ESBD_493470_1772482221674_Attachment 3_Scope and Use Case Alignment.xlsx
XLSX spreadsheet 88 KB Posted
- Attached to
- Student Information System Solution
- Solicitation number
- RFP-01-CIO-26-261
- Issued by
- Brazos County, Texas
About this file
This is a scope and use case alignment document for a Student Information System (SIS) software procurement by the Texas A&M System. The document serves as an attachment to the request for proposal (RFP) for software providers responding to the SIS implementation opportunity. Respondents are required to complete a detailed assessment demonstrating how their proposed core solutions meet the A&M System's functional requirements and use case scenarios across multiple capability areas. The SIS scope encompasses 36 functional requirements organized into six primary categories: Provide Academic Support, Develop & Manage Learning Content, Manage Academics, Manage Learner Recruiting, Engage Learners, Enroll Learners, Support Student Financials, and Service Delivery. Additionally, the RFP includes 44 use case scenarios that address unique and differentiating needs specific to the A&M System and its member universities. Respondents must indicate how each capability will be met—whether through out-of-the-box configuration, customization, third-party integration, roadmap features, or if the requirement cannot be met—and must provide the corresponding level of effort required for customization efforts ranging from low to high complexity.
The document explicitly prohibits pricing information and sales materials from vendor responses and specifies that any missing response will receive a zero score. Vendors responding to the use case scenarios must demonstrate specific functional capabilities across academic support functions such as automated degree audits, change of degree workflows, and at-risk student monitoring; learning content management including class scheduling and evaluation administration; academic operations including experiential learning and grade management; learner recruitment and admissions processes including integration with third-party systems such as ApplyTexas; student engagement through case management and event coordination; enrollment management including transfer credit articulation and prerequisite verification; student financial aid and billing operations; and service delivery capabilities including Texas regulatory reporting compliance and ad-hoc reporting functionality. No specific response deadline, contract term, award date, or pricing structure is indicated within this document, as it functions as a technical requirements specification rather than a standalone RFP notice.
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Instructions
| Software Provider Attachment 3 - Scope and Use Case Alignment |
| Respondent |
| [Enter Respondent's Name Here] |
| Table of Contents |
| -SIS Scope: Ability to meet SIS capabilities requested by A&M System |
- SIS Use Case Scenarios: Ability to meet unique and differentiating needs of A&M System and its Member Universities
- Other Capabilities / Products: Other products offered by the software vendor that would be of interest or applicable to A&M System and its Member Universities that fall outside of the scope outlined in SIS Scope
| Instructions | |
| This repository is comprised of Student Information System (SIS) software functional capability, use case, and requirement needs. Proposers are required to complete the response for each functional requirement and provide a description to support the compliance response, where applicable. No pricing information or sales material should be included in the response. Any missing response will be deemed as “no response” and assigned a score of 0 (zero) in that respective capability. | |
| Descriptions of Column Headings | |
| A&M System SIS Functional Solution Requirements | |
| ID | Unique identifier of the functional capability / requirement. |
| Capability / Use Case | The category/area associated with the functional capability / requirement. |
| Description / Requirement | Description of functional capability / requirement. |
| In Scope for RFP | Identifies whether capability or use case is in scope. Responses on not-in-scope rows are optional. |
| Vendor Response Fields | |
| How to Meet Capability? | Using the definitions provided below, choose the option from the in-cell drop down that best describes how the proposed core solution will be used to meet the capability / requirement. |
| Configuration: Solutions meets this capability/requirement out-of-the-box or with configuration capabilities provided within the solution. | |
| Customization: Solution meets this capability/requirement through customization. | |
| Roadmap: Solution meets this capability/requirement with a future release (if this is the case, please provide the version and timing of the release in the Comments column). | |
| Third-Party Product: Requirement/Capability is met by partnering with another 3rd party solution or an integrated PaaS solution (if this is the case, please provide the name of the 3rd party product or indicate PaaS in the Comments column). | |
