SIS Project: What You Should Know (April 2024)

Key Project Milestones and Progress

Here's a quick summary of what's happened on the SIS project since March’s newsletter. You can watch the two-minute video summary or review the bullets below. If you have questions or would like more information about any of the following projects, please reach out to us at esr-student@ucsd.edu. 

ISIS Replacement Project

The ISIS Replacement Project is focused on implementing a new student information system to replace our current system, ISIS, and bring together main campus and Extended Studies on to the same system.

• Completed on-site introductory and advanced training for selected members of the implementation team, provided by vendor (NTT)
• Developed a plan for process design workshops and began preparing for the workshops, including the creation of a sandbox environment in the student information system
• Developed a process for collecting additional feedback on system and process needs from stakeholders across the university for review by the team and possible inclusion in the requirements traceability matrix, or RTM
• Continued holding listening sessions and informational presentations, including on the continuity planning process, with those impacted by the project
• Began planning for a formal project kickoff, team-building sessions for the implementation team, and kickoff of the change coalition

Report Remediation

In preparation for the replacement of ISIS, the Report Remediation Project will create new versions of existing reports using the Student Activity Hub (SAH) as the underlying source for the data rather than the Data Warehouse or other systems.

• Transitioned development responsibility for Colleges’ reports from the project report developers to the Colleges’ data analyst
• Obtained sign-off for technical specifications for QueryLink replacement reports in Cognos
• Began development of QueryLink reports from approved tech specs, which will be reviewed and tested by key users
• Created an updated project master spreadsheet, which documents all student reports identified by the team so far and who will be responsible for their remediation

Student Financial Planning (SFP)

The SFP Project will replace our current financial aid system, Pro Student Aid Management (ProSAM), with a new system. 

• Project work is currently on hold, awaiting a leadership decision on the timeline and immediate next steps

Financial Support Payments Tool (FSPT)

The FSPT Project is focused on improving the graduate student funding processing. The existing Financial Support Request Tool (FSRT) will be replaced by the new Financial Support Payments Tool (FSPT) as part of the project. 

• Rolled out additional functionality for testing by business and QA teams, connected with project’s upcoming phase 1 go-live
• Held kickoff meeting of the project’s Advisory Committee

CourseLeaf

The CourseLeaf Project will introduce the CourseLeaf curriculum system (CIM), a single, configurable tool designed to support and streamline the curriculum process, from planning to implementation to assessment.

• The implementation team completed the following this month:
  • Submitted a final draft of the RTM to advisory committee for review and feedback
  • Delivered course data file to Leepfrog for review and upload to the system
  • Began conducting process analysis to use as a foundation for building future state processes within the CourseLeaf system

Note: CourseLeaf does not handle course content, which will continue to be managed through the learning management system (LMS), Canvas.

uAchieve Transfer Articulation 

The uAchieve Transfer Articulation Project will implement transfers and articulations, predefined and one-off, within the existing uAchieve system.

• The implementation team reviewed feedback received during the user acceptance testing (UAT) for AP process

To read more about any of the projects above and other ESR SIS projects please visit the SIS Ecosystem active work page (links to projects are at the bottom of the page). 

Upcoming Opportunities for Engagement

Want to learn more about any of the work happening for the SIS Project? The project’s change team has the following upcoming presentation planned: 

• Roadshow for ISIS Replacement Project (date TBD)

The project’s change team will also be meeting with the following groups in the upcoming month:

• Division of Graduate Education and Postdoctoral Affairs (GEPA) initial report remediation discussion on April 23, 2024
• Colleges Academic Advisors and Staff initial listening session on April 23, 2024
• Human Resources Contacts on April 24, 2024
• Division of Extended Studies initial listening session on April 25, 2024
• Institutional Research on April 30, 2024
• Assistant Deans on May 1, 2024
• VCSA & Student Leadership Briefing on May 1, 2024
• Division of Graduate Education and Postdoctoral Affairs (GEPA) initial continuity planning discussion on May 6, 2024
• Vice Chancellor Student Affairs and Campus Life Leadership Team on May 7, 2024
• Student Analytics Community of Practice report remediation discussion on May 8, 2024
• Enrollment Management on May 14, 2024
• Business Officers on May 15, 2024

Not part of the above groups but want to meet with us? Reach out to us at esr-student@ucsd.edu; we’d love to meet with you and your team. 

The Change Team has open office hours on the first Tuesday of every month from 2:05pm-3:00pm via Zoom. Our next office hours will be Tuesday, May 7, 2024. If you have any questions or concerns about the project, please drop in to chat with us.