communications

TrainingTraining


On-Line TrainingOn-Line Training

CSS 110 Introducing Campus Solutions [473] CSS 120 Understanding Academic Structure

[412] CSS 130 Campus Solutions: Learning the

Basics [363] CSS 140 Understanding Campus Community

[341]

SR 210 Schedule of Classes View [63] SR 310 Courses and Classes [124]

AD 210 Understand Application Processing [75]

CSS 110 Introducing Campus Solutions [473] CSS 120 Understanding Academic Structure

[412] CSS 130 Campus Solutions: Learning the

Basics [363] CSS 140 Understanding Campus Community

[341]

SR 210 Schedule of Classes View [63] SR 310 Courses and Classes [124]

AD 210 Understand Application Processing [75]

Hot LineHot Line

419-372-1615 x21615

Recorded Message, updated to provide a current status of the go-live activities

419-372-1615 x21615

Recorded Message, updated to provide a current status of the go-live activities


January Town HallJanuary Town Hall

Thursday, January 8, 2009

11:00am – 12:30pm

113 Olscamp1003 Cedar Point Center at

Firelands

Thursday, January 8, 2009

11:00am – 12:30pm

113 Olscamp1003 Cedar Point Center at

FirelandsResource 25 Interface [R25], FA Table Setup, Application Load (Rules), and Self-Service- December 8, 2008!

QuestionsQuestions

“The BG@100 project, named in recognition of the vision for the university’s centennial milestone, is

committed to providing efficient, effective and high quality information and service to students, faculty and

staff. To meet our changing needs, BGSU is implementing PeopleSoft to advance the technology that supports and serves the learning community.”

For Inquiring MindsFor Inquiring Minds

http://www.bgsu.edu/bgat100http://www.bgsu.edu/bgat100

Thank You!Thank You!

The BG@100 Project Team

The BG@100 Project Team


bgsu/peoplesoft resource 25 interface [r25] – room scheduling fa table setup application load...

Documents

functional team lead

functional consultant

technical team lead

technical team lead

undergraduate slide

interface r25 room

interface r25 student

new aid year