| Not Met: Solution does not support the stated capability/requirement. | |
| Level of Effort Required | Using the definitions provided at the below, choose the option from the in-cell drop down that best describes the level of effort required to meet A&M System needs through customization. |
| Not Applicable: Needs cannot be met or is being met with Out-of-the-Box capabilities, configuration, or a third-party solution. | |
| Low: Customization requires <80 hours of work. | |
| Medium: Customization requires 80-160 hours of work. | |
| High: Customization requires >160 hours of work. | |
| Comments | Please provide a brief explanation in the comments column, if desired. Note that A&M System does not expect an elaboration on each response to the service expectations. |
Drop Down
| Configuration | Not Applicable |
| Customization | Low |
| Roadmap | Medium |
| Third-Party Product | High |
| Not Met |
1. SIS Scope
| ID | L1 Capability | L2 Capability | Description | In Scope for RFP | How to meet Capability? | Level of Effort Required | Comments |
| SS001 | Provide Academic Support | Provide Academic Advising | Provide students with academic counseling to ensure adherence to requirements and prepare the student for the following year/graduation. | Yes | |||
| SS002 | Provide Academic Support | Satisfactory Progress Tracking | Manage the student experience by evaluating the learner’s journey throughout his/her/their tenure to optimize student education, reduce excess classwork/hours ensure compliance reporting and identify at-risk students. Perform point-in-time degree audits to automatically check a student’s progress in their chosen degree program(s) through completion. | Yes | |||
| SS003 | Provide Academic Support | Provide Student Learning Accommodations | Offer accommodations to students with learning and other disabilities including variations in the time allotted, how instruction is delivered, and output requirements and manage the process of delivering the accommodations such as scheduling room reservations and providing disability friendly materials (e.g., brail, online course subtitles, etc.). | Yes | |||
| SS004 | Develop & Manage Learning Content | Manage Programs and Curriculum Design | Manage the design of the curriculum including (1) definition of programs, (2) definition of courses, (3) creation of a course catalog (including course/program and elective requirements/options), (4) detailing and aligning course sections to programs, and (5) setting dates for creating/approving the courses throughout the academic year. | No (Response Optional) | |||
| SS005 | Develop & Manage Learning Content | Develop Course and Program Content | Create course/class content and requirements (e.g., examination content and expectations, required training, etc.) aligned to the various programs offered. | No (Response Optional) | |||
| SS006 | Develop & Manage Learning Content | Develop Course Schedules | Manage course scheduling, including creating and approving course schedules throughout the academic year, defining sections, room scheduling, faculty assignments, and publishing course schedule information to the students and faculty. | Yes | |||
| SS007 | Develop & Manage Learning Content | Manage Instructional Partners | Manage relationships with Online Program Managers (OPMs), content providers and other instructional partners leveraging their expertise to enhance marketing, curriculum quality and delivery. | No (Response Optional) | |||
| SS008 | Develop & Manage Learning Content | Manage Accreditation and Certification | Manage accreditation status for education programs as it relates to both program (e.g., AACSB) and regional (e.g., Middle states) standards. | Yes | |||
| SS009 | Develop & Manage Learning Content | Provide Ongoing Course Feedback | Collect feedback from students and faculty, using it to continually improve curriculum design, course and program content, and delivery quality | Yes | |||
| SS010 | Manage Academics | (Grading) Assess Learning Outcomes | Evaluate learner comprehension through examinations and testing by providing educators with the appropriate tools and technologies to conduct testing. | Yes | |||
| SS011 | Manage Academics | Deliver Experiential Learning | Arrange for learners to earn work experience credits either through the program or partnerships with employers — Includes experience of veterans. | Yes | |||
| SS012 | Manage Academics | Maintain Academic Records | Manage a secure database of student information as a reliable source of learner accomplishments (e.g., credits, grades/scores, certifications, completed course work, etc.) earned at the institution or externally over the course of his/her/their education. | Yes | |||
| SS013 | Manage Academics | Award Degrees & Credentials | Compare academic records to program requirements and award degrees to learners who have met them. For those not yet awarded a degree, this capability includes the ability to proactively determine how the learner can fulfill his/her/their obligations via additional courses, retaking a course(s), attaining more experiential hours, etc.). | Yes | |||
