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News

Reserve Your Campus Workspace

Posted: 5/19/2022

ESR FIM Space Solution in Action! The Facilities Information Management team is helping the campus improve its understanding of space needs and what flexible work arrangements mean for each department as we return to campus.  The team partnered with University Centers and a limited number of departments to assess the workspace...

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Category: Facilities Management, News

EIM Wants to Hear From You

Posted: 5/16/2022

With the Enterprise Identity Management (EIM) project building momentum, it's time to check in with those who matter most to the project... that means you! Improving how UC San Diego handles how you gain the proper access to all the university services you're entitled to doesn't happen in a vaccum. In fact, it requires a great...

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Category: Technology Infrastructure, News

Connecting Everything Together: The Work of a Solutions Architect

Posted: 5/10/2022

Note: This is the third article in a series about the three different architect roles on the Student Information System project. If you missed the second article, you can read it here: The Design Architect, A New Role for New Challenges. It’s the middle of the day in the middle of a week filled with meetings, meetings and more...

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Category: News, Student & Faculty

Implementing a New Financial Aid System

Posted: 5/10/2022

In our February 2022 article, Managing Project Scope, we noted that financial aid and scholarships is one of the in-scope areas for the SIS project and therefore an area where we expect to see significant change as a result of the SIS project. To support making improvements to the student experience in the area of financial aid and scholarships,...

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Category: News, Student & Faculty

EIM Fundamental Concepts

Posted: 4/20/2022

Following the release of its recent introductory video, “Identity Management in a Nutshell,” the Enterprise Identity Management (EIM) project is continuing its foundational work to refine and simplify your experience with access to university services. This work entails improving the way UC San Diego manages all of our...

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Category: News, Technology Infrastructure

Podcast: Being a Change Lead

Posted: 4/14/2022

SIS Project Change Lead Sara Danford sat down with IT Services’ The Current podcast to talk about her role on the project. Give it a listen to learn more about what it means to be a change lead, the current state of the SIS Project, lessons learned and what Sara’s looking forward to on the...

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Category: Student & Faculty, News, ESR Behind the Scenes

Identity Management in a Nutshell

Posted: 4/12/2022

The Enterprise Identity Management (EIM) team is focused on improving how UC San Diego handles identity management, access management and identity governance. Part of the success of this effort is, of course, in ensuring our UC San Diego community understands the underlying issues of identity management at university and the goals and benefits...

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Category: Technology Infrastructure, News

What We Need from a Curriculum Management System

Posted: 4/11/2022

In a previous article, we discussed what a curriculum management system is and how the University could benefit from the implementation of such a system. Since that time, we have been busy reaching out to stakeholders from across the University to better understand their existing pain points in managing courses, curricula and the catalog. We...

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Category: News, Student & Faculty

The Design Architect, A New Role for New Challenges

Posted: 3/31/2022

Note: This is the second article in a series about the three different architect roles on the SIS project. If you missed the first article, you can read it here: The Dualities of an Enterprise Architect. In a stream of seemingly unending Zoom meetings, my favorite type of meeting is one in which I have the opportunity to learn more about my...

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Category: Student & Faculty, News

EIM Process Landscape

Posted: 3/15/2022

Knowing how to solve a problem doesn’t begin with a solution; it actually begins with knowing what is and is not working, seeing how to improve upon it, and choosing the best solution based on that information. For the Enterprise Identity Management (EIM) project, transforming how our university conducts Identity Management and Access...

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Category: Technology Infrastructure, News

The Future State of SIS Reporting

Posted: 3/9/2022

As a follow-up to our February 2022 article about the scope of the Student Information System (SIS) Project, we wanted to further clarify one item on the in scope/out of scope list: reports.  In Scope What will be replaced or will change significantly as a result of the SIS project Out of Scope What will not...

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Category: News, Student & Faculty

Successful Implementation of the WalkMe Digital Adoption Platform

Posted: 3/9/2022

There have been multiple successful instances of WalkMe implemented across all areas of campus, from small systems with fewer than thirty users to enterprise-wide systems that are core to university business. These successful implementations have relied on the input and feedback of business owners and, especially, system users. WalkMe is an...

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Category: News, Technology Infrastructure, Financial Systems

The Dualities of an Enterprise Architect

Posted: 3/7/2022

It’s just another day of remote work as I hop onto a Zoom call with Dr. David Hutches, the Enterprise Architect (EA) working on the Student Information System (SIS) project. David is fairly new to the team, having joined after the departure of the team’s previous EA. It is not unusual for us to be in multiple meetings...

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Category: Student & Faculty, News

Curriculum Management: Tracking Course and Program Details in a Complex Academic Enterprise

Posted: 3/2/2022

As a follow-up to our February 2022 article about the scope of the Student Information System (SIS) Project, we wanted to provide an update on an in-scope area of the project that the team is currently focusing their attention on: curriculum management. SIS Project: Curriculum Management vs. Learning Management In Scope Out of...

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Category: News, Student & Faculty

The Trajectory of EIM

Posted: 2/14/2022

What do the 75,000+ (and growing) members of the UC San Diego community have in common? If you ask the Enterprise Identity Management (EIM) project team what EIM is about, you’ll hear one resounding answer: it has to do with identity. Ensuring that every member of the UC San Diego community receives precisely the services...

