Using Student Lifecycle

Management
HERUG 2011
Tuesday, April 19
1:30 3:30 pm

~
~~

Panelists

Panelist

University

Country

Andreas Born

University of Basel

Switzerland

Karen Wilson

Newcastle University

Inge Wullaert and Sien Maes

Katholieke Universiteit Leuven

Belgium

Kathy Gates

University of Mississippi

USA

Great Britain

Todays Approach

Highlights from each of

the four pilots ~ 8 years
after go live.

HERUG 2011

Common Questions
Has SLcM met your
expectations?
Are there any gaps that
you still need to fill on
your own?
What are you planning for
the future?

Services Studium

Dr. Andreas Born

HERUG 2011 Maastricht

SLcM at University of Basel
Andreas Born
campus.unibas.ch

Services Studium

Organisational Chart

Dr. Andreas Born

Services Studium

Dr. Andreas Born

SLCM Rollout and Early Projects (2001 2004)

2001 Decision in favour of SAP SLcM
Green light for the project student administration"
2002 Go-Live with SLcM student administration
(admission, registration, student accounting, ...)
2004 Blueprint for further projects in respect of the
implementation of ECTS and Bologna study
programs (BA / MA):
- Academic structures
- Course offerings and course catalogue
- Study progression and graduation
- Online self services for students
- Integration into IT landscape

Services Studium

Dr. Andreas Born

Landscape 2001
Approx. 8'000 students (incl. postgraduates)
7 faculties including departments and institutes
Only "home made" isolated applications for student
administration, course catalogue, room management and
academic work accounts (credit points)
Existing SAP systems: Human Resources (HCM) and
Financials (FI, CO)
Few Bachelor / Master study programs

Services Studium

... 2001

Dr. Andreas Born

Services Studium

2004

Dr. Andreas Born

Services Studium

Dr. Andreas Born

SLcM Projects (2005 2010)

2005 Academic structure for all study regulations
Web application for lecturers
Academic work accounts for student of two faculties
2006 Web application for academic offerings
Online ECTS course catalogue
2007 First graduations
2008 Student online self services for module booking and
re-registration
2009 SAP Portal and first portal services
Academic work accounts for the last two faculties
2010 Further portal services

Services Studium

2005

Dr. Andreas Born

Services Studium

2006

Dr. Andreas Born

Services Studium

2008

Dr. Andreas Born

Services Studium

2011

Dr. Andreas Born

Services Studium

Dr. Andreas Born

Landscape 2011
Approx. 12'000 students (+50% compared to 2001)
7 faculties supported by SLcM
Web application / services for lecturers, students and
course coordinators
Two stage (Bachelor and Master) student life cycle
completed at several faculties
SAP Identity Management (IDM) and SAP Portal for all
members of the university provide the basis for new
services

Services Studium

Dr. Andreas Born

Landscape 2011
Adoption of Bologna takes time
- Several concurrent versions of study programs
- Schedule for change of study program is too tight
Wide range in user acceptance
- Bologna
- Software usability (SAP GUI / Web Dynpro)
Release change is complex and time-consuming
Bad web browser support by SAP Portal / Web Dynpro
Weak support of planning tasks (rooms, examens, ...)

Services Studium

Projects in progress and future projects

New Bologna doctoral programs
New portal services for students and applicants:
- application for study programs
- enhancements of academic work account
New non-SLcM portal services:
- Business Intelligence (BI)
- Travel Management
- Materials Management (SRM / MM)
Release change from ERP 6.0 to EHP 5
- New degree audit
- Course registration / waiting lists

Dr. Andreas Born

Services Studium

Dr. Andreas Born

Thank You!

