the whole ball of wax

THE WHOLE BALL OF WAX

Virginia Johns, Associate Registrar, UCSB

Patrick McNulty, The OtherAssociate Registrar, UCSB

CUMREC, 2000

UCSBUniversity of California at Santa

Barbara20,000 Students, about 17,000

UndergraduatesDegree Clearance in the Office of the

Registrar5000 Graduates per yearSlowly, and With Care

DEGREE AUDIT AT UCSBAbout 80% have transfer units towards

degreeAdmissions “Profile” is a paper

document in the Student FolderDegree Audit must include online

transfer-course detail Articulated with our courses and

degree requirements

WHY WE DID ITStudent Service and office

functionality“Client-Server” was an

administrative requirement.Admissions Office was our customer.Some money, some encouragement,

but no mandate.

WHY WE’RE TELLING YOU THIS

This is not a recipe, but suggestions for a menu.

Problem aspects and our solutionsFile RelationshipsSystem Features

WHERE WE AREAll the pieces work (except Phase 2,

of course…)The pieces talk to each other.The Players are playing together.No computer stress tests as yet.

DARWIN (DARS C/S)We were very early.Darwin now has happy customers.We should have done the mainframe

version first.Redundancies with Darwin:

Our customer’s demands. They didn’t have it yet. We didn’t know it.

ADABAS/MVS

DARWIN

ADABAS: HOME-GROWN SYSTEM. GOOD FUNCTIONALITY.NOT EASY TO TALK TO.

DARWIN: DARS(C/S) IN SYBASE AND POWERBUILDER.

TEAS – TRANSFER EVALUATION AND ARTICULATION SYSTEM

Lets our Admissions Evaluators have hands-on control of transfer credit.

Examine multiple transcripts and UCSB work to select among transferable courses.

Preserves an online archival “Student Profile”Enables Evaluators to advantage the student

while staying within the rules.Computerizing a very human process.

ADABAS/MVS

DARWINTEASTTS

TEAS: TRANSFER EVALUATION AND ARTICULATION SYSTEM

TTS: TRANSCRIPT TRACKING SYSTEM

TTS – TRANSCRIPT TRACKING SYSTEMKeeps track of where the transcript is, why

it’s here, and what should happen to it.Are all transcripts here for this student?Getting the transfer-course detail online:

Manual Keying Speede OCR – Optical Character Recognition (Phase

2)

ADABAS/MVS

DARWINTEASTTSSPEEDE

KEYENTRY

OCR

ASSIST

DATA FLOW SUMMARY Get transfer courses online, matched with

institution info Admissions Evaluators examine the combined

transfer credit over all institutions A/E’s mark transferable courses, select from

redundancies Run articulation using Darwin Examine output and perhaps “certify” it. Transfer work will now be used by Darwin for

subsequent degree-audits

ADABAS/MVS

DARWINTEASTTS

ARCHIVEDPROFILE

SPEEDE

KEYENTRY

OCRARTICULATIONAGREEMENTS

CERTIFIED TRANSFER WORK IS NOW AVAILABLE FOR FUTURE DEGREE AUDITS.

TRANSCRIPT STATUS VALUES: U-Transcript unloadable, see transcript error listing. X-Missing crosswalk institution entry, or invalid institution type. M-Missing institution in Master Reference tables. O-Other data missing or in error, see transcript error listing. P-Transcript requires Perm number. D-Data entry in-progress R-Transcript ready for loading into TEAS format. L-Transcript loaded into TEAS format. E-Evaluation initiated C-Evaluation completed/certified A-Transcript archived.

ADABAS/MVS

DARWIN

ARCHIVEDPROFILE

DEGREEAUDIT

VIA WEB

DEGREEREQUIREMENTS EXCEPTIONS

THE STUDENT CAN NOW REQUEST AND RECEIVE A DEGREE AUDIT VIA THE WEB.

ADABAS/MVS

DARWINTEASTTS

ARCHIVEDPROFILE

DEGREEAUDIT

VIA WEB

SPEEDE

KEYENTRY

OCRARTICULATIONAGREEMENTS

DEGREEREQUIREMENTS EXCEPTIONS

ASSIST

THE WHOLE BALL OF WAX

QUESTIONS OF SCALE20

200

20,000

QUESTIONS OF SCALE20 RULE WRITERS, COURSE KEYERS,

AND OCR RUNNERS.

200 EXCEPTION MAKERS

20,000 AUDIT REQUESTORS