Completed project: Student eDocs

Primary UITS contact: Sandy Thompson

Completed: August 24, 2011

Description: The Student eDocs project involves creating a series of electronic documents (eDocs) that interface with student, administrative, and faculty processes to reduce the manual effort required to move forms through the various offices for approvals prior to processing. Over the last several years, we have been working through a list of approximately 25 eDoc requests that customers wish to automate. The general SIS eDoc starts with a Java front end, goes through the Workflow system, and updates the Student Information System (SIS) on the back end.

Outcome: With the completion of each of the projects, students, faculty, and departments have been able to process transactions electronically with automated routing, approval, and system updates, as opposed to physically seeking out signatures on paper with subsequent manual updates by IU staff. The eDoc applications provide a user-friendly interface to SIS that is more convenient and standard to the way our customers transact other business at the university.

Milestones and status:

  • eDrop/eAdd allows students to submit a request to drop or add a course after the drop and add period. The request is electronically routed to the appropriate faculty and staff for approval. Students can also process a drop/add as part of a pair. This eDoc was moved into production in June 2007.
  • eGradeChange allows faculty and administrative users to change grades after final grades for a term have been submitted via electronic routing, approval, and subsequent system update. This eDoc was moved into production in December 2007.
  • eTranscriptRequest allows students to request an official transcript. All campuses currently use this application with the caveat that Bloomington uses the enterprise eDoc for inactive students and a departmental version for current students. This eDoc was moved into production in June 2008 for active students, and May 2009 for inactive students. Special security considerations were implemented for the inactive population (i.e., those who do not have an active Network ID/passphrase).
  • eSOC allows administrative staff in the schools and departments to make mass updates to the Schedule of Classes for an upcoming term. This eDoc was moved to production in February 2009. Subsequent phases will be prioritized by the functional areas.
  • Graduate Admissions Application (discussed in a separate document) and its Recommendation functionality was moved into production in August 2010.
  • CARMin eDoc (discussed in a separate document) for faculty and staff use was moved into production in September 2010.
  • eTexts will allow faculty to designate classes for which eTexts will be used. This information will be available for students in registration and class search. This project was released into production as a pilot March 17, 2011.
  • Item Type eDoc (discussed in a separate document) for administrative staff use will be moved into production during summer 2011.
  • Student Activities system, which has an eDoc component (discussed in a separate document) for student use, is targeted for production in December 2011.
  • Special Credit eDoc was delivered to faculty and administrative staff in summer 2007 as an eDoc Lite application. It will be converted to have full eDoc functionality (e.g., lookups and updates to SIS) in the future, according to SIS ESSEC prioritization.
  • Work has not yet begun on Apply For Graduation, the latest requested eDoc. Students will be able to apply for graduation, the request will go through an approval process, and then after the last approval, the SIS will be updated. The target start date is unknown. A new project will be opened when work begins on this.

Comment process: Send comments to the SIS Student Records Team or Sandy Thompson.

Benefits: This project will:

  • Reduce long lines in departmental and administrative offices on all campuses for students waiting to have forms approved and then manually processed
  • Significantly reduce the time for a transaction to move through the system
  • Save students the time and frustration of walking forms around campus to get approvals from advisors, departments, and faculty, and then taking them to the office responsible for processing the forms
  • Save countless hours of staff time spent manually updating the SIS to process the forms
  • Save paper and printing costs

Risks: SIS eDocs are tightly coupled with Kuali Rice and PeopleSoft.

Primary client: Students, departments, faculty, registrars' offices (for currently prioritized eDocs)

Client impact: The implementation of Student eDocs brings about a new way of doing business for many faculty and staff, and may require training.

Project team: The development team is made up of developers from the SIS technical team. Registrar staff representing IUB and IUPUI, as well as the system-wide Student Enrollment Services office representing the regional campuses, have served as functional analysts for the first few projects.

Governance: The SIS Enterprise Student Systems Executive Committee (ESSEC) is the governing body to determine priority of requests. Functional representation to this point has been directed by Student Enrollment Services and the registrars' offices system-wide. The SIS systems development manager is responsible for technical implementation.

This is document avpf in the Knowledge Base.
Last modified on 2015-09-30 00:00:00.

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