Karen Wilson
Student Systems Manager, ISS

2000 Implementation of UCAS UG Admissions: 25 users

2001 2003 On-going development of the Student System as a
pilot partner with SAP
2003, August Full implementation of student system (R3)
2005 E2R PG admissions development including Portal, BW, CRM,
Workflow, Document management
2007 UCAS XML-link using SAP PI
2007 2008 Roll-out of student self-service registration and
module booking
2009 Upgrade from 4.72 to ECC6 EHP3
2010 BI/BPS Student planning
2010 Integration with CRM interaction centre
Serengeti document management integration
2011 Student Information Gateway (Advisor workbench) roll-out

Students
Staff
Income
SLCM GUI users
Student/Staff portal users

20456
5062
373m
700
25000+

Provide consistent and timely information to support day-to-day

demands of teaching, research and academic services (2003/2006)
To guide internal decision making (2010)
To meet external reporting requirements (2003 -11)
To bind together a decentralised institution (2003)
To underpin the process of continuous improvement of cost effective
and professional administrative services (2003)
Data entry at source, avoid duplication, delays, reconciliation (2003)
End user ownership of data (2003)
To support organisational development (2010)
To contribute to improved financially informed planning (2000 - 2009)
Track progress for students from widening access programme (2004)
On-line enquiries and admissions for overseas applicants (2005)
Provide students and tutors with on-line access to personal academic
records (2007 2010)

Recruitment
Management reporting (FTEs, Cohort Analysis, Statutory reporting)
UG/PG admissions
Academic structure programme/module maintenance
Student fee calculation and student account
Personal and module registration
Student record
Assessment
Programme transfers and withdrawals
Teaching timetabling
Exam timetabling
Progression
Graduation
Alumni
Data feeds for faculty/department initiatives

Single integrated database, minimise data duplication, real-time data

access to all who need it
User-friendly
Automatic audit trail
Improved reporting and simple download to Microsoft Office
Improved data accuracy and data confidence
Automated generation of correspondence
Workflow support
Increased accessibility of information for students and staff
Opportunity for student self service
On-line study plan covering academic catalogue with built in system
rules (Lack of agreement on rules and will to maintain all data)
Recording of assessment
Link with UCAS
Statutory Reporting

Reliability & stability

Ever increasing opportunities for automation
Reporting (only after BI implemented)
Workflow processing for PG applications
One of 1st UK universities to change to XML-link solution with UCAS
Integration with document management electronic student file
CRM contact (interaction) centre
UK statutory reporting (patchy support until this year)
Financial and Student Modelling/Planning via BI/BPS

Postgraduate Applications stats and lists

Undergraduate Applications stats and lists
Registration stats, lists and online registration processing reports
Module booking stats, lists including module marks, online
processing reports
Postgraduate research student reports
Annual Degree Programme stats
Cohort analysis/Academic audit
FTE reports
HESA Data Quality reports
Student Planning reports

Using BPS (Business planning & simulation)

Headcount input directly into BPS by the schools.
Planning of current year forecast for year end figures & plans for next 5 yrs.
Users can copy from current actual to forecast then to each plan year.
Headcount is progressed from academic year & stage to next year & next stage
in programme pattern.
Non-continuation rates calculated from data from previous 3 yrs applied to
automatically reduce the headcount.
Planning can be done for single programmes or groups of similar programmes.
Fees calculated from fee rates uploaded into BW from spreadsheets.

Points based immigration (Phase 2 UKBA interfaces)

Student Information Gateway (Advisor workbench) Extension &
roll-out
PG applicant portal technical re-write (.NET/PI)
Electronic handling of UG applications
HEAR Pilot, (later phase to include electronic 3rd party access to
achievement record)
Integration with in-house assessment system (NESS)
Module based fees
INTO interface

Support flexible study arrangements

Programme and module content management & publishing
Creation of SAP events by upload from Syllabus+
Single sign-on
Archiving

Archiving one day!

Too many other systems for processes that could be in SAP
(functionality not originally available/not perceived as good
enough/lack of buy-in to University strategic policy re SAP)
Where to pull back to standard (cost/loss of custom features
versus future benefit)
Upgrade overhead for multiple netweaver components, SPs, EHPs
Change/release management (integration risks)
International multi campus functionality best approach

Timetabling (syllabus+ popular for many universities)

Scholarships and prizes
Internships, exchange student contracts
Alumni portal, authorised 3rd party access to achievement
record, fundraising
Accommodation
Fees process is cumbersome
Mobile access for students?
Shared services
Smartcard links
Casework

