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eWorkflow: Course Approval Routing
AACRAOTuesday, March 25, 2008
1:30pm - 2:30 p.m.Session ID 192
PresentersVirginia Johns, Registrar, UC Santa Barbara
Kathleen Copenhaver, Associate Registrar, UCLA
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Campus Profile
College of Letters & Science11 Professional SchoolsFaculty
4,000 Teaching FacultyEnrollment: 37,500
26,000 Undergraduates11,500 Graduate
Degree Programs125 Undergrad Majors75 Undergrad Minors121 Graduate Majors
Classrooms200 General Assignment50 Department Classrooms40 Department Laboratories
RankTop 10 Research Universities(National Research Council)
Top 4 “New Ivies”(Kaplan/Newsweek)
Nobel Laureates 5 UCLA Faculty 4 UCLA Graduates
Library8 million volumesTop 10 in the nation
Buildings325 Buildings419 Acres
100 NCAA Championships
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eWorkflow: Course Approval
GoalGet courses processed and scheduled by quarterly deadlines so students can enroll in classes and complete their degree.
Basic StepsComplete the course form (data input)Submit for approval (routing)Upload or input when finalized (process)
How can we do this most efficiently?
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Analyze and Streamline
Analyze current processes - eliminate unnecessary stepsWork with administrators, faculty, and senate committees to simplify processesScope: Don’t load too many processes and functions on a course form that could/should be done elsewhere.
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Old Paper Course Form
Challenge: How to rationalize the approval, routing, and storage?
1. Signatures (Designees ?)
2. Routing
3. Record of Approvals —7 carbon copies
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Delegation of Authority
In 1998, the Undergraduate Council delegated authority to approve most course actions to the College and School Faculty Executive Committees.
In addition, the Undergraduate Council reaffirmed direct routing of Variable Topics to the Registrar’s Office.
The Graduate Council retained their course review and approval processes.
The delegation streamlined routing and helped determine the workflow for the new electronic course approval process.
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Course Approval Workflow
Department(Department Chair or Designee)
College/SchoolFaculty Executive Committee
(Coordinates internal approval with Deans )
Registrar’s Office
Or
Graduate Division Ugrad Council
Or
Registrar’s Office Registrar’s Office
Registrar’s Office
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Roles and Routing Issues
There are 4 divisions in the College, and there are 11 Professional schools. Each has their own committees, subcommittees, deans, and approval processes.
Would have needed 1/2 FTE just to keep a database updated with all the routing roles, offices, and staff changes.
Could have decentralized updates, but there were still too many variables for efficient workflow.
Decision Point
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Open Routing Workflow
DepartmentChair or DesigneeCurriculum CmtesDept Faculty
College/SchoolFaculty Exec CommitteeDeansSubcommittees
Graduate DivisionAssociate Dean
Ugrad CouncilCurriculum Cmte Chair
Registrar
Registrar
Registrar
Registrar(Titles & descriptions for established Variable Topics courses)
Basic PrincipleEach unit is responsible for routing within their level.
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Basic Critical Features
Secure Login (Authentication & Authorization)
Automated WorkflowApproval TrackingNotificationCustomized Course FormsError CheckingItemized HelpMinimal TrainingPrinter-friendly OptionsArchival Record of Forms and SyllabiReports
**Be easy to fill out and understand**
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Overview of CIMS
Faculty & staff login from
a landing page
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Login to CIMS
CIMS uses UCLAs single sign-on
authentication service.
(CIMS)
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Staff Authorization
1. Must have a mainframe Student Records logon ID and password
2. Must be setup in the mainframe security module specific for CIMS access
3. Must be listed in the Campus Directory withan e-mail address
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Faculty Authorization
1. Must have a UCLA e-mail account and password
2. Must be active in the payroll
3. Must have a senate-approved faculty title (e.g.,Professor, Adjunct Prof, TA)
4. Must be listed in the Campus Directory with an e-mail address
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Data Sources
Database FunctionEnterprise Directory Authentication
Logon ID & PasswordPayroll Authorization
Confirms faculty titles(Prof, Adjunct Prof, TA)
Mainframe Security Module AuthorizationConfirms staff eligibility
Campus Directory AuthorizationRouting & e-mail notifications
Registrar’s Databases Replicated mainframe course dataLocal tables for pull-downs & roles
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CIMS Statistics
14,000 Courses Active in InventoryCIMS Forms Monthly
AverageYearly
Average
New Courses 35 424
Revised Courses 67 801
Deleted Courses 13 162
Subtotal 116 1,387
Specialized Term Courses
Variable Topics 65 774
Fiat Lux Seminars 18 213
Honors Seminars 11 131
Subtotal 93 1,118
Total CIMS Forms 209 2,505
CIMS Routing Transactions 1,369 16,424
CIMS Unique Users 28 340
Average Routing per CIMS Form 6.56
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CIMS Main Menu Sections
1. Courses Waiting for My Approval
2. Status of Pending ApprovalsPrinter-friendly
3. Course FormsNew, Revised, Delete, Customized
4. Course ReportsArchived Approvals, Syllabi
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Pre-Populated Data
Revision and Delete Forms• Real-time data• Change only what’s needed
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Submit a Course Request
Section 3. Course Forms
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New Course Proposal
Enter Course Data
Pull-down Menus
Error Checking
Help Items
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Route Form or Save Form
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Course Routing Screen
.