| SS014 | Manage Learner Recruiting | Execute Prospecting and Recruiting | Manage college recruiting (e.g., college fairs, university relationships, etc.) and the dispersion of marketing materials across multiple channels (e.g., print, direct mail, email, text messaging, social media, TV/radio) to target market segments and individuals including proactively contacting prospective students/groups/schools. Also involves procurement of lists, market segmentation and analysis to identify ideal/top candidates and enable personalized communications (e.g., hobbies, interests, etc.) that will encourage attendance. | Yes | |||
| SS015 | Manage Learner Recruiting | Develop and Execute Marketing Strategy | Develop a marketing strategy to capture the attention of prospective students resulting in a high number of qualified applicants. Includes building marketing campaigns with communications plans for multiple channels (e.g., website, social media, SEO, etc.). Execute marketing strategy and campaigns and track progress/ campaign success through metrics. | Yes | |||
| SS016 | Manage Learner Recruiting | Evaluate & Admit Learners | Develop admission criteria and evaluate prospective students according to adherence. Includes cross-referencing student eligibility with financial aid fitness and adherence to university requirements. | Yes | |||
| SS017 | Engage Learners | Manage Learner Communications | Communicate information to students (e.g., school, class, activity/club, policies, emergencies, weather, etc.). Also includes the collection and analysis of student feedback to improve the student experience and his/her/they overall medical education. | Yes | |||
| SS018 | Engage Learners | Deliver Career Services | Provide students guidance as they select their specialties and help shape the way they conduct themselves as professionals (e.g., goals, objectives, demeaner, etc.) | Yes | |||
| SS019 | Engage Learners | Support Student Health & Wellness | Provide students with mental health counseling and therapy services either through the school or via a third-party to nurture a “safe space” for students and support their well-being. Provide students with access to medical services such as a provider/doctor either virtually (i.e., telehealth) or in-person. | No (Response Optional) | |||
| SS020 | Engage Learners | Plan and Conduct Events | Conduct large events such as galas, conventions, commencements, and ceremonies (e.g., white coat) as needed. Includes hiring/employing event planners and managing guest lists, catering, venues, etc. | Yes | |||
| SS021 | Engage Learners | Support Activities and Clubs | Offer and manage school-sanctioned activities and clubs including student-led organizations to bolster career development, service, leadership, and wellness opportunities for the student body. Such activities offer students the opportunity to participate in academic, cultural, social and athletic activities that are consistent with the development of knowledge, skills, values and attitudes expected within the institution. | Yes | |||
| SS022 | Enroll Learners | Matriculate Learners | Admit qualified candidates to the school, including all steps necessary to enable them to register for classes. Track the number and characteristics of students and track transfer students from the time of their matriculation to their completion/graduation. | Yes | |||
| SS023 | Enroll Learners | Course Selection and Registration | Process student registration for classes and educate them on graduation requirements, so they attend the appropriate classes. Includes optimizing classes offered (e.g., adding or removing classes/sections, adjusting times/schedule, etc.) based on demand and managing course waitlists and notifications. | Yes | |||
| SS024 | Enroll Learners | Articulate Transfer Credits | Manage articulation agreements and capture and translate learning outside of institutional courses to program requirements. | Yes | |||
| SS025 | Enroll Learners | Conduct Learner Orientation | Conduct orientation by introducing students to the school (e.g., its facilities, amenities, etc.) and the curriculum (e.g., class requirements and professors). Manage student access to information (e.g., student portals, identification numbers, etc.) and areas of the campus (e.g., badging and student IDs). | Yes | |||
| SS026 | Manage Faculty | Manage Faculty Recruiting | Targeting of faculty in identified areas and all management of recruiting through onboarding including job posting, applicant tracking, defining job requirements and qualifications scheduling interviews, extending job offers, and facilitating the onboarding process. | No (Response Optional) | |||
| SS027 | Manage Faculty | Track Faculty Credentials & Portfolio | Collect, store and manage all information related to faculty credentials including degree information, certifications, research and publications. | No (Response Optional) | |||
| SS028 | Manage Faculty | Track Faculty Workload and Assignments | Calculate and track workload for faculty as it relates to instructional, non-instructional and release time. | No (Response Optional) | |||
