Statement of Work Location - columbus - SC Enterprise Decision Support System (EDSS) Upgrades Summary of Current Needs The South Carolina Technical College System (SCTCS) System Office has identified business process changes for the Continuing Education (CE) data reporting and the required IPEDS Race/Ethnicity reporting that will impact EDSS. Additionally, at the time changes are made to EDSS to support the CE business process changes and the new IPEDS requirement, SCTCS System Office would like to make best use of the resources and include other technical upgrades to the EDSS system. Continuing Education Reporting Changes: The System Office has been working with the Continuing Education peer group and the System Office (SO) Finance Division to define the requirements, including collection frequency and an updated set of data elements which will serve as the basis for the detailed requirements definition followed by the modifications necessary to accommodate the requested changes. The CE data to be collected has changed significantly. While the reporting cycle will remain 3 times per year, the CE cycle will need to be separated from the current Tech Ed cycle. The changes will include changes to the data collected and as a result, changes to the EDSS database structure. These changes must be coordinated with changes to the colleges’ ERP systems and extraction programs. IPEDS Race/Ethnicity Changes: IPEDS has mandated changes in the way that the race/ethnicity of students is collected. Currently, a student has a single choice for his/her ethnicity. Under the new guidelines, a student’s ethnicity will be determined with 2 questions and a student can choose more than one ethnicity category. These changes will require an update to the EDSS database to allow for the second question and more than one ethnicity choice. EDSS Error Reporting Modification: During the current reporting cycle data cleansing, a college must have all data errors cleared up before any further errors will be determined. When a college must wait on that last error to be cleaned up before getting the next batch of errors, the process tends to get lengthened and a college cannot move forward with the next level of data scrubbing potentially causing them to miss the deadline. To help speed up the data cleansing process, the colleges need the ability to choose to see all errors, file errors, or relationship error when importing their data. This will mean a change in the way that EDSS processes the college files when imported. It is yet to be determined how significant a change this would mean to these processes. Multiple Problems Moving Data to Production: With the recent increases in enrollment, we continue to have trouble moving our large colleges from the stage 2 tables into the production tables. The process for a large college will hang for hours and never complete when executed through the application. Currently, all large colleges must be moved into production by executing the procedures in native SQL. Also, there are incidents when the process that moves college data from the staging tables to the production tables will just hang up for no apparent reason. In addition, the error message generated by the EDSS application is unclear. Adding more detail to the error message will certainly help. Finally, EDSS was designed with the ability to move multiple colleges’ data into production at one time. At this time, EDSS cannot handle this. Scope of Project The Requirements Engineering phase and development of the Continuing Education (CE) EDSS upgrade and the IPEDS Race/Ethnicity changes are the scope of this Statement of Work. The scope of the 2009 EDSS upgrade requirements effort, this statement of work, includes changes to EDSS for Continuing Education (CE), changes to EDSS that will facilitate the new race/ethnicity requirement from IPEDS, limited EDSS enhancements, an iSecurity upgrade, Single Sign-On for EDSS and AIMS systems, and technical upgrade(s) to the system development platform. The deliverables of this project are contingent upon the allocated budget. The estimate and proposed timeline for Requirements Engineering and development are based on planned subject areas and workshops. Should additional subject areas need to be defined, or should more workshops be needed, NWN will work with SCTCS to either drop lower-priority subject areas from the requirements scope to maintain budget and timeline, or re-size and re-budget the Requirements Engineering and development effort. Any modifications to the sixteen technical colleges ERP or other systems for Continuing Education (CE) are not included in the scope of this effort.
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