CAPE Enrollment/Payroll Systems Upgrade :: PIP System (SUNY Orange)

CAPE Enrollment/Payroll Systems Upgrade Print All

Initiative Title	CAPE Enrollment/Payroll Systems Upgrade
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	Realization will support PCI Compliance, FERPA, Red Flag policy and will grant students account access. This initiative will require funding, but amount is currently unknown. We will likely require assistance from the following areas of the College: ITS Bursar Comptroller Registrar Academic Testing College is no longer able to support/maintain CAPE Online Administrator's Interface CAPE instructors not being loaded into Banner prevents tying instructors to assigned courses, Blackboard access, and roster access This will rectify official communication through SUNY Orange email to instructors This initiative will require funding, but the amount is currently unknown. We will also likely require assistance from the following areas of the College: ITS Registrar Payroll Human Resources
Consequences of this initiative not being funded	Not moving away from our current situation will result in further non-PCI compliance, continued printing of payment methods and manual processing and lack of empowerment for non-credit students and adjuncts. Current system is limited and not up to the challenge of the changes required of our department. A crash would be completely debilitating to the majority of our functions. Inability to integrate CAPE adjunct population into Banner is prohibitive to growth
Department Goals
Programs
Locations	Main Campus, Newburgh Campus
Estimated Completion Date
Will this initiative span multiple budget years?	No
Importance	High
Funding Source	Request for Prioritization
Created	01/22/2018 2:14 pm
Updated	01/22/2018 2:33 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
STUDENT SERVICES MASTER PLAN 2013 Technology Explore, introduce and utilize technology designed to improve operations, enhance communication, streamline service, and increase productivity and efficiency.	Duplication of processing will be eliminated further enhancing efficiency.
STRATEGIC PLAN 2015-2020 PRIORITY III: Collaboration and Communication: We will develop connections between internal and external constituents and advance mutually beneficial partnerships. We will promote a culture of trust, respect, and collective responsibility. c: Improve management of information to increase transparency and centralize communication practices.	Communication will be enhanced by centralizing of information and granting instructor access.
STRATEGIC PLAN 2015-2020 PRIORITY IV: Efficient and Effective Operations: We will anticipate and adapt to changing economic realities while maintaining the infrastructure and resources necessary to foster innovation and develop & deliver high quality programs and services. c: Review and revise allocation methods to ensure appropriate investment in people, services, facilities, & technologies.	By streamlining and better utilizing technology.
ACADEMIC MASTER PLAN 2016-2020 The Student Experience Objective #1: Improve communication among faculty, staff, and students.	Banner integration will enhance communication as students will have access to their accounts.
ACADEMIC MASTER PLAN 2016-2020 The Student Experience Objective #3: Enhance academic support and services by effectively utilizing equipment, facilities, personnel, and technology to meet our students’ needs.	By centralizing instructor/course information

Action Steps

Action Step	Responsible Party	Order
Determine how to migrate information	CAPE, ITS, Bursar, Comptroller, Registrar	1
All CAPE staff to be trained in enrollment management best practices	CAPE	2
Evaluate and document operating procedures; eliminate unnecessary steps and duplicated efforts	CAPE	3
Utilize the Business Office to provide customized accounts and financial reports	Business Office, ITS	4

Expected Outcomes

Outcome	Order
PCI compliance, elimination of duplicate processing	1
Streamlined payroll processing and communication based upon instructor access	2
CAPE has better tools that supports enrollment management	3

Assessment Methods

Method	Description	Other Method	Responsible Party
Tracking	Usage of programs, services, participation can be tracked; demographic information may also be able to be collected.		CAPE
Institutional Data	Review both program and student data that is collected at the institutional level. Data can include program enrollment, retention, transfer, student GPA, etc.		CAPE

Resources

INITIAL YEAR COST:	$83,000.00
RECURRING COST:	$40,000.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Implementation of software specific to Continuing Education	$80000.00	Administration and Finance, VP Office Information Technology, CIO Office Business Office Bursar Records and Registration Information Services & Network Infrastructure Student Services - Data Management
Software specific to continuing education enrollment management	$40000.00 / 40000.00	Administration and Finance, VP Office Information Technology, CIO Office Business Office Bursar Records and Registration Information Services & Network Infrastructure Student Services - Data Management
Technology - ties in with Initiative titled, "Migrate electronic registration submission..."	$0.00	Information Technology, CIO Office Human Resources, AVP Office Payroll Records and Registration Information Services & Network Infrastructure
TOTAL:	$80,000.00 / $40,000.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
Obtain training on enrollment management model best practices to expand staff knowledge in critical areas	$3000.00	CAPE
TOTAL:	$3,000.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
Develop customized accounts and financial reports	$0.00	Business Office Institutional Planning Assessment and Research Information Services & Network Infrastructure
TOTAL:	$0.00 / $0.00

Combined From

Initiative Title	Department
Migrate electronic registration submission and payment processing functions away from CAPE Online Administrator's Interface and integrate into Banner	CAPE
Research and develop a plan to move CAPE payroll out of CAPE Online Administrator's Interface as well as integrate CAPE instructors into Banner	CAPE

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
	6	5			CAPE Enrollment/Payroll Systems Upgrade $83,000.00 / $40,000.00	Academic Affairs and Student Services, Provost, VP Office

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
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