| SS029 | Manage Faculty | Manage Faculty Agreements | Collect, store, and manage all faculty agreements, information requests and associated documentation, as well as measure and track compliance to collective agreements and provide guidance on how to interpret policy, agreements, etc. | No (Response Optional) | |||
| SS030 | Manage Faculty | Manage Faculty Tenure | Collect and store all information related to tenure positions, artifacts related to tenure award process and tenure status. | No (Response Optional) | |||
| SS031 | Support Student Financials | Award Grants, Scholarships, and Aid | Manage financial aid and develop student aid packages, including federal and state grants, public and private student loans, and institutional and other scholarships (both merit and need-based). | Yes | |||
| SS032 | Support Student Financials | Manage Billing, Invoicing, and Student Payments | Track, manage, configure, bill and receive payments (via various payment methods) across all student accounts. This includes student tuition, fees and institutional charges (some of which may be imported from external systems such as dining, housing, bookstore), billed and unbilled, for students currently attending the institution. Also enable dunning for late payments, establishing payment plans, and working with third-party collections debt buyers and 1098T generation. | Yes | |||
| SS033 | Support Student Financials | Manage Work Study | Manage records related to student work study assignments and ensure proper tracking and alignment with financial aid. | Yes | |||
| SS034 | Service Delivery | Manage Self Service | Provide the tools and information to enable students to find answers to relevant questions or access pertinent information about their degree progress, bursar activity, grades, enrollment status, etc. via self service through user-initiated interaction technologies that may include portals, chat and knowledge bases. | Yes | |||
| SS035 | Service Delivery | Operational and Regulatory Reporting | The reporting outputs and processes that help institutions manage their day-to-day activities and comply with external requirements. This may include financial reports, enrollment reports, state and federal reporting, accreditation reporting, HR and staffing reports, etc. Also, the ability to generate ad hoc and or pre-scheduled reports and analysis. | Yes | |||
| SS036 | Service Delivery | Manage Student Data | Ensures the uniformity, accuracy, stewardship, governance, semantic consistency and accountability of student data. | Yes |
2. SIS Use Case Scenarios
| ID | L1 Capability | Use Case Scenario | Description | In Scope for RFP | How to meet Requirement? | Level of Effort Required | Comments |
| PAS-1 | Provide Academic Support | Automate Degree Audits | Demonstrate how the proposed solution will automate the tracking and audit of degree progress including how it will: 1) Record (push) student final grades from the institution’s Learning Management System into the student record, 2) Link degree progress to plans of study (e.g. ability to count number of electives taken within a single department), 3) Track degree progress if a student changes from one program to another, 4) Provide an advisor and the student (through self-service student portal) with visibility into progress towards a degree and predicted graduation date, 5) Generate the final transcript, 6) Generate cumulative reporting for on-time graduation rates, and 7) displays key information about courses for a degree (such as multiple options for pre-requisite, Title IV eligibility). | Yes | |||
| PAS-2 | Provide Academic Support | Change Degree or Programs | Demonstrate how the proposed solution enables a workflow, that can be configured for each college or program, to change a student’s degree or program with minimal manual workflow and pre-defined approvals in place. | Yes | |||
| PAS-3 | Provide Academic Support | Process Graduation Checklist | Demonstrate how the proposed solution will support graduation checkout including how it will 1) manage degree applications for upcoming graduates (including receipt of payment for graduation regalia) AND 2) receive degree application data from a third party. | Yes | |||
| PAS-4 | Provide Academic Support | Support PSA (Program for System Admission) Students | A&M System provides students who apply to TAMU College Station the option to opt into the PSA, by fulfilling units at another A&M System University and then transferring to TAMU College Station. Demonstrate how the proposed solution will enable progress tracking for this program both for advisors at other A&M System Universities and at TAMU College Station. | Yes | |||
| PAS-5 | Provide Academic Support | Monitor At-risk Students | Demonstrate how the proposed solution can track and monitor student progress, provide early warnings through predictive analytics, and how it can be configured, for at-risk students, and support communication and advising for course correction. | Yes | |||
| PAS-6 | Provide Academic Support | Assign Advisors | Demonstrate how the proposed solution can assign advisors to students based on pre-defined rules that can be configured in a decentralized manner for each college or program, ensuring a balanced load for each advisor. | Yes | |||
