The Paperless Admission project was a collaborative effort between the Admissions department and Information Technology Services to replace their outdated and cumbersome paper-based admissions process with a state-of-the-art electronic document imaging/workflow system. The goal was to improve the processing associated with over 300,000 pieces of paper received during the Freshman application process. Much more than just the elimination of paper, this implementation reworked the processing of applications and completely automated and streamlined the entire admissions process.
First, all documents received in Admissions are immediately scanned and indexed. Documents are then automatically matched to an application by the computer virtually eliminating the old manual steps associated with organizing, filing and matching documents to applicant paper folders. When all of the documents needed to support a decision have been received, the application is automatically routed to the decision phase of the admission process. Based on a series of business rules, applications are then auto-routed to the appropriate Admissions Counselors and displayed directly on their computer. After reviewing the application, the counselor can immediately make an admit decision or electronically pass it to a colleague or supervisor for further review. Once a decision is made a letter is automatically generated and sent to the applicant. Finally, the process of sending the paper files to the schools and colleges has been eliminated and Academic Advisors can now view their students' admissions documents directly from their computers through an interface with Integrated Student Information System (ISIS) and the document imaging system.
Completed changes to ISIS and other supporting systems by converting the three-digit ISIS course number to a more standardized four-digit code. This initiative was part of the ERP Transition Plan. The software modifications were in effect for Fall 2006 for course scheduling beginning with the Summer 1 2007 semester.
Completed changes to TUpay, Temple's online billing and payment system for students, with the following enhancements:
- Implemented the e-bill process to send all tuition bills electronically. This greatly reduces the number of forms printed and mailed and provides better information to students and authorized payers (parents and others set up by the student to be authorized access to the billing information and have the ability to make payments) on a more timely basis.
- Implemented new processes to provide real-time current account activity on the TUpay web site and to post payments made through TUpay real time on ISIS. Prior to this implementation, authorized payers (parents and others paying the bill for the students) could not see current balance information but could only see the e-bill image. The payments were processed in a file received every 15 minutes.
Completed Phase III of the Employee Self Service project. Three new features were added: the ability to review and update direct deposit enrollments, the ability to view pay stubs, and the capability to view selected benefit profile information.
Converted the Diamond Dollars transaction system to process on JSA software. New functions include low balance e-mail reminders, account balances for meal plans and free printing, improved view, billing, and history statements.
Made class lists available via TUportal with the implementation of the new class lists portlet which displays student enrollments along with students' photograph. Instructors listed in ISIS within a floating four-semester range can see their daily updated official ISIS class lists. This enhancement eliminated the need for the printing of class lists at the start of the semester and enables instructors to have 24/7 access to their updated class lists.
Completed phase 4 of the five-year Smart Classroom Plan. Converted 11 rooms in Barton, Ritter, and Wachman Halls to smart facilities and upgraded the existing equipment in 27 smart rooms. This brings the total number of smart classrooms on Main Campus to 221 and on all campuses to 287.
The implementation plan was also expanded to cover the next five years. It defines the department, school, or college financially responsible for existing and new smart classrooms; sets forth a strategy to continue to increase the number of smart classrooms; and outlines a funding strategy to maintain/upgrade technology in existing smart classrooms for which Information Technology Services is financially responsible.
Meeting Manager, a program that allows support staff to remotely monitor, access, and manage smart classroom equipment and related control systems was pilot tested and installed in 73 smart classrooms.
Used to enhance in-class interaction, classroom response systems allow students to use response pads or "clickers" to answer questions, respond to surveys, take opinion polls, and much more. A buy-back program was also arranged with the bookstore.
Implemented phase 4 of the five year Lab plan. In accordance with the plan, new PCs were purchased for the Ambler Learning Center and Fort Washington Labs. Equipment upgrades to the TECH Center, Tuttleman Learning Center, TUCC labs, and Health Sciences Center SIC were completed. Paid Printing Systems (Uniprint) were added to 18 locations including the Math Science Resource Centers (Main and Ambler), Writing Center, Health Information Management Lab, School of Business, Law School, Ambler Learning Center, Library, Architecture, and TUCC. Plans for lab upgrades were also expanded to cover the next five years of operations.
Expanded the portlets and services within TUportal. New features, such as the Class Lists and View at Noon portlets, were added. Performance and ease of use enhancements were made to TUportal. Examples include improvements to the GetMyTUID, Course And Teaching Evaluation (CATE), Login, Blackboard, and RSS Feed portlets.
Microsoft Exchange was implemented for senior administration. A Blackberry Enterprise Server (BES) was also deployed. To date, over 200 individuals have been migrated from more than 25 departments. Hands-on training was given and information on the new e-mail distributed.
The Faculty Wing in the TECH Center was expanded to include Internet kiosks, videoconferencing capabilities, and a lounge area within the Instructional Support Center. The TECH Center lab was modified per student feedback to include an additional Quiet Lab, expanded video editing equipment and graphics workstations, an Advanced Technology Lab, and additional Mac workstations.
Streaming media services for Breeze and Flash applications were launched for the Spring '07 semester. WHIP, the student-run radio station, was opened for business in the Spring '07 semester. WHIP is a collaborative project with the Office of Student Affairs.
An application that generated electronic invitations and tracked invitees and a web site that featured and streamed the Investiture for President Hart was developed and deployed. Web sites were redesigned for departments including HR, SCT, Medicine, Multicultural Affairs, and Honors.
