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Campus Management 101

A First Look at SAPs


Solution for Universities
Dr. E. F. Buster Hale III
Dr. Kathryn F. Gates
Office of Information Technology
The University of Mississippi

Abstract

SAP's Campus Management (CM) product sets new standards for


student information systems. The underlying technology choices
reflect a long-term commitment to providing superior solutions to
common campus needs such as degree audit, transfer articulation,
and Web-based fee payment. The University of Mississippi (UM), the
North American pilot for CM, began its implementation in September
2001. This presentation will provide an overview of CM functionality,
describe UM's approach to the implementation, and showcase initial
results. Included will be a demonstration of the Web view of the
university's academic structure, a Web-to-CM application that uses
SAP's Business Connector, and XML/XSL technologies.

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Outline
Introduction
Elements of a Student System
SAPs Solution: Campus Management
UMs Implementation
Demonstration
Question & Answer

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University of Mississippi Profile

About Ole Miss


Public institution established in
1848
Located in Oxford, Mississippi
Doctoral/Research University
12,000 students
www.olemiss.edu

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Introduction

Campus Management

Pilot Institutions

SAPs Student Management System


CM 4.64 released in March 2002

United States (Ole Miss)


Great Britain (Newcastle)

CM 4.71 scheduled for March 2003

South Africa (UCT)


Belgium (KUL)
Switzerland (Basel)

1st Go Live
University of Montevideo in Uruguay

USA

GB

BE

Switzerland

South
Africa

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Elements of a Student System

Traditional Roles

Student Information
Student Records
Transcript Production

Program Information
Course Catalog and Schedule
Degree Offerings

Student Accounting
Financial Aid
Fee Calculation
Accounts/Receivable

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Support for Core Processes

Elements of a Student System

Example Processes
Recruitment
Orientation
Admissions
Advising
Registration
Billing
Grading
Teacher Evaluations
Progression
Graduation
Alumni Relations
Other

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Elements of a Student System

New
Opportunities

Web-Everything
This is the world in which students live.
Examples

Application for Admission


Registration (feels like online shopping)
Fee Payment
Grades Look-Up
Advising

Functionality that Was Not Possible


Before
Degree Audit
Real-time Access
Self-Service

Total Integration

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Recruitment
Course Management Software
HR and Financials
Alumni Relations

SAPs Solution: Campus Management

A Student Management System to administer:


Academic Structure and Academic Offering
Student Life Cycle Processes
Recruitment and Alumni
Customer

Relationship Management for Higher Education

Student Accounting
Student Services

CM does not include:


Housing
Financial Aid
Teacher Recruitment
Library Management

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Integration of third parties/


other SAP Modules

Product Strategy: mySAP HE&R as Integrated Solution


Personal
Admin.
Payroll
Personal
Develop.

mySAP
Human Resources

Financial
AdminAdmin.

mySAP
Financials

Time

Recruiting

Funds &
position Mgmt.
Contract Grants
Acc.
mgmt.

Controlling

mySAP
mySAP

Campus Mgmt.

Student Life
Cycle

Public Sector

OrgMgmt.
Workfolw

ALE

Archiving

mySAP E-learning

mySAP Basis
mySAP CRM

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Student
recruitment
Alumni
admin.

Life Long
Learning
Distance
Learning

Campus Management Student Life Cycle

Alumni

Recruitment

Student
Accounting

Admission

De-registration

StudentMasterdata

Equivalency
Determination

Academic
Structure

Application

Studentadministration

Reporting

Academic
History
of the
Study

Rules &
Regulation

Academic
Calendar

Registration

Teaching &
Study

Events
Resources

Course
Registration

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Progression

Degree
Auditing
Change
of
Program

Event Planning
Examination
&
Grading

Graduation

Re-registration

Different Learning Cultures - Different Study Models


Different Learning Cultures
American

Central
British Europe
Benelux

British

Different Study Models

Non Program
Oriented
Admission
Equivalency
Determination

Registration
Course
Registration

A
A
c
p
a
p
dli
e
c
Studentm
R
a
administrat
ic
e
ti
ion
C
p
o
al
o
n
e
rt
ni
d
n
a
g
Examinationr
&
Grading

S
t
u
Recruitment
d
e
n
Student
t
Account
ing
M
a
s
t
Academic
e
History
r
of -the
d
Study
E
a
vt
e
a
n
t

Program
Oriented
Program Type
Oriented

Alumni
A
c
a
R
d
ul
e
m
s
ic
&
E
ve
St
R
nt
ru
e
ct
g
Pl
ur
ul
a
e
at
ni
io
n
n
g

De-registration

Teachin
g

Re-registration Progression

Graduation
Degree
Auditing
Change
of
Program

S
t
u
Recruitment
d
e
Admission
n
Student
Equivalency
t
Account
A
Determination
A
ing
c
M
p
a
a
p
dli
s
e
Academic
t
c
Studentm
R
e
a
Registration
History
administrat
ic
e
r
ti
ion
of
the
C
p
o
al
o
Course
d
Study
n
E
e
rt
a
Registration
vt
ni
e
d
n
a
n
a
g
t
Examinationr
&
Grading

Campus Management, Buster Hale and Kathy Gates 12

Alumni
A
c
a
R
d
ul
e
m
s
ic
&
E
ve
St
R
nt
ru
e
ct
g
Pl
ur
ul
a
e
at
ni
io
n
n
g