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Category: Technology Infrastructure, News

Managing Project Scope

Posted: 2/9/2022

One of the key roles of any project team guided by project governance is to control the scope of the project. As a project progresses and plans become more developed, it’s normal for the project specifics to change and evolve. It is critical, however, to monitor that natural project evolution to ensure it does not include any...

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Category: News, Student & Faculty

From Requirements to Reality

Posted: 2/1/2022

In a December 2021 article, we talked about the process of generating the student information system (SIS) project requirements list, or the checklist of everything a new SIS must do to support the ongoing business of the university. This is our SIS shopping list. So, we have our list, now what? Just as a good grocery shopping list...

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Category: News, Student & Faculty

Finance Systems Stabilization

Posted: 1/19/2022

Of all the Enterprise Systems Renewal (ESR) program’s system implementations, the financial systems launch has been the biggest challenge for our campus community. The launch required significant change in how we conduct financial management and was unfortunately impacted by the considerable change and resulting stress of a global...

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Category: News, Financial Systems

Meet the EIM Team for Organizational Change Management

Posted: 1/19/2022

The ESR Enterprise Identity Management (EIM) project will improve the way our community members get accounts and gain access to various systems and services in a timely manner. The project will include a focus on bolstering security for individual identity and university resource access.  The project team has been making great strides...

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Category: News, Technology Infrastructure

Enterprise Identity Management (EIM) Project Opens Project Roles

Posted: 12/14/2021

The Enterprise Identity Management (EIM) project has recently conducted critical foundational work and is beginning to plan campus engagement. To support this work, the team is looking for staff to join the Organizational Change Management (OCM) team in two key roles – Change Lead and Change Practitioner. Current UC San Diego...

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Category: Technology Infrastructure, News

The SIS Shopping List

Posted: 12/6/2021

Replacing our student information system (SIS) may seem like a daunting task. After all, the SIS touches nearly every aspect of business at the university in some way, large or small, directly or indirectly. On a project with such a large scope and with so many different stakeholders, how do you even begin to understand what’s required...

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Category: Student & Faculty, News

Minimizing Disruptions and Supporting Report Access

Posted: 12/1/2021

After the original request for proposal (RFP) for a new student information system (SIS) was closed with no award, the project team refocused their efforts on two key next steps for the project: 1) issuing a new RFP for a vendor partner and 2) pre-habilitation work. Pre-habilitation, or pre-hab, work means doing everything possible to prepare...

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Category: Student & Faculty, News

WalkMe Browser Extension Is Installed for Campus

Posted: 11/17/2021

The WalkMe team is excited to have worked in partnership with IT areas and units at UC San Diego to deliver the WalkMe Browser Extension (WMBE) to all UC San Diego-managed computers.  The extension allows users to interact with helpful WalkMe content designed by subject matter experts for enterprise systems. WalkMe content includes data...

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Category: News, Technology Infrastructure

One for All, All for One

Posted: 11/10/2021

Did you know that UC San Diego leverages two separate systems for storing student records? One houses records for undergraduate, graduate and Health Sciences students, and another houses records for the Division of Extended Studies (DES, formerly Extension). Having two systems can sometimes generate issues. This is especially evident where there...

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Category: Student & Faculty, News

RFP for SIS Vendor Partnership Released

Posted: 11/9/2021

The journey to find a new student information system (SIS) has been ongoing since 2018. While lots of important work has been happening and continues to happen for the project, three especially crucial milestones have now taken place: The release of the initial Request for Proposal (RFP) for a new SIS, The closing of the initial RFP without an...

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Category: News, Student & Faculty

SIS Team Presents at Campus LISA

Posted: 10/11/2021

The ESR SIS project team recently presented at Campus LISA 2021, an annual conference for UC San Diego technical professionals. Participating in Campus LISA is part of our continuing effort to connect and collaborate with various SMEs and communities campuswide.   In the session, the team covered what’s been done,...

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Category: Student & Faculty, News

Governance Critical to SIS Project Success

Posted: 10/8/2021

The Enterprise Systems Renewal (ESR) program leverages the talent and experience of staff, partners and departments across campus to update software applications and review business processes in key service areas, including Student Information. The leveraging of talent extends into the ESR and Student Information...

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Category: Student & Faculty, News

Kuali IRB August Update

Posted: 8/19/2021

Almost 600 applications have been created since Kuali IRB launched July 7! During this time, the Office of IRB Administration (OIA) has also been building Knowledge Base articles and tracking feedback, questions, requests and reported issues to ensure the research community is well supported.  This is what the team is working on: Kuali...

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Category: News, Research Administration

Can’t Log In to the IFIS and PPS Mainframe "Green Screen?"

Posted: 8/17/2021

After the major transitions from Legacy Payroll / HR, and Financial Mainframe Applications to UCPath and the new Financial Information System last summer, it was important to ensure we had real-time access to legacy data for an additional fiscal year for activities such as reconciliation and variance reporting. As of August 1, 2021, view-only...

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Category: News, Financial Systems

SIS and EIM: Sharing Perspective and Best Practices

Posted: 8/11/2021

The “expert sourcing” approach of Enterprise Systems Renewal (ESR) is all about harnessing, leveraging, and retaining the expertise of UC San Diego employees. Besides making sure that the planning, configuration, and on-going support of our systems are guided and informed by people who have a detailed knowledge of what we do...

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Category: Student & Faculty, News

SIS Project Application for Change Lead Role

Posted: 7/26/2021

The Student Information System (SIS) project is searching for a new Change Lead (Academic) to join the team in Fall 2021! Kathleen D. Johnson is retiring after December 2021, so a new team member is needed to help lead this exciting project. Applications from current UC San Diego staff employees are being accepted through August 16, 2021. As SIS...

