Overview of Student Management System Components

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Overview of Student Management System Components

• Richard Byrom
• Oracle Consultant, Speaker and Author
• http//www.richardbyrom.com

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Agenda

• Trends and Challenges in Higher Education
• Student Management System Components Overview
• The detail of Student Management System Processes
• Oracle Student System Analysis
• Conclusion
• Questions and Answers

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Global Trends in Higher Education

• Globalisation of education
• Increase in demand for university access
• Reduction in Government financial support and
  greater emphasis on user-pays
• Philosophy of Life-Long Learning - need for
  professional upgrading/career refocusing
• Restructuring/re-invention of institutions

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The Global Challenge

• To provide tertiary institutions with a student
  information system that will meet their
  requirements now and in the future
• To provide modern, dynamic global institutions
  with a SIS that will embrace change easily and
  rapidly

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High Level Process Model
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Learner Relationship Management
Web portal
Business Intelligence?

• Portable Learner Profile
• (CRM)

personal details
access authorities
administrative transactions
record of achievement
academic record
Time tabling
Library
VLE
HR
OSS
Finance
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Components of Learner Relationship Management
Integration VLE Finance HR Timetabling Library
Student Staff Self Service Web Portal Access
Oracle Student System (OSS)
Student System
Web Portal Access
CRM - iStore Marketing Sales Service
CRM Marketing Sales Service
Business Intelligence Tools
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Customer Relationship Management

• Manage admission recruitment (prospect to
  applicant)
• Interaction history will allow tracking contacts
  with perspective students
• Develop, segment, and maintain communication
  streams

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Customer Relationship Management

• Useful for undergraduate and graduate admissions,
  external growth, fund-raising, alumni
  relationships, research and economic development
• Develop and approve campaign budgets and workflow
• Allow the people doing the work to track the
  progress and effectiveness of campaigns
• Metrics

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Best of Breed vs. Integrated Suite

• Best of Breed - Pros
• best of breed
• eggs in many baskets
• less supplier lock-in

• Best of Breed - Cons
• high maintenance
• data duplication replication
• integration work (ongoing)

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Best of Breed vs. Integrated Suite

• Integrated Suite - Cons
• Supplier lock-in/distrust
• May suit organisation but not department
• Best of breed/integration trade off
• Doesnt do everything

• Integrated Suite - Pros
• Integrated architecture (TCA)
• Single supplier/partner
• Shared data
• Less interface work
• Lower tech.training overhead
• Standard, assists user adoption

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Student System Components
Students
University Administration
Faculty
Student Application
Grade Posting
Admissions
Enrollment
Registrar
Class Schedule
Records
Payment
Finance
Records Access
Student Progress
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Oracle Student System

• Functionally rich
• Inherently flexible
• User configurable
• Designed to meet changing Higher Education
  environment

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Oracle Student System Key Components

• Program Structure and Planning
• Person Reference
• Admissions
• Enrollments
• Student Finance
• Financial Aid
• Academic Records

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Oracle Student System the big picture
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Program Structure and Planning

• The Program Structure and Planning subsystem is
  used to manage the details related to an
  institution's programs, units, unit sets, unit
  sections, and faculty.
• Program Structure and Planning includes the
  following
• Program Structure and Planning Overview
• Creating Unit Sections
• Setting Up Faculty Information

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Program Structure and Planning

• In Program Structure and Planning subsystem, a
  program consists of one or more units. Each unit
  can consists of multiple unit sections. When a
  unit is defined in terms of attributes, such as
  academic calendar, location, attendance type, and
  attendance mode, it becomes a unit section.

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Person Reference

• The Person subsystem is used to manage the
  details related to persons entered in Oracle
  Student System.
• Person and organisation entities within Oracle
  Student System use the Trading Community
  Architecture to enhance the interaction between
  Oracle Student System and the other e-business
  suite modules.
• Entering Person Details
• Querying Persons
• Managing Duplicate Person Details
• Placing Holds
• Tracking
• Import Process

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Personal Details Process
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Tracking Process
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Admissions

• The Admissions subsystem is used to manages an
  institution's admission processes from
  recruiting, through inquiry till admission and
  includes tracking of requirements.
• Maintaining Recruiting Details
• Managing Inquiries
• Entering Applications
• Maintaining Academic History
• Importing Admission Information
• Processing Applications
• Admitting Students
• Closing Admissions
• Generating Admission Statistics

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Applications Entry Process
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Enrollments

• The Enrollments subsystem is used to manage
  student enrollment, re-enrollment, and enrollment
  changes.
• Enrollments includes the following sections
• Pre-Enrollment
• Timeslots
• Enrollment
• Waitlists
• Post Enrollment
• Transferring Students Between Programs, Units,
  and Unit Sets
• Setting Up Research Candidacy Details

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Enrollments Process Flow
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Financial Aid

• The Financial Aid subsystem is used to manage
  student administration and financial management
  of higher education.
• Financial Aid Management includes the following
  sections
• Financial Aid Applications
• Verifying Financial Aid Applications
• Need Analysis
• Administering Student Awards
• Administering Student Sponsorships
• Administering Pell Grants
• Administering Loans
• Student Employment
• Disbursements

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Functional Flow Chart of Financial Aid Management
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Student Finance

• The Student Finance module is used to manage all
  the financial transactions and accounting
  processes that determine student charges and
  credits for a specific study period in an
  educational institution.
• Student Finance includes the following sections
  
• Student Finance
• Processing Deposits
• Calculating Charges and Credits
• Billing
• Working with Holds
• Dealing with Refunds
• Interfacing with General Ledger

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Student Finance Process
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Academic Records

• The Academic Records subsystem is used to manage
  and monitor a student's progress through the
  student's academic program and maintains a record
  of the student's academic work at the institution
  or granted through advanced standing.
• Academic Records includes the following
  sections
• Evaluating Applications for Advanced Standing
• Assessing a Unit Attempt
• Applying Progression Rules and Outcomes
• Applying Program Completion Rules
• Managing Graduation
• Degree Audit
• Producing Documents

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Graduation Process
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Conclusion

• Best of Breed vs. Integrated Product Suite
  Approach will need to be taken.
• Student Management systems provide effective
  mechanisms for higher education institutions to
  manage students and faculty and their interaction
  with each other and external systems

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Speaker Information

• Name Richard Byrom
• e-mail richard_at_richardbyrom.com
• Web Site http//www.richardbyrom.com
• Documentation Downloads of R11i E-Business Suite
• http//www.oracle.com/appsnet/products/documentati
  on/content.html