DegreeWorks: A Toolkit for Implementation

AACRAO Annual Meeting

April 1-4, 2012

Session ID: 182

Wednesday, April 4, 2012

10:30 – 11:30 AM

Presenters

Presenters:

Jerry Montag

University Registrar, Grand Valley State University

Reta Pikowsky

Registrar, Georgia Institute of Technology

Session Rules of Etiquette

• Please turn off your cell phone.

• If you must leave the session early, please do so as discreetly as possible.

• Please avoid side conversation during the session.

Thank you for your cooperation!

Topics

Basic Facts – Grand Valley State University

Basic Facts – Georgia Institute of Technology

Grand Valley State University

Background

Project Planning

Implementation

Georgia Institute of Technology

Background

Project Planning

Implementation

Best practices

Q & A

Glorious Georgia

Grand Valley State University

24, 622 students

21, 236 UG, 3,426 GR

51 years old

81 UG majors, 29 GR

Aggressive in technology

Dynamic customer service

Student comes first

Banner 8.5

Event Management System

Degree Works aka myPath

OnBase

Paperless office

GVSU implementation

Began in Winter/Spring 2009 looking at various vendors

Approved contract signed with DegreeWorks in Summer 2009

Training began in Fall 2009 and continued through Winter 2010

Vision was to bring up myPath (DegreeWorks) for new students in the Fall 2010 catalog year.

Currently enrolled students prior to Fall 2010 catalog year would use CAPP.

Maintained two degree audit systems

Changes such as Waiver/Substitutions were done both in Degree Works and CAPP

Banner SSB listed two student menu two options – matriculated Fall 2009 or before or began Fall 2010

GVSU Funding – always a challenge

Justification – what’s it worth

Impact on student success models

Pay for itself with measurable results

Use words like persistence, retention, increased graduation rates

Training for the campus community

Presentations were done for all Academic depts. and deans

Set up group sessions for advising centers

Invited to the student senate for an overview presentation

Used student focus groups for ease of understanding input as well as overview and opinion of “View” of degree works

Customized the real estate portion of degree works with comments from students, faculty, staff and administration

Went live in May 2010 for new student orientation

Staff involved in implementation….

Lead by Associate Registrar for Records, Degree Audits and Teacher Certification and Assistant Registrar for degree certifications

Assistant Registrar time frame – began a full time job of scribing current Fall 2009 catalog information into Fall 2010 catalog. Scribing took approximately 4 – 6 months. She was assisted by other staff members to proof and verify data

Some scribing was contracted to be done by degree works consultant

Proofing was done by depts. and academic advising centers

Registrar developed the website to include Q&A’s, screen prints, tutorials, videos, etc.

Three DegreeWorks sessions, Nov 2009, Jan 2010 and March 2010

Bringing on older catalogs for implementation

Went back a total of eight years to load into DegreeWorks, in order, 2009, 2008, 2007, 2006, 2005, 2004

During June 2010 – December 2010, transition to move over the additional catalog years was occurring

Called in the Calvary

Rallied the troops

Completed years were sent on a rolling basis

Added many select faculty from depts. to assist

University Curriculum Committee documents prevailed. ANY changes from catalog copy scribed MUST have been previously approved by the committee.

Finished project on schedule

Updated web

Notified students

Celebrated

View of web documentation

myPath Frequently Asked Questions

General Questions | How to Use myPath | Using the myPath Planner | Using the myPath Calculators | Training Manuals

General Questions

What is myPath? myPath is a tool designed to assist students in preparing for and tracking their progress toward graduation. It encompasses both a degree analysis audit and an educational planner.

How is myPath different from the degree audit program students currently use in myBanner? myPath will produce a much easier to read and user-friendly degree audit, and the information can be viewed in various formats. myPath will give students and academic advisors more clearly defined information for selecting coursework, understanding degree requirements, and developing an educational plan.

Is there a difference between myPath and myBanner? myBanner is the umbrella name for all functions in which students have access to on-line. myPath is the specific degree audit/educational planning tool.

The Dynamics of DegreeWorks’ and Registration

GVSU has yearly registration

Currently enrolled students register beginning in the 3rd week of March for the following Sp/Su semester, Fall semester and Winter semester

Orientation begins for new students in May

Wanted to coincide kickoff of DegreeWorks at that time

After registration is completed, Degree Works is refreshed.

When students complete registration they can view their DegreeWorks to ascertain the courses they are registered for the upcoming semester and applicability to degree requirements.

This is especially well appreciated by “family.”