Karen Wilson
Information Systems & Services
Newcastle University
Karen.wilson2@ncl.ac.uk
+44 (0)191 222 5166

Using SLcM at
K.U.Leuven
Herug 2011
Inge Wullaert
Information architect studentprocesses

K.U.LEUVEN Facts and figures

Core missions
Research
Education
Rendering of socio-cultural and economical services
36.923 students
9133 employees
1.454 professors
4.757 assistants and researchers
2.922 administrative en technical staff
3 groups and 13 faculties
Human sciences
Exact sciences
Bio-medical sciences
Yearly budget 500 million euro

ANEMOON Program
ICTS council 1997
Entire administration has to be supported in
SAP
If required by tailor made developments in
SAP.

Arguments
Ensure an integrated system to support the
overall processes
Limit the effort to build up technical expertise
Maximize the return of the cost of software
licenses and maintenance contracts
Optimize the use of the hardware
infrastructure

ANEMOON - Proces map

6 Functional domains

Finance
Human Resources
Logistics
Education
Students
Research

3 Cross-functional
BI
ICT (basis)
CRM

Central IT Departement
Total: 174 FTE
SAP-teams: 73 FTE
SLcM: 30 FTE

ANEMOON - Realizations (1/3)

1999

2000

2001

2002

Personnel
Administrative organisation,
committees
Personnel administration and
management

Recruitment ATP
Time registration

Payroll
Autom. budget control personnel
BW for personnel

Self-service my file
Self-service my employees

Accounting KUL
Budget preparation and follow-up
Revenues and expenses
Financial transactions

Accounting LRD
BW for finance
OLAP on the web

Accounting exploitations
Self-service for budget holders

Purchasing external vendors

Internal warehouse management

Selling/purchasing warehouse
Self-service internal purchasing

FINANCE

LOGISTICS

RESEARCH
Interface legacy
research system KUL
with finance/personnel SAP

Interface legacy
research system LRD
with finance/personnel SAP

Decentralised accounts receivable

Internal financial transactions

Management research contracts

Management internal research funds
BW for research
Self-service for research promoters
Research organisation

EDUCATION AND STUDENTS

Prototype student master data
Prototype academic structure
for BAMA

ANEMOON - Realizations (2/3)

2003

2004

2005
Portal

R/3 ENTERPRISE

PERSONNEL
E-government
Self-service leave request

FINANCE
Decentral correction postings
Fiscal reporting
Student account

LOGISTICS
Space inventory (real estate)
Graphical integration CAD

New method Holiday payment

BW web reporting
Integration personnel/students
BW payroll

Declaration expenses
Management credit cards

Environment, health and safety

Reorganisation
K.U.Leuven

2006
SAP Netweaver
ECC 6.0

Mobility
Sideline activities
Recruitment Adm. pers.
Self-service selection and hiring

Work adresses (integr. RE)

Appraisal file (Acad. staf)
Time for Internat. Scholars

Optimize reporting
Decentral correction
postings new method
AUDIT recommendations

Asset Accounting
New authorisation concept

BW: Assignment and usage of space

EH&S licenses
Plant maintenance

University Press
Labels for hazardous products

Optimizing interface IWETO

(Reporting Flemish Government)
Patents :Financial Follow up
and Archiving documents
Optimizing personnel commitments

Getting research financing

(application, evaluation,
award)
My Patents
Interface LIRIAS (publications DB)

Lease/rental space
RESEARCH
Self-service research contracts
Year end and holiday payments
provisions
Adjustment personnel commitments
EDUCATION AND STUDENTS
Master data students
(Re)registration students
Master data academic structure
Planning academic year

Research inventory (projects,

teams, expertise's, co operations,
equipment, )
Overview internal and
external research funding

Web reporting students

BW student information
Doctoral research projects

Individual study programs

(bookings, approval, ) ?

