Project Hot Topics for Staff

Here is a of issues and questions raised by staff on campus at the SIS Town Hall on Sept. 1 and follow up Triage Events, including links to resources:
 
WHAT WE HEARD
At the first SIS Triage Session and the SIS Town Hall, we heard these critical pain points from you:

  • Enrollment: Waitlists wrangling, time conflicts, permissions and other enrollment processes are onerous and causing a range of issues, preventing students from enrollment
  • Concurrent Enrollment: Requests initially had to be managed individually, and the processes are not clear
  • Graduate Awards and Fee Remission:  Delays in setting up new Item Types and getting access to CS; some awards not posted; some remissions missing despite valid appointment in HCM
  • Fall Program for Freshman: Students had past FPF information listed under “major” that was leading to some being dropped from classes

WHAT WE ARE DOING ABOUT THESE ISSUES
The SIS team is working with our campus partners to conduct more detailed follow up and to document answers to these issues. Here is a brief update on some of these critical areas:

  • Waitlist, time conflicts, permissions, and other enrollment processes
    • The team is using your input to develop more information on best practices in class setup and waitlist management to help alleviate major pain points for the spring semester.
    • SIS and OR continue to update the Enrollment Management FAQ, a living document with information on many issues relating to enrollment, including waitlists and time conflicts.
    • New SIS reports are available to help staff with enrollment processes via the SIS Reports website - see the How-to for New Enrollment Reports.
    • For help on specific issues with enrollment such as waitlists, time conflicts please contact the SIS Help Desk at sishelp@berkeley.edu.
  • Concurrent Enrollment
    • Note: The deadline for finalizing Concurrent Enrollment for Fall 2016 is Friday, Sept. 23.
    • Action Center and Work Center went into production on September 7, 2016. This allowed for viewing list of applications and batch processing of approvals. See FAQ on Action Center & Work Center for more info.
    • Bugs continue to be addressed, tools and reports refined, and enhancement requests being evaluated for potential future delivery.
    • For help on specific issues related to Concurrent Enrollment, please contact UCB Extension at concurrent@berkeley.edu.
  • Grad Awards
    • As of Monday, September 19, the automated Create Item Type functionality is available in Campus Solutions. The temporary New Item Type request form was removed on Friday, September 16.​
    • The backlog of new Item Type requests has been processed. Requests that were entered while the New Item Type form was still available are now being processed.
    • Going forward, Award Entry security access requests will be processed from the on-line SIS Security Access Request form, which the user may submit after they have completed the online training  
  • Fee remission
    • Fee remissions for LBL and many other departments that experienced delays began to post to students’ accounts on Sept. 8.
    • Many remission issues raised at the triage session last week have been resolved. A technical issue related to the passing of data from HCM is affecting some remissions, and the SIS team is working on a fix. Please continue to report remission concerns or issues by emailing SIShelp@berkeley.edu or using the new case webform.  
  • Miscoded “Fall Program For Freshman” student majors
    • A fix for the issue of past Fall Program for Freshman students showing up with outdated FPF information listed under “major” in Cal Central was released in early September that reduced the number of these issues. The bug fix for the remaining cases was released in Go-Live 7 on September 18. If you come across regularly enrolled Berkeley students who show a major that includes the term Fall Program for Freshman or FPF, please contact the SIS Help Desk SIShelp@berkeley.edu immediately.

Student Records Team Weekly Updates

Monday, February 6, 2017
Meeting Outcomes:
COMPLETED:
  • Fall ‘17 review
  • Automate File Transfer between CS and PPS
  • Review census reports
  • Summer Enrollment Command Center
  • Slate/CS Readiness Check-in
  • Review SF and Slate configurations for Testing in QAT
  • Code Red: Confirm Summer PRD works
  • Integrated Plan - Reporting Section
  • UCOP End-of-Term file specs
  • Integrated Plan Next Steps
  • Clearinghouse Reporting
  • BPG review
  • Finish Fall 2017 Appointments
  • Summer Communication - CalCentral
  • Enrollment/SOC Cross-Training
  • 25Live and 7Point documentation check-in
  • Time Conflict Requests 1/27 - 2/2:  391
  • CMS>CS Course Catalog and Schedule component clean up
  • Lots of Service Now tickets Again

 

Student Financials Team Weekly Updates

Thursday, February 2, 2017
Meeting Outcomes:
1) 2/1 Summer enrollments & tuition calculation began ($7+M assessed as of 2/2).  
Ongoing configuration and testing will need to occur for SSDP, withdrawals, cancellation, CRBKT, etc. after 2/1.
2) SF/FA testing configuration changes to CPL; add'l testing required.
3) Continue to collaborate with BPS leadership on weekly priorities and assignments (i.e., collections, departmental query requests, project deliverables & operational needs)
4) SF also spent time preparing regression test scripts for patch, upgrade and bundle; admission items for 2178, new & on-going security requests, service now tickets, user requests for
CS information, communications, etc.
5) Resources dedicated to resolve TPC items with partner office.
 
