Upgrade Transcript Ordering Process in PeopleSoft

85%

Status

Project is 85% complete, starting on Mon 10/17/22 and ending on Wed 5/31/23.

In Process [In Process]

85% complete, updated on Mon 5/15/23 2:50 PM by Wendy Bentley

Ticket submitted to ISEC to create the firewall exception for the Clearing House. Security review and discussion in progress.

Details

Dates
Mon 10/17/22 - Wed 5/31/23
Acct/Dept
Graduation Advising
Service
Project Requests / Information Technology Project Request
Type
IT Projects / DoIT Project
Health
Green - On track
Portfolio(s)
Classification
Projects
Created
Tue 10/11/22 2:36 PM
Modified
Mon 6/26/23 3:31 PM

Project Costs

Is funding already secured for this request?
Funding is necessary and has been approved

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?
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.
Is this project mandated or required?
No mandate or hard requirement driving this request

Project 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.
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

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 level of effort required (minimal, moderate, extensive/substantial).
Peoplesoft Team
CO's Office
NSC
Registrars Office
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 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.

Systems Affected

  1. PeopleSoft CS

Manager

TF
Tony Fierro

Alternate Manager(s)

Alisha Johns
Alisha Johns
WB
Wendy Bentley

Sponsor

CA
Charlene Armitage

Stakeholders (5)

AV
Azucena Vargas
Responsible
Responsible
Thu 9/15/22 12:23 PM
DA
Danielle Anderson
Student Records Module Lead
Responsible
Responsible
Wed 9/14/22 1:01 PM
MD
Michael Dills-Allen
Accountable
Mon 8/1/22 12:31 PM
MH
Michelle Holmes
Responsible
Responsible
Wed 9/14/22 12:57 PM
RC
Rich Carrillo
Responsible
Responsible
Mon 8/1/22 12:31 PM