SAP Campus Management
Michael Fan
Campus Management as an Integrated Part of ERP
Human
Resources
Financial
Accounting
Facilities
Management
Campus
Management
CRM
Real
Estate
Training
And Event
Management
Sales and
Distribution
SAP Netweaver Technology Platform (fully integrated; common tools)
 SAP
AG 2004
2
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 2
Campus Management and the Student Life-Cycle
Recruitment
Alumni
Relations
Admission
Academic
Structure
Graduation
Degree
Auditing
Financial Aid
Equivalency
Determination
Registration
Student
Accounting
Progression
Grading
Housing
 SAP
AG 2004
3
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 3
SAP Enterprise Portal
Delivered with the software
Integrated “out-of-the-box” with SAP applications
Open for integration with other applications and portals
Allows students, parents, and faculty to access “self-service”
functions
 SAP
AG 2004
4
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 4
Seemingly irrelevant “pop quiz”
What do these items have in common?
 Delorean
 Steam locomotive
 Phone booth
 SAP
AG 2004
5
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 5
Academic Structure
Defines the “C’s and D’s” of your institution
 Colleges
 Departments
 Campuses




Degree Programs
Degrees
Degree Requirements
Courses
 Calendars
Allows for different business rules and business processes in a
single institution (with “Trickle Down”)
“Date Effective” structure allows you to plan for the future and
preserve change history
 SAP
AG 2004
6
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 6
Academic Structure (example)
Univ. of the Future
College of Liberal Arts
English Dept.
History Dept.
B.A. in English
B.A. in History
College of Engineering
B.S.
Comp.Sci. 101
Comp.Sci. 102
 SAP
AG 2004
7
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 7
Academic Calendar
Defines key dates and date ranges
 Start and end of classes
 Class registration windows and priorities
 Add/drop periods
 Payment due date schedules
Different calendars can be assigned to different elements of the
academic structure
 SAP
AG 2004
8
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 8
Campus Management and the Student Life-Cycle
Recruitment
Admission
 SAP
AG 2004
9
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 9
Academic
Structure
Recruitment
Recruitment can be handled internally or externally
Multiple status settings available to track the progress of a recruit
Active recruitment campaigns can be managed in mySAP CRM
mySAP CRM includes Territory Management capabilities for
recruiters
Recruitment data can also be transferred from a separate system
 SAP
AG 2004
10
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 10
Admissions
Applicants can submit applications to one or more programs
Applicants can prioritize their applications
Admission fees can be automatically generated and tracked
Web-based applications are supported, with automated workflow
 SAP
AG 2004
11
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 11
The Student File
Contains all important data on students and their university careers
 Address/Contact Data
 Demographic Data
 External Educational History (Transcripts, Test Scores, etc.)




Student Accounting Data
Admission Applications
Program Registration Information
Academic and Financial Holds





Academic Performance
Course Registration History
Correspondence History
Majors/minors/concentrations
Financial Aid data
 SEVIS data
 NCAA data
 SAP
AG 2004
12
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 12
Campus Management and the Student Life-Cycle
Recruitment
Admission
Equivalency
Determination
 SAP
AG 2004
13
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 13
Academic
Structure
Equivalency Determination
Incorporates external transcripts and test scores
External credit/grades are transferred to internal credit/grades
Define transfer agreements with specific external institutions
Course correlation can be
 One-to-one
 One-to-many
 Many-to-one
 Many-to-many
Credits and grades can be transferred using various conversions
Credits can be transferred without grades
Can issue general purpose credit (i.e. no specific course)
 SAP
AG 2004
14
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 14
Curriculum Management
Defines the course catalog offered by the university, along with
relationships to degree programs
Defines attributes of each course offered





Course Description
Capacity
Subject (e.g. CIP code)
Academic Level
Offering Pattern (e.g. every Fall, every 2nd Spring)




Credits
Grading Scale
Cross-listing with other courses
Pre-requisites / Co-requisites (unlimited number)
 Special Fees
 Repeatability
 SAP
AG 2004
15
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 15
Course Scheduling
Defines the components of a course




