Administrative Systems Overview

Electronic Portfolio System 
The electronic portfolio system is the great integrator of institutional data, tools and academic work.  The portfolio system began as a key component of curricular renewal  with an emphasis on faculty advising.  The technology has been expanded to include virtually all constituencies of the University.

Student Portfolios
Students benefit from access to their SFIS institutional data such as: current schedule, academic history, student account, and advisor information. But information access is only part of the electronic portfolio’s appeal; students can create a full portfolio by posting their resume, written works, artwork, and links to outside information. They will also find web-based calendars, for university and personal functions, and tools for planning future semester schedules.  A student may grant individualized access to their portfolio, which allows the student to share their portfolio with faculty, family, friends and prospective employers.  For additional information on the Student Portfolio, please contact Paul Turenne at pturenne@wesleyan.edu .

Faculty Portfolios
In a faculty portfolio, professors will find a list of their major and non-major advisees with links to their portfolios, as well as links to email and such reference tools as the Academic Calendar. Using the electronic portfolio, the faculty advisor will quickly access institutional information about individual advisees, self-assessment profiles provided by the student, courses of interest, and samples of a student's work. With the resources contained in the portfolio, faculty advisors will have a dynamic image of a student's life at Wesleyan and be better able to help guide advisees.  In addition, professors have a range of tools to help them administer their classes including: classlists, student photos and seamless access to the drop/add, grade entry and the curriculum development systems.  For additional information on the Faculty Portfolio, please contact Paul Turenne at pturenne@wesleyan.edu  .

Employee Portfolios
Both Faculty and Staff use their employee portfolio for accessing and updating information relating to their employment at Wesleyan including benefits open enrollment, personal profile information (home address, telephone number etc), iPay (electronic pay statements), performance assessments, strategic goals and common applications/tools including the Student and Faculty Information System (SFIS), student and temp employee time reporting, HRMS, Financial Inquiry etc.  The data needed for employee self-service applications comes directly from the HRMS system.  For additional information on the Employee Portfolio, please contact Dan Pflederer at dpflederer@wesleyan.edu .

Alumni Portfolios, WesNet
From WesNet, Alumni can access the alumni directory, update their bio/demo information, access volunteer resources, sign-up for alumni events and conveniently access tools such as web mail, life-time email forwarding, password changes, Wesleyan event calendar and much more.   For additional information on WesNet, please contact Deb Treister dtreister@wesleyan.edu or visit http://www.wesleyan.edu/alumni/ .

Staff Portfolios
Staff Portfolios are special purpose portfolios which draw together the administrative functions needed in a particular office.  Staff portfolios currently exist for the Registrar, Student Accounts, Financial Aid and HR offices to name a few.

Custom Portfolios
Custom Portfolios are a new feature that allow portfolio users to pull together in one portfolio all their favorite and most useful applications in one portfolio.

Student and Faculty Information System (SFIS)
SFIS is the University’s comprehensive system to support student service offices.  The software for SFIS is the PeopleSoft Student Administration System.  SFIS is the primary system for the Admission, Registrar, Dean's, Academic Affairs, Student Accounts, Graduate Liberal Studies, Public Safety, Residential Life, Wesleyan Station and the Graduate Student Services office. In addition to supporting the administrative and academic offices, applications presented through the Portfolio System reach out via the web to students, prospective students and faculty.  For information on SFIS, e-mail Carolyn Pike at cpike01@wesleyan.edu .

These web applications have included:

Registrar's Office

• Enrollment Process

• Pre-Registration

  • Planning

  • Scheduling

  • Adjustment

• Drop/Add

• Grade Entry

• Pre-Registration System

• WesMaps Wesleyan's On-line Curriculum

• On-line Curriculum Development
   

For more information, please visit the Registrar's web pages at: http://www.wesleyan.edu/registrar/ .

Admission Office

• Pre-Application

• Alumni Interviews

• Perspective Student Inquiry

• Response to the College Board Student Search

For more information, please visit the Admission's web pages at: http://www.wesleyan.edu/admission/ .

Residential Life

• Room description and housing choice information

• Annual room selection process

For additional information, please visit the Residential Life web pages at: http://www.wesleyan.edu/reslife/

Human Resources and Payroll System (HRMS)
The PeopleSoft based HRMS provides benefits and retirement administration, compensation management, position management, time reporting and employee biographic and demographic management.

Through the Employee Portfolio, numerous self-service, web applications are supported by HRMS including:

• Employee self-service for personal data, addresses and emergency contacts

• Annual benefit open enrollment self-service

• Mera Reporting

• SRA Adjustments

• Dependent Care

• Tuition Reimbursement

• Total Compensation Statement

• Student Time Entry

• Temp Time Entry

• Position Management forms and position lookup

Payroll is calculated on the HRMS system, however, ADP Payroll Services provides check printing, tax and garnishment services.