De-registration

Teachin
g

Re-registration Progression

Graduation
Degree
Auditing
Change
of
Program

S
t
u
Recruitment
d
Alumni
e
Admission
n
Student
A
Equivalency
t
De-registration
Account
c
A
Determination
A
ing
a
R
cp
M
d
ul
a
a
p
e
d
s
li
m
s
e
Graduation
Academic
t
c
ic
Student&
Teachin
E
m
R
e
a
Registration
History
administrat
g
ve
ic
St
e
R
r
ti
Degree
ion
of -the
nt
C
ru
p
e
o
Auditing
al
ct
o
g
Course
d
Study
Pl
n
Change
E
e
ur
rt
ul
a
a
Registration
vt
ni
e
of
at
ni
e
d
n
io
a
n
Program
n
a
g
n
g
t
Examinationr
&
Re-registration Progression
Grading

Campus Management - Academic Structure

Academic Programs: Web View

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Campus Management - Academic Structure

Academic Programs: Web View

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Campus Management - Academic Structure

View from within Campus Management

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Campus Management - The Academic Structure

Example Objects
Object Type

Description

Organizational Unit

SC

Program of Study

SM

Study Module (Course)

CG

Module Group

ST

Student

CS

Studies

Event Type

SE

Event Package

Event

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Campus Management - Admissions

Admission Process
Student sends an online admission
application to university and pays
application fee by credit card.
Admissions officer receives the
online admission application via
workflow in his inbox.
Admission officer checks the
application and communicates with
student via mail.
Application is routed (electronically)
to other offices for further
processing.
Student is admitted to the
university.
Student master data is created.

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Campus Management - Admissions

Student applies for admission via a web form that initiates a


notification in Campus Management.

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Campus Management - Admissions

The Admissions Officers Workplace

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Campus Management - Admissions

The Admissions Officers Workplace

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CM Admissions - Underlying Technology

Internet Service Request (ISR)


Applications can be viewed and edited
from R/3 in original form
Includes support for an approval step
Applications can be linked to back-end
processing in R/3

Population of application with content


from R/3, e.g., to build drop-down lists

Direct transfer of application content to R/3

Incorporation of standard workflows such


as sending email to the applicant

Actions and tasks with corresponding R/3


functions

One or more processors can act on the


application

Biller Direct functions to handle payment


of application fee

Touchnet Payment Gateway

Java Servlets

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Campus Management - The Student File

The Student File

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Campus Management - The Student File

The Student File ~ Visa Information

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Campus Management - The Student File

The Student File ~ External Transcripts

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Campus Management - Student Accounting

Self-Service Fee Payment with Biller Direct (formerly Electronic


Bill Presentment and Payment)
Student signs in
Student views Bursar bill
Students pays online via credit card

Integration with SAP Financials and HR

BAPIs for interfacing with third party Financial Aid System

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Campus Management - Release Planning


Level 8
Level 8

Current
Release

Campus Management
Release Cycle

CM 4.64
CM 4.64
CA,
GA for UK
and CH

CM 4.71
CM 4.71
CA, GA
restricted to
selected
countries

CM 4.63
CM 4.63
CM 4.62 CA
CM 4.62
CM 4.61 FCS
CM 4.61
FCS
6/1999

FCS

12/1999

FCS

6/2000 12/2000

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05/2001

04/2002

04/2003
(planned)

04/2004
(planned)

Time

Campus Management 4.71

New Areas

Further Continuous Enhancements

Degree Audit
Academic History File

Progression (Program Type)


Student Accounting

Graduation
Equivalency Determination
including Transfer Agreements

Student File

Major Enhancements of Existing


Processes
Automation of Admission
Correspondence
Audit Trail (Activity Documents)
Equivalency Determination and
Transfer Articulation
Financial Aid Interface

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UMs Implementation

Forging Innovative and Responsive


Service through Technology

www.olemiss.edu/projects/first
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Project Organization

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Campus Management Phase 1

September 2001 May 2002

Components
Academic

Structure

Model Developed
Course and Program Data Entered into CM
Web view of Academic Programs opened to public

Undergraduate

Application for Admission with Fee Payment

Implemented with Internet Service Request (ISR)


Touchnet Payment Gateway
Uses SAP Biller Direct Functionality

Related Start-up Activities


Project

Organization and Planning

Consultant

Involvement

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Campus Management Phase 2

April 2002 May 2003

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Implementation Issues

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Implementing SAP in a University


Environment
Characteristics of a
Pilot Project
Learning Curves/
Knowledge Transfer

Consultant Involvement

Support for Web Applications

UMs Implementation

Beyond Phase 2
Degree Audit with Student Self-Service
Capability
Transfer Articulation and Equivalency
Determination
Prospect Tracking with CRM
More Automation of Processes

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Demonstration: Academic Programs

Web Address
http://www.olemiss.edu/services

Underlying Technology
Two RFCs for retrieving academic structure data from CM
SAPs Business Connector product
Apache Web Server

Tomcat

to add servlet support

XALAN

to add XML/XSL Transform Capability

Design Choices
Generalized presentation servlet
XSL transforms
Some real-time and some pregenerated

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Question and Answer

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Credits

Special thanks to:


Karin Busch, Joachim Plumbaum,
and the SAP Campus Management Development Team
Jeannie Wagner of SAP Public Services

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For More Information

Buster Hale
hale@olemiss.edu
Kathy Gates
kfg@olemiss.edu

Copyright Buster Hale, Kathy Gates, 2002. This work is the intellectual property of the authors. Permission is
granted for this material to be shared for non-commercial, educational purposes, provided that this copyright
statement appears on the reproduced materials and notice is given that the copying is by permission of the
author. To disseminate otherwise or to republish requires written permission from the authors.

Campus Management, Buster Hale and Kathy Gates 37

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