| ML-1 | Develop & Manage Learning Content | Schedule Classes | Demonstrate how the proposed solution will schedule classes from the course catalog OR how the proposed solution would interface with a third-party classroom scheduler. Further demonstrate how the workflow can be configured for each program and college users. How can real time updates be made without creating conflicts among multiple schedulers working in the system. | Yes | |||
| ML-2 | Develop & Manage Learning Content | Manage Multiple Terms | Demonstrate how the proposed solution can support multiple term start and end dates across the university for class creation and scheduling, as well as how it manages terms that are shorter (i.e. 7 weeks) or longer (i.e. multiple years for professional programs) than traditional terms. | Yes | |||
| ML-3 | Develop & Manage Learning Content | Assign Class Roles | Demonstrate how the solution can assign roles to classes in a manner to ensure compliance with personally protected information, for example ensuring a “Designer” role has less access to personally identifiable information (PII) than a “Teaching Assistant” role. | Yes | |||
| ML-4 | Develop & Manage Learning Content | Manage Evaluations | Demonstrate how the proposed solution will distribute and collect class evaluations from students OR how the proposed solution would interface with a third-party course evaluator or survey tool to provide analytics and insights for faculty and staff. | Yes | |||
| MA-1 | Manage Academics | Manage Experiential Learning Courses | Demonstrate how the proposed solution supports the full academic lifecycle of an experiential opportunity. This process begins by allowing staff to create new experiential learning opportunities within a catalog, which the system can then promote and facilitate registration for by eligible students. Upon completion of the experience, the solution must ensure accurate academic recording by managing transfer credit articulation for internships, study abroad, and other experiential opportunities. | Yes | |||
| MA-2 | Manage Academics | Manage Grade Input and Notifications | Demonstrate how the proposed solution integrates in real time with an LMS solution to update grades, provide notification to instructors to input grades, provide reports or notifications to staff (based on pre-defined rules) for action if grades are not input by instructor or missing. | Yes | |||
| MA-3 | Manage Academics | Manage Dual Program Grades | Demonstrate how the proposed solution can automatically calculate grades for students in multiple programs that have different grading scales. | Yes | |||
| MA-4 | Manage Academics | Learning Assessment and Graduation Compliance | Demonstrate how the proposed solution allows faculty to track attendance, assess learning outcomes, and analyze impact across all registered experiences, providing robust data collection, reporting, and analytics capabilities for continuous improvement. This consolidated outcome data is then used to review graduation applications against requirements to ensure credits fulfill degree mandates. | Yes | |||
| MA-5 | Manage Academics | Award Degrees and Credentials | Demonstrate how the proposed solution supports the Registrar’s office by enabling the administrative actions required to award degrees and credentials. | Yes | |||
| MA-6 | Manage Academics | Process Transcript and Degree Requests | Demonstrate how the proposed solution will handle transcripts (print and electronic) through a third-party organization that will: receive the transcript requests, accept payments, and submit an electronic payment back to A&M System for its portion of the revenue. OR demonstrate how the proposed solution will provide this functionality. | Yes | |||
| MA-7 | Manage Academics | Manage Academic Standing Workflow | Demonstrate the workflow required to remove or change certain Academic Standing indicators from the student record and how those changes automatically trigger actions (such as removing ability to register for a class, award a degree, etc.) based on pre-defined parameters (such as low GPA, academic misconduct). Also show how the solution can manage a student facing representation of progress and checklist of necessary next steps/actions. | Yes | |||
| LR-1 | Manage Learner Recruiting | Recruit Students | Demonstrate how the proposed solution can support lead and data management (including segmentation), recruitment campaigns, and marketing automation. What tools does the solution include (or does it integrate with) to support recruitment campaign management (e.g., include checklists, prospect management, event enrollment/forms, email automation, retargeting, etc.)? What reporting tools are available to help A&M System measure the yield and effectiveness of campaign management (Prospect to Applicant ratio)? What ongoing support or knowledge base is available post-implementation? OR Demonstrate how the proposed solution can integrate with a CRM solution (such as Salesforce, Reach, Slate, etc.) to manage these activities end-to-end. | Yes | |||
