MetamorphoSIS Weekly Status Report: June 1, 2010

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MetamorphoSIS Weekly Status Report


June 1, 2010







Page
1

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9


MetamorphoSIS Weekly Status Report:

June 1
, 2010

Status by Release


Release 1: Admissions (8/3/2009)

No new updates.


Release 2: Recruitment (8/28/2009)




Jo Bertrand has approved an enhancement to the recruitment portal profile, which will migrate to PROD
at our first opportunity.



Business case for "My Counselor" recruitment portal pagelet is complete. Tech approaches are next.



Tech approaches are complete

for recruitment portal guest access. Functional design is next.



Release 3: Master Data Management (Target go
-
live:
June 17, 2010
)



MDM activity is in full swing, preparing for go
-
live in support of Boulder’s Quick Admissions process.


Go
-
live scope will

provide the following services for Campus Solutions:

o

real time synchronization of person records from CS to MDM (constituents)

o

address cleansing in MDM (USPS format for mailing and improved search/match)

o

integrated search match in CS (fuzzy matching)

o

duplicate identification

o

CS affiliations pilot

o

Publishing of constituent message for campus use in
quick
provisioning



Team experienced setbacks last week due to issues related to both the Bundle 17 install in CS90dev and a
development workstation crash.



La
st week’s development activity included:

o

Progress in UC

Boulder definition of continuing ed. related affiliations for quick provisioning. They
are now ready for set up in CS.

o

Initial development completed for transformation refactoring of ‘primary’ name
and address for
passage to MDM from CS.

o

Development of bpel code with simplified transformations.

o

Progress on inclusion of affiliations in Publish message. This will be complete for testing by
Wednesday.

o

Completion of publish scripting for link/update

messages in MDM.

o

Set up of VIP for MDM failover.



Upcoming activities will focus on:

o

CS Configuration of affiliations in support of quick provisioning.

o

Publish if MDM message including affiliations for UC
-
Boulder consumption.

o

Migration of all June 17
th

go
-
live code (with the exception of MDM affiliations) to SIT environment for
testing.

o

Test failover to MDMPROD2.

o

Further testing of all CS person load processes in relation to event triggering.

o

Establishment, testing and documentation of procedure to queue

create/update event messages in
CWS/IB in preparation for MDM production database load process. This process will also be used to
queue messages from CS in event of MDM outage.

o

Completion of BPEL modifications in support of reworked CWS customizations.

o

C
ompletion of SOA to campus web service messaging via OSB in support of quick provisioning.

o

Testing at all levels. Development of test plans needs effort.






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Release 4: Curriculum Management, Enrolment Deposits, Document Management (10/12/2009)

No new updates.



Release 5: Scholarship Applications, Degree Audit and Transfer Credit (11/16/2009 and 11/30/2009)



The ISIS/DARS transfer credit interface has sent transfer credit detail to ISIS for over 2104 admitted
students for fall 2010.



Financial Aid Scholarship Stats as of Monday,
5/31:

o

CUBLD:



Post deadline counts:
4,793

unique students



22,772

total selected scholarships, average of
5.4

selected per student

o

CUSPG:



Post deadline counts: 4
63

unique students



531

total selected scholarships,

average of 1.
7

selected per student

o

CUDEN:



91

unique students accessed the app between
5/24

and
5/31

(
1,245
to date)



1,373

total selected scholarships, average of
2.9

selected per student


Release 6: Continuing Student Data Conversion (2/8/2010)

No new u
pdates.


Release 7: Critical Financial Aid Processes (Target go
-
live: February 22, 2010)



The percentage of loaded ISIRs relative to total ISIRs read is as expected (after factoring out students who
are in suspense due to duplicate records). ISIR files pro
vided to an institution by the Dept. of Education
contain all students who listed that institution regardless of whether the student’s admission status or
whether the student applied for admission.