Lectures
Recitations
Labs
Etc.
Defines the course sections
 Class times and durations (Do not have to be regular)
 Special sections (e.g. Graduate students only, Honors students)
 Section Capacities
Handles resource allocation
 Instructors
 Rooms
 Special Equipment
Class schedules can be rolled forward to future sessions
Advanced scheduling can be done via third-party applications
 SAP
AG 2004
16
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 16
Enrollment Management Through
Scheduling
Challenging Higher Educations’ Non-Conception
of Scheduling as a Mission-Critical Operation
Defining Questions
Are you out of space?
•
How do you know?
•
Is space shortage caused by “external” factors?
Could Admissions drive Enrollment Growth if your Space could
Accommodate it?
How do you Measure Student Demand for Courses?
 SAP
AG 2004
18
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 18
Crisis in Higher Education
“Baby Boom Echo”
 They are coming – more than 40 million of them!
 Peak in 2009 – largest graduating class ever (3.2 million students)
 Continue through 2018
Academic Space inventory has actually Declined
Crippling decline in funding
 SAP
AG 2004
19
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 19
Impact of Scheduling Function
Institutional Impact
Room
Scheduling
 SAP
AG 2004
20
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 20
Bottleneck
Management
Roll-Forward
Re-Allignment
Capacity Management
The Bottleneck Concept…Which Campus Can Grow?
Room
Campus “A”
Campus “B”
Classroom 1
50%
50%
Classroom 2
50%
50%
Science Lab
50%
0%
Computer Lab
50%
100%
Average Util.
50%
50%
 SAP
AG 2004
21
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 21
What is Demand Analysis?
Detailed information about each active student
(Student – Specific)
Aggregation of the Demand Analysis for each of these
students (Comprehensive)
 SAP
AG 2004
22
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 22
Demand Analysis
•
Historical Analysis and Trends in Enrollments (best approach for
starting students and elective courses)
•
Program Analysis (references program progress, from degree audit,
by student to project what students need)
•
Student Survey (on-line survey of student needs, wants and
availability)
 SAP
AG 2004
23
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 23
Historical Demand Analysis
Active Students
Major
Level
Gender
Day/Night
Status
Likelihood to take course
Student 1
A
1
M
D
Full-time
56%
Student 2
A
2
M
D
Full-time
62%
Student 3
A
2
F
D
Part-time
40%
Student 4
A
3
M
D
Full-time
52%
Student 5
A
3
F
D
Full-time
39%
Student 6
B
1
M
D
Part-time
41%
Student 7
B
1
M
D
Full-time
50%
Student 8
B
1
F
D
Full-time
37%
Student 9
C
2
M
D
Part-time
44%
Student 10
C
3
F
N
Part-time
13%
Result
 SAP
AG 2004
24
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 24
4.34
Program Analysis
Freshman
Sophomore
Junior
Senior
 SAP
AG 2004
25
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 25
Student Survey
Your Availability:
42 Total Hours (40 Hours Minimum)
31 Hours Preferred
Sun
Mon
Tue
Wed
Thu
Fri
Sat
7:00 AM
N
Y
Y
Y
Y
Y
N
8:00 AM
N
Y
Y
P
P
P
N
9:00 AM
N
Y
Y
P
P
P
N
10:00 AM
N
P
P
P
P
P
N
11:00 AM
N
P
P
P
P
P
N
12:00 AM
N
P
P
P
P
P
N
1:00 PM
N
P
P
P
P
P
N
2:00 PM
N
P
P
P
P
P
N
3:00 PM
N
P
P
P
P
P
N
4:00 PM
N
Y
Y
Y
Y
Y
N
5:00 PM
N
Y
Y
Y
Y
Y
N
6:00 PM
N
N
N
N
N
N
N
7:00 PM
N
N
N
N
N
N
N
8:00 PM
N
N
N
N
N
N
N
9:00 PM
N
N
N
N
N
N
N
 SAP
AG 2004
26
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 26
 SAP
AG 2004
27
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 27
Paying 100%
for space that
is 50% full
Paying 100%
subsidy on
student
tuitions
Paying Faculty 100%
(Expenses > Revenue)
How many
sections of
this class
are being
offered?
Does this class
conflict with
other classes
that I need?
Paying
100% for
HVAC
 SAP
AG 2004
28
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 28
Is there another
building that is
already in use?
Is there a
smaller classroom
available?
Questions?
Tom Shaver
[email protected]
888-343-1092
 SAP
AG 2004
29
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 29
Campus Management and the Student Life-Cycle
Recruitment
Admission
Academic
Structure
Degree
Auditing
Financial Aid
Equivalency
Determination
Progression
Registration
Grading
Housing
 SAP
AG 2004
30
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 30
Registration
Students register for specific courses and/or course sections
Registration priority windows can be established
 Contiguous
 With gaps
 Overlapping
Course registration incorporates business rules




