 | Functional Area | Services able to provide: | Services UNABLE to provide | Possible Solution | Challenges |
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- Continue to provide advisement to students.
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- Create a sharepoint site to input prerequiste approvals that could be accessed by all SES staff members and that would provide a report to allow for data entry into SES post implementation. - Kishia Brock
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- We may also need to provide additional training to staff. - Trung Tang
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| | Hand written receipts for the following:
Testing fees
Tuition and fees
Transcripts
Answer phones, take messages
Department deposits
Petty cash
Payroll
| No student refunds (checks or credit card)
No FA checks disabusing, mailing or voiding
No FA book charges or refunds
No Bank Adjustments or charge back
No processing of student payments
No Billing or invoicing
No Out of State – Multi college charges
No Purge reports, notices etc…
No 3rd Party or ESP posting-processing
No Tuition Waivers or vouchers processing
No VA loans for tuition or book processing
No Prison Program processing for books and tuition
| Take all information correctly and process in NSS, when we go live.
Log all hand written receipts and process in NSS ASAP.
| Process all payments, waviers, 3rd party's, etc...
Close and bill for September before 10/04/07.
Run purge trial Reports on 10/03/07 and verify the information on NSS when it come up. Work off the reports if needed!! |
| | Plan ahead to have sufficient sections open for student enrollment during go live period. | Cannot open new shadow sections.
As students enroll through Matrix, we cannot monitor class sizes. | Work with Faculty Services to inform instructors that they may have sections that exceed normal class size limits.
Reduce the number of classes with 10/15 start dates, including GoArmyEd classes. | |
| | Course Support
- Be able to continue to answer general questions about college services and make phone transfers.
- Be able to continue to answer adjunct faculty questions and provide existing faculty with supplies.
- Continue to mail print-based student assignments to faculty (in addition to courier services).
- Be able to continue to input helpdesk related issues into the HD system.
- There will be a receipt to show proof of payment if a student walks in, pays, and wants to receive their materials. (most likely Library will handle)
- Continue to duplicate and package media materials for distribution when we have the systems back up.
- Continue to process online registrations using matrix (in lieu of SIS).
Course Production
- Continue to work on course content/assessments during the down time (no impact until go-live).
- Continue to work on HTS requests related to content links or assessment data.
- Continue to work on HTS requests associated with content, however, how will updates be made related to any SIS issues and RioLearn (grades, specialty codes, due date changes etc...) [per IS - all grades etc...will be posted once we're back online]
Testing
- Can still operate, however, could have some issues since they can't access SIS.
| Course Support
- Will not be able to mail new student materials during the down-time since we will have no data (includes paid materials). (Will work to do this well in advance of down-time.)
- Will not receive new instructor data - Faculty Services will need to notify us when they staff a course during down time in order for us to send new faculty materials .
Testing
- Since we can't access SIS, there could be minor issues if students aren't scheduled due to SIS being down.
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- During the down-time, we have to convert all of our shadow systems (access databases) in order to be able to use them when everything is live again.
- How will RioLearn function related to data that needs to populate back to SIS when it's live?
- IHD - Communication to faculty what will not be working (grades, end date changes, no new students etc..)
- Catching up on mailings once system is back up will take days because of the backup.
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| | Faculty Pay Audit is scheduled to run October 3 and October 17, so if things go well, the audit will not be interrupted. | Revised contracts for faculty needing load increases or decreases cannot be calculated until we can see enrollment figures. This will delay revised contracts for October 12 and 26 pay days. | Communicate to faculty (in multiple ways) that their pay revisions will be delayed, but that pay will be caught up on subsequent pay periods. | Potential for faculty overloads. |
| | 1. answer phones and students at front desk
2. read only status of student accounts
| 1.There will be no check disbursement
2.There will be no financial aid credit to student account
3. No way to update financial aid records to award students | | 1. students unhappy because they cannot receive a financial aid check.
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| | All IT services will continue to function except the daily imports from SIS. Go Army Ed and any partnerships can still function as normal. |
- Daily Imports from SIS
- Grade Exporter to SIS
- eAward Letter Update
- Purge Campaign
- New Financial Aid Data into ESF
| All are dependent on SIS being up. |
- We need to keep track of any "fixes" made to our SIS data for RioLearn so they can be made in the new SIS when it is up.
- How will we know when a class is cancelled?
- Any data that has to be hand entered after Go Live will cause us a great deal of trouble in that it can't be sufficiently tested before go live.
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