Statistics by week

CUSPG:







week
ending:

total
ISIRs
read
from file

loaded
ISIRs

MILs
(paper)

Award Letters
(email)

Scholarship
communications
(paper)

Award
Letters

(paper)

12/19/2009








111


1/16/2010








78


1/30/2010








14


2/6/2010








2


2/20/2010








70


2/27/2010

3,865

2,
461




32


3/6/2010

2,280

1,
524





0


3/13/2010

656

39
9

1,174



0


3/20/2010

424

24
8

192


135


3/27/2010

523

2
87

3
09


127


4/3/2010

769

412

198


298


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4/10/2010

584

2
71

156


6


4/17/2010

433

214

138


0

3,5
27

4/24/2010

739

3
54

163


0

752

5/1/2010

503

2
49

126


3

6

5/8/2010

516

2
75

110


280

0

5/15/2010

362

1
99

95

55

38

820

5/22/2010

549

2
40

105

166

0

90

5/29/2010

479

204

80

28

106

235

Total

12,682

7,337

2,846

249

1,300

5,430


CUDEN:







week
ending:

total
ISIRs
read
from file

loaded
ISIRs

MILs
(email)

Award Letters

(email)



2/27/10

296

1
73







3/27/10

12,895

7,
349







4/3/10

2,456

1,
614







4/10/10

1,063

704

1,835




4/17/2010


1,574


895

429




4/24/2010

933

544

200




5/1/2010

1,293

707

155

2,772



5/8/2010

848

4
61

183

0



5/15/2010

772

463

173

0



5/22/2010

1,231

614

125

0



5/29/2010

807

378

183

0



Total

24,168

13,902

3,283

2,772






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CUBLD:







week
ending:

total
ISIRs
read
from file

loaded
ISIRs

MILs
(email)

Scholarship
communications
(email)

Award

Letters
(email
)

Planning
Letters
(paper)

2/20/2010







1,645





2/27/2010







2,215





3/13/2010

25,192

1
6
,
980




0





3/20/2010


0


0




0


5,177

3/27/2010

5,690

3,
758

3,975


0


34

4/3/2010

1,682

1,0
43


0


0


2,538

4/10/2010

4,083

2,8
92

4,113


0


0

4/17/2010

1,064

754

2,678

0


585

4/24/2010

1,828

1,
2
84

850

0


867

5/1/2010

1,790

1,235

520

0


264

5/8/2010

0

0

0

0

9,822

0

5/15/2010

1,509

929

401

2,367

306

221

5/22/2010

1,280

6
45

0

0

0

0

5/29/2010

2,949

698

508

0

840

91

Total

47,067

30,218

13,045

6,227

10,968

9,777


Release 8: Financial Aid and Student Preparation for Registration (Target go
-
live: March 1, 2010)



DATC campus staff continues to process daily error reports for the transfer credit incremental conversion
loads. This will be an on
-
going task until the final cutover to ISIS. Resources are strained in this area and
further review needs to occur to ensur
e campuses have allocated appropriate resources to this task and
future large batch conversions.



The academic standing conversion testing to be finalized.



More failures with the SR incremental conversion stream, we are monitoring issues and restarting lo
ad
programs.



As students move through the financial aid process, they receive communications as to what they should
do in the portal. For example, checking their to
-
do items, viewing their financial aid, accepting their
financial aid.



Current Student Cen
ter activities:

o

CUBLD: External Awards (report private scholarships), Checklists (to do items), View Awards,
Accept/Decline Awards

o

CUDEN: External Awards (report private scholarships), Checklists (to do items), View Awards,
Accept/Decline Awards

o

CUSPG: Ext
ernal Awards (report private scholarships), Checklists (to do items), View Awards,
Accept/Decline Awards

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R
elease 9: Enrollment (Target go
-
live: March 29, 2010)



The Student Records team continues to work with the conversion team on cleanup activities. The Student
Records and Conversion Teams are beginning discussions to plan out the remaining conversion activities
that need to occur over the next 10 months.



N
umber of Unique Student Registrations in ISIS: (as of 5/27/2010)

o

Boulder: 21,132

o

Denver: 7372

o

Colorado Springs: 3731



Student Records and Student Financials successfully launched the COF conversion and COF extension into
the Production environment
. The COF interface continues to be delayed due to a new identified bug. The
interface is expected to be in the production environment prior by mid June.

o

Number of Students Authorized and/or taken COF action for Fall 2010:



Boulder: 6041



Denver: 2397



Colorado Springs: 1294



We have identified a variety of bugs surrounding waitlists in the Production environment. The impact of
these bugs includes students being able to enroll in a class over students on the waitlist and the inability
to use resequence

waitlisting. These bugs are related to CU modifications. GSD continues to work on
these issues.



