Efficient Student Major and Minor Change Process at NJIT Using Ellucian

Student major & minor change using Ellucian PageBuilder and Banner Workflow Roweena Carlos, Executive Director Jessie Tsui, Information Technology specialist New Jersey Institute of Technology Wednesday 10/13/20, 3:00pm- 4:00pm Session ID: 2.5

Introduction 2 COHESION SUMMIT

About NJIT NJIT offers 126 undergraduate and graduate degree programs in six specialized schools instructed by expert faculty, 98 percent of whom hold the highest degree in their field. Newark College of Engineering Ying Wu College of Computing College of Architecture and Design College of Science and Liberal Arts Martin Tuchman School of Management Albert Dorman Honors College Total enrollment: over 11,400 Our Campus NJIT is located in the vibrant University Heights district of downtown Newark, just 20 minutes from Manhattan by train. COHESION SUMMIT 3

Agenda 1 Planning phase 2 Preparation phase 3 Create table 4 Create PageBuilder form 5 Create Workflow 6 Workflow automation 4 COHESION SUMMIT

Planning Phase Gather information on current major & minor change process

Current process Student submits paper form to department advisor 1. Advisor reviews the request 2. If request is improper then advisor will reach out to student If request is proper then advisor will reach out to Registrar for manual update in Banner Registrar will update Banner records manually for every major /minor change request 6 COHESION SUMMIT

Plan new process Student submits request using PageBuilder form to department advisor 1. Advisor reviews the request using Banner Workflow 2. If request is improper then advisor will reject request and reach out to student If request is proper then advisor will approve request and Banner Workflow will reach out to Registrar Registrar will approve request using Banner Workflow and Banner records will be updated accordingly 7 COHESION SUMMIT

Preparation Phase Gather and install tools for the projects

Prepare and install Prepare a dev environment for PageBuilder 1. Prepare a dev environment for Banner workflow 2. Prepare access for all developers 3. PageBuilder Workflow Banner Create a new table to store student requests 4. 9

Create Custom Table. Create table to store request information, also to change index accordingly

Custom table Important columns: Sequence number to parse into workflow as ID PIDM (ID) student information Program student program information Change type type of request (i.e. change major, remove minor) Old value (optional) the value requested to be removed New value (optional) the value requested to be added Term term that the student submits the request Concentration major value (optional) concentration s primary major 11 COHESION SUMMIT

Custom table (cont.) Important columns: New college (optional) college information New degree (optional) degree information Student comment field for student to enter comments Status request status (i.e. requested, approved, denied) Advisor approval date the date when advisor approves/rejects request Advisor UCID the advisor who made the decision Activity date latest activity date 12 COHESION SUMMIT

Create PageBuilder Form Create form for student submission

PageBuilder setup Step 1: Domains Create all necessary domains Domains to obtain student s profile (i.e. student s current program, majors ) Student s options on the form Lists of majors/minors/concentrations by program/campus code Table access SQL Testing 14 COHESION SUMMIT

PageBuilder setup Step 2: Form Attach domains to the page Create blocks for possible options Create submission panel Create admin-only features (for testing) [optional] 15 COHESION SUMMIT

PageBuilder setup Step 2: Form (cont.) I.e. Change major block Need a select component to retrieve student s current majors Need a select component to retrieve list of major students can changed to 16 COHESION SUMMIT

PageBuilder setup Step 3: Submission The submission button should insert data into the custom request table 17 COHESION SUMMIT

Create Workflow Create workflow for advisor and registrar approval process

Workflow setup Step 1: Using Workflow modeler, create custom activities to obtain request details: Student s request details Student s profile Advisor s information Step 1b: Using Workflow, create business components to pull the information into Workflow modeler 19 COHESION SUMMIT

Workflow setup Step 2: Using Workflow modeler, create custom form activities for Advisor & Registrar to make decision on request: 20 COHESION SUMMIT

Workflow Modeler (Designer view) Workflow (User view) 21 COHESION SUMMIT

Workflow setup Step 3: Create email activities to notify advisor & student Step 4: Create additional custom activities and business components to update Banner tables 22 COHESION SUMMIT

Workflow Build the condition tree to match requirements 23 COHESION SUMMIT

Workflow Automation Turn on workflow automation with Banner configuration and Workflow settings

Banner configuration Set up codes in forms below: GTVEQNM 1. GTVEQPG (parameter group) 2. GTVEQPM (parameter variable) 3. GOREQPG 4. GOREQNM 5. 25 COHESION SUMMIT

Workflow configuration Set up connections in: Enterprise management > Business process 1. Business events > Business event definitions 2. 26 COHESION SUMMIT

Questions? 27 COHESION SUMMIT

Acknowledgements Dr. Basil Baltzis, Senior Vice Provost for Academic Affairs & Student Services, NJIT NJIT Registrar Office Staff NJIT Graduate Studies Office Staff Application Management Group Strata Information Group COHESION SUMMIT 28

Thank you. Roweena Carlos, Executive Director (rcarlos@njit.edu) Jessie Tsui, Information Technology Specialist (tsui@njit.edu) New Jersey Institute of Technology Session ID: 2.5 29 COHESION SUMMIT