Coming Up:
1. 1098T processing in production (end of January)
2. Summer 2017 fee assessments (February 1); continued work to finish config before May.
3. 2178 admissions activities
4. New PDST SSGPDP programs for 2178 that will need t-calc configuration review for implementation.
5. 9.2 Upgrade, Bundle Release and Patch

 

 

Records Team Weekly Updates

Thursday, February 2, 2017
Meeting Outcomes:
COMPLETED:
  • SIS Granting Degree Early
  • Minors Communication
  • Transcript and Record Conversion Project Management
  • Task Force: Grad Matters
  • Summer Sign Off for Slate->CS
  • Summer FA/SF configurations
  • Summer Configuration Review
  • UCOP File Load
  • Application Review
  • MEEN QBU Review Session
  • Talk about Summer Courses & Classes
  • Compile report for Summer SIS check-in
  • 2175 Testing
  • Summer Sessions/SIS Monthly Check in
  • Transcripts Daily Scrum
  • EAP - adding enrollments
  • Summer Session TERM activate
  • TimeConflict requests since Jan 10th: 1750  were researched, OR enrolled, and communications sent to students (by SIS PC and OR staff)
  • Room Request Form Progress
  • Series 25 Review
  • UAT Planning
  • Law - CS Knowledge Transfer
  • Code RED - SOR
  • Summer pre-enrollment schedule clean up
  • Previous work on Service Now Tickets:
    • 1103  tickets  in the past 3 months
    • 2241  tickets  in the past 6 months
    • 3085  tickets  in the past 9 months

 

 

Financial Aid Team Weekly Updates

Thursday, February 2, 2017
Coming Up:
  • 17-18 ISIR loading into PRD
  • Regression testing begins for PT patch
  • Summer configuration continuing/cross-functional efforts
  • Emergency Loan check printing software infrastructure set up...testing in lower environments.
  • Award Entry: researching best practice for Summer awards to students without Summer budgets
  • Summer Tuition calc planning with SF, OR and SS
  • Knowledge transfer from Ellen efforts continues (Cal Grant, MCS, SAP, Unapplied, etc. ) 
  • Completed Cal Grant bug identified and being worked on.
  • Cal Grant QBU blocker work: still needs testing to be able to move up to PRD.
  • Packaging and general CS Training for FASO staff continues-Fall cleanup in preparation for Spring 2017
  • Continued Disbursement in PRD ~$299 Million
  • 2017-18 Aid Year Set Up/configuration continues
  • Finalizing Cal Central designs for Loan History card and Summer card
  • Expanded CS Security roles for CSC updated and granted
  • Cal Grant payment roster finalization

 

 

Student Financials Team Weekly Updates

Monday, January 23, 2017
Meeting Outcomes:
Main focus this week has been in the below areas:
  • 1098T data validation & reconfiguration. 
  • Discussed with FA/SF partners on best way to proceed with billing configuration for UCB students for summer 2175. SF team will move forward new config.
  • Collaborate with BPS leadership on weekly priorities and assignments (i.e., collections, departmental query requests, project deliverables & operational needs)
  • Complete CNP processing in BCSPRD with SR/OR, FA, CSC, Communication teams and CalCentral.
 
Coming Up:
  • 1098T processing in production (end of January)
  • Summer 2017 fee assessments (February 1)

 

Records Team Weekly Updates

Monday, January 23, 2017
Meeting Outcomes:
COMPLETED:
  • CMS>CS Updates from COCI approvals on 1/13 and rest of catch up 
  • Updated CMS>CS documentation
  • Scheduling and enrollment responsibilities/tasks list for OR
  • Edited enrollment FAQs for SIS website
  • Summer SF/FA configurations
  • Test Slate->iHub->CS->IDM processes
  • CPP eForm - Review issues with effective dating on CPP Stack
  • Program's Team Slate Training
  • SR/AA batch update process review
  • UCOP report updates - check-in
  • Official Transcript (for now, it is in production)
  • Summer Programs Slate Training
  • Summer Slate Integration and new IDM Integration 
  • CPP eform update meeting 
  • Weekly knowledge transfer meetings with: OR- Records staff ; Law Registrar and IT staff
IN PROGRESS:
  • College Scheduler BPG
  • Basic X25 settings for OR
  • Change request eform review/work 
  • Time conflict requests (700++)
  • Service Now Tickets (too many as well)
  • Student group and service indicator security template for OR and CSC staff, for security to mirror.
  • Credit Bucket Testing
  • SF/FA Summer testing and configuration
  • Summer Slate Updates 

 

 

Student Financials Team Weekly Updates

Friday, January 20, 2017
Meeting Outcomes:
Main focus this week has been in the below areas:
  • 1098T data validation & reconfiguration. 
  • Discussed with FA/SF partners on best way to proceed with billing configuration for UCB students for summer 2175. SF team will move forward new config.
  • Collaborate with BPS leadership on weekly priorities and assignments (i.e., collections, departmental query requests, project deliverables & operational needs)
  • Complete CNP processing in BCSPRD with SR/OR, FA, CSC, Communication teams and CalCentral.
 