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Category: News, Student & Faculty

Kuali IRB Has Successfully Launched

Posted: 7/14/2021

The Kuali IRB project team is happy (and relieved) to announce the successful launch of the module on Wednesday, July 7th! System users have been successfully preparing and submitting applications with no system failures or major bugs reported. The team continues to monitor and triage incoming support tickets. Known Issues and Common...

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Category: News, Research Administration

SIS: Reporting in Focus

Posted: 7/7/2021

Although we aren’t implementing a new student information system (SIS) right away, the SIS project team is still working hard to prepare for the change to a new system with a new Reporting workstream. The vision is to position existing reports into a comprehensive Activity Hub source prior to the Go Live of a new SIS. The work...

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Category: Student & Faculty, News

Kuali IRB is Launching!

Posted: 6/16/2021

After addressing some configuration and workflow improvements that were the result of faculty and research team testing, the UC San Diego Office of IRB Administration will be launching the Kuali IRB System on July 7. Get Ready, this is it… All new applications to be reviewed by the Office of IRB Administration must be submitted in...

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Category: News, Research Administration

Kuali IRB Go-Live Date Changes

Posted: 5/19/2021

The UC San Diego Office of IRB Administration will be launching the Kuali IRB System on July 7, 2021. The UC San Diego Kuali IRB project team has decided to move the go-live date from June 2, 2021 to July 7, 2021. The current training, demonstration and communication schedule will continue, with additional sessions to be scheduled to provide UC...

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Category: Research Administration, News

SIS: Focus on Reporting and “Pre-habilitation” Activities

Posted: 5/12/2021

You may have seen the campus notice that the Request for Proposal (RFP) that we issued to Student Information System (SIS) vendors was closed without making an award. As a project team, we want to clarify how that impacts UC San Diego’s journey to a new SIS. The Conference Room Pilot sessions were incredibly effective in that we now...

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Category: News, Student & Faculty

Activity Hubs Growing, New Release Schedule

Posted: 4/13/2021

We are thankful for all the individuals and teams who are helping grow Activity Hubs! As users refine and align business processes, requests for new fields and calculations are introduced, and that helps everyone. Increased data availability from Oracle, Kuali, UCPath and more data sources increases the depth and breadth of analytics, supporting...

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Category: Data & Analytics, News

A Program Name Change and Kuali IRB Updates

Posted: 4/13/2021

Human Research Protection Program Has a New Name The HRPP announces a name change to UC San Diego Office of IRB Administration, so the Office of IRB Administration will be launching the new Kuali IRB module on June 2, 2021.  Look for more announcements coming soon around this name change! Who Will Be Affected by Kuali IRB? Everyone who...

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Category: News, Research Administration, Training

A New Way to Find Reports is Coming in April!

Posted: 4/13/2021

Calling all decision makers, analysts and data aficionados. We are proud to announce that reports.ucsd.edu, the current location for enterprise system and cross-system reports, will be upgraded soon to the Business Analytics Hub, also known as BAH! Starting late April 2021, all reports that are currently available via reports.ucsd.edu...

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Category: HR and Payroll, Financial Systems, Student & Faculty, News, Data & Analytics, Technology Infrastructure, Research Administration

Kuali IRB: Policy Training Sessions Available

Posted: 3/23/2021

The Human Research Protections Program (HRPP) is rolling out a number of changes, including a new identity, over the next few months! These changes dovetail with the June 2021 rollout of the Kuali IRB application and review system. April Webinars April kicks off what will become a regular series of policy and process webinars. These April...

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Category: News, Research Administration, Training

Preparing for the Unexpected: Major Incident Management Process Announced

Posted: 3/16/2021

The ESR program, in collaboration with IT Services, has improved how we serve the university during major incidents - unplanned interruptions or reductions in service quality, which have a significant impact on business and end users. Now available for use, the Major Incident Management process leverages the university’s...

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Category: Technology Infrastructure, ESR Behind the Scenes, News

Building a Vision for a Student Information System Future Design: Ideal State Process Analysis

Posted: 3/9/2021

The Student Information System (SIS) project team has built a rich body of knowledge developing a process landscape and current state maps. We’ve arrived here with the help of 233 subject matter experts from campus and UC San Diego Extension. After conducting over 200 working sessions we identified 117 processes on the process...

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Category: News, Student & Faculty

Kuali IRB Pilot and More

Posted: 2/16/2021

We are getting closer to making the Kuali Institutional Review Board (IRB) module available for the research community with go-live scheduled for June 2, 2021. Watch a recording of the January 20 Kuali IRB Town Hall, below, and check your e-mail and other communication channels for important announcements from the IRB office as we get closer to...

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Category: News, Research Administration

Podcast: Kuali Research One-Year Review

Posted: 2/11/2021

The Kuali Research application was released to campus in January 2020. To mark the occasion, IT Services' The Current Podcast caught up with project Change Lead Nicole Joyce to check in on: users' change journey prioritizing configuration over customization the role of process improvement lessons learned and what comes...

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Category: ESR Behind the Scenes, Research Administration, News

Next Steps Toward a New SIS

Posted: 2/9/2021

If you add up all of the days, the Student Information System (SIS) project team, subject matter experts (SMEs), and technical experts have been locked away in Zoom Conference Room Pilot (CRP) sessions for nearly a month! Harnessing UC San Diego’s own expertise and insight into what we do and why we do it, the CRP sessions...