E
-
SR
-
05 (CU Cumulative Statistics)
-
Currently there are

five unresolved errors with E
-
SR
-
05 in Production:

o

Post/Unpost of Transfer Credit

o

Applying/Removi
ng Negative Credit Adjustments

o

Quick Admit (Update: The consultant has made good progress, and this issue is now being tested by
the SR functional lead)

o

Batch Term Activation

o

Level Calculation within Term Activation

o

Term Withdrawal (New Issue: This new is
sue was discovered in functional testing of quick admit. We
believe this issue has arisen because code was removed by the previous consultant)

The current work around for correcting the student statistics remains in place until the permanent
solutions can

be migrated to production.



E
-
SR
-
46B (CU Quick Enroll
-

the modification that will allow for the pre
-
registration application,
registration, and payment of continuing education/extended studies students via self
-
service) is
undergoing another functional design revision to accommodate

code requirements for using
CederCrestone with code provided by Oracle. Oracle has brought in a new SR consultant to work on this
functional design. The details of the approach have been captured in an updated functional design
document. The kick off fo
r this mini project is scheduled for Tuesday, June 1, 2010. The current release
date is July 1.



The release of the graduation application into production has been delayed due to conflicting priorities
and the identification of a variety of errors that r
equire resolution with GSD. The release of this extension
will be delayed until sometime in June.


Release 9.1/9.2

Graduation Processing, Financial Aid DL Processing, and Degree Audit and
Transfer Credit/ISIS Interface (Target go
-
live: May
/June

2010)




We've developed a "schedule & grades" pagelet for the portal which pulls schedule info from Campus
Solutions and allows the student to view classes, click through to campus maps, and print from a printer
-
friendly format. We plan to migrate to SIT today (5/
28), test next week, and have it in prod on 6/6.



Developer testing is complete for Advising Links portal pagelet. Web designers are still testing their piece.
I expect it to be in SIT testing next week, with a migration target of 6/6.



The cutover to the
new ISIS/DARS environment was completed on May 29
th

and the
ISIS/DARS degree
audit
s

will be exposed to end
-
users on Tuesday, June 1
st

via the staff and student portals. This cutover
from SIS/DARS to ISIS/DARS included not only the development of the new d
egree audit interface (I
-
SR
-
03) but also the evaluation of almost 80,000 CU to CU courses for over 10,500 undergraduate students.
This is a significant milestone and took a huge effort from GSD, UIS technical staff, and functional campus
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staff. That said
, the transition to a new degree audit interface will not be seamless. The changes in
student record data source for the interface and the new business process for CU
-
to
-
CU courses will result
in some functional issues after the transition that will need
to be identified, prioritized and addressed.



We need to define a new target date for the i
mmunization conversion
, as determined by campus
community
. Functional testing can begin when we get resources assigned

by Campus Community
.


Release 10: Student Fina
ncials (Target go
-
live: July 2010)



Project plan developed for the Student Account Conversions.

o

Two testing instances have been set up for Student financials testing. Restore and backup points are
available.

o

ACH has been loaded in multiple instances and is

ready for testing

o

Student Accounts comments have been loaded and are ready for testing.

S
tatus by Area


Admissions

No new updates.


Campus Community



The Selective Service interface (I
-
CC
-
119) for Boulder campus is in early stages of design.



An interface
to upload campus photos for rosters (I
-
CC
-
08) is being researched for development.



Decision to add Faculty/Staff email type (FAST) to store non
-
student email addresses for purposes of
roster notifications.


(I
-
CC
-
10)



For purposes of identifying non
-
keep re
cords in CS, decision was made to continue with Correct,
######### name change format (where ######### equals bad cs emplid).


In addition, SSN's will be
modified to prevent FA SSN matching errors on ISIR loads.


Modification involves changing the first 5

digits to a mask of 9's,

for example 123
-
45
-
6789 becomes

999
-
99
-
6789.



A Housing interface is required that will provide photos and dormitory addresses.



Selective service online form is in progress.


Adding it as a checklist item seems effective if we can

overcome problem of not being able to include active link



The question has come up regarding business process around deceased students.

These students seem to
show up with active program/plan stacks and so are being provisioned by campuses. The best thi
ng
would be to manually work a list of deceased students who have a program plan stack. Upon learning of a
student’s death in the future, the Offices of the Registrars should immediately inactivate program plan
stacks in addition to flagging the student a
s deceased. Mark provided a list of students. Sally will post it
on Sharepoint. Carol M, Tracy, and Shana will ensure that the program plan stack is capped by the
respective campuses for each of these students.