Collaboration tools such as blogs (web journals), wikis (group Web sites), and voice e-mail were deployed through Blackboard courses and communities.
Responded to numerous Information Security Incidents. Information Security Incidents can be defined as adverse events in an information system and/or network or the threat of the occurrence of such an event. Types of computer security incidents include but are not limited to: malicious code attacks, unauthorized access, unauthorized utilization of services, disruption of service, misuse of resources, and disclosure of confidential information.
Conducted the following audits:
- Completed a PCI Compliance Audit of all departments that handle credit card transactions.
- Completed a HIPAA Compliance Audit of all University entities that fall under the HIPAA regulation.
Implemented an Information Security Awareness program. This program included Blackboard web-based training modules, live Adobe connect seminars, PowerPoint presentations, Flash presentation, newspaper articles, posters, and e-mails that were distributed throughout the University community.
Assisted the treasurer in policy creation and participated in training all departments with credit card handling responsibility.
Coordinated security training with the Information Technology Services Training Committee for Security + and SANS Windows Infrastructure Security training for Information Technology Services staff.
Replaced the network Intrusion Detection System (IDS) with a network Intrusion Prevention System (IPS). An IPS is capable of monitoring and blocking malicious network traffic.
Installed Airwave IDS for the Temple University Wireless Network. The Airwave IDS provides the ability to identify rogue access points via the Ethernet wired network.
Expanded utilization of Microsoft’s Systems Management Server (SMS) to remainder of administrative departments and several schools and colleges. SMS is used to automatically install patches and software without requiring an on-site visit.
Upgraded software version of Symantec Antivirus Servers and Clients. Symantec Antivirus is used to protect University computers from malicious code. The Symantec Antivirus client is required to be installed on all University computers.
Successfully tested the Information Technology Services Disaster Recovery plan at our offsite recovery location. The Disaster Recovery Testing Group continues to monitor the ongoing testing of DR Level 0 systems on a monthly basis.
Changed the rate structure for telecommunication services. Initiated the billing for data services, lowered telephone rates and established a "Replacement and Upgrade" fund for the telephone and data networks.
As part of the telephone rate restructure project, the monthly rental for telephone sets was eliminated. We introduced a new "Smart Analog phone" to our customers that provided a hold button, speakerphone, a message waiting indicator for voice mail, CallerID, and programmable buttons to be used for frequently dialed numbers and features.
Installed the voice and data services at the following locations:
- Ambler Learning Center
- Health System's new garage on Carlisle Street
- Library's new storage location in the Kardon Box Building
- Health System's new corporate office building at 2450 W. Hunting Park Avenue. The opening of this building allowed the Health System to consolidate functions from its various entities.
- Temple University Physicians' satellite Ophthalmology office at 1931 Liacouras Walk. This is the first TUP satellite office to be located on a Temple campus other than the Health Science Center campus.
Also, installed data service for over 134 outdoor cameras that provide full motion video surveillance on Main Campus.
Coordinated the installation of the "In-building" antenna system at the Liacouras Center. This system provided cellular coverage to all areas of the building including the TU basketball offices in the basement.
Installed the CallerID feature on the telephone systems serving the University and the Health system.
Worked with the Temple University Physicians' staff to create a standard call routing system throughout the various medical practices including satellite locations. The goal is that calls will be handled efficiently. Repetitive information, such as directions, will be provided to the callers without human intervention.
Coordinated the installation of Comcast cable in the Temple Center City Campus.
Upgraded the video conferencing system in Ritter Annex to provide connectivity over both ISDN and IP.
Upgraded the WAN service at the Marlton Sports Medicine Center from DSL to a T1 frame relay connection. Installed a new Nortel Norstar telephone system at this location.
- Started a 36-month project to upgrade all networking hardware throughout the Temple Campuses. During this fiscal year, the core hardware was replaced in the Bell Building, Conwell Hall, and the Parkinson Pavilion. The network hardware was also replaced in the Ritter Annex, Liacouras Center, Gladfelter Hall, and Annenberg Hall.
- Installed a second Commodity Internet connection that doubles the amount of available bandwidth and provides a diverse path to the Internet.
- Upgraded the University's firewall to handle twice the amount of traffic.
- Upgraded the Packeteer devices which prioritize network traffic and allow for the allocation to allocate or shape bandwidth according to type and destination. The firewall and the Packeteer are both vital components on the Temple network.
- Eliminated the University's dial-in modem pool which had been in service for over 23 years. This action eliminated a security hole in the University's network.
- Implemented "content filtering" on the Health System's network. This blocks users from accessing gambling, pornography, phishing, spyware, and hacking sites.
Began the process to have Verizon Wireless install a cell tower on the Ambler Campus. The location has been determined and the legal and zoning processes are moving forward. Currently, the service on campus and in the Ambler area is almost non-existent.
Worked with Verizon Wireless to install a cell site on the roof of Wachman Hall. This has greatly improved the indoor and outdoor coverage on the Main Campus.
The Tuttleman Counseling Center was moved from the basement of Sullivan Hall to the 4th floor of the SAC Annex. This was a temporary location until their permanent space on the 5th floor of 1810 Liacouras Walk is completed. This was the first move of departments moving in and out of Sullivan Hall as part of President Hart's reorganization.