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Category: Student & Faculty, News

Podcast: Lean Bench and Process Improvement at Work

Posted: 1/14/2021

Get to know UC San Diego’s team of process improvement experts. Lean Bench Managers Prachi Raheja and Shawn Munro recently joined IT Services' The Current podcast to discuss the program’s origins and purpose, and the contributions it has made to ESR. Prachi and Shawn appear starting at 1:47.  Prefer reading the...

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Category: News, ESR Behind the Scenes

Getting Ready for Kuali IRB

Posted: 1/12/2021

The IRB team welcomes you into the New Year. As you have seen in previous blogs, we are on the cusp of launching an all-new IRB module from Kuali. Go-live for the new Kuali IRB system is scheduled for June 2021. Many of you already use Kuali for grants management and conflict of interest disclosures; now it is the IRB’s turn to get...

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Category: Research Administration, News

Information and Understanding Exchange

Posted: 1/8/2021

With multi-day Conference Room Pilot (CRP) sessions complete for two of three vendors, the Student Information System (SIS) project team is close to meeting the most important CRP goal: learning.Vendors were given a set of 35 UC San Diego scenarios across Enrollment, Academic Records, Billing and Financial Aid, Extension, and School of Medicine,...

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Category: News, Student & Faculty

Oracle Planning and Budgeting Launches this Month!

Posted: 1/7/2021

We are excited to announce the upcoming launch of Oracle Planning and Budgeting in late January 2021! This new system will make way for a bottom-up budget development for UC San Diego delivering a thoughtful design and uniformity across budgeting moving forward. Not sure if you're responsible for preparing the budget for your Financial Unit...

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Category: News, Financial Systems

Activity Hubs: December 2020

Posted: 12/15/2020

Some Activity Hubs Terms This month, the Activity Hubs team provides some definitions of terms used in this article related to Activity Hubs and data analysis. Interested in learning more? Visit the Activity Hubs website. Activity Hubs –  Activity Hubs are legacy campus data warehouse technology and process...

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Category: News, Data & Analytics

Kuali IRB Plans for Go-Live

Posted: 12/14/2020

We hope all you are all getting ready to enjoy a bit of a pause with the Winter Closure. Those of us in the Institutional Review Board (IRB) office are very excited that preparations for implementation of the Kuali IRB module are moving along as scheduled. Our team is “kicking the tires” on the forms...

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Category: News, Research Administration

Just the Beginning

Posted: 12/4/2020

What does it mean to implement a Student Information System (SIS) “solution?”  It means that selecting the best product is just the beginning of what we need to do to provide a true 21st century student experience!The Enterprise Systems Renewal (ESR) program knows that a system replacement requires not only a core...

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Category: Student & Faculty, News

What's the Latest?

Posted: 11/19/2020

ESR projects - new, in progress and already launched - have been going non-stop with project planning, implementation and all of the work that follows a system's go-live. Here's a look at some of what's been happening as reported by members of each project team: AP Next Biobib Project – Change Practitioner: Heather...

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Category: Data & Analytics, Financial Systems, Research Administration, Technology Infrastructure, Student & Faculty, News

Kuali IRB System Implementation: New and Next

Posted: 11/16/2020

As 2020 comes to a close, something to look forward to in 2021 is that the UC San Diego IRB team is closer to rolling out the Kuali IRB module! Although the launch is several months away, we remain on target for late Spring/early Summer 2021. We are excited to bring you up to speed on some of our progress.Since our update last month, the project...

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Category: News, Research Administration

Social Login Adds New Functionality for Alumni

Posted: 11/10/2020

With its growing popularity among UC San Diego alumni, Social Login- as part of the Enterprise Identity Management project- offers newly added functionality as of November 5, 2020. This new enhancement now focuses on helping those users who are unsuccessful in using their Google, Microsoft or LinkedIn account login information to easily and...

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Category: News, Technology Infrastructure, Student & Faculty

Looking To the Future: Ideal State

Posted: 11/9/2020

With business process mapping of current state in full swing, the Student Information System (SIS) project team is already busy planning for the analysis of a system-agnostic ideal state. But what does all of this analysis have to do with implementing a new SIS?A student information system is one of the engines of a...

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Category: News, Student & Faculty

Kuali Institutional Review Board Module Coming Soon

Posted: 10/13/2020

Many of you involved in research activities have interacted with the new Kuali system for research administration. UC San Diego implemented Kuali Research for grants administration and Kuali COI for conflict of interest reporting in January of this year. Next up is the Institutional Review Board module, Kuali IRB.  All researchers know...

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Category: Research Administration, News

Services & Support Portal Transforms Customer Experience

Posted: 10/13/2020

In early 2020 UC San Diego launched the Services & Support Portal, which serves as a centralized place for students, faculty, staff and community members to get help in the following categories: Budget & Finance; Information Technology; Payroll, Academic Personnel...

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Category: News, ESR Behind the Scenes

Social Login an Alumni Success

Posted: 10/13/2020

Part of the Enterprise Identity Management project, Social Login is a continuing success with UC San Diego community members. Social Login helps users, namely alumni, easily and securely access select university resources and services using their Google, Microsoft or LinkedIn account login information. The service has created a more secure...

