Ellucian Guidance Group

Phase 1

• Custom Code Analysis for all applications to determine what can be eliminated based on the new base product enhancements.
  
  • Status – BCEGG will be reviewing custom codes identified by IT at their bi-weekly meetings.
    
• Recruiter Implementation- The admissions office has implemented Recruiter 2.5. The web based freshman application and events registration went live on Monday, September 24 and the Royall & Co. priority freshman application began importing on Monday, October 8. The Open House on Saturday, October 20 was the first event that had attendees registering through the web based events registration form through recruiter. Now that the initial implementation has passed our attention is now focused on importing SAT and ACT scores directly from the score source and exporting information from recruiter into the Colleague ERP.
  • Status – Implementation Complete
    
• Windows Server Migration -
  • Status – Implementation Complete
    
    
• Portal and integrated Learning Platform (ILP) -
  • Status – The Portal Implementation Kickoff and Planning Meetings were held on October 23 & 24. Next steps for this project were identified and teams charged with creation of the portal architecture have begun meeting. Additional information regarding the progress of the portal will be communicated as it is available.
    
    
• Application Reviews – Each department currently using Colleague will participate in an application review to evaluate the department's business practices and areas within Colleague that are being under-utilized, not utilized at all, or that alternate solutions or functionality may be available.
  
  
  • Core Data
    • Status - The Core Data Team has created a Core Action Plan and has been working to address issues identified in the Action Plan. The team has created a Data Standards manual which has been distributed to the BC Users Group (BUG) and the members of BCEGG for review and input.
      
  • Recruiter/Admissions
    • Status – Review TBD
      
      
  • Financials
    • Status – The Financial audit went well and the consultant's report has been received and the Finance subcommittee will meet in the near future to begin working on recommendations received.
      
  • Financial Aid- A financial aid task has been working on the recommendations from the usage audit. At this time, a number of the recommendations have been deployed including use of Colleague forms for Return to Title IV (R2T4) processing, use of the Limit against Earnings (LAER) form for monitoring Federal Work Study (FWS) earnings, and loading of all Institutional Student Information Record (FAFSA output document) classes at one time. The remaining recommendations have longer timeframes for implementation and many will be tied to the financial aid awarding cycle for 2013-2014 which starts in late November. Key items to be deployed in the coming months include:
    • Greater use of the Envision Process Handler for after-hours sending and receiving of files to/from the federal Common Origination & Disbursement (COD) system.
    • Using CRI instead of IHS for document tracking in order to facilitate student usage use of My Documents in Web Advisor.
    • Finishing and testing of the rules for Satisfactory Academic Progress (SAP) assessment.
    • Using Winteg.Word in lieu of Comma-Quote files for award letters, missing document letters and other merge documents.
    • Modifying the rules associated with the display of expected financial aid on On-Line Payments (SFAV).
    • Status – Review scheduled for July 31 - August 2, 2012
      
  • Department of Student Life (DSL)
    • Status – DSL has been working on several items that were identified during their usage audit that was conducted over the summer to include streamlining residence billing, reviewing the room-mate matching process and creating a judicial affairs workflow.
  • Registration and Records
    • Status – The Academic Records and Registration Usage Audit took place on campus during the week of October 16 -19, 2012. The audit focused on the following key areas: academic records, registration, and curriculum management. The Ellucian consultant reviewed record set-up and processes associated with the various tasks performed in registrar's office. In many areas, the business practices being followed to complete office tasks were fine; however, in some areas, best practices were shared to demonstrate the most efficient use of the colleague system as well as staff time.
      
      Examples of some of the areas addressed included the following: 1) current registration procedures; 2) the proper set-up for the College's newly defined concentrations and addition of emphases; 3) the best practice for setting up the revised PDP 150 course which includes a variety of topics and titles; 4) academic programs and courses set-up; 5) course wait listing options/procedures; and 5) course prerequisite checking. In addition, issues relating to institutional research reporting and the faculty information entry/options for human resources were addressed.
      
  • Accounts Receivable and Cash Receipts
    • Status – The AR usage audit is complete and the committee is awaiting the consultant's final report. The consultant did provide a number of time-saving tips for running reports while on site.
      
  • Human Resources and Payroll
    • Status – Review TBD

• Synoptix Financial Reporting Implementation
  • Status - Not yet scheduled
    

Phase 2

• Retention Alert Module Implementation
• Reporting and Operating Analytics
• SQL Migration

end faq