Automating Process for Exporting Financials from StarRez - CMS

100%

Status

Completed - Met Expectations [Completed - Met Expectations]

100% complete, updated on Tue 6/12/18 1:40 PM by Marc Fox

Changed status from In Process to Completed - Met Expectations.
Project has completed.

Details

Dates
Mon 1/30/17 - Tue 6/12/18
Acct/Dept
SA - Student Affairs
Service
Project Request / New Project Request
Type
Project / Annual Project Call
Health
Green - On track
Classification
"Grow" Project
Created
Mon 9/21/15 3:38 PM
Modified
Mon 8/6/18 1:33 PM
Closed
Tue 6/12/18 1:40 PM
Link to Strategic Planning and Mandates
This will link the project to the University strategy it supports. If it is not a strategic project, don't select any.
Develop a campus-wide Decision support model
Problem / Opportunity
Briefly summarize the problem or opportunity you propose to address. Write this in terms of the organizational problem being addressed, not in terms of the solution needed.
 Financial Import and Export
o StarRez is a student housing software that handles all of the online housing applications, online roommate and room self-selection and administration functions such as handling reporting, email, mail merge and financials. StarRez also integrates with PeopleSoft, which pulls information such as Student ID, Name, Address, and SacLink ID. Currently, there is no automated way to export financial charges from StarRez and import and export into PeopleSoft. We do a manual process that takes place once a month involving multiple parties. Therefore we need a system which can help streamline the process of exporting financial data from StarRez and importing them into PeopleSoft.
 Building and Room Assignments Export:
o Peoplesoft financials only list room and board charges. By having an import of student room and building location, this will allow others on Campus to see where students live.
Goals & Objectives
Objectives are specific, measurable, and timed outcomes of the project that are stated in terms of the problem solutions or opportunities users will experience.
• Staff will be able to set dates and time to export student financial information.
• Staff from Housing will no longer need manual process that involves IRT and Student Financial Services Center to import data.
• The automated process will notify parties involved in the process when the import and export starts and completes.
• The financial information is necessary because it allows the student financial records to be up-to-date and current.
• The automation process will also allow for real time reporting of student housing fees.
• The automation will decrease the work load for SFSC and Housing staff.
Project Steps
Clearly state the major steps necessary to complete the project goals and objectives, with a focus on the non-IT planning steps required. List steps sequentially, with responsible parties noted.
1) Define requirements from student Financials, Registrar and IRT – Housing, IRT, StarRez
2) Review the project and perform a gap analysis to identify requirements – Housing, IRT, Student Financial Services Center and StarRez
2) Determine required changes and preferred changes – Housing, IRT, Registrar, SFSC, StarRez
3) Decide if the requirements of the projects are met – Housing, IRT, StarRez, SFSC, Registrar
4) Discuss changes to processes made – Housing, SFSC, StarRez,
5) Test and train with Staff – StarRez, Housing, SFSC
6) Project Release – StarRez
Area Lead
The person in your area who will help lead the following: document requirements, bring in appropriate resources (e.g., faculty, students, staff, etc.), and oversee tasks, testing, and training.
thai Mai
Functional Teams and Other Resources
Please do your best to define personnel needed for your project, as well as your best estimate of the number of hours needed from those project team members.
Housing will provide:
• Housing lead, for 10 hours of review, test, and training.
• 2 staff to help test and give feedback on the process – 2 hours each
• 2 student assistants to help test and give feedback.

IRT resources needed:
• 1 Person to build the interface connection
• Person(s) to test

SFSC
• 1 person to test billing is accurate
Risks and Dependencies
Identify any factors that can affect the outcome of the project including major dependencies on other events or actions. These factors can affect deliverables, success, and completion of the project.
The success of this project is dependent on identifying the resources and items needed to export from StarRez to PeopleSoft.
Executive Sponsor
Each project must have an executive sponsor (VP / Cabinet level executive).
Ed Mills

Description

The goal is to implement a process that automates the exporting and importing of student housing financial information. The financial information includes any charges that students incur while living on campus.

Organizational Risks

  1. Low Benefit

    Will save some manual work for Housing staff.

  2. Medium Functional Requirements of the Project

  3. Medium Number of department this will impact

  4. Medium Number of Locations to deploy

  5. Medium Number of system interfaces

  6. Low Processes, Procedures and Policy

  7. Medium Project Managment Process and Procedures

  8. Medium Project Resources

  9. Low Scope of the Project

  10. Low Subject Matter

  11. Medium Technical Requirements

  12. Medium Total Estimated Hours

  13. Medium Total Estimated Project Duration

Systems Affected

  1. Common Managment System(CMS)- SIS

  2. StarRez

Manager

MF
Marc Fox

Alternate Manager(s)

SP
Seima Pech

Sponsor

LP
Lucinda Parker

Stakeholders (6)

BL
Beth Lesen
AVP-Student Affairs
Informed
Student Affairs
Tue 8/25/15 10:47 AM
DG
Dennis Geyer
University Registrar
Informed
.
Thu 10/8/15 1:10 PM
DH
Don Hunt
AVP, Student Affairs
Informed
informed
Tue 9/22/15 8:31 AM
EM
Ed Mills
Vice President Student Affairs
Informed
VP Stakeholder
Tue 8/25/15 10:44 AM
SJ
Samuel Jones
Senior Associate Director, Housing & Residential Life
Responsible, Accountable
Housing
Tue 8/25/15 10:45 AM
TM
Thai Mai
Consulted, Informed
Housing
Tue 8/25/15 10:46 AM