We need a final data validation to do the

immunization conversion into prod.


Mark Flower has a test plan
ready and will do a new load to SIT. Carol Mash will review it. We’re looking at putting it in PROD on 7/1.



We are targeting 7/10 for loading the Legal Presence conversion into PROD. The

extract/load is written
and we’re hoping Vic can test it.



The External IDs conversion is ready to be validated. Carol Mash will do the validation. This is targeted to
be in CONV2 on 7/1, but we want to put it in PROD as late as possible and still be rea
dy for transcript
processing.



We also need to schedule and validate the Relationships conversion.



Wardenburg Student Health Center staff have requested additions to the translate table for Immunization
Status (CC>Personal Information>Health Information>Imm
unizations and Health>Immunization
(tab)>Immunization Status (drop
-
down) to include: Age Exempt and Incomplete. If possible they would
like to remove Partial and Unknown from the same table.


Also, they have requested the addition of values to the Test Re
sult translate table (CC>Personal
Information>Health Information>Immunizations and Health>Health Test (tab)> Test Result (drop
-
down)
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to include: Equivocal, Normal, and Abnormal. If possible they would like to remove: Neutral from same
table.



Sally and Car
ol A. are working on setting up a phone meeting with Jim Davis Rosenthal on Boulder campus
to request lists of students expected to attend UCB orientations in order to do record clean up ahead of
those orientation students attempting to register, etc.



Art
has been working on the disability services mod. Margie will become the owner. Configuration still
needs to be done. We’re still trying to acquire full buy
-
in on tracking from the disabilities offices. Art will
provide some training/background.


Conver
sion



Release 11 activities

o

Transcript Text, Honors and Awards


tested, waiting for transcript compare.

o

External System
ID’s
converted and in testing by SR team. Included in transcript compare project.

o

Relationships

in unit testing.



Monitoring incremental

load volume



Historical loads:

o

Good discussion regarding load plan for historical records. We discussed assumptions that will
be used for developing timelines. We examined the patterns for transcript requests from
Boulder to help us determine what perio
d of time is most critical to load. Additionally, we
discussed how we could support a change to the transfer credit load program to include only
summary at a given point in time.

o

This plan will be provide to the registrar’s for the June meeting and also
to the admission
directors for review. Supporting business process plans will be discussed at that registrar’s
meeting also.

o

The plan:



We plan to convert all students with enrollments in SIS (approx 577,000) into a test
environment to determine which students are error free. Then breaking that chunk of
students into smaller groups and convert into production over time. Last we will loa
d in
the over 450,000 students with pre
-
88 statistics only.



We will load these sets in at a pace that provides us with 2 test loads prior to
production.



Discussed the reality that not all transcripts will be converted by the time that the cut
over to ISIS
transcripts occurs. (September or so.) So expectations and business
processes need to be communicated and developed.



Non Conversion Support


o

Ongoing: Run process to fix program requirement errors caused by admission process.

o

Continue working with new consultant who is working on E
-
SR
-
05, cumulative stats Peoplecode.

o

Hand off on changes that were made to E
-
SR
-
05 COBOL program has been completed.

o

Worked on various reports and data analysis for SR

o

Archive to enrollment requests p
rocess will need testing. This should improve performance.

o

Work on

E
-
SR
-
104 so that if a student's first term is in multiple institutions, they get a request for
recalculation at all institutions.

o

Worked on E
-
SR
-
105 and created migration document to mo
ve to TEST.

o

Continue to support SR team.

o

Continue to support
interface team
as needed.

o

Continue to support DARS team as needed.



CRM

No new updates.




Data Warehouse

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The business analyst consultant, Nischal Dangol
, has begun meetings with principal campus report writers
to establish when all necessary data to support any individual report writing efforts exists in the data
warehouse or to identify which data elements do not.


He is available to meet, on request, wi
th any
Cognos report writers who are interested in assistance turning any well developed list of source data
needs in any frame of reference into a list of appropriate sources in the new CIW/ISIS warehouse
structures.


We are trying to schedule meetings wi
th principal report writers in Denver and Springs ASAP.


A meeting with BD Registrar's office occurred last week.




The production CIW has not been updated and available for reporting, in some cases, until well past
8AM.


Since the warehouse is not heavily
used, this delay has not had significant impact.