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Category: Student & Faculty, News, Technology Infrastructure

Coming Together: New SIS to Unify Campus and Extension

Posted: 10/5/2020

Currently, UC San Diego operates with two student information systems: one for undergraduate, graduate, and the Schools of Medicine and Pharmacy; and one for UC San Diego Extension. An exciting aspect of the Student Information System (SIS) project will be the transition to a single system for all student and learner data.The SIS project will...

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Category: Student & Faculty, News

Shaping an Improved Student Experience

Posted: 9/9/2020

For UC San Diego students - whether undergraduate, graduate, professional or Extension - the Student Information System (SIS) is the most important behind-the-scenes software system in their academic lives. It's behind-the-scenes in the sense that students do not interact with it on a daily basis, but most important in the sense that the...

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Category: Student & Faculty, News, ESR Behind the Scenes

UC OATS’ First Year

Posted: 8/18/2020

The University of California recognizes that community involvement is important for faculty and the university. While faculty are encouraged to participate in professional work and research outside of their role with their UC university, there are policies in place to determine the amount of outside work that can interfere with the duties of...

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Category: Student & Faculty, News

ESR Year Three: Progress Made & What Comes After Launch

Posted: 8/17/2020

It’s hard to believe that the July 1 release of the Financial Information System (FIS) marked the third year of our ESR journey. The launch of 17 new systems, to date, started with a vision and a PowerPoint deck.  I’d like to personally thank the hundreds of staff members who have contributed to the ESR projects as...

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Category: News, ESR Behind the Scenes

The Financial Activity Hub is Live

Posted: 8/17/2020

The Financial Activity Hub (FinAH) is now live and in production with Oracle General Ledger data and the new Common Chart of Accounts. Future releases, anticipated on a monthly basis, will include Project Number, Expenditure Organization, Expenditure Types, Task Number, Award Number and Funding Sources (Oracle PPM data) and Budget. The launch...

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Category: Data & Analytics, News, Financial Systems

UCPath Deployments Complete!

Posted: 8/13/2020

The final UCPath implementation happened on July 27 when Lawrence Berkeley National Lab (LBNL) went live with UCPath. This deployment concludes the implementation of the largest business transformation initiative in UC history. With this last deployment, UCPath now supports 230,000 UC employees with one single payroll, benefits and human...

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Category: HR and Payroll, News

Process Improvement: Getting into the Weeds

Posted: 8/11/2020

“Getting into the weeds” is often invoked in a pejorative context – especially in a work setting. Discuss too much detail and people tend to zone out!   However, “getting into the weeds” is exactly what’s needed for...

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Category: News, Student & Faculty

FIS Release Takes UC San Diego Into New Era

Posted: 7/14/2020

UC San Diego’s Financial Information System (FIS) project is live with the release of Oracle Financials Cloud, a world-class financial system, and Concur, a new travel and expense system. FIS is a signature component of the Enterprise Systems Renewal (ESR) program—the largest technology improvement program ever undertaken at...

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Category: News, Financial Systems

Activity Hubs Update

Posted: 7/13/2020

Business Intelligence and Analytics (BIA), the team behind Activity Hub data repositories, is proud to support UC San Diego's COVID-19 remediation efforts: Return to Learn Researchers Return to Campus Return to Work The team's shift to these important efforts has meant delays for some of our standing projects, and we appreciate your...

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Category: News, Data & Analytics

SIS Moves Forward with Executive Support

Posted: 7/8/2020

The Student Information System (SIS) renewal effort has been charging ahead for over a year now. It is designed to concurrently replace outdated student systems with new, more flexible technology, improve business processes and practices, and offer a more user-friendly experience for students.Despite having had to to rapidly transition to remote...

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Category: News, Student & Faculty

Social Login Successfully Launches

Posted: 6/17/2020

On May 20, 2020, UC San Diego brought alumni access to systems into the 21st century. As part of the ESR Enterprise Identity Management (EIM) project, Social Login officially launched, ushering a new era in identity and access management. This new, user-friendly...

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Category: News, Technology Infrastructure, Student & Faculty

Adjusting to FIS Will Take Time - Be Patient with Each Other, and Yourself

Posted: 6/15/2020

In less than two weeks on July 1, Oracle Financials Cloud and Concur will go live as part of our Financial Information Systems (FIS) project. This milestone is more than two years in the making and has involved participation from hundreds of staff members across campus, the Foundation and UC San Diego...

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Category: News, Financial Systems

UCPath Deployed at UC San Diego

Posted: 6/12/2020

We are excited to announce that on June 1, UC San Diego and UC San Francisco rounded out the 10 UC campuses, five medical centers and four other entities that have now implemented UCPath, the new systemwide human resources, benefits and payroll system. With this deployment, 230,000 employees are using the system and being served by the UCPath...

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Category: HR and Payroll, News

Process Mapping 101

Posted: 6/10/2020

Hi y’all! My name is Katie and I’m the Business Process Lead for the Student Information System (SIS) project. My day job is in the Division of Biological Sciences where I am a Technical Project Manager with a background in user experience design. As part of the Biology Computer Services business unit, I lead a great team of...

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Category: Student & Faculty, News, ESR Behind the Scenes

SIS Project to Provide Clear, User-Friendly Student Financial Experience

Posted: 6/9/2020

In March, as the COVID-19 pandemic necessitated the shift to remote classes, on-campus residents were given the option of voiding their housing contracts and receiving housing credits. Approximately 9,500 students took this option.For Student Financial Solutions (SFS), applying credits is a manual, student-by-student process. While we were...