| LR-2 | Manage Learner Recruiting | Manage Admissions | Demonstrate how the proposed solution will utilize configurable functionality, emerging technologies (i.e. AI, ML, RPA, Chatbots and virtual assistants), and collaboration tools to enable A&M System’s admissions process from: 1) candidate prospecting and recruiting to 2) application reception and processing to 3) external transcript evaluation and coding to 4) application fee processing and deferrals to 5) evaluation scoring and in-person and virtual interviewing to 6) approval/rejection and candidate notification and how it is represented in candidate and administrative portals. | Yes | |||
| LR-3 | Manage Learner Recruiting | Manage Third Party Application Submissions | Students are required to submit their applications via ApplyTexas. Demonstrate how the proposed solution will integrate and receive data from ApplyTexas as well as other third-party sources (such as College Board, ACT and others). Demonstrate how the solution can flexibly accommodate and rectify data mapping changes either by business or IT users. | Yes | |||
| LR-4 | Manage Learner Recruiting | Process Direct Student Applications | Demonstrate how the proposed solution will enable the student direct application intake process (directly to the University instead of through ApplyTexas). Demonstrate how the proposed solution would pull and validate information and documents from external sources (e.g., test scores, federal requirements for international students, transcripts, residency, etc.). | Yes | |||
| LR-5 | Manage Learner Recruiting | Track Applicant History | Demonstrate how the proposed solution can track and historically report application scoring details and decisions for the same applicant to 1) different programs within the same year, 2) the same program across multiple attempts/years, and 3) different programs across multiple years. | Yes | |||
| LR-6 | Manage Learner Recruiting | Applicant Portal and Self- Service Record Submissions | Demonstrate how the proposed solution will provide a real-time (or near-real time) portal interface for students where key information (such as transfer credit acceptance) can be displayed and self-service capability for students to upload records or documents (e.g., admissions documents, transcripts, etc.), while maintaining a clear delineation between the student record and health record. | Yes | |||
| LR-7 | Manage Learner Recruiting | Manage PSA (Program for System Admissions) Applicants | Demonstrate how the proposed solution can evaluate and manage student admissions to the PSA and ensure only applicants meeting rule-based criteria are considered. Send a notification to those meeting the criteria to with the list of degree/program requirements needed to advance. | Yes | |||
| EL-1 | Engage Learners | Enable Student Case Management | Demonstrate how the proposed solution will provide advisors (academic or career) with the correct access to clearly view applicable student information about their academic journey and career interests including case management functionality such as the ability to 1) record and track interactions with students for testing, study prep, and writing improvement and 2) track the number and type of interactions for each student. Or demonstrate how the proposed solution integrates with a third-party tool (such as Navigate 360, Civitas) that manages these activities and incorporates interaction insights into the student record for reference and reporting. | Yes | |||
| EL-2 | Engage Learners | Manage Communications and Preferences | Demonstrate how the proposed solution can store and update communication information and preferences for students, and how they can be prompted to regularly update that information (through pre-defined business rules). Demonstrate the ability to incorporate a variety of communication methods such as email, text, Slack, WhatsApp, student portal or mobile notifications. Also demonstrate how communication can be managed in a decentralized manner (by colleges, campuses, or programs) while maintaining cohesive branding templates that can be configured. | Yes | |||
| EL-3 | Engage Learners | Maintain Club and Organization Data | Demonstrate how the proposed solution enables faculty, staff, or students to create an on-campus organization, update officers on file, store documents such as charters and bylaws, and track member information. Demonstrate how this information can be retained and shared throughout the student lifecycle and after graduation to create personalized communication both as a student and an alumnus/alumna. Demonstrate how this data can be integrated with a third-party CRM to enable more personalized and cohesive communication. | Yes | |||
| EL-4 | Engage Learners | Manage Events | Demonstrate how the proposed solution enables faculty, staff, or students to create and plan an event on campus, send out invites through authorized communication channels, track attendance through easy check-in such as mobile app scans AND/OR integrate with common event management and room scheduling/space management solutions (e.g., Engage, Ad Astra). | Yes | |||