Three
changes

are being

made to improve the regularity of the warehouse being available early each business
morning.


First; additional hardware has been purchased to augment the warehouse production datab
ase
machine’s performance.


Second; extraction, transformation, and load activities will now begin at 10PM
instead of midnight.


Third; IRM is experimenting with modified

parallelism of ETL jobs to improve the
start to finish performance of the nightly ETL

process.




The purchase of an Oracle product called “Total Recall” has been approved and executed.


This product
permits the production warehouse to retain a history of all changes after Total Recall is put in place.


Assuming implementation of this produc
t is successful, snapshots of warehouse status at key periods such
as census dates and end of term will no longer be required because it will be possible to execute a query
to return results as the warehouse was at any arbitrary earlier point in time.


Now

that the purchase is
final, implementation and testing plans will be developed.


Degree Audit and Transfer Articulation System



Completed the SIS/DARS degree audit archival project during which almost 46K degree audits were run
via the batch process and se
nt to the campuses for archival purposes. (CUSPG: 9,517; CUDEN: 6,639;
CUBLD: 29,732).



Linda Wax, who has been supporting our SIS/DARS interface and batch programs for over a year, retired
at the end of May.


Document Management

No new updates.


Financial Aid



June will be marked by Oracle updates and bundles. We have one update for Pell that is in PROD but will
need to be reapplied with CS Bundle 17. There is another update for Loan Processing that was released in
late May. That one will also need

to be applied along with CS Bundle 17. GSD is being asked to work on
the analysis as it involves some record changes, but the impact should be limited to FA.



Met with Donna Sewell and Susan Youtz regarding E
-
FA
-
42 Work Study extension. It is complex but w
e are
on track to have it move to production for a 7/1/10 release.



The FA Team is in the ongoing stage of refining business processes, handing over tasks to staff, and
troubleshooting issues. We’ve been working on student issues reported via the Service De
sk, analyzing
issues where restrictions in PROD are inhibiting business process queries, differences in who is able to run
some queries successfully to completion and who cannot,
and
understanding the security in place around
the Student Services Center (A
dminVw
).



With respect to the bullet above, the FA Team is currently addressing these issues: FA Term processing
(impacts on level and ACG/SMART awards largely due to transfer credit terms), changes to SR View role,
testing the change of EMPLIDs to match SI
S SIDs, SETID vs. INST issue for SAP, and Item Types security
with SF.



Now that we have experience with our process flows for ISIR loads, checklist assignment, and
communications, FA offices are working on automating this batch stream (or parts of it) with

UC4. We will
have initial jobs running
this month
.



FA has approval to bring Meagan back for up to 4 weeks and has a provisional hold on her time. We are
asking to adjust those dates to provide us with coverage during initial disbursements (first three wee
ks of
August) and census date processing.


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Interfaces

No new updates.


Infrastructure

No new updates.


Portal



ITS has hired Paula Vaughan (former project manager for CUConnect) to help with analysis and spec
writing for the ISIS portals. I'm meeting with B
urton and Kevin Notheis today to discuss how to get her
started.



I’ve changed the descriptions for two CEMLIs: E
-
EP
-
60 and E
-
EP
-
107. They used to describe deep
-
link
requirements to specific components. Now E
-
EP
-
107 is called “deep link pilot”


we’ll use
this to
determine a good technical approach to deep linking and test it out with a couple of the more hotly
wanted items. E
-
EP
-
60 is now called “comprehensive deep linking implementation”


with this one, we’ll
overhaul our student and faculty tabs so that

the links to functionality (all of which currently just point to
the front page of student center or faculty center) point to the specific function they describe.


Security

No new updates.


Student Records



The first round of the side by side comparison of the CU Common Transcript between SIS and ISIS
revealed several issues/bugs. The student records team will be submitting a list of errors to GSD to
resolve how the information is being displayed on the ISIS

transcript. Additionally, the student records
team will discuss impacts to student statistics due to configuration of grading schemes with the
Registrars. The offices will engage in several more side
-
by
-
side compares over the coming months. The
transcr
ipt extensions will require much deeper testing prior to releasing into production.



The Student Records team is starting to have discussions with the project training coordinator around the
training requirements for upcoming releases. Key areas that requ
ire training documentation and training
sessions: graduation processing, grading, transcripts, professional school extensions, and end of term
processing (i.e. dean’s list).