UT SIS PROJECT

ADMISSIONS UPGRADE PROJECT

ADMISSIONS CHARTER

Project Overview:

The Student Information System Upgrade Project is a University of Tennessee initiative to

continue consolidation of legacy applications into a functionally integrated student system
utilizing a database management system readily in use in UT’s relational database
environment. This Charter sets forth the foundation for the Admissions System Upgrade
Project.

Project Team:

The team leader for the Admissions System Project is Donna Allen. Team members are
Diana Lopez, Norma Harrington, Connie Harmon, Greg Tipps, and Jerry Trivette. Other
users of the current system will be consulted, and programmers engaged, as needed
throughout the project.

Admissions System Definition:

The Admissions System will provide online capability to capture, record and maintain
admission applications and supporting documents for Undergraduate, Graduate, Law and
Veterinary Medicine. Web application entry and fee payment will be developed for
Undergraduate and Graduate admission applications. The system will facilitate the decision
processes used to determine the admissibility of an applicant to the University.

The primary directive is to re-host the legacy Admissions IMS System to the DB2 database
platform. The system will be integrated with the DB2 demographic and biographic, and
student data currently used in SAMS/CSA but originating from Legacy Admissions
processing. The existing IMS database segments will be re-structured using DB2 database
tables. All currently used functions will be replicated or redeveloped as part of the Upgrade
Project.

Legacy Admissions data will be converted to DB2 database tables for historical reference;
this information will be retrievable using the same procedures and format as the Reporting
Database Systems. The IMS databases in the legacy system will be deleted after the project
has concluded.

Admissions Charter 4/22/2003 Page 1 of 4

Project Purpose:

1. To re-host the information needs of the University for an Admissions System from IMS
to DB2 databases
2. To integrate and consolidate the upgraded Admissions Systems into a DB2 environment;
the system will be integrated with SAMS, CSA and Registration
3. To develop user operations documents and workflows, and detailed technical
specifications for replacing the legacy Admissions System
4. To facilitate the functions of tracking applications, high school transcripts, previous
institutions transcripts, test scores and other related documents needed for determination
of admissibility to the University
5. To integrate the Imaging System into the Admissions processes/procedures by scanning
and indexing documents received by Admission Offices

Project Design Assumptions and Constraints:

1. Any substantial enhancements in the University’s approach to Admissions application

processing and admissibility decision functions will require approval of the project
administrators.
2. The System will be developed as a relational database based on DB2 and will utilize IMS
DC for transaction processing; programs will be developed using Visual Age tools.
3. The Admissions System will be designed in conjunction with the Curriculum, Timetable
and Registration DB2 systems; Demographic and Biographic data and SAMS functions
incorporated from Student Records will be a consideration when designing the System.
4. The design will be compatible and will integrate with SAMS and CSA.
5. The Admissions data will be captured and maintained only through functions in the
application software; updates will not be accepted from systems that use extracted
Admissions data.

Admissions Processing Assumptions:

1. Admissions will continue to have one active application per university level.
2. Student ID will be the key to Admissions tables (same as Academic History & CSA).
3. Admissions will use existing Demographic and Biographic DB2 screens where possible.
4. The College of Law will continue to process applications using their application software
package.
5. Veterinary Medicine will continue their current application processes.
6. Graduate and Undergraduate applications will be web based and the fee will be included
as part of the web application entry process; information on suspensions and convictions
will be a part of the application entry.
7. Batch admissibility processing based on index calculations will utilize decision tables to
allow for flexibility in the selection criteria. Undergraduate freshmen class index value
generation, selection trials and production updates will be re-designed using DB2 tables.

Admissions Charter 4/22/2003 Page 2 of 4

 8. Document tracking tables will be based on the Admissions System (IMS) tracking
segments; Documentum processes may replace these tables.
9. The Undergraduate and Graduate Database Reporting System data fields will be used to
re-construct Undergraduate and Graduate Database Reporting Systems.
10. The content of current extract file for EMAS will remain the same.
11. Offices/departments that developed programs that read the Admissions IMS Databases,
SAMS Admissions Information Database (STUV025_ADMISS) and/or admission
extracts will be responsible for making appropriate arrangements to obtain the data.

Included Functions and Processes:

1. Needed functionality currently in the Legacy Admissions System

2. Graduate Admissions Imaging and Workflow Functions (See Imaging Plan)
3. Undergraduate Admissions Imaging and Workflow Functions (See Imaging Plan)
4. RACF and DB2 security applied to Admissions screens and reports
5. Graduate and Undergraduate web pages and online screens developed in Visual Age
6. Daily extract file available for offices/departments needing admission application
information
7. Undergraduate and Graduate Reporting Database Systems

Project Milestones:

1. Admissions Charter completed.

2. DB2 data tables defined, finalized and turned over to DBA.
3. Code Support tables identified, new code tables defined and revisions to existing tables
specified; code tables turned over to DBA.
4. Demographic and Biographic, and Student DB2 tables reviewed and modification
recommendations determined; processes to maintain data determined; agreements in
place with Student Records team.
5. Functional Process Charts finalized (Graduate and Undergraduate).
6. Screen Chart finalized.
7. Conversion requirements identified and documented.
8. Batch daily, weekly and monthly processes identified.
9. Decision database tables identified, data elements defined, layouts specified and tables
turned over to DBA; screen layouts designed to display and maintain the decision tables.
10. Entity Relationship diagram finalized.
11. Reporting Database requirements identified and documented; extract data specified.
12. Imaging (Documentum) System workflows and decision processing requirements
identified and documented.
13. Online screen layouts completed.
14. Program Descriptions (Help Screen Information) completed for each screen.
15. Reports identified and layouts defined and finalized.
16. Web page layout designs completed for application entry and application status display.
17. Databases and process designs completed for office review and load of web/scanned
applications.

Admissions Charter 4/22/2003 Page 3 of 4

 18. Business rules and policies governing Admissions processes/procedures finalized.
19. Dictionary of Data Tables finalized.
20. Admissions system design document published.
21. Technical Specification Excel Spreadsheet developed.
22. Mapping of screen fields to database fields completed.
23. Conversion program specifications completed.
24. Batch daily, weekly and monthly program specifications completed.
25. Report program specifications completed.
26. Admissibility index program specifications completed.
27. Online and Web program specifications completed.

Admissions Charter 4/22/2003 Page 4 of 4