Details
Dates
Mon 10/17/22
-
Wed 5/31/23
Acct/Dept
Graduation Advising
Service
Project and Change Management Office / Information Technology Project Request
Type
PCMO Evaluated / Large DoIT Project / Division of IT Project
Classification
Project (20-230 Hours Effort)
Created
Tue 10/11/22 2:36 PM
Modified
Fri 5/10/24 8:52 AM
How will you measure the impact of this project?What are some metrics or KPIs that will be used to measure success? Think about the five metrics to measure: quality, quantity, timeliness, cost, and customer satisfaction.
We will measure the amount of time Registrar staff spend processing transcript requests after the implementation.
We will also calculate the amount of paper used before and after the implementation.
What are the consequences of not doing this project?For example: direct significant negative consequences to the University, unable to conduct basic services; failure to resolve customer complaints or requests; loss of opportunity for improved service delivery or efficiency. Please explain.
The Registrar will continue to dedicate an entire FTE year round to process transcript requests and spend thousands of dollars annually on printing costs. With such a short staff, the Registrar's Office can no longer afford to process transcripts the way they are today. More importantly, we will continue to provide subpar services to our students.
How many employees will be impacted by this change?Select the size of the employee population that will be impacted by this request.
Dozens
How many students will be impacted by this change?Select the size of the student population that will be impacted by this request.
Most/all
Funding StatusFunding is necessary and has been approved
Project ChampionPerson who voluntarily takes special interest in the adoption, implementation, and success of the project. They will help enforce the project solution with internal resources and promote it across campus.
Divisional VP SupportDoes your divisional VP support this request?
No
What would a successful solution look like?What outcome will you have at the conclusion of this project? If this proposal is one of a multi-phase project, please explain your plans, goals, and timelines for subsequent phases.
Students would be able to order transcripts via the NSC portal and receive transcripts within 15 minutes without the need for Registrar staff to handle the requests.
Executive Sponsor DivisionThe executive sponsor's campus division.
Student Affairs
Project UrgencyIndicate if there is a mandate or requirement driving this request.
Not mandated or required
Campus Enduring Commitments & Strategic GoalsFor more information about the Campus Enduring Commitments and Strategic Priorities, please go to
https://www.csuchico.edu/strategicplan/enduring... and
https://www.csuchico.edu/strategicplan/.Strategic Priority: Resilient and Sustainable Systems
Project Resources & Effort
What resources will this project require?Identify the department and/or individuals that might need to work on this project and the estimated number of hours required for each individual.
Peoplesoft Team
CO's Office
NSC
Registrars Office
DoIT Departments InvolvedAny Division of IT departments that will be involved in this project.
EAPP (Enterprise Applications)
ISEC (Information Security)
Complexity of ImplementationWhat is the complexity of the project?
Moderate (multiple interfaces/impacts/dependencies)
What is the solution type?The solution type translates to the level of impact on IT staffing and technology maintenance. Based on consultation with your IT representative, pick the best fit for your proposed solution.
New features in an existing system, moderate breadth/depth
Description
The National Student Clearinghouse (NSC) had an updated version of the Transcript Ordering pages in PeopleSoft. It’s actually a new “NextGen” ordering process that includes APIs and Cloud stuff. I’ve attached a guide they sent us. We’d like to get the ball rolling on this project.
Currently, the Registrar's Office has two staff people and a student processing roughly 20,000 transcript request each year. Staff spend have of each of their work days processing the requests. The process includes looking up the student, making sure there are no holds, printing the transcript, stuffing it into an envelope, seeling it, and mailing it to the requestor. Only on rare exceptions will the Registrar's Office send out an electronic transcript.
The Registrar estimates that with the implementation of the new NSC NextGen transcript ordering module, they will process between 60 and 70% of their requests electronically with no intervention from the staff. This would provide a huge time savings for the Registrar, greatly reduce paper consumption, and provide a much better and faster transcript ordering process for our students.
It looks like the only EAPP's efforts would be installing REST APIs in PeopleSoft, so their new cloud ordering site can bring back student information as they are ordering. This new system will also make PDF transcripts totally automated. The existing system requires us to manually upload the PDF generated by PeopleSoft to the NSC website.
The National Student Clearinghouse (NSC) had an updated version of the Transcript Ordering pages in PeopleSoft. It’s actually a new “NextGen” ordering process that includes APIs and Cloud stuff. I’ve attached a guide they sent us. We’d like to get the ball rolling on this project.