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 needs, requests for new fields and calculations are introduced, and that helps everyone.Increased data availability from source systems increases the depth and breadth of analytics, supporting decision making. And with our...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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,...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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,...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...