| EN-1 | Enroll Learners | Articulate Transfer Credits | Demonstrate how the proposed solution will use native optical character recognition (OCR) and AI/ML capabilities (or integrate with a third-party tool) to articulate large volumes of transfer credits, how it will handle new transcript formats, and how it identifies exceptions that require manual intervention. Demonstrate how the proposed solution can leverage past manual interventions to make adjustments on future articulation runs. | Yes | |||
| EN-2 | Enroll Learners | Manage Texas Residency Requirements | Demonstrate how the proposed solution enables automated residency determination based on Texas requirements and how only the most complex scenarios require manual intervention with proper notification. How does the proposed solution regularly update the rules based on legislative changes. | Yes | |||
| EN-3 | Enroll Learners | Manage Applicants Throughout the Admissions Process | Demonstrate how the proposed solution classifies applicants at each phase of the admissions process (e.g. applicant, accepted, pre-student, matriculated student), supports communications to each group, and makes adjustments to the student record along the way. Demonstrate how pre-students (accepted applicants that have not yet been assigned a Student ID) will be identified (e.g. different ID) and how communications via email and/or portal can be generated and captured in the student record once a student has fully matriculated. | Yes | |||
| EN-4 | Enroll Learners | Manage Dynamic Registration | Demonstrate how the proposed solution will support block registration (for degrees with lock-step plans of study) as well as student self-service registration (primarily for electives), including the ability to embed conditions (e.g. classes limited to a defined cohort, exclusions for 3rd and 4th year students, pre-requisites). Describe how the proposed solution can manage large volumes of registration during periods of peak usage, such as new student orientation. | Yes | |||
| EN-5 | Enroll Learners | Manage Course Registration | Demonstrate how the proposed solution can support student self-service scheduling and registration (through computers or mobile devices) that will allow students to provide a 1st, 2nd, and 3rd preference for courses (e.g. through a lottery feature), cap the number of students for a specific program or course and manage a waitlist, and support the ability for a faculty member to approve student registration within a course. | Yes | |||
| EN-6 | Enroll Learners | Automate Pre-requisite Checks | Demonstrate how the proposed solution will notify a student and appropriate staff when a satisfactory grade has not been attained for a pre-requisite class and automating proper next step program and course drop actions. Also demonstrate how the proposed solution will enable a student to take a course with a pre-requisite that is met by a transferred credit, pending articulation. | Yes | |||
| EN-7 | Enroll Learners | Log Class Registration and Drops | Demonstrate how the proposed solution can provide activity logs related to class registration or drops to better help students and staff understand the actions behind changes to registration status (such as drops, waitlists, etc.) | Yes | |||
| EN-8 | Enroll Learners | Enroll PSA Students | Demonstrate how the proposed solution can automate the enrollment of students into a A&M System member university following receipt of an admission notice into the PSA from TAMU College Station. Show how information can be shared across Universities in the system without requiring duplicated or cumbersome effort by students and staff. | Yes | |||
| SF-1 | Support Student Financials | Manage Financial Aid for Different Term Lengths | Demonstrate how financial aid mass packaging can be done accounting for different term lengths (including those that span beyond a fiscal year). Demonstrate how fiscal year reporting is done considering that some (but not all) programs’ aid years cross over fiscal years. | Yes | |||
| SF-2 | Support Student Financials | Self-Service Financial View for Students | Demonstrate how the proposed solution can provide students with an online view of their total educational debt, including pre-A&M System, A&M System, private, Perkins, and Direct Loan debt. | Yes | |||
| SF-3 | Support Student Financials | Manage Scholarships | Demonstrate how the proposed solution has native capabilities or can integrate with third party solutions (such as Scholarship Universe) to manage end-to-end process of receiving, evaluating, disbursing, and tracking scholarships. Demonstrate how the configuration can be decentralized to allow for variations in process for different colleges and programs. | Yes | |||
| SF-4 | Support Student Financials | Manage Student Billing and Payment | Demonstrate how the proposed solution can set-up and configure student invoices, calculate charges, refunds and tuition waivers, receive and process payments (including third party), integrate with third party collections, update student records, report to the general ledger, and conduct 1098 reporting. | Yes | |||
| SF-5 | Support Student Financials | Account for Complex Billing Rules | Demonstrate how the proposed solution can manage complex billing rules to be compliant both with A&M System and University requirements as well as Texas (e.g., Rule of 30/45, 3-Peat rules, etc.) and Federal legislation. | Yes | |||