Georgia Tech Basic Facts

Public

Fall 2011 enrollment: Undergraduate – 13,948; Graduate – 6,993 (20,941 total)

Located in Atlanta, GA

Programs in France, Ireland, China, Korea, Italy

25 staff members in the Registrar’s Office

RO reports to Vice Provost for Enrollment Services who reports to the Provost

Usual array of functions, with the exception of classroom scheduling

SIS – Banner (currently at 8.5, preparing for 9.0)

DegreeWorks 4.0.8 (preparing now for 4.1.0)

Centralized IT, Registrar’s Office Tech Team established in 2007

Timeline at Tech 2007-2009

AACRAO Survey Review of degree audit products Preliminary planning (fits and starts, changes in personnel, changes in approach) October 2009, scheduled to go live with first 3 programs but were not happy with the Catalog verification

process

April 2010-October 2010 Catalog authentication

May 2010-November 2010 Scribing

May 2010-November 2010 Testing in Degree Certification Office

July 2010-December 2010 Department testing

July 2010- December 2010 Going live

January 2011-May 2011 Advertising campaign

August 2011-present

NCAA Division I audit submodule live

Time Commitments of Staff

DegreeWorks Approximate Time Commitments

Office of the Registrar

July 2008-July 2009

Name Percent of Time Total Hours Rate per Hour Total Dollar Amount

Assistant Registrar 25% 520 hours 31 per hour $16,120

Academic Advisor I 65% 1352 hours 22 per hour $29,744

Assistant Registrar 15% 312 hours 29 per hour $9,048

Systems Analyst 5% 104 hours 25 per hour $2,600

TOTAL: $57,512

Time Commitments of Staff - Reality

DegreeWorks Approximate Time Commitments

Office of the Registrar

July 2008-December 2010

Name Percent of Time Total Hours Rate per Hour Total Dollar Amount

Assistant Registrar 25% 520 hours 31 per hour $16,120

Academic Advisor I 65% 1352 hours 22 per hour $29,744

Assistant Registrar 35% 312 hours 29 per hour $21,112

Systems Analyst 40% 104 hours 25 per hour $20,800

TOTAL: $87,776

Implementation Team: Final Make-up

Registrar’s Office

Registrar Project Sponsor

Asst. Registrar Project Owner

Asst. Registrar Functional Lead

Asst. Registrar Curriculum Lead

Systems Analyst Technical Lead

Enterprise Information Systems

Project Coordinator Project Manager

Systems Analyst Developer

DBA DBA

Setting the Stage

SunGard Product Demonstration

Invited Interested Parties

Advisors, Students, Administration, Staff, IT

Gather Support

Start to Generate Excitement

Noted Praises, Concerns, Questions

Determined Outcomes and Objectives

An easy to use, web-based, Banner integrated, degree audit solution that will empower advisors, students, and staff to make informed decisions

Testing the Waters

Proof of Concept

Crash-course training and setup with SunGard

Discover what resources are required

Take a look under the hood to see how it all works

Buy-In

“Dog and Pony Shows” across campus

Find your Cheerleaders

Financial Support

Technical Support

Functional Support

Go / No-Go Decision

Develop a Project Plan

Timeline (at least your first stab at one!)

Implementation

Process

Curricula Review: translating curricula to Scribe

Scribing: know your limitations; SunGard Higher Education Commons

Customization: adapt and overcome

Testing: internal and departmental

Training: small group sessions

Go Live

Support

Documentation and Training Materials

Help Desk/Technical Support

Marketing Strategy: advisors, staff, students

Curriculum (Catalog) Verification

Catalog preparation and authentication consists of a review of your curriculum as described in the official Catalog, dealing with one component at a time, such as a degree, a major, or general education (core curriculum) requirements:

Ambiguities must be resolved

All programs and degree information must be codified

Mapping out Each Major BSBIOL 2011-12 *AA = Also Accept:

Pass/fail only allowed for free electives.

REQUIREMENT HRS COURSES NOTES

Wellness 2 HPS 1040 (2) AA: HPS 11XX (2)

Core A - Essential Skills 10 ENGL 1101 (3)

ENGL 1102 (3)

MATH 1501 (4) AA: MATH 1511, MATH 15X1 (4), MATH 15X1 (3) +

MATH * *

Core B - Institutional Options 3 CS 1301 (3) or CS 1315 (3) CS 1371 (3) AA: Any Core CS

Core C - Humanities 6 Any HUM (6)

Core D - Science, Math, & Technology 12 CHEM 1211K (4)

CHEM 1212K (4)

MATH 1502 (4) or MATH 1512 (4) AA: MATH 15X2 (2) + MATH 1522 (2)

Core E - Social Sciences 12

ONE from: HIST 2111 (3), HIST 2112 (3),

INTA 1200 (3), POL 1101 (3), PUBP 3000

(3)

Any SS (9)

Core F - Courses Related to Major 18 BIOL 1510 AA: BIOL 1511

CHEM 2311 (3)

