Registrar - Electronic Add/Drop forms and Workflow Process

91%

Status

In Process [In Process]

91% complete, updated on Thu 6/20/24 5:19 PM by Darin Wilt

The Dev team continues to work on finalizing the forms before testing. 
 

Details

Dates
Mon 10/3/22 - Fri 8/16/24
Acct/Dept
Graduation Advising
Type
PCMO Evaluated / Large DoIT Project / Division of IT Project
Health
Green - On track
Portfolio(s)
Classification
Project (20-230 Hours Effort)
Created
Mon 6/20/22 8:47 AM
Modified
Thu 6/20/24 5:19 PM

Change Impact

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.
Reduction in processing time from three weeks to three days.
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.
Loss of an opportunity to greatly streamline a process that impacts all students, faculty, and some staff.
How many employees will be impacted by this change?
Select the size of the employee population that will be impacted by this request.
Hundreds
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

Project Costs

Funding Status
Funding is not necessary

Project Details

Project Champion
Person 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 Support
Does your divisional VP support this request?
Yes
Executive Sponsor Division
The executive sponsor's campus division.
Student Affairs
Is there a mandated or requirement driving this request?
Please indicate whether or not this request is mandated or required. If it’s mandated or required, you will be asked to attach supporting documentation.
No mandate or hard requirement driving this request
Project Urgency
Indicate if there is a mandate or requirement driving this request.
Not mandated or required
Campus Enduring Commitments & Strategic Goals
For 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/.
Enduring Commitment: Transformative Student Experiences

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 - Satya
Digital Transformations - Sam
ISEC - Security
Regs - Rich
DoIT Departments Involved
Any Division of IT departments that will be involved in this project.
EAPP (Enterprise Applications)
ISEC (Information Security)
Complexity of Implementation
What 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 Registrar's Office processes 1,500 Add/Drop forms each semester requiring approval by the Instructor and the Registrar's Office. If the form is submitted after the 4th week of the semester, signatures from the Dept. Chair and the College Dean are also required. Once all signatures have been acquired, changes are input into PeopleSoft. Currently this process is occurring via email, which is hard to track, very labor intensive, and prone to errors. In addition to those issue, the entire email thread is loaded into Perceptive Content as part of the student’s permanent record even though some of the contents of those emails should not be part of a student’s permanent record. The Registrar's Office will be contracting services with Hyland to develop an Add form/workflow and a Drop form/workflow to streamline the add/drop process to free up an already overburdened Registrar Office Staff. Enterprise Applications technical resources will work to develop the database queries to automatically pull data to populate the Unity form field while the student is working with the form.

Once the solution is in place. students will be able to fill out an electronic add/drop form and submit it for processing. The workflow will send the request to the instructor of record for approval, followed by the department chair and the college dean if after the 4th week of instructions, and finally to the Registrar's Office as the last approval step. A deny at any step of the process will cause the form to leave workflow and alert the student and the Registrar's Office. After all steps have been completed, the Registrar’s Office will manually update PeopleSoft. A subsequent project will automate the updates in PeopleSoft providing an end-to-end electronic workflow process.

Systems Affected

  1. PeopleSoft CS

  2. Perceptive Content

Manager

Alternate Manager(s)

Sponsor

Stakeholders (1)

DA
Danielle Anderson
Student Records Module Lead
Informed
Tester
Wed 3/20/24 3:09 PM