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Category: News, Student & Faculty, ESR Behind the Scenes

From Old to New: IFIS to Oracle Transition

Posted: 6/1/2020

As we make this major transition to a new financial system, it’s important to make sure we close out IFIS accurately. Most of you will be closing out FY20 financial activity in IFIS, our legacy system, through July 10 for Prelim and July 17 for VC Cutoff.  See ledger cutoff dates here. This means you’re...

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Category: Financial Systems, News

Countdown to FIS Is On – Get Familiar with Key Dates

Posted: 5/13/2020

July 1 and the Oracle Financials Cloud and Concur go-lives are a mere 40 days away. Now is the time to get familiar with dates and deadlines for the transition, or cutover, between current financial systems and the new Oracle and Concur platforms. This one-pager has the basics; please review and share within your department.  Here is a...

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Category: Financial Systems, News

UCPath Is Here

Posted: 5/13/2020

On June 1, both UC San Diego and UC San Francisco will go live with UCPath, the UC-wide human resources and payroll system. This will mean that all locations except the Lawrence Berkeley National Laboratory (LBNL), which will deploy later in the summer, will be actively using UCPath   UCPath introduces new technology to UC San Diego...

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Category: HR and Payroll, News

New Student System to Ensure Accuracy, Provide Improved User Experience

Posted: 5/8/2020

As University Registrar, I’m responsible for supporting the instructional mission of the university by providing core enrollment services to students, faculty, colleges and academic departments in the areas of academic records, class scheduling and registration. It’s a job I take seriously, but also...

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Category: Student & Faculty, ESR Behind the Scenes, News

Users React to Kuali Research Go-Live

Posted: 4/13/2020

On January 21, UC San Diego activated Kuali Research as the university’s new system for research administration. The go-live was the culmination of a multi-year process that included business process improvement, technical implementation, training and more. Kuali Research is in place to manage the university’s $1B (and...

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Category: News, Research Administration

Payroll Support Changes

Posted: 4/6/2020

To improve our ability to provide customer service during this season of remote working and social distancing, we are announcing the following initiative. New Service Portal As of Monday, April 6, payroll is live on ServiceNow (SNOW), UC San Diego's centralized service and support portal that provides help for business services and...

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Category: HR and Payroll, News

Ecotime Delays Some Department Rollouts

Posted: 3/18/2020

Many employees are transitioning to working remotely to promote social distancing and curb the spread of the Novel Coronavirus (COVID-19). In order to balance continued operations with time needed to adjust to this new way of working, the first rollout has been limited to 3 departments, with the rollout for the rest of the departments in Wave 1...

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Category: News, HR and Payroll

UCPath Training to Move Online

Posted: 3/13/2020

Effective March 16, 2020, the UCPath Training Team is suspending all in-person training until further notice in alignment with campus efforts to reduce in-person gatherings as the COVID-19 situation evolves. This includes all upcoming bootcamps and funding courses, as well as open lab sessions.  We are vigorously developing an online...

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Category: HR and Payroll, News

EVC Elizabeth H. Simmons Encourages Support, Offers Resources for Staff Undergoing Change

Posted: 2/25/2020

UC San Diego strives for a culture of continuous improvement. As a campus, and through work on Enterprise Systems Renewal (ESR), we are shifting how we conduct business and deliver services, by empowering staff and subject matter experts to identify surmountable challenges and drive change that resolves them. Such efforts...

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Category: News

Ecotime Wave 1 Rollout Delayed

Posted: 2/21/2020

Message delivered to employees in the following VC areas: Advancement Chancellor's Office Chief Financial Officer Equity Diversity and Inclusion Research Student Affairs Upon careful review, and in consultation with management, the Ecotime project team has decided to delay the release of Wave 1. Originally scheduled for February 23/March...

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Category: News, HR and Payroll

Kuali COI Simplifies Researcher Disclosure Process

Posted: 2/19/2020

On January 21, the Kuali Conflict of Interest (COI) module went live as a web-based platform to create an electronic process for conflict of interest disclosures at UC San Diego. Releasing the module on time (in conjunction with Kuali Research) is a major...

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Category: Research Administration, News

Partnership, Communication Key During Time of Change

Posted: 2/18/2020

As we all know, UC San Diego has the distinction of being recognized as a top-tier academic institution. This has been remarkably achieved despite core business systems that have not kept pace with our organization’s growth and evolution. The time for this to change has come so that the legacy of UC San Diego’s global...

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Category: News, ESR Behind the Scenes

UC OATS: Departments Achieve 100% Compliance; New Features Coming

Posted: 2/14/2020

Congratulations to the Department of Literature and the Department of Pediatrics in Health Sciences—both were the only departments to have 100% compliance for 2018-19 reporting in the Online Activities Tracking System (OATS) by the November 2019 deadline. UC Oats is the faculty solution for entry, review and pre-approval of activites...

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Category: Student & Faculty, News

Lean Bench 2019 Recap

Posted: 2/13/2020

UC San Diego’s Lean Bench, a team of Lean Six Sigma experts, has completed another successful year of bringing process improvement to Enterprise Systems Renewal (ESR). The group recently met to recognize accomplishments of its 2019 cohort and welcome new members for 2020.   Over the past year, the...

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Category: News, ESR Behind the Scenes

Why Ecotime?

Posted: 2/13/2020

As you might know, UC San Diego is implementing a new payroll timekeeping system, called Ecotime, that will replace MyTime, TAR and other local paper processes. We would like to acknowledge feedback we’ve received about Ecotime, including that it is difficult to use and doesn’t even feel like an...

