Project: Student eDocs
Primary UITS contact: Sandy Thompson
Last update: March 28, 2008
Description: The Student eDocs project involves creating a series of electronic documents (edocs) that interface with student, administrative, and faculty processes to reduce the manual effort required to move forms through the various offices for approvals prior to processing. Currently, approximately 25 documents and processes have been identified for edoc development.
Outcome: With the completion of each of these projects, students, faculty, and departments will be able to process transactions electronically with automated routing, approval, and system updates as opposed to physically seeking out signatures on paper with subsequent manual update by IU staff. The eDoc applications provide a user-friendly interface to the Student Information System (SIS) that is more convenient and standard to the way our customers transact other business at the university.
Milestones and status:
- Special Credit eDoc was delivered to faculty and administrative
staff in summer 2007 as an eDoc Lite application. It will be converted
to have full eDoc functionality. This upgrade will need to be
prioritized along with other SIS priorities.
- eDrop allows students to submit a request to drop a course after
the drop and add period. The request is electronically routed to the
appropriate faculty and staff for approval. eDrop was delivered in
pilot mode during second summer session 2007, and was fully
implemented for all campuses for fall 2007.
- eAdd and eDrop/eAdd were delivered in pilot mode in fall 2007,
with full system-wide implementation expected in spring 2008. This
goal was met with the exception of the Bloomington campus, where eAdd
is still being piloted to three departments with the goal of fully
releasing it for fall 2008. From summer 2007 through spring 2008,
30,000+ eDrops and 2,800+ eAdds were processed system-wide.
- eGradeChange allows faculty and administrative users to change
grades after final grades for a term have been submitted via
electronic routing, approval, and subsequent system update. This
application was delivered in December 2007, as scheduled.
- Electronic Transcript Requests for students was targeted for
deployment in spring 2008. This goal will not be met. Due to the
PeopleSoft 9.0 upgrade, this project had to be
reprioritized. Work has resumed with a goal of fall 2008
delivery.
- The remaining edocs identified to date will be developed after the PeopleSoft 9.0 upgrade in February 2008.
Comment process: Send comments to the SIS Student Records Team or Sandy Thompson.
Benefits: This project will:
- Reduce long lines in departmental and registrars' offices
on all campuses for students waiting to have forms approved and then
manually processed
- Reduce significantly the amount of time it takes a transaction to
move through the system
- Save students the time and frustration of walking forms around
campus to get approvals from advisors, departments, and faculty, and
then taking them to the registrar's office for processing
- Save countless hours of staff time spent manually updating the SIS to process the forms
Risks: SIS edocs are tightly coupled with the Workflow system and PeopleSoft.
Primary client: Students, departments, faculty, registrars' offices (for currently prioritized edocs)
Client impact: The implementation of Student eDocs brings about a new way of doing business for many faculty and staff and may require training.
Project team: The development team is made up of developers from the SIS technical team. Registrar staff representing IUB and IUPUI, as well as the system-wide Student Enrollment Services office representing the regional campuses, have served as functional analysts for the first few projects.
Governance: The SIS Executive Committee is the governing body to determine priority of requests. Functional representation to this point has been directed by Student Enrollment Services and the registrars' offices system-wide. The SIS systems development manager is responsible for technical implementation.
