IntroductionIntroduction

University of Mississippi at a glanceUniversity of Mississippi at a glance Admissions (Before and After ISR)Admissions (Before and After ISR) Technical ComponentsTechnical Components Admissions Process OverviewAdmissions Process Overview SAP Workflow (Business Objects, SAP Workflow (Business Objects,

Tasks, Rules and Agents)Tasks, Rules and Agents) Business Workplace InboxBusiness Workplace Inbox Online Status ChecksOnline Status Checks Prospect TrackingProspect Tracking

UM at a GlanceUM at a Glance

Located in Oxford, MS about 80 Located in Oxford, MS about 80 miles south of Memphis, TNmiles south of Memphis, TN

About 14,000 studentsAbout 14,000 students Converted to SAP’s HR, Finance, Converted to SAP’s HR, Finance,

Plant Maintenance modules in 1999 Plant Maintenance modules in 1999 & 2000& 2000

North American pilot for SAP’s North American pilot for SAP’s student system, Campus student system, Campus Management; went live in April 2003Management; went live in April 2003

Admissions @ UM: Admissions @ UM: BeforeBefore Prior to CM implementation, processing Prior to CM implementation, processing

of applications was completely manual of applications was completely manual other than a batch program to load other than a batch program to load application dataapplication data

IssuesIssues– Data was faultyData was faulty– Difficult to know the status of an applicationDifficult to know the status of an application– Inconsistent processingInconsistent processing– Misplaced applicationsMisplaced applications– Lengthy processingLengthy processing

Admissions @ UM: Admissions @ UM: AfterAfter Processing of applications driven by SAP Processing of applications driven by SAP

workflowworkflow FeaturesFeatures

– No duplicate data entryNo duplicate data entry– Data checks at front-end improve data qualityData checks at front-end improve data quality– Consistent processingConsistent processing– Always know the status of an applicationAlways know the status of an application– Web-based credit card payment of application feeWeb-based credit card payment of application fee– Customer fields to capture additional admissions Customer fields to capture additional admissions

datadata– Document trackingDocument tracking

Implementation Implementation DecisionDecision ALL applications would be entered into ALL applications would be entered into

the system via the Web application the system via the Web application form. This led to the need for multiple form. This led to the need for multiple “flavors” of applications. “flavors” of applications. – InternalInternal– External “Resident vs. Non-resident”External “Resident vs. Non-resident”– Re-Admit “Built in Logic”Re-Admit “Built in Logic”– Domestic vs. InternationalDomestic vs. International– Undergraduate vs. Grad vs. LawUndergraduate vs. Grad vs. Law– Campus locationCampus location

Technical ComponentsTechnical Components

SAP ISR “Internet Service Request”SAP ISR “Internet Service Request”– On-line applicationsOn-line applications– SAP business objectSAP business object– WorkflowWorkflow– Task or Activity items (For Example: Task or Activity items (For Example:

Create Admissions application, Create Create Admissions application, Create student master data)student master data)

SAP Business ConnectorSAP Business Connector Touchnet Payment GatewayTouchnet Payment Gateway

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Admissions Process Admissions Process OverviewOverview Student submits admissions application Student submits admissions application

and credit card payment over the weband credit card payment over the web Information off of the application is Information off of the application is

stored as XML in an area within SAP stored as XML in an area within SAP called the BDS [Business Data Structure]called the BDS [Business Data Structure]

Depending on the particular scenario the Depending on the particular scenario the application represents, the appropriate application represents, the appropriate workflow is startedworkflow is started

Admissions Process Admissions Process Overview Cont.Overview Cont. The workflow routes the application to the The workflow routes the application to the

SAP Workplace Inbox of one or more SAP Workplace Inbox of one or more Admissions SpecialistsAdmissions Specialists

The Admissions Specialists opens the The Admissions Specialists opens the notification and executes task items to pull notification and executes task items to pull data out of the BDS and enter it into Campus data out of the BDS and enter it into Campus ManagementManagement

If the student is admitted, the last step of the If the student is admitted, the last step of the workflow creates the students’ CM account, workflow creates the students’ CM account, webID, and email addresswebID, and email address

Pre-population of data and identification of Pre-population of data and identification of prior program of study for readmit applicantsprior program of study for readmit applicants

Admissions Process Admissions Process Overview Cont.Overview Cont. An ABAP batch program runs nightly to check for An ABAP batch program runs nightly to check for

the arrival of the required documents for all the arrival of the required documents for all applicants with an incomplete application status. applicants with an incomplete application status. New Digital Imaging Functionality is going to New Digital Imaging Functionality is going to replace manual transcript header update in SAPreplace manual transcript header update in SAP

ABAP program is executed every Monday and ABAP program is executed every Monday and Thursday to mail an admissions certificate to all Thursday to mail an admissions certificate to all newly admitted studentsnewly admitted students

