BG@100 CSS February Go-Live

(follow this link for the March Go-Live information)

A BG@100 Campus Solutions (CSS) Go-Live event is scheduled for the weekend of February 4-8, 2009.  Details regarding the go-live items to be completed are provided in the following paragraphs.

Student Records

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

• • Term Activation
    • When term activation goes live, all historical terms will be prepared for enrollment conversion. Moving forward, this process will be run in batch, or performed manually, preparing a student record for enrollment each term. There will be key people involved with the enrollment process which will have access to manually term activate student records, however the majority of records will be activated through a process run in the Office of Registration and Records.
  • Enrollment
    • When enrollment goes live in February, all historical enrollment as far back as 1940 will be converted to CSS. Summer 2009 enrollment will be the first enrollment activity performed live. The conversion of historical enrollments provides for a foundation for prerequisite checking, and the monitoring of academic policies such as the University’s retake policy. Staff in the Office of Registration and Records will keep enrollment for Fall 2008 and earlier in synch with SIS until December 2009. There will be a short term interface in place to keep Spring 2009 enrollments in synch between the two systems until May 2009.
  • Term History
    • Conversion of term history information includes historical withdrawals, “not comings”, non-payment cancellations and academic standing (academic status in SIS) values for each enrollment term. Conversion of this information facilitates production of the official transcript and proper monitoring of academic policies such as Unsatisfactory Progress. Staff in the Office of Registration and Records will keep enrollment term history information in synch by performing dual maintenance until as late as December 2009 for some pieces. There will no longer be a ZNOT screen on which to record some of this information (not comings in particular) but there will be development released in the next months which will replace this process.
  • Transfer Credit
    • Transfer credit will be evaluated in the DARwin system and interfaced to CSS. All historical credit will be converted in February ensuring that student earned hour totals and degree progress is reflected accurately. Transfer credit in SIS for Spring 2009 will be posted manually by staff in the Office of Registration and Records until the end of Spring 2009. Credit for incoming and continuing students for Summer 2009 and forward will only be maintained in CSS.
  • Advisor Self-Service
    • The advisor self service pages will go live in February providing advisors information regarding their advisees and walk in advisees. Via these pages advisors will be able to view student demographic information, grades, class schedules, internal transcripts, transfer credit reports (as delivered in CSS) and hold information.
  • Faculty Self-Service
    • The faculty self service pages will provide faculty members access to their class roster, student advisement pages as discussed in Advisor Self Service, and eventually grading.
  • Mass Placement/Removal of Service Indicators
    • Development to place and remove service indicators in mass will be operational and will be used by all functional modules.

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

• • Satisfactory/Unsatisfactory Grading – students will be able to determine whether to register for classes using the Satisfactory/Unsatisfactory grading scheme. Faculty will submit letter grades if the class is offered as Letter or S/U allowing the original grade to be captured. If the student is enrolled as S/U the official grade for the student will be automatically converted to S or U as defined by the grading policy. This allows the original grade to be retained should the student change majors and need to have the class graded by letter rather than S/U.
  • Waitlists – Classes that have reached their maximum capacity for enrollment will have the option of using waitlist functions. Use of the automated waitlist will ensure that waitlists will be utilized in the same fashion across the university providing students with a consistent understanding of their enrollment status.
  • Not Coming – Students that have matriculated but have not registered for classes will be tracked by the Office of Registration and Records as Not Coming. In the past this function had been performed by Admissions.
  • Dummy Courses – Departments offering Study Abroad opportunities will need to establish “placeholder” courses to track students’ enrollments.
  • Withdrawal Policy – Students that leave the University without proper notification will receive a final grade of WF for all courses that the student is enrolled in. Further the student will not be eligible for any refund of tuition or fees. This policy change was approved by Undergraduate Council on February 21, 2007.
  • Enforcement of Repeat Limits – Repeat limits will be enforced at the time of enrollment. In the past the previous system did not have the capability of enforcing repeat limits. Students needing to enroll in a situation where the repeat limits will be exceeded will need to acquire a signed registration form and present it to Registration and Records.
  • Student Grade Reports and Internal Summary Reports – Faculty and Advisors will have access to production data through the Faculty Center. This eliminates the need to print and distribute these reports.

