Posted: 10/31/2023
In October, we continued our engagements with the university community by meeting with the School of Medicine, Vice Chancellor for Student Affairs and Student Leadership, Herbert Wertheim School of Public Health and Human Longevity Science and School of Arts and Humanities. The Student Information System (SIS) Project team delivered a...
Posted: 10/31/2023
As part of the ongoing work in preparation for the new student information system (SIS), significant efforts have already been dedicated to the remediation of student data-related reports. Since July 2023, we have actively engaged with multiple schools and units to discuss the future state of reporting. These targeted engagements have focused on...
Posted: 10/31/2023
Since July 2023, we have met with the Division of Extended Studies, School of Social Sciences, School of Biological Sciences, School of Physical Sciences, the Rady School of Management, School of Arts and Humanities, Scripps Institution of Oceanography and the School of Global Policy and Strategy to discuss the future state of reporting. These...
Posted: 10/31/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since October'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...
Posted: 10/17/2023
In response to valuable feedback from our campus community and with a commitment to providing more effective user training solutions, the Enterprise Systems Renewal (ESR) program will decommission the WalkMe Digital Adoption Platform on December 15, 2023. WalkMe was brought to campus by the ESR program as a temporary solution to support user...
Posted: 10/6/2023
We are happy to introduce you to the five new members of the SIS Project team! Watch the video to learn more about the team and their favorite places to visit. Team Member Project Role Gayle Ta Business Process Owner Christina Duke Change Practitioner Destiny Lopez Change Practitioner Joseph Gandini Change...
Posted: 10/5/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since September'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...
Posted: 9/28/2023
We are pleased to announce that the new student billing and payment system, Transact, which main Campus has already implemented, was officially released for the Division of Extended Studies (DES) on September 21, 2023. Project Overview With the goal of improving the student experience, streamlining operations, and creating a unified...
Posted: 9/21/2023
As part of the primary work for the Student Information System (SIS) Project, we will implement the curriculum management system, CourseLeaf, for course and curriculum proposal and maintenance, catalog management, learning outcome tracking and management and the metrics required for accreditation. Since signing the contract with Leepfrog...
Posted: 9/8/2023
In August, we continued our engagements with the university community by meeting with the Skaggs School of Pharmacy and Pharmaceutical Sciences, Scripps Institution of Oceanography, Technical Community TECHTalk, Division of Extended Studies (DES) Operations Forum, Jacobs School of Engineering and a Roadshow for DES. The SIS Project team...
Posted: 9/8/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since August'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...
Posted: 8/8/2023
In July, we continued our engagements with the university community by meeting with the School of Physical Sciences, School of Arts and Humanities, Halıcıoğlu Data Science Institute, Rady School of Management, Graduate & Professional Student Association, and School of Global Policy and Strategy. The SIS Project...
Posted: 8/8/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month's newsletter. You can watch the 90-second 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...
Posted: 8/7/2023
We are pleased to announce that the new TritonPay was released on August 2, which will provide improvements to the student payment experience on campus. The implementation team worked hard in preparation for the release of these updates to the student billing and payments system to ensure a successful launch. Preparation for the...
Posted: 8/4/2023
There are many resources and strategies that the Student Information System (SIS) Project is utilizing to design and implement the new applications and tools that the university will be adopting as part of the Enterprise Systems Renewal (ESR) Program. Backfill is one of those strategies. In short, backfill is the approach of freeing up time of...
Posted: 7/11/2023
We are happy to introduce you to the ten members of the SIS Project team! Watch the video to learn more about the team and their favorite places to visit. Click on a team member's name in the table below to learn more about them. Team Member Project Role Cindy Lyons Change Lead Sara Danford Change Lead Angie...
Posted: 7/5/2023
We are honored to continue our engagements with various divisions, schools, departments and units to learn more about their needs and concerns for a new student information system. In the month of June, the Student Information System (SIS) Project team was invited to present to two schools, Biological Sciences and Social Sciences. The SIS...
Posted: 7/5/2023
A few years ago, in 2019 when I was a graduate advisor in Engineering, I attended one of the Division of Graduate Education and Postdoctoral Affairs (GEPA, then Graduate Division) updates meetings. This is where I first learned that the Financial Support Unit (FSU) was planning to change the Financial Support Request Tool (FSRT). The...