Financial and Academic holds are checked
Time-conflicts are checked
Capacity rules are checked
Other rules can be attached to specific courses or sections
Conditional registration is supported
 Pre-requisite not yet complete, but in progress
 Financial or academic hold to be released
Web-based course shopping/registration is supported
 SAP
AG 2004
31
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 31
Grading
Define different grading scales (e.g. A-F, P/F, 1-5)
Define grading scale conversions (e.g. A = 4.0)
Multiple Performance Indices can be defined
 Overall GPA
 In-Major GPA
 Sessional/Term GPA
Multiple grading templates can be defined with exam grades, midterm grades, participation grades, etc.
Grades can be manually over-ridden in the Student File (by
authorized users only)
 SAP
AG 2004
32
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 32
Degree Audit
Degree Audit functionality is fully integrated; not a bolt-on
Requirement Catalogs define what is required to fulfill each degree
program
Each year and/or academic session may have a new catalog
Quantitative (e.g. total CRH) and qualitative requirements (e.g.
writing test passed) are supported
Students and faculty can perform audits via the Web
Degree Audit process will automatically suggest courses to fill asyet-unmet requirements
Audit requirements can be over-ridden by authorized users
“Stage-based” Audit is also supported
 SAP
AG 2004
33
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 33
Progression
Determine academic progress (Freshman, Sophomore, etc.)
Determine Academic Standing (Good Standing, Probation, etc.)
Determine Financial Aid Standing (Eligible, Non-eligible, etc.)
Determine Academic Honors (e.g. Dean’s List)
Results are term-relevant and stored in the Student File
 SAP
AG 2004
34
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 34
Campus Management and the Student Life-Cycle
Recruitment
Admission
Academic
Structure
Degree
Auditing
Financial Aid
Equivalency
Determination
Registration
Student
Accounting
Progression
Grading
Housing
 SAP
AG 2004
35
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 35
Student Fee Calculation
Determines the charges that are posted to a student’s account
Flexible pricing procedures and rules allow for
 Flat fee per session