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Category: News, HR and Payroll

CHRO Nancy Resnick Expresses Support for Those Experiencing Change

Posted: 1/13/2020

ESR means change. The change is real, and it’s here. The first half of 2020 will be jam-packed with ESR releases, starting next week as the Kuali Research and Kuali Conflict of Interest systems come online. In coming months systems for timekeeping (Ecotime), HR and Payroll (UCPath) and...

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Category: News

Disclosure Process During Kuali System Migration

Posted: 12/20/2019

Dear Research Administrator,This notice is to provide you with important information regarding the COI disclosure process during the EPD/Coeus-to-Kuali Research (KR) system migration scheduled from 12 p.m. Tuesday, January 14 to 7 a.m. Tuesday, January 21, 2020.  COI Disclosures During Migration Non-Coeus projects(Gifts, MTAs, Service...

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Category: Events, News, Research Administration

ESR Grows in 2019, Preps for 2020 Go-Lives

Posted: 12/18/2019

As the year ends, I’d like to recap some of our Enterprise Systems Renewal (ESR) successes and lessons learned for 2019, and look ahead to 2020. But before that, I’d like to say, “Thank you,” for your support and contributions along the way. It’s very important to recognize the resources and time...

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Category: News, Uncategorized

UCSDPLAN: Oracle’s Planning and Budgeting System Soft Launch

Posted: 12/17/2019

Announcing the upcoming soft launch of the new UC San Diego Planning and Budgeting System (UCSDPLAN) We are excited to announce that the new UC San Diego Planning and Budgeting System (UCSDPLAN) will soft launch February 2020 for Pilot Group Users! Find out more about the Pilot and Non-Pilot Group here and responsibilities during the...

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Category: Financial Systems, News

Oracle’s Enterprise Planning and Budgeting Cloud Service (EPBCS)

Posted: 9/26/2019

A little over a year ago the campus began the Financial Information System project in earnest and last November announced the selection of Oracle Financials Cloud (OFC) as UC San Diego's new comprehensive financial management solution. Projected to go live in 2020, Oracle Financials Cloud will provide a modern, intuitive solution to...

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Category: Financial Systems, News

ESR Data Use Inventory: What's Next?

Posted: 9/13/2019

What happens to your current business process or system inventory after it's created? The Continuity Planning team provides links to status checks and follow-up meetings to help move you toward solutions for new enterprise system data. Continuity PlanningWe'd like to first introduce the ESR Continuity Project and team. The...

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Category: Technology Infrastructure, News

UC OATS Goes Live

Posted: 9/13/2019

Add the University of California Outside Activity Tracking System (UC OATS) to the list of ESR project launches! UC OATS went live on September 3 as the new faculty solution for entry, review and pre-approval of activites they engage in outside of their work on campus. “We are excited to partner with our fellow UC campuses in bringing...

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Category: News, Student & Faculty

Student Information System Project in Full Swing

Posted: 9/13/2019

The Student Information System (SIS) project has launched! With SIS, UC San Diego will be replacing the current Integrated Student Information System, ISIS, in order to achieve modern efficiencies, streamline reporting needs and improve the student experience.  “We are excited to kick off the Student Information...

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Category: Student & Faculty, News

New Travel & Expense and Procure-to-Pay Platforms Launching July 2020

Posted: 9/13/2019

The implementation of the new financial system (Oracle Financials Cloud) has provided UC San Diego with the opportunity to evaluate and refresh many processes and technologies. As a central business office with many applications and processes that generate financial transactions, Integrated Procure-to-Pay Solutions (IPPS) seized the moment to...

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Category: Financial Systems, News

New UC-Wide Outside Activity Tracking System is On the Way

Posted: 7/12/2019

We are pleased to announce the upcoming launch of the University of California Outside Activity Tracking System, known as UC OATS. UC OATS is a system-wide program, customized for each campus, that helps faculty, deans and faculty administrators efficiently track, manage and certify outside professional activities. Replacing the current paper...

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Category: Student & Faculty, News

EDMS Launches Enrollment Management

Posted: 7/10/2019

The Enterprise Document Management System (EDMS) project has cleared another milestone with the recent go live of the solution for Enrollment Management. The EDMS solution, known as OnBase, securely stores campus documents that need to be retained for legal and regulatory purposes, such as contracts and agreements, human resources records and...

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Category: Technology Infrastructure, News

A New Way to Manage Our Spaces

Posted: 6/17/2019

We are pleased to announce the recent launch of our new Facilities Information Management (FIM) Space Management solution to help us make smarter, data-informed decisions for our current and future space needs.  Unprecedented Growth Supports the Need for Better Technology  UC San Diego’s footprint spans more than 800...

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Category: Facilities Management, News

UCOP Announces New UCPath Deployment Timeline

Posted: 5/10/2019

On March 30, UC Berkeley successfully went live with UCPath. With this implementation, more than 100,000 UC employees now access benefits and pay information and perform self-service functions on UCPath. For the remaining locations, UCOP announced an adjustment to the UCPath Deployment Schedule. The adjustment became necessary when UC Irvine...

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Category: News, HR and Payroll

AP Next Launches Faculty180 Pilot

Posted: 3/19/2019

AP Next officially launched the Faculty180 pilot, an exciting new system for improving faculty activity collection and curriculum vitae (CV) creation. The system more efficiently documents faculty’s academic activities for their reviews, including their publications and/or creative work, student instructional commitments and university...