CHEM 2312 (3)

PHYS 2211 (4) AA: PHYS 2231 (5 - send extra hour to Free)

PHYS 2212 (4) AA: PHYS 2232 (5 - send extra hour to Free)

Major Requirements 22 BIOL 1520 (4)

BIOL 2335 (3) AA: BIOL 2337

BIOL 3450 (3) AA: BIOL 3340

BIOL 2344 (3) AA: BIOL 2354

BIOL Lab (2) 2hrs chosen from the following three 1hr courses:

BIOL 2336 (AA: 2338) - must be taken concurrently

with 2335 (or 2337 if Honors version), BIOL 2345

(AA: 2355) - must be taken concurrently with 2344

(or 2354 if Honors version), BIOL 3451 (AA: 3341) -

must be taken concurrently with 3450 (or 3340)

BIOL 3600 (3)

BIOL 4450 (1)

Senior Research (3) BIOL 4910 (must be taken with or before 4450) or

BIOL 4590 (must be taken with 4450) or BIOL 4690

(must be taken with or before 4450)

Testing

Testing Scribed Curricula This document provides information on how to run an audit in DegreeWorks and how to test a scribed curriculum. This document should be used as a checklist for testing the requirements of a major for accuracy and understandability. Running a DegreeWorks Audit and Verifying Data:

1. You will log into DegreeWorks by going to https://copper.gatech.edu/default.html 2. If you already have the Student ID you may enter it in the top left corner and press “Enter”. This will

bring up the student’s audit. 2. If you need to search for students, simply click the “Find” icon and a box will appear with several

selection types to help you find the students or student you are looking for. 3. Once you have entered your selection criteria, click “Search” and a list of your students will appear. 4. You will then click “OK”. 5. The selected students are now listed in the drop down box titled “Name”, and by simply highlighting

a student’s name, the audit will run for that student. 6. Verify that you are reviewing the correct program. If a student is pursuing more than one degree,

you may need to select the correct degree from the drop down box titled "Degree". You will also need to confirm that the boxes for in-progress and preregistered courses are checked.

7. Press the "Process New" button in the middle. You may now verify that you are using the most current requirements by checking the date and time of the audit.

8. You may now use the scroll bar on the right to view the entire audit.

Going Live in Waves Wave Dept Degree Major Concentration Dept Contact STATUS DATE Last Dept Correspondence