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My Course Approval Queue
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Courses Waiting for Approval
Pending Action L&S FEC Coordinator
Courses Requiring My Approval
Pending Action L&S FEC Coordinator
Pending Action L&S FEC Coordinator
Pending Action L&S FEC Coordinator
Pending Action L&S FEC Coordinator
Pending Action L&S FEC Coordinator
Pending Action L&S FEC Coordinator
Pending Action L&S FEC Coordinator
Pending Action L&S FEC Coordinator
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Approve or Deny
Scroll down
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Review Approvals to Date
Dept Staff
Dept Chair
FEC Staff
College Dean
FEC Chair
Record of who approved it, when it was approved,what changes were made, and what comments were recorded.
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Route to Registrar’s Office
.
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RO Scheduling Processing
New course data input manually in mainframe screen,then from routed to publications for description editing.
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RO Publication Processing
• Web Interface
• Cut, paste, edit description
• Web Service: Upload directly to mainframe
• Data is stored locally as a backup
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Archive Files with Syllabi
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Intervention Capability
Only the Registrar’s Office or the Initiator can withdraw a course.
Only the Registrar Office can re-route a course from another’s queue.
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Reports
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Pros and Cons
ProsFastSecureEasy to UseCustomized FormsAutomated RoutingError CheckingRouting RecordArchival RecordSyllabus ArchiveNo more paper
Routing routine reusable for other applications!!
ConsStill manual input of course data to mainframe screensNo interface to print catalogTrainingKeeping up with Browser issues
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Reusable Routing Routine
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Future Plans
Rewrite to new Student Records Data ModelDevelop Curriculum module for submission of new programs and program changesDevelop GE module for submission of courses for GE approval
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eWorkflow: Course Approval Routing
AACRAO 2008 Orlando
Ginny Johns, RegistrarUniv of Calif, Santa Barbara
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Old Issues
Typewriter required!“Shadow” systems AmbiguityEnforcementTracking Constantly changing leadershipInformed decisions
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Project Team
Academic Senate leadershipmarketingsystem developmentongoing operation
Office of Registrar partnersinterface developmenthelp text maintenancetraining
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FeaturesWeb interfaceWorkflow processingInterfaces with the Master Course DBDetailed formatted dataError checkingHelp text management systemReal-time tracking Escalation capability
If no action has been performed on a course request in X days, send reminder email to the reviewing agency
Queries for a specific field Dated, IDd comments
Upon Final Approval:Posted to SIS MasterCourse Database
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Course Approval Process
Initiated by faculty memberApproved by department chairEdited by Office of the RegistrarApproved by Executive Committee of applicable collegeApproved by Committee on Undergrad Academic Programs and PolicyRecorded by Office of the Registrar
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Senate Committee Workflow
College Executive Committeeto appropriate college advisorbrings to committee for discussionadvisor records decision
Academic Policy and Procedure Commsequentially to committee memberschair can specifically assignmembers can hand-offtwo approvals required
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mySenate
The Roles
Department Analyst Role
Request a New Course
New Course - long form
Help Text
New Course: Clone from an existing course
Clone: pick from a list of ANY course
Supercourses: creating new “children”
Shorter path
Supercourse: select from a list of active supercourses
Update a currently active course
Update: pick from a list of currently active courses
Update: Ability to “Collapse” the form
Discontinuing a Course
Discontinue: pick from a list of currently active courses
Check Status
Status Grid
Department Chair Role
Department Chair: nothing to review
Department Chair: Inbox
Department Chair: review
The following field(s) have changed since the originaldepartment analyst submission: Prerequisite Text, Advisory Enrollment Information, Former Course Name, Repeats.They have been marked with a red arrow to the left of their title.
Update Review: Highlights changes (blue oval on previous slide)
Registrar Role
Status Grid
Status Grid: pop-up information windows
College Executive Committee Role
Staff Advisor reviews for the Committee
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New Opportunities
Growing wishlistGeneral Education course approvalsEnforced coordination of cross-listed coursesCross-notification of pre-requisite coursesDegree program proposals
Use as a change agentElectronic approval processes (oversight)
Which generate “Catalog Copy”Facilitating an online (only) Catalog
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New Issues
Systems integration
System infrastructure
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Contact Information
Virginia (ginny) JohnsRegistrarUniversity of CaliforniaSanta Barbara, Ca 93106-2015(805) [email protected]