online university admissions _ guide
Content
UT SIS PROJECT ADMISSIONS UPGRADE PROJECT
ADMISSIONS CHARTER
Project Overview: The Student Information System Upgrade Project is a University of Tennessee initiative to continue consolidation of legacy applications into a functionally integrated student system utilizing a database management system readily in use in UT’s relational database environment. This Charter sets forth the foundation for the Admissions System Upgrade Project.
Project Team: The team leader for the Admissions System Project is Donna Allen. Team members are Diana Lopez, Norma Harrington, Connie Harmon, Greg Tipps, and Jerry Trivette. Other users of the current system will be consulted, and programmers engaged, as needed throughout the project.
Admissions System Definition: The Admissions System will provide online capability to capture, record and maintain admission applications and supporting documents for Undergraduate, Graduate, Law and Veterinary Medicine. Web application entry and fee payment will be developed for Undergraduate and Graduate admission applications. The system will facilitate the decision processes used to determine the admissibility of an applicant to the University. The primary directive is to re-host the legacy Admissions IMS System to the DB2 database platform. The system will be integrated with the DB2 demographic and biographic, and student data currently used in SAMS/CSA but originating from Legacy Admissions processing. The existing IMS database segments will be re-structured using DB2 database tables. All currently used functions will be replicated or redeveloped as part of the Upgrade Project. Legacy Admissions data will be converted to DB2 database tables for historical reference; this information will be retrievable using the same procedures and format as the Reporting Database Systems. The IMS databases in the legacy system will be deleted after the project has concluded.
Admissions Charter
4/22/2003
Page 1 of 4
Project Purpose: 1. To re-host the information needs of the University for an Admissions System from IMS to DB2 databases 2. To integrate and consolidate the upgraded Admissions Systems into a DB2 environment; the system will be integrated with SAMS, CSA and Registration 3. To develop user operations documents and workflows, and detailed technical specifications for replacing the legacy Admissions System 4. To facilitate the functions of tracking applications, high school transcripts, previous institutions transcripts, test scores and other related documents needed for determination of admissibility to the University 5. To integrate the Imaging System into the Admissions processes/procedures by scanning and indexing documents received by Admission Offices
Project Design Assumptions and Constraints: 1. Any substantial enhancements in the University’s approach to Admissions application processing and admissibility decision functions will require approval of the project administrators. 2. The System will be developed as a relational database based on DB2 and will utilize IMS DC for transaction processing; programs will be developed using Visual Age tools. 3. The Admissions System will be designed in conjunction with the Curriculum, Timetable and Registration DB2 systems; Demographic and Biographic data and SAMS functions incorporated from Student Records will be a consideration when designing the System. 4. The design will be compatible and will integrate with SAMS and CSA. 5. The Admissions data will be captured and maintained only through functions in the application software; updates will not be accepted from systems that use extracted Admissions data.
Admissions Processing Assumptions: 1. 2. 3. 4. Admissions will continue to have one active application per university level. Student ID will be the key to Admissions tables (same as Academic History & CSA). Admissions will use existing Demographic and Biographic DB2 screens where possible. The College of Law will continue to process applications using their application software package. 5. Veterinary Medicine will continue their current application processes. 6. Graduate and Undergraduate applications will be web based and the fee will be included as part of the web application entry process; information on suspensions and convictions will be a part of the application entry. 7. Batch admissibility processing based on index calculations will utilize decision tables to allow for flexibility in the selection criteria. Undergraduate freshmen class index value generation, selection trials and production updates will be re-designed using DB2 tables.