Fee per credit/class
Fee per credit/class up to maximum
Per credit/class surcharge after a threshold is reached
Custom pricing routines
Discounts/surcharges supported
Miscellaneous fees (e.g. parking, meal plan) supported
 SAP
AG 2004
36
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 36
Student Billing and Receivables
Charges can be split across multiple due dates, based upon the fee
category (e.g. Tuition vs. Housing)
 Based on percentages
 Based on fixed amounts
Each due date can be further split into installment plans for specific
students
 Based on percentages
 Based on fixed amounts
Full dunning procedures supported
 Interest calculations
 Service fees
 Setting holds on accounts
Cash Desk functionality included for payment by CC, check, cash
Integrated with SAP’s web-based Biller Direct application
 SAP
AG 2004
37
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 37
Financial Aid
Supports internal and external aid management
Internal aid used mostly for third-party billing
 Posts credits to student account
 Posts debits to sponsor account
 Evaluates pre-requisites (e.g. minimum credits, minimum GPA)
External aid management provides standard interfaces for thirdparty Financial Aid software packages (e.g. SIGMA)
 Real-time access to student information
 Real-time update of student accounts
 SAP
AG 2004
38
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 38
ProSAM by Sigma Systems
Managing and leveraging Financial Aid in
conjunction with SAP’s Campus Management
Sigma Systems, Inc.
Producing “best of breed” financial aid solutions since the early
70’s
Staff comprised of financial aid and technology experts
Similar philosophy as SAP
 Platform neutral
 Comprehensive, flexible feature set
 SAP
AG 2004
40
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 40
Business Case Behind Joint SAP/Sigma Solution
Complexity of regulations
 Federal
 State
 Institutional
Frequency of change
Unique processing cycle
Interface with external agencies
 SAP
AG 2004
41
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 41
SAP/Sigma Integration
Real time interface with SAP Campus Management
 Admissions
 Demographic
 Student classification / enrollment
 Student accounts receivable
“Division of labor” split appropriately between systems
 SAP
AG 2004
42
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 42
SAP CM Responsibility
Campus identifier assignment
Enrollment calculations
GPA calculations
Class level determination
Financial aid specific academic progress
Payment application logic
Most refunding algorithms
 SAP
AG 2004
43
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 43
Sigma Responsibility
FA eligibility determination
EFC calculation
Optimized award packaging
Enrollment management activities
Disbursement authorizations
Federal, State, and Loan interfaces
Return of Title IV Aid Calculations
 SAP
AG 2004
44
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 44
ProSAM Design Principles
Meet the specialized processing needs of financial aid
professionals
Allow users to define business rules that can be applied to volume
processing as well as individual cases
Present modules and functions appropriate for each user’s
responsibilities
Provide framework for student self-service
 SAP
AG 2004
45
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 45
Selected ProSAM Modules
ISIR Management
Pell Grant Processing
Financial Need Analysis
Loan Processing
Federal Verification
Fund Management
Document Tracking
Applicant Summary
Budgeting
Audit
Packaging
Archive
Correspondence
Aid History
Disbursement
Return of Title IV *
Scholarship Mgmt *
 SAP
AG 2004
46
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 46
Brief ProSAM Demo
Andy Sprague
Questions?
Feel free to contact Andy Sprague:
[email protected]
or
[email protected]
Student Correspondence
Correspondence automatically generated based upon different
events (e.g. fee calculation, dunning steps)
Can be printed or distributed electronically in multiple formats
(including PDF)
Correspondence history is maintained with each student, and can be
re-printed
SAP SmartForms used to define the layout of each type of
correspondence
 SAP
AG 2004
49
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 49
Campus Management and the Student Life-Cycle
Recruitment
Alumni
Relations
Admission
Academic
Structure
Graduation
Degree
Auditing
Financial Aid
Equivalency
Determination
Registration
Student
Accounting
Progression
Grading
Housing
 SAP
AG 2004
50
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 50
Graduation and Alumni
Graduation and Degree Conferment creates an ‘alumni’ status
Conferment process is defined by each institution
Conferred degrees are tracked in the Student File
Advanced alumni campaigning can be performed in mySAP CRM
 Student record and alumni record are linked
 Marketing campaigns (e-mail, mail, phone) are managed
 Alumni relationships with high schools, employers, etc. are maintained
 SAP
AG 2004
51
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 51
Conclusion: The SAP for HER Value Proposition
Single application to support entire University
business cycle.
Scalable for large and small institutions without loss of
performance.
Integrates to SAP and non-SAP technology.
Truly global solution.
SAP is a financially stable company with a solid, 30year track-record of providing enterprise applications
for Colleges and Universities
A “future-proof” application based on configurable
processes and open standards that deliver flexibility.
 SAP
AG 2004
52
 SAP
AG 2001,
SAP Learning Solution, Will Chatham 52