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Category: Student & Faculty, News

Enhanced Degree Audit Launches for Undergraduates

Posted: 2/13/2019

I am pleased to announce the formal launch of UC San Diego’s next generation Degree Audit Reporting System (DARS). On January 23, the Office of the Registrar, in partnership with IT Services, colleges, divisions, academic departments and programs, delivered an enhanced version of our 23-year-old degree audit to all...

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Category: Student & Faculty, News

The Subject Matter Expert Perspective

Posted: 2/7/2019

You’ve been hearing about business process improvement from key leaders at UC San Diego like VCR Sandra Brown and AVC Linda Collins. You’ve also heard about the significance of business process improvement work from the Kuali project team, but now let’s hear from the people doing the work for the Kuali Research...

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Category: Research Administration, News

UCPath Deployment Schedule Updated

Posted: 1/15/2019

The UCPath Steering Committee and Executive Leadership Team unanimously approved the following changes to the remaining UCPath deployment schedule. Based on analysis and recommendations by the UCPath Project Management Office and Deployments 1 and 2 Subcommittees: Deployment 1 locations,...

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Category: News, HR and Payroll

ESR @ Process Palooza

Posted: 12/20/2018

David Hutches presents "What Drives Your Desire for Data?"  Enterprise Systems Renewal (ESR) is dedicated to streamlining how we work, so sponsoring a conference dedicated to process improvement is a natural fit. Now in its second year, Process Palooza is an outgrowth of UC San Diego’s strategic plan and a...

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Category: News

Kuali Research Project Experiences Lean Bench in Action

Posted: 12/20/2018

Enterprise Systems Renewal (ESR) is not just about upgrading outdated and inefficient business systems. Review and improvement of business processes is an equally important part of the program. The combination ensures that as outdated systems are replaced, the processes used to access the systems are updated and efficient to...

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Category: Research Administration, News

Live Panel: Ask Your Data Questions

Posted: 12/13/2018

Online Data Panel Q&A Session Thursday, December 13, 2018 3:00 – 4:00 p.m. As the Enterprise Systems Renewal (ESR) program reviews and updates our major campus business systems (finance, student, HR, research, facilities, etc.), the way we access data will be changing. Visit esr.ucsd.edu/data to learn more about...

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Category: News, ESR Behind the Scenes

Data Use Inventory: We Need Your Information!

Posted: 11/29/2018

The Way You Get Data is Changing As the Enterprise Systems Renewal (ESR) program reviews and updates our major campus business systems (finance, student, HR, research, facilities, etc.), the way we access data is also changing. The wide variety of applications that rely on data that is currently accessed through tools like IFIS, the...

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Category: Data & Analytics, Technology Infrastructure, News, ESR Behind the Scenes

Process Palooza Puts Focus on Continuous Improvement 

Posted: 11/20/2018

Enterprise Systems Renewal (ESR) is part tech upgrade, part business process improvement. If you’re ready to take a deep dive into what process improvement means at UC San Diego, you’ll want to attend the Process Palooza event on December 12 at the Price Center.   This day-long conference...

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Category: News

Financial Community Memorandum: Experts Needed!

Posted: 11/20/2018

Instituting best practices in Oracle ERP Cloud to support process excellence, better operational performance and innovation.  The Financial Information System (FIS) project is part of the Enterprise Systems Renewal (ESR) program that will transform and streamline core business and administrative processes. UC San Diego has...

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Category: News, Financial Systems

ProSAM Student Financial Aid Solution is Live 

Posted: 11/20/2018

Since July 2018, UC San Diego has disbursed more than $145M in graduate and undergraduate financial aid using a new solution called ProSAM. ProSAM replaces “classic” SAM, otherwise known as Student Aid Management, which has been in use at UC San Diego for 30 years or more.   “SAM is the...

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Category: Student & Faculty, News

UCPath Data: Clean, Convert, Review, Repeat 

Posted: 11/20/2018

The UCPath core project team is about to conduct a three-step data conversion cycle to prepare data from the current Payroll Personnel Systems (PPS) for the move to UCPath. This phase is key to ensuring that data in PPS is clean, consistent, and formatted to be compatible with the new...

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Category: News, HR and Payroll

FIS Needs Your Information

Posted: 11/13/2018

Downstream Data Use Inventory:Financial Information System Needs You! Adam DiProfio and Arlynn Renslow, Financial Information System Change Leads Why an Inventory? As the Enterprise Systems Renewal (ESR) program reviews and updates our major campus business systems (finance, student, HR, research, facilities, etc.), the way we access data is...

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Category: Financial Systems, News

Making Systems Work for Research Administrators – Not the Other Way Around

Posted: 7/20/2018

What do ePD, IP, Award, COA, EMTA, ASSIST, Fastlane and Grants.gov all have in common? They are some of the systems used in proposing over $4 billion in research funding and managing the $1 billion awarded to UC San Diego’s research community annually. These systems aren’t integrated; therefore, data must be entered...

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Category: Research Administration, News

New Admissions Solution Streamlines Process

Posted: 6/20/2018

One of the first ESR projects to be implemented is a streamlined undergraduate admissions process using a solution called Slate. In the past, Enrollment Management used a mishmash of tools for the admissions process: one for applications, another for campus tours, another for communications…The systems were outdated, difficult to use...

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Category: News, Student & Faculty