Information Technology Helpdesk runs a program to Information Technology Helpdesk runs a program to mail all newly admitted Graduate and Law students mail all newly admitted Graduate and Law students information on their webID, student number/CM information on their webID, student number/CM access code, and Ole Miss email account. For access code, and Ole Miss email account. For Undergraduate students, this information is Undergraduate students, this information is included in the admissions certificateincluded in the admissions certificate

Orientation Office runs a program to mail all newly Orientation Office runs a program to mail all newly admitted students informing them of the date that admitted students informing them of the date that the Orientation Web Interface will open so that they the Orientation Web Interface will open so that they can register for an Orientation sessioncan register for an Orientation session

Business ObjectBusiness Object

The admissions application is The admissions application is represented by a business object represented by a business object within SAPwithin SAP

The business object contains events, The business object contains events, methods, and attributesmethods, and attributes

The work flow uses the methods and The work flow uses the methods and events of the business object to route events of the business object to route the applicationthe application

Admissions Application Admissions Application and Work Flowand Work Flow Three different admissions offices each Three different admissions offices each

with multiple applicationswith multiple applications Applications are distinguished by an Applications are distinguished by an

attribute of the business object called attribute of the business object called “scenario”“scenario”

WorkflowsWorkflows

Three separate workflows are utilized to Three separate workflows are utilized to route the applicationsroute the applications

Each workflow listens for the creation of a Each workflow listens for the creation of a new instance of the Z01BUS7051 business new instance of the Z01BUS7051 business object “Created Event” and the particular object “Created Event” and the particular scenario the application representsscenario the application represents

Agent assignments and routing rules/roles Agent assignments and routing rules/roles on the particular steps of the workflow on the particular steps of the workflow determine to whom the application is determine to whom the application is routedrouted

SAP Business SAP Business Workplace InboxWorkplace Inbox Each agent accesses the application Each agent accesses the application

through his or her workplace inboxthrough his or her workplace inbox There is a sub inbox for each step in There is a sub inbox for each step in

the workflowthe workflow

Task ItemsTask Items

The agent opens the application in the The agent opens the application in the workplace inbox and processes it via the workplace inbox and processes it via the execution of task itemsexecution of task items

Each task item has a terminating event Each task item has a terminating event which causes the application to route to the which causes the application to route to the next step in the workflownext step in the workflow

Many task items have follow up SAP Many task items have follow up SAP functions for the purpose of setting holds and functions for the purpose of setting holds and statuses (Example: Student health hold, statuses (Example: Student health hold, Advisor hold etc.)Advisor hold etc.)

Online Status Check for Online Status Check for Graduate StudentsGraduate Students

Interim Solution - Prospective Interim Solution - Prospective Student Information For Student Information For

AdmissionsAdmissions

SummarySummary

Faster processing of admissions application due to Faster processing of admissions application due to multiple agent assignments and automated data entrymultiple agent assignments and automated data entry

Fewer errors due to the elimination of manual data Fewer errors due to the elimination of manual data entry and built-in application checks for data entry and built-in application checks for data consistencyconsistency

Simplified and consistent application processing via Simplified and consistent application processing via action inbox task itemsaction inbox task items

Ability to check application status onlineAbility to check application status online ““There were initial concerns with respect to the There were initial concerns with respect to the

functionality when SAP’s Campus Management system functionality when SAP’s Campus Management system was introduced. But the concerns are not as great now was introduced. But the concerns are not as great now since the admissions personnel know how to get or since the admissions personnel know how to get or update appropriate student data and the system update appropriate student data and the system performance is lot faster” – Jennifer Simmons performance is lot faster” – Jennifer Simmons (Assistant Director Of Admissions)(Assistant Director Of Admissions)

Future WorkFuture Work

With the future upgrade of SAP system to SAP With the future upgrade of SAP system to SAP 2005, the Internet Transaction Server (ITS) will 2005, the Internet Transaction Server (ITS) will be integrated, eliminating the need for a be integrated, eliminating the need for a separate ITSseparate ITS

SAP’s Customer Relationship Management SAP’s Customer Relationship Management (CRM) Implementation would remove the need (CRM) Implementation would remove the need for any external prospect data tracking systemfor any external prospect data tracking system

SAP’s reporting solution Business Warehousing SAP’s reporting solution Business Warehousing would be implemented soon to provide efficient would be implemented soon to provide efficient reporting solution to the end usersreporting solution to the end users

UM is about to implement a project to initiate UM is about to implement a project to initiate and track academic dishonesty process using and track academic dishonesty process using SAP’s Workflow technologySAP’s Workflow technology

Questions?Questions?

– Anil Vinjamur Anil Vinjamur vinjamur@olemiss.eduvinjamur@olemiss.edu– Tim McCready Tim McCready tmccread@olemiss.edutmccread@olemiss.edu