Coming Up:
  • 1098T processing in production (end of January)
  • Summer 2017 fee assessments (February 1

 

Records Team Weekly Updates

Friday, January 20, 2017
Meeting Outcomes:
COMPLETED:
  • Meeting/Training with CSC staff for Transcripts
  • Meeting/Training with OR – Records staff (bring them up to speed on all things CS)
  • Triage/Testing/Managing:
    • Law Units Process Abending
    • Law Template Fixes
    • Buffer Errors for STDNT_CAREER missing
    • Library Holds processing in CS
    • Data fixes to converted data
  • Meeting with Law regarding missing conversion data
  • Meeting with OR transcript team regarding how to move forward with data cleanup
  • 7.4 Cutover activities
    •  Validation of functions
    •  Application of Sis to converted data for Transcript prep
    • Processing of Law Units (encountered the error – mentioned above); Reprocessing after fix into production
  • Service Now ticket meeting with team
  • Fall 2016 repeat processing, repeat reporting, repeat cleanup
  • Fall 2016 academic standing processing, reporting and cleanup
  • Fall 2016 term honors processing, reporting and cleanup
  • Prepare Summer UAT accounts, tokens and other data
  • Credentials Configuration
  • Develop Summer Test Plans
  • GL7.4d: UAT for Summer Session
  • QBUs Job Schedule - Summer Session
  • SIS & Advising Directors - Planning to address APR/Administrative Transcript practices and solutions
  • Discuss ftp to Slate issues
  • Transcripts Checkin
  • Programs Slate Check-In
  • Review new IDM process
  • Summer 2017 review 
  • QBU 14 step continuing Run Control process
  • SIS Weekly with summer
  • Academic Room Change form meetings
  • X25 Review/Training with OR
  • Training Team document reviews

 

Advising Team Weekly Updates

Friday, January 20, 2017
Meeting Outcomes:
  • Continue to participate in the bi-weekly Grad Taskforce meetings.
  • Jake participated in a few meetings surrounding the difference between the Academic Progress Report (APR) and the Administrative Transcript for advisors.
 
Internal Blockers:
  • Academic Advising continues to be dependent on having full student record detail in Campus Solutions in order to have an accurate Academic Progress Report (APR).  Currently, the APR is waiting on Transfer Credit Detail to be posted and validation almost at a complete state before Student Exceptions can be manually converted from DARwin to Campus Solutions.
 
Coming Up:
  • Validated the update to the converted advising notes is accurate for a GL 7.4c release.
  • AA consultant provided training on the batch Academic Progress Reports (APRs) process.
  • Began working on knowledge transfer to Lisa Chang of Advisor Assignments, which includes using the QBU tool.
  • AA continues to work on the APR validation packets for all Colleges/Majors.
  • Jake and Liz participated in the GL 7.4 cutover on Sunday.
  • Appointment enhancements were released in GL 7.4.
  • Continue to handle ServiceNow tickets with Lisa Chang taking the point on triaging the ticket and re-assigning to appropriate AA team member.

 

 

Financial Aid Team Weekly Updates

Friday, January 20, 2017

Coming Up:

  • Spring 2017 disbursement successful
  • MCS:  2nd Enrollment and Change file successfully transmitted to CSAC, operationalizing with FASO.
  • Emergency Loan check printing software infrastructure set up...testing in lower environments.
  • Award Entry: researching best practice for Summer awards to students without Summer budgets
  • Summer Tuition calc planning with SF, OR and SS
  • Knowledge transfer from Ellen efforts continues (Cal Grant and MCS)
  • Summer Sessions update:  configuration @ 55% and cross functional meetings occurring to coordinate efforts and flush out business processes. 
  • Completed Cal Grant bug identified and being worked on.
  • Cal Grant QBU blocker work: still needs testing to be able to move up to PRD.
  • Packaging and general CS Training for FASO staff continues-Fall cleanup in preparation for Spring 2017
  • Continued Disbursement in PRD ~$299 Million
  • 2017-18 Aid Year Set Up research begins and Bundle 43 applied to QAT (Bundle 43 prerequisite for 17-18 ISIR import)
  • Finalizing Cal Central designs for Loan History card and Summer card
  • Expanded CS Security roles for CSC updated and granted
  • SMP swap functionality planning and continued configuration
  • Cal Grant payment roster finalization

 

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