Admissions Charter
4/22/2003
Page 2 of 4
8. Document tracking tables will be based on the Admissions System (IMS) tracking segments; Documentum processes may replace these tables. 9. The Undergraduate and Graduate Database Reporting System data fields will be used to re-construct Undergraduate and Graduate Database Reporting Systems. 10. The content of current extract file for EMAS will remain the same. 11. Offices/departments that developed programs that read the Admissions IMS Databases, SAMS Admissions Information Database (STUV025_ADMISS) and/or admission extracts will be responsible for making appropriate arrangements to obtain the data. Included Functions and Processes: 1. 2. 3. 4. 5. 6. Needed functionality currently in the Legacy Admissions System Graduate Admissions Imaging and Workflow Functions (See Imaging Plan) Undergraduate Admissions Imaging and Workflow Functions (See Imaging Plan) RACF and DB2 security applied to Admissions screens and reports Graduate and Undergraduate web pages and online screens developed in Visual Age Daily extract file available for offices/departments needing admission application information 7. Undergraduate and Graduate Reporting Database Systems
Project Milestones: 1. Admissions Charter completed. 2. DB2 data tables defined, finalized and turned over to DBA. 3. Code Support tables identified, new code tables defined and revisions to existing tables specified; code tables turned over to DBA. 4. Demographic and Biographic, and Student DB2 tables reviewed and modification recommendations determined; processes to maintain data determined; agreements in place with Student Records team. 5. Functional Process Charts finalized (Graduate and Undergraduate). 6. Screen Chart finalized. 7. Conversion requirements identified and documented. 8. Batch daily, weekly and monthly processes identified. 9. Decision database tables identified, data elements defined, layouts specified and tables turned over to DBA; screen layouts designed to display and maintain the decision tables. 10. Entity Relationship diagram finalized. 11. Reporting Database requirements identified and documented; extract data specified. 12. Imaging (Documentum) System workflows and decision processing requirements identified and documented. 13. Online screen layouts completed. 14. Program Descriptions (Help Screen Information) completed for each screen. 15. Reports identified and layouts defined and finalized. 16. Web page layout designs completed for application entry and application status display. 17. Databases and process designs completed for office review and load of web/scanned applications. Admissions Charter 4/22/2003 Page 3 of 4
18. Business rules and policies governing Admissions processes/procedures finalized. 19. Dictionary of Data Tables finalized. 20. Admissions system design document published. 21. Technical Specification Excel Spreadsheet developed. 22. Mapping of screen fields to database fields completed. 23. Conversion program specifications completed. 24. Batch daily, weekly and monthly program specifications completed. 25. Report program specifications completed. 26. Admissibility index program specifications completed. 27. Online and Web program specifications completed.
Admissions Charter
4/22/2003
Page 4 of 4
ADMISSIONS CHARTER
Project Overview: The Student Information System Upgrade Project is a University of Tennessee initiative to continue consolidation of legacy applications into a functionally integrated student system utilizing a database management system readily in use in UT’s relational database environment. This Charter sets forth the foundation for the Admissions System Upgrade Project.
Project Team: The team leader for the Admissions System Project is Donna Allen. Team members are Diana Lopez, Norma Harrington, Connie Harmon, Greg Tipps, and Jerry Trivette. Other users of the current system will be consulted, and programmers engaged, as needed throughout the project.
Admissions System Definition: The Admissions System will provide online capability to capture, record and maintain admission applications and supporting documents for Undergraduate, Graduate, Law and Veterinary Medicine. Web application entry and fee payment will be developed for Undergraduate and Graduate admission applications. The system will facilitate the decision processes used to determine the admissibility of an applicant to the University. The primary directive is to re-host the legacy Admissions IMS System to the DB2 database platform. The system will be integrated with the DB2 demographic and biographic, and student data currently used in SAMS/CSA but originating from Legacy Admissions processing. The existing IMS database segments will be re-structured using DB2 database tables. All currently used functions will be replicated or redeveloped as part of the Upgrade Project. Legacy Admissions data will be converted to DB2 database tables for historical reference; this information will be retrievable using the same procedures and format as the Reporting Database Systems. The IMS databases in the legacy system will be deleted after the project has concluded.