For more information on this University Human Resources System, e-mail Dan Pflederer dpflederer@wesleyan.edu .

FRS
Implemented in July, 1992, Financial Records System (FRS) is Wesleyan's first major purchased software application. In addition to maintaining a balance sheet of Wesleyan's assets and liabilities, and paying vendors through the Accounts Payable module, FRS also tracks all revenues and expenses for departments, grant accounts, and project accounts. Access to account status and detailed transaction information is available to departments across campus. Originally implemented as a standalone system, automated interfaces have since been built from the payroll system, student accounts, Millennium gift data and the Posim retail system used by the computer store, ITS printing and Scientific Support Services. FRS runs on Willet an Open/VMS Alpha System. For more information on FRS, send e-mail frsinfo@wesleyan.edu

In recent years, the following modules have greatly enhanced accessibility to FRS data.  All of these modules can be easily accessed on the web through the Employee Portfolio.

• ePrint - An SCT developed module that electronically delivers standard FRS reports -- alleviating the need to print and distribute them.
   

• Electronic Forms - Developed from code purchased from the University of Maryland, Electronic Forms allows FRS users to perform simple and compound journal entries.
   

• Financial Inquiry - An in-house developed financial data warehouse that allows FRS users to run reports for single or multiple accounts and fiscal years.

For more information on these services please visit the Finance and Administration website at http://www.wesleyan.edu/finadm/financialservices.htm .

B-Maps - Budget Development and Management System

B-MAPS is designed to be a comprehensive system for budget development, implementation and management.  The budget development begins with categories. Categories are defined as a group of account numbers, a group of object codes, one or several account attributes, one or several object code attributes, or any combination of these four parameters.  A category can be just one account or object code, or hundreds. 

Budget change assumptions are applied at the Category level.  Categories must have been designed so that the same assumption can be applied against all the accounts and object codes within the category (with one exception shown below).  Four kinds of change assumptions can be applied:

1. A flat percent change across all budgets within a category
2. A flat dollar change, applied proportionately across all budgets with a category
3. A flat dollar change applied to just one account/object code combination with the category (this is called a “New Initiative”).
4. Rule a) or b) can be combined with c)

B-MAPS includes a “submit” and “approval” process at three levels.  The department submits budget to the executive level.  The executive level approves departmental budgets and submits to the Financial Planning Office.  The Financial Planning Office approves the executive level budget.

Once Financial Planning approves base budgets for the year, a process is run to create financial system transactions for FRS.  Departments are then responsible for monitoring their budgets.  For more information on B-Maps please contact Ed Below at ebelow@wesleyan.edu or Sun Chyung at schyung@wesleyan.edu .

Millennium Fundraising and Alumni System
Millennium System was purchased from JSI Fundraising Systems, Inc. in July 1997 and went into production in July 1999. It is a fully web based system with the ability to display complex relationships, giving history and detailed biographic and career data. Innovations and enhancements have concentrated on providing "surround systems" which give staff, alums and students access to Millennium data. Examples of these web-based surround systems are: a Data Mart and Reporting Application, Volunteer Remote Access, Career Resource Center, On-line Commencement/Reunion and Homecoming Registration and on-line WAF Giving. In the future, UR and ITS are going to concentrate on the development of an on-line alumni community featuring single login, customization and enhanced integration of alumni directed applications.

For information on Millennium, e-mail Deb Treister at dtreister@wesleyan.edu .
 

PowerFAIDS - Financial Aid System
The Wesleyan Financial Aid Office runs the College Board's PowerFAIDS Financial Aid Processing Software. We have developed bridges with our PeopleSoft Student Administration SFIS system. PowerFAIDS provides Wesleyan with a flexible, easily maintained and cost effective system. 

Through their portfolios, students can view their Financial Aid awards in the Powerfaids on-line module (SIMON).
 

For information on PowerFaids, e-mail Karen Hook at khook@wesleyan.edu .

Endowment Subsidiary System
With Financial Services, the Endowment Subsidiary System was rewritten in 2001 using Oracle PL/SQL technology. It tracks the endowment funds and spending guidelines.  For information on the Endowment Subsidiary System, e-mail Nate Peters at npeters@wesleyan.edu .

The Oracle Database

The University's database of choice is Oracle.

For information on the University's use of Oracle, e-mail Stephen Windsor at swindsor@wesleyan.edu or visit the DBA website at http://www.wesleyan.edu/its/database/ .

Miscellaneous Systems

• Wes Card
• Credit Card Processing
• Security ID/Access System
• Security Incident Reporting
• CFA On-line Ticketing
• Support of Green Street