BW academic structure reporting

Optimize Individual study programs
Evaluation study programs
Individual follow-up students

ANEMOON - Realizations (3/3)

2007
SAP BI 7.0

ALGEMEEN
Autorisations for prod.systems
IT Change management (Sol.mgr)
PERSONEEL
Recruitment Academ. Staff
Reporting FTE-usage
FINANCIEN
New legislation & audit compliance
Integr. Aleph (library purchasing)
Treasury managent (TRM)
Rework Cash processes

2008
SAP Netweaver
ECC 6.0 EHP2

2009
SAP Netw. EHP1
ECC6.0 EHP4

2010
BO for BI

Archivering SAP
IT Servicedesk (CRM)

Security Weaver (SOD-conflicts)

Promotion process for Acad. staff

HAY for admin. staff
Decentral committees

Mainframe Archiving
Promotion process admin. staff
Cost of promotions
Belcotax on web

Interface associated schools

New Who-is-Who
Dimona reengineering
BPC for Staff planning

New legislation & audit compliance

Migration to FM-BCS

Collections management
New VAT legislation (EU)

Optim. Bank statements

SEPA outgoing payments
Credit card payments via web

Organisation of Events
Student housing application form

Licences hazardous products

EH&S organ. structures
Health files for staff

LOGISTIEK EN TECHNIEK
Migration from RE to RE-FX
Student Housing - contracts (pilots)
Warehouses & compliance
ONDERZOEK
My Research news
Application for Research funds F2

Health files for students

Student housing roll-out F2

Optimalis. financial
administration for research

Timesheeting for researchers

My PhD projects
My Research funds

LIRIAS@associatie
Optimalisation overhead

Teaching assignments (self service)

On-line Government reporting (DHO)
Evaluation (self services)
BI statistics on evaluations

Student Admissions
Mainframe archiving
Remove concept of stages F1
Alumni (CRM)

Remove concept of stages (F2)

Roll-out to associate schools

ONDERWIJS EN STUDENTEN
Teaching assignments
Evaluation (students)

SAP NETWEAVER TOOLS IN USE

PI
Enterprise portal

Business Intelligence
Business Workflow

ABAP programming
& workbench

Connectors
Web services
SAP GUI

Alert mgt system

Archive link

Smart forms
ADOBE interactive forms

SAP
SOLUTION MANAGER

Has SLcM met our expectations?

Yes but we did a lot of own development

Because SLcM was not ready (for example the self service
webapplications)
Because SLcM did not meet our requirements

Has SLcM met our expectations?

Evaluation

Standard

Own development

Individual Study Program

Datamodel
Audit
Prerequisites

Web Application student course registration

Evaluation

Datamodel
Audit template
Evaluationprocesses

Online grading/excel interface

Online Student Progress file
Input faculty rules

Qualification

Datamodel

Smartforms
Workflow

Alumni

CRM

Teacher evaluation by
student

Performance
management

Studentaccounting

Feecalculation
Dunning
Incoming payments

On-line Government
reporting (DHO)

PI

BI reporting/Statistics

Webapplication

Triggering in workflow and activities

Extractors

Are there any gaps that you still need to fill on

your own?
Cooperation Agreements (Erasmus Mundus Programs,
ICI)
PIQST00 autorisationconcept
Internship total concept (overview open places,
assignment, scheduling, )
Scheduling tool

What are we doing now that was not under

consideration when we chose SLcM
Implementing our SAP SLcM template in other
institutions of higher education in Flanders who have
joined their forces in the K.U.Leuven Association.

Due to change of university regulations we moved the

concept of stages and wend back to more standard
SAP
46

What is our most interesting use of SLcM?

We cover the whole lifecycle of a student

Integration with other SAP modules

EH&S (internships students)

HR (teaching assignement)
FI (FICA)
Real Estate (eventplanning)

What are we planning for the future?