Admissions Charter
4/22/2003
Page 1 of 4
Project Purpose: 1. To re-host the information needs of the University for an Admissions System from IMS to DB2 databases 2. To integrate and consolidate the upgraded Admissions Systems into a DB2 environment; the system will be integrated with SAMS, CSA and Registration 3. To develop user operations documents and workflows, and detailed technical specifications for replacing the legacy Admissions System 4. To facilitate the functions of tracking applications, high school transcripts, previous institutions transcripts, test scores and other related documents needed for determination of admissibility to the University 5. To integrate the Imaging System into the Admissions processes/procedures by scanning and indexing documents received by Admission Offices
Project Design Assumptions and Constraints: 1. Any substantial enhancements in the University’s approach to Admissions application processing and admissibility decision functions will require approval of the project administrators. 2. The System will be developed as a relational database based on DB2 and will utilize IMS DC for transaction processing; programs will be developed using Visual Age tools. 3. The Admissions System will be designed in conjunction with the Curriculum, Timetable and Registration DB2 systems; Demographic and Biographic data and SAMS functions incorporated from Student Records will be a consideration when designing the System. 4. The design will be compatible and will integrate with SAMS and CSA. 5. The Admissions data will be captured and maintained only through functions in the application software; updates will not be accepted from systems that use extracted Admissions data.
Admissions Processing Assumptions: 1. 2. 3. 4. Admissions will continue to have one active application per university level. Student ID will be the key to Admissions tables (same as Academic History & CSA). Admissions will use existing Demographic and Biographic DB2 screens where possible. The College of Law will continue to process applications using their application software package. 5. Veterinary Medicine will continue their current application processes. 6. Graduate and Undergraduate applications will be web based and the fee will be included as part of the web application entry process; information on suspensions and convictions will be a part of the application entry. 7. Batch admissibility processing based on index calculations will utilize decision tables to allow for flexibility in the selection criteria. Undergraduate freshmen class index value generation, selection trials and production updates will be re-designed using DB2 tables.
Admissions Charter
4/22/2003
Page 2 of 4
8. Document tracking tables will be based on the Admissions System (IMS) tracking segments; Documentum processes may replace these tables. 9. The Undergraduate and Graduate Database Reporting System data fields will be used to re-construct Undergraduate and Graduate Database Reporting Systems. 10. The content of current extract file for EMAS will remain the same. 11. Offices/departments that developed programs that read the Admissions IMS Databases, SAMS Admissions Information Database (STUV025_ADMISS) and/or admission extracts will be responsible for making appropriate arrangements to obtain the data. Included Functions and Processes: 1. 2. 3. 4. 5. 6. Needed functionality currently in the Legacy Admissions System Graduate Admissions Imaging and Workflow Functions (See Imaging Plan) Undergraduate Admissions Imaging and Workflow Functions (See Imaging Plan) RACF and DB2 security applied to Admissions screens and reports Graduate and Undergraduate web pages and online screens developed in Visual Age Daily extract file available for offices/departments needing admission application information 7. Undergraduate and Graduate Reporting Database Systems
Project Milestones: 1. Admissions Charter completed. 2. DB2 data tables defined, finalized and turned over to DBA. 3. Code Support tables identified, new code tables defined and revisions to existing tables specified; code tables turned over to DBA. 4. Demographic and Biographic, and Student DB2 tables reviewed and modification recommendations determined; processes to maintain data determined; agreements in place with Student Records team. 5. Functional Process Charts finalized (Graduate and Undergraduate). 6. Screen Chart finalized. 7. Conversion requirements identified and documented. 8. Batch daily, weekly and monthly processes identified. 9. Decision database tables identified, data elements defined, layouts specified and tables turned over to DBA; screen layouts designed to display and maintain the decision tables. 10. Entity Relationship diagram finalized. 11. Reporting Database requirements identified and documented; extract data specified. 12. Imaging (Documentum) System workflows and decision processing requirements identified and documented. 13. Online screen layouts completed. 14. Program Descriptions (Help Screen Information) completed for each screen. 15. Reports identified and layouts defined and finalized. 16. Web page layout designs completed for application entry and application status display. 17. Databases and process designs completed for office review and load of web/scanned applications. Admissions Charter 4/22/2003 Page 3 of 4
18. Business rules and policies governing Admissions processes/procedures finalized. 19. Dictionary of Data Tables finalized. 20. Admissions system design document published. 21. Technical Specification Excel Spreadsheet developed. 22. Mapping of screen fields to database fields completed. 23. Conversion program specifications completed. 24. Batch daily, weekly and monthly program specifications completed. 25. Report program specifications completed. 26. Admissibility index program specifications completed. 27. Online and Web program specifications completed.
Admissions Charter
4/22/2003
Page 4 of 4