RMS (Residential Management System)

The February Go-Live of RMS will add the following functionality:

• • My Room and Meals - a student web process will be available for students access through the web portal.
  • Learning Communities – will begin using a custom BlackBoard process to enroll their students in Learning Communities, which will then be interfaced to CSS to aid in Learning Community processes.
  • Commuter Meal Plan – a web form will be available to allow student (who do not already have a residential meal plan) to sign up for a future term meal plan.

    Users will be able to begin housing sign up for the Fall 2009 semester on Monday, Feb 9.

Financial Aid

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

• • Department Awards
  • Communications
  • OCOG Estimator System Confirmation

The following Change Management items will be in place for Financial Aid as a result of the February Go-Live:

• • Departmental Awards, Transfer and Point of Contact Scholarships – The Undergraduate Admissions Office will enter Transfer Scholarships as well as Point of Contact Awards directly on the students’ financial aid package through the use of Departmental Awards. This will expedite the process and eliminate the need to pass rosters between SFA and Admissions. In addition, since the awards will post at the time of awarding, it will reduce the chance of awards posting incorrectly and will allow for adjustments to be made to the students’ package sooner, if needed.
  • Departmental Awards, RA Room Award - The Office of Residence Life will enter Resident Advisor (RA) Awards directly on the students’ financial aid package through the use of Departmental Awards. This will expedite the process and eliminate the need to pass rosters between SFA and Residence Life. In addition, since the awards will post at the time of awarding, it will reduce the chance of awards posting incorrectly and will allow for adjustments to be made to the students’ package sooner, if needed.
  • Departmental Awards, Graduate Tuition Assistance (formerly Graduate Fee Waivers) - The Graduate College will enter Graduate Tuition Assistance Awards directly on the students’ financial aid package through the use of Departmental Awards. This will expedite the process and eliminate the need to pass rosters between SFA, Graduate College, Bursar, and various other Graduate Departments. In addition, since the awards will post at the time of awarding, it will reduce the chance of awards posting incorrectly and will allow for adjustments to be made to the students’ package sooner, if needed.

Student Financials

Student Financials will Go-Live with the following items as a part of the February Go-Live:

• • General Ledger Interface Summer 2009
  • Cashiering Summer 2009
  • Bursar Holds
  • Web Payment Processing
  • Student and Group Posting

The following Change Management item will be in place for Student Financials as a result of the February Go-Live:

• • Financial Responsibility Agreement – The Financial Responsibility Agreement which had to be signed by each student once a year has been eliminated. In order to replace the agreement and its corresponding hold, statements regarding students fiscal responsibility to the university has been placed on the self-service pages where students add classes, drop classes and view their class schedule.

Self Service Implementation

Self Service will be implemented with the addition of the following as a part of the February Go-Live:

• • Student Center –Summer registration will begin February 16 utilizing the student center. Students will be able to enroll in classes and view their class schedule. Any holds associated to a student will also be viewable by the student through the Student Center. Students will be able to view their registration appointment times and see who their advisor(s) are as well as where their office is located.

Details regarding this Self-Service feature is outlined in the CSS Sneak Peek #5

• • Faculty Center – faculty and staff that advise students will utilizing the advising application in the Faculty Center to view past enrollments, grades and other information to advise students for their future academic path. Advisors will also use this application to remove Mandatory Advising Holds. Faculty will be able to view their official class rosters.

Details regarding this Self-Service features is outlined in the CSS Sneak Peek #6

Changes in System Availability during BG@100 Go-Live

A BG@100 Campus Solutions (CSS) implementation is scheduled for February 6-8. Due to activities surrounding this go-live, CSS users may notice a slower response time when completing CSS activities on Thursday, February 5. Users may also experience delays in system response and a longer processing time for reports on Friday, February 6.

CSS users are asked to log out of the system on Friday, February 6 by 6 p.m. and to minimize CSS activities throughout the weekend. The system will again be available to all users by Monday, February 9 at 8 a.m.

Processing in FMS will continue to be available - the go-live activities will not impact FMS transactions.

The BG@100 Project Team does however reserve the right to make the system unavailable if necessary during the go-live period.

February Town Hall PowerPoint Presentations

• RMS (Residential Management System) Presentation
• Self-Service Presentation

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

Change Management Items - Master List

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