1 CHEM BSCHEM CHEM Shepler/Tyson LIVE 07/28/10 10/22/10

1 CHEM BSCHEM CHEM Biochemistry Shepler/Tyson LIVE 07/28/10 10/22/10

1 CHEM BSCHEM CHEM Bus iness Shepler/Tyson LIVE 07/28/10 10/22/10

1 CHEM BSCHEM CHEM Materia ls Shepler/Tyson LIVE 07/28/10 10/22/10

1 CHEM BSCHEM CHEM Polymer Shepler/Tyson LIVE 07/28/10 10/22/10

1 CHEM BSBCHM BCHM Shepler LIVE 07/28/10 10/22/10

1 EAS BSEAS EAS Hartley LIVE 09/14/10 11/01/10

1 EAS BSEAS EAS Bus iness Hartley LIVE 09/14/10 09/14/10

1 INTA BSINTA INTA Jackson LIVE 09/30/10 10/25/10

1 INTA BSIAML IAML Jackson LIVE 09/30/10 10/25/10

1 ISYE BSIE IE General Parker LIVE 10/19/10 10/19/10

1 ISYE BSIE IE Economic Design Analysis Parker LIVE 10/19/10 10/19/10

1 ISYE BSIE IE Supply Chain Logis tics Parker LIVE 10/19/10 10/19/10

1 ISYE BSIE IE Manufacturing Systems Parker LIVE 10/19/10 10/19/10

1 ISYE BSIE IE Operations Research and Statistics Parker LIVE 10/19/10 10/19/10

1 ISYE BSIE IE Qual i ty Engineering Parker LIVE 10/19/10 10/19/10

2 BIO BSBIO BIO Leavey LIVE 08/26/10 09/01/10

2 BIO BSBIO BIO Bus iness Leavey LIVE 08/26/10 09/01/10

2 BMED BSBMED BMED Fincannon LIVE 10/04/10 10/06/10

2 ME BSME ME Mehaffey LIVE 11/24/10 11/18/10

2 MGT BSMGT MGT Reese/Gimbel LIVE 12/07/10 12/07/10

2 NRE BSNRE NRE Mehaffey LIVE 11/24/10 11/18/10

3 CoC BSCS CS Devices-Info/Internetworks Dunnahoo LIVE 10/27/10 10/28/10

3 CoC BSCS CS Devices-Intel l igence Dunnahoo LIVE 10/27/10 10/28/10

3 CoC BSCS CS Devices-Media Dunnahoo LIVE 10/27/10 10/28/10

Status page on DW web site: degreeworks.gatech.edu

Training

Internal and external training is important for success…

Banner Related Issues & Data Refresh

Concentrations

Not used in the past

Needed for DegreeWorks

How to set up codes in Banner when more than one concentration is allowed

Data is refreshed nightly

Want to go live

Concern about performance of systems

Need central OIT input and cooperation

Managing Exceptions

DGW - EXCEPTION MANAGEMENT – Advisor Training Sessions

I. Welcome/Introduction

a. Update on DGW status

b. Basic overview of Exception Management

i. Exceptions will disappear if student changes program

ii. Exceptions should stay on through years of absence – readmission

iii. Exceptions can only be removed by OTR

iv. Exceptions will be monitored by DC on a regular basis

c. Powerful tool

i. Select advisor(s) in each program

ii. Training sessions

II. Types of Exceptions

a. Force Complete – OTR ONLY

b. Substitute – OTR ONLY

c. Also Allow

d. Apply Here

e. Change the Limit – OTR ONLY

Managing Exceptions - Documentation

Applying One Course When There Are Multiples (4803)

1. Click on Exceptions Tab

2. Select radio button for requirement in question

3. Select Apply Here from Exception Type, then click Load

4. Type in the course subject and number for the course you want to apply (ex: MGT 4803).

5. Differentiate which course you want to apply from the other 4803’s. For example, the student

may have the following three instances of the course:

a. MGT 4803 ST: Digital Marketing Fall 2010

b. MGT 4803 ST: Entrepreneurship Spring 2011

c. MGT 4803 Special Topics Summer 2011

6. For sake of example, let’s say you want to apply the Digital Marketing course from Fall 2010.

There are two ways to let DGW know exactly which 4803 course you want applied:

a. By Term:

i. After entering in the course subject and number, click the first dropdown next

to the “With” field.

ii. Select “DW Term” from the first dropdown.

iii. Move right, and click on the arrow for the second dropdown box, and select

“equal to.”

iv. Finally, type in the third box the term in question, in this case “Fall 2010.”

Marketing and Pushing Out Information

Web site

Flyers at orientation sessions

Ads on plasma screens in Student Center/Commons

Ads on Tech Trolly

Ads on Stinger (bus)

Ad in The Technique (student newspaper)

Presentations around campus

Word of mouth – a great product sells itself

Why?

DegreeWorks Advertising PlanMEDIA FREQUENCY COST NOTES

Technique Newspaper (FULL) 2 $450.00 Pays for one full-page ad Feb/Mar, one half-page ad Apr

BuzzBags (Single Delivery) 1 $199.00 One delivery to 8000+ students who live on campus (undergrad + grad)

Plasma Promotions (Weekly) 12 $300.00 Continuous advertising on Student Center TV's for Mar and Apr

Transit Advertisement (Monthly) 2 $460.00 Continuous advertising on campus buses/shuttles for Mar and Apr

Total $1,409.00

The Future at GT

DegreeWorks as the front-end of registration

Further work on the NCAA Division I submodule:

Athletic certification will certify Spring 2012 post-season and summer school needs with the DGW athletic eligibility audit (AEA)

Updating all of our business processes and continuing to cross-check the AEA with our previous certification process

Recently submitted a few enhancements through the Athletic Eligibility Advisory Board to make the athletic certification process and the use of DGW athletic eligibility audit more efficient:

A better way to track courses used for eligibility

Possible import/export capabilities with Cai

SunGard is also reviewing the new 9-hr FB rule for possible integration with the AEA

The Future at GT

Getting input from academic units on next set of priorities:

Correcting problems (very few of those)

Looking at other bells and whistles

UG minors

Master’s programs

PhD programs

Reviewing the financial aid submodule to determine if there is some possible good use at GT

Scheduling a consulting session, if we can, this Spring to review the data mining features

Experimented with this in Fall 2011, but we need to understand it a lot better

See many possible uses of this data

Best Practices

Verify the curriculum carefully, from the Catalog, not from the advisors, and make sure you are on the same page with the academic units

Think carefully about how many Catalogs you will Scribe

Sensible project plan

Know your limitations, technically and functionally

Sensible and thorough testing plan

Consider a soft rollout

Internal and external training plan

Communication and marketing plan

Using your web site for pushing out information

Contact Information

Jerry Montag

University Registrar, Grand Valley State University

montagj@gvsu.edu

616-331-3327

Reta Pikowsky

Registrar, Georgia Institute of Technology

reta.pikowsky@registrar.gatech.edu

404-894-4181

Questions? Magnificent Michigan