Implementing our SLcM template to 5 more institutions of higher

education (10 in total)
Change our template to cover the integration of the academic
bachelors and masters of the institutions of the association K.U.Leuven
Cooperation agreements (Erasmus Mundus Programs, ICI)
Change authorization profiles to meet the requirements of privacy law
The planning and process of internships in SAP
Database with transfer and mobility possibilities within the association
framework
Scheduling system for planning academic year (Syllabus+, Rostar
Eduflex or Untis)
Using CRM for

Student recruitment
Service desk for student administration

Kathy Gates

University of Mississippi (Ole Miss)

USA

HERUG 2011

49

Project Background
Activity

Year

UM Oxford SLcM Go Live

2003

Digital Imaging

2004

Adobe Interactive Forms

2007

Netweaver Portal

2008

Degree Audit

2008

PI and SOAP Messaging

2009

Business Intelligence

2009

UM Medical Center SLcM Go Live

2010
50

Major SLcM Processes

Academic Structure
Student Records
Admissions
Student Accounting
Event Planning and
Booking
Advising, Degree Audit
Grading, Progression,
Transcripts
Graduation

HERUG 2011

51

EHP5 Upgrade

Whats the Rush?

Timeline

Dissatisfaction with current

Degree Audit interface

February 2011 - Installed on

sandbox & started acceptance
testing
March 28 April 1, 2011 - DEV
April 4 April 8, 2011 - QAS
April 21 25, 2011 PRD

Users judge the application by

what they see on the screen
New Degree Audit interface
uses a Web DynPro and is laid
out to minimize scrolling

Formal support for

substitutions
HERUG 2011

Upgrade starts at 5 PM, April 21

System available April 25
52

New Degree Audit Interface

53

EHP5 Issues ~ Examples

Others

Fee Calculation

Note 1575146 DA Configuration

Degree Audit Web Dynpro
application shows inconsistent
behavior when changing the
application configuration or
creating a new application
configuration
Note 1574592 Substitutions
Error calculating audit results
when a substitution has been
applied to a sub-requirement.

CNTRL_ERROR dumps being

raised in mass processing
Resolved with OSS note 1571528

Admissions Applications

Error DC-006 raised

Also resolved with OSS note
1571528

Web Dynpro ABAP

Resolved with OSS notes

1552678, 1539834, 1518733,
1522314, 1525061, 1526773,
1534926

HERUG 2011

And a little more

54

Ole Miss Today (OMT)

How to reach students?
Campus announcements

Messages are targeted based on

demographics
Messages can be sent
immediately as text messages or
e-mails.

Instructor / advisor
messages
Official notices
Lectures, performances
Sports & recreation
Emergency info
System generated alerts
HERUG 2011

2SMS.com is used for text messaging

With Web Services, we can send text
messages directly from ABAP

55

They are also included in the daily

e-mail summary and portal, both
of which are customized per user
Message data is stored in
customer tables in SAP

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Interface to send
messages is integrated
into portal.

HERUG 2011

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Sample Text Messages

Sample logs from 2SMS.com
Non-emergency text
messages only go to students
who have opted in

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Student Retention
Optional (appraisal) notes
on midterm grades
Text message, e-mail, OMT
when first midterm grades is
submitted
Midterm grading advisor
alerts

Text message, OMT to

remind students to register,
i.e., booking window is open
or is about to open
Improved advisor interfaces
Way to report errors
Snapshot view
Student photos
Changes & multiple advisors

Notifications of students
with two or more D or F
midterm grades
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Ad Astra Schedule
Ad Astra 7.4 supports
integration with student
systems using Web
Services
Two interface points

Optimizes space
utilization across the
enterprise
Important to UM due to
increasing enrollment

Class schedule data from

SAP to Ad Astra
Room assignments from
Ad Astra to SAP

~ 8% growth per year over

three years
Limited classroom space
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Mobility

HERUG 2011

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Mobility Stats
About 85,800 hits since 10/27/2010
9848 unique visitors all together
(students, staff and faculty)

Unique faculty: 164

Unique staff : 231
Unique students 9453

Most popular tasks

HERUG 2011

Midterm grades
My schedule
Check holds
Booking window

Native apps next?

64

Conclusions
Core functionality is very solid
System is stable and scalable
Advanced technology provides flexibility

User exits, BADIs

Customer includes in SAP tables
Customer tables, objects, and relationships
Web Services to interface with other systems
Workflow

Gaps (even now), but we may have built our own in some
cases due to high expectations for user interfaces
HERUG 2011

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Key Themes, Q&A

Summing It Up

HERUG 2011

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