| SF-6 | Support Student Financials | Enable Tuition What-if Scenario Analysis | Demonstrate how the proposed solution can provide “sandbox” or simulation feature where staff can test tuition and fee rules against prior terms before going live to ensure accuracy without affecting student accounts. | Yes | |||
| SF-7 | Support Student Financials | Manage Work Study | Demonstrate how the proposed solution can integrate with a third-party solution (such as Workday) to receive student hours that qualify for work study and enable configurable rules to track hours as different work codes (e.g., regular pay). | Yes | |||
| SD-1 | Service Delivery | Texas State Regulatory Reporting | Demonstrate how the proposed solution will enable staff to meet the Texas regulatory reporting requirements listed in use cases SD-1A through SD-1L below: | Yes | Respond in rows below (SD-1A through SD-1L) | ||
| SD-1A | Service Delivery | CBM0C1-Census Report | Reflects all students enrolled at the reporting institution as of the official census date (typically the 12th class day for 16-week Fall/Spring sessions). | Yes | |||
| SD-1B | Service Delivery | CBM002-Texas Success Initiative Report | Collects information about student readiness for freshman-level academic coursework as defined by the Texas Success Initiative (TSI) statute and rules. | Yes | |||
| SD-1C | Service Delivery | CBM003-Course Inventory | Electronic course inventory updates submitted to comply with state law, used to validate classes offered and determine the funding category in the formula process. | Yes | |||
| SD-1D | Service Delivery | CBM0CS-Census Student Schedule Report | Reflects individual courses enrolled in by students as of the official census date, including approved courses for resident credit, and is essential for calculating state funding. | Yes | |||
| SD-1E | Service Delivery | CBM009-Graduation Report | Reflects degrees conferred during the fiscal year immediately preceding the fall semester in which the report is submitted. | Yes | |||
| SD-1F | Service Delivery | CBM00B-Admissions Reports | Collects data mandated by the Uniform Admissions Bill (HB 588) regarding who applies, who is admitted, and who enrolls (covering undergraduate, graduate, and professional applicants for summer and fall). | Yes | |||
| SD-1G | Service Delivery | CBM00E-Doctoral Exception Report | A biennial report used to identify doctoral students who are granted program or individual exceptions to the 99-hour limit on doctoral semester credit hours eligible for formula funding. | Yes | |||
| SD-1H | Service Delivery | CBM00N-Student Number Change Report | Submitted at any time to maintain accurate student identifying data (SSNs, birth dates, gender) in relation to the undergraduate funding limit database. | Yes | |||
| SD-1I | Service Delivery | CBM00S-Student Schedule Report | Reflects individual courses and grades, by student, as of the final day for each semester, for Coordinating Board-approved courses for credit. | Yes | |||
| SD-1J | Service Delivery | CBM00T-Student Transfer Report | Reports courses taken by first-time transfer students from Texas public community/state colleges for which academic credit or credit toward the student’s major was not granted by the university. | Yes | |||
| SD-1K | Service Delivery | CBM00X-Students in Self-Supporting Courses and Programs | Reflects all students enrolled in self-supporting academic credit courses creditable toward an award as of the official census date during the prior fiscal year. | Yes | |||
| SD-1L | Service Delivery | CBM0E1-Student End of Semester Report | Reflects students enrolled as of the final day of each semester, used for tracking enrollment, particularly for matching student course records reported on the CBM00S. | Yes | |||
| SD-2 | Service Delivery | Enable Ad-hoc Reporting Capabilities | Demonstrate how the proposed solution enables end user ad-hoc reporting to easily extract, combine, and create reports from data housed within the SIS or from external integrated sources. Demonstrate how the proposed solution facilitates building custom reports and dashboards (both natively and through 3rd party analytics solutions) and shares those reports with interested parties. | Yes | |||
| SD-3 | Service Delivery | Student Self Service | Demonstrate how the proposed solution enables students to update and manage personal information changes, appeals, record requests, etc., through the SIS and how these workflows can be uniquely configured to meet individual college or program needs. | Yes | |||
| SD-4 | Service Delivery | Manage Documents | Demonstrate how the proposed solution delivers comprehensive document management capabilities, including the ability for students, faculty, and staff to upload documents. Ensure a robust search functionality to locate documents associated with specific data objects and configurable rules for document governance, such as setting expiration dates or retention policies. | Yes |
3. Other Product Name Product Description Purpose and Fit for A&M System image1.png
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