Scholarships and Financial Reports

100%

Status

Completed - Met Expectations [Completed - Met Expectations]

100% complete, updated on Tue 8/20/19 4:11 PM by Marc Fox

Changed status from In Process to Completed - Met Expectations.
The final DW reports have been moved to production, and we are now in support mode.

Details

Dates
Tue 12/1/15 - Tue 8/20/19
Acct/Dept
SA - Student Affairs
Service
Project Request / New Project Request
Type
Project / Annual Project Call
Health
Green - On track
Portfolio(s)
  • 2018-2019 Strategic Project Portfolio (Bao Johri)
  • 2019-2020 IRT Internal Project Portfolio (Bao Johri)
Classification
"Grow" Project
Requirements
A single system for all scholarship submission, reviews, and awarding.
Created
Mon 9/21/15 3:48 PM
Modified
Tue 8/20/19 4:11 PM
Closed
Tue 8/20/19 4:11 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.
Business Process Improvement
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.
There is a need to centralize financial information related to scholarships funds in an effort to bring the front-end application in sync with the back-end awarding and funds management. Today we utilize data from Academic Works, CMS, CFS and UEI to manage awarding. Our request would be to pull information in and centralize data necessary to manage the complexities of the growing number of scholarship awards for our students. Doing so would also allow us to further streamline the application process across campus and allow Departments to utilize Academic Works in a more effective and efficient manner.
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.
 We are seeking an automated way to verify fund balances at time of student awards and at time of disbursement.
 We are seeking ability for Academic Works to accept fund balance information at time of awarding.
 We are seeking a way to automate verification of fund balances prior to disbursement.
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.
Write an interface with Academic works and CMS (API). The best time of year to do this work would be late October - Jan.
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.
Steve Salcido
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.
Steve Salcido and Sterling Powell for Financial Aid. (Steven will be attending a conference in October and hope to gather additional information and/or make contacts that we can follow up with.
Possibly Ann Carlson and Nancy McCarty for CFS
Sue Garcia (or her designee) for Development.
Estimate 80 hours to define needs
development time (?)
40 hours to test
20 hours to refine
PeopleSoft developer
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.
none given.
Executive Sponsor
Each project must have an executive sponsor (VP / Cabinet level executive).
Ed Mills
Initial Constraints
Identify anything that significantly limits the project team’s options in planning and executing project activities. These might include applicable laws and regulations, mandated target dates, financial limitations, resource limitations, etc.
6/11/18 - Foundation accounts fund some of the scholarships. The UFSS system is being converted to CFS. Once account balances are all in one system (CFS), the fund balances will be able to be sent through the AW API.

Description

Our goal is to provide a single resource for our students to apply for both Institutional and Departmental scholarships and centralize the fund management process required to perform our due diligence across accounting systems. The details are outlined below in the Objectives section.

Systems Affected

  1. Common Managment System(CMS)- SIS

Manager

MF
Marc Fox

Sponsor

AK
Anita Kermes

Stakeholders (4)

AK
Anita Kermes
Director Financial Aid
Consulted, Informed
FA Director
Fri 8/28/15 3:34 PM
DG
Dennis Geyer
University Registrar
Informed
.
Thu 10/8/15 1:14 PM
DH
Don Hunt
AVP, Student Affairs
Informed
informed
Tue 9/22/15 8:46 AM
SS
Steven Salcido
Responsible, Accountable
FA Associate Director
Fri 8/28/15 3:34 PM