BG@100 CSS January Go-Live

A BG@100 Campus Solutions (CSS) Go-Live event is scheduled for the weekend of January 9-11, 2009.  The BG@100 project will be implementing RMS (Residential Management System), converting multiple Student Records items and it will also be a go-live for several Financial Aid items.  Details regarding these go-live items are provided in the following paragraphs.

Student Records

Student Records will Go-Live with the following items as a part of the January Go-Live:

• • Student Career / Program / Plan converted
    • Following conversion, CSS will be the system of record for student career / program / plan data.  Staff in the Office of Registration and Records and select staff in the college offices will initially maintain the data.  Dual maintenance in CSS and SIS will occur in order to maintain data for continuing spring students as well as summer and fall students.  Throughout January 2009, additional staff in college offices will be trained on program / plan.  It is anticipated that view training will be available on-line in mid-January.  Maintenance training will be available as hands-on training with the Office of Registration and Records.  Maintenance access will be granted to those who have completed this level of training.
  • Residency data converted
    • Following conversion, CSS will be the official system of record for residency information.  The dual maintenance of this data will be completed in CSS and SIS.  View access to this information may be obtained by completing the prerequisite training courses - specifically CSS 140:  Understanding Campus Community.
  • Service Indicators - active holds converted
    • Following conversion, there will be a short term interface to move financial hold information in SIS to CSS.  CSS will be the system of record for those holds owned by the Office of Registration and Records (college, service office, and R & R holds).  College offices with a business process need may continue to manage their holds in SIS, but must perform dual maintenance to keep CSS in synch.  Students and advisors will have the ability to review hold information in the current system and will have access to service indicator information in CSS self service with the Student Center and Faculty Center go-live in February.  Access to place and remove holds owned by the Office of Registration and Records will initially  be granted to college office staff members working with the program / plan records at go-live.  Training for maintenance access will be released mid-January.  Staff must complete maintenance training to gain access to place and remove appropriate service indicators.
  • Milestones converted
    • Milestones will be used to records placement test results achieved by a student and to monitor class prerequisites in CSS.  At go-live the maintenance of this information will be internal to the Office of Registration and Records or through processes developed to load this information programmatically.  View only access will be available upon appropriate approval.  Information will be provided to the end user to document how the information is maintained and what data is found in specific fields.
  • Student Groups converted
    • At the time of go-live, this data will be maintained internally by the Office of Registration and Records.  Offices managing student groups will be directed to submit spreadsheets for Registration and Records to use in adding or removing student group information in batch.  It is important that this information be kept up to date as students continue their career at the institution.  Only staff in Registration and Records will have maintenance and viewing capability in regards to this data at the time of go-live due to the confidentiality of some group information in the system.
  • Student Advisor data converted
    • Following go-live, this data may, in some cases, need to be maintained in both SIS and CSS, particularly in the case of continuing students.  Students newly admitted to the institution for summer or fall will only have advisor information in CSS and therefore dual maintenance in CSS and SIS is not necessary.  Access to maintain advisory information will initially be granted to college office staff members with maintenance access to the program / plan records.  Training for maintenance access will be available mid-January.  Staff members must complete this training prior to being granted access to add and remove advisory information.
  • Student Degree Honors converted
    • Once this data goes live in CSS, it will be maintained by the Office of Registration and Records.  Users with a need to know this information will be able to request view access.  View only access will be made available upon appropriate approval.  Information will be provided to the end user to document how the information is maintained and what data is found in specific fields.

The following Change Management items will be in place for Student Records as a result of the January Go-Live:

• • Grade Holds - as of Summer session it will no longer be possible to prevent students from viewing their grades on-line, Service Indicators will still be able to prevent official transcripts from being sent.
  • Milestones in CSS will be used to track placement test results and to monitor class prerequisites.
  • Term Activation will be used in CSS.  A student record must be term activated in order to be eligible to enroll.  This will be covered as a part of View and Registration and Records provided training.
  • Updates to Program Plan in terms of College and Major changes will need to be carefully controlled because of the impact to student services and reporting.  If the change is made prior to the 15th day of a term, the first day that term will be used as the effective date of the change.  If it is after the 15th day of the term, the effective date should be the first day of the upcoming term.  Users in college offices will be maintaining this data and training will be provided by the Office of Registration and Records.
  • A catalog year is referred to as a requirement term in CSS.  One can be associated with the Program (college), the major (plan), the minor (plan) or specialization (subplan).  The value of the requirement term will always be set to fall in CSS regardless of the year it is associated with.  Users in college offices will be trained on this item as a part of the Office of Registration and Records provided training.
  • The expected graduation term field will more accurately reflect the expected term of graduation.  In SIS this field has only been populated when a student applies for graduation.  In CSS this field works in conjunction with Financial Aid processes and as such, need to be populated.  A formula has been developed to populate this field and the field will be updated at the time the student is readmitted or applies for graduation.  

RMS (Residential Management System)

Following the January Go-Live an interface will be used to import biographic / demographic data from CSS to RMS.  The data to be converted will include items such as contact information, permanent address, GPA (which will be coded to indicate a GPA range), and category (returning, new, athlete, greek, etc.) for all admitted and all active students.  A full file refresh from CSS to RMS will be completed each day.  This go-live is in anticipation of the sign up for fall semester housing which will begin in February. 

Financial Aid

Financial Aid will Go-Live with the following items as a part of the January Go-Live:

• • ISIR load for 0910
  • inclusion of Campus Community 3C's
    • Checklist
    • this 3C information will be used to populate the To Do List that will be available in self-service
  • conversion of Term Counter Renewable scholarships

Financial Aid will begin loading the ISIR's (Institutional Student Information Record) the week of January 19th.  This is the first step in building Financial Aid packages for the 2009-2010 aid year.  The ISIR provides a summary of the information provided on a student's FAFSA (Free Application Federal Student Aid) and provides SFA the calculated Expected Family Contribution (EFC) that is used to determine financial need.  During this go-live the final set-up tables needed for the ISIR loads will be put in place.

A variety of student and staff checklists will be implemented by Financial Aid to begin working with the students on the 2009-2010 aid year.  This includes a To-Do list students will monitor through the online Student Center.  Students will begin seeing their first set of My To Do List items for SFA after the ISIR loads begin.

Approximately 6400 aggregate scholarship records will be created through a Renewable Scholarship Terms Counters conversion from the financial aid system to CSS.  These term counter/aggregate records are used to track the number of terms a student has received a renewable scholarship and helps to ensure students do not receive more funds than they have been awarded.

Self Service Implementation

To Do Lists

To Do Lists will be available as a link from the left navigation in MyBGSU following this Go-Live.  The To Do List will contain 3C information from Admissions and Financial Aid.

Details regarding this Self-Service feature is outlined in the CSS Sneak Peek #4.

Changes in System Availability during BG@100 Go-Live

•   As a result of   the BG@100 Campus Solutions (CSS) implementation scheduled for January 9-11, CSS users are strongly encouraged to not use, make changes, or complete business processing in CSS during the period from 5:00 p.m. on Friday January 9 through 8:00 a.m. on Monday, January 12.   The BG@100 Project Team does however, reserve the right to make the system unavailable at additional times if necessary during the go-live period.  Processing in FMS will continue to be available - the go-live activities will not impact FMS transactions.  

January Town Hall PowerPoint Presentation

Any questions may be directed to  BGat100@bgsu.edu.

Change Management Items - Master List

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