Posted: 7/5/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month's newsletter. Feel free to watch the 90-second 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...
Posted: 7/5/2023
There are various groups and teams of individuals that are working on, guiding and supporting all aspects of the Student Information System (SIS) Project and its many efforts. These different groups work together to ensure the success of the projects. The key to a project’s success is having all the right people involved to...
Posted: 6/6/2023
By now, you’ve likely seen the Campus Announcement informing the University community that the contract for a curriculum management system has been awarded to Leepfrog Technologies Inc. and their system, CourseLeaf. Below are the key points we want to highlight about this decision, links to frequently asked questions and a way to...
Posted: 6/6/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month's newsletter. 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. Core Student Information System (SIS)...
Posted: 6/5/2023
You have likely already heard that the SIS Project team is in the final stages of the third Request for Proposal (RFP) for a new student information system. The conference room pilot (CRP) sessions with the vendors ended in May, and the CRP evaluators have submitted their final scores to be reviewed by the SIS governance committee.There has been...
Posted: 6/5/2023
As work on the SIS Project continues across a growing number of system implementations and improvements, I also continue with my effort to meet with as many of my project colleagues as possible to learn more about them and how they approach their role on the project. Today, I am meeting with Carlos Jensen, Associate Vice Chancellor for...
Posted: 6/2/2023
I have been a UC San Diego employee since 2016, and I can still vividly remember the day that I was introduced to the university’s Integrated Student Information System (ISIS). I was being trained in my new role as a Program Manager for Extended Studies, and the first time I saw ISIS, I felt that I was transported back in time 30...
Posted: 5/4/2023
The Student Information System (SIS) Project team has begun planning for change freezes that will occur during the execution of the project. These change freezes include both data freezes and technical work freezes. Data Freezes The data contained within our student systems and student-related processes is critical to the ongoing business of the...
Posted: 5/4/2023
On April 17, 2023, the Student Information System (SIS) Project team was invited to present to the Arts & Humanities student advisors and Management Services Officers (MSO) about the SIS Project. The SIS Project team delivered a presentation that included project context, impact and timeline, and allowed time for a Q&A session and open...
Posted: 5/4/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month. 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. Core Student Information System (SIS) Replacement The Conference Room...
Posted: 5/2/2023
As part of the Enterprise System Renewal (ESR) program’s Student Information System (SIS) project, TritonPay, our current student billing application, will be replaced with a vended solution called Transact. Transact has already proven effective as it is already the system we use for our campus ID card access, dining dollars,...
Posted: 4/11/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month. 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. Core Student Information System (SIS) Replacement During Conference Room...
Posted: 3/6/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month. 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. Core Student Information System (SIS) Replacement The Conference Room...
Posted: 2/7/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month. 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. Core Student Information System (SIS) Replacement Project core team...
Posted: 1/18/2023
The Enterprise Identity Management (EIM) project continues to move ahead with new talent on the project team as well as contributors from across campus. Each brings their unique knowledge and skills to the project. The project team also evaluated what it set out to accomplish and the services they will deliver. Adjustments were informed by...
Posted: 1/18/2023
Process Palooza is back! Save the dates March 28 - 29, 2023 to participate in or attend this annual in-person event that celebrates continuous improvement. Continuous improvement is at the heart of the Enterprise Systems Renewal (ESR) program. Whether you’ve earned a Lean Six Sigma belt, participated in...
Posted: 1/9/2023
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month. 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. Core Student Information System (SIS) Replacement Project core team...
Posted: 12/6/2022
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month. 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. Core Student Information System (SIS) Replacement Project core team...
Posted: 11/9/2022
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month. 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. Core Student Information System (SIS) Replacement Collected vendor...
Posted: 10/14/2022
UC San Diego’s mission as a student centered, research focused, and service-oriented institution of higher education depends largely on the excellence of our academics. Key to their success is UC San Diego’s academic review and appointment process to ensure high standards of achievement across the entire academic population....
Posted: 10/10/2022
Key Project Milestones and Progress Here's a quick summary of what's happened on the SIS project since last month. 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. Core Student Information System (SIS) Replacement Request for Proposal...
Posted: 8/25/2022
Note: Cindy Hsu worked on the Student Information System (SIS) Project as its Change Practitioner from its inception through mid-September 2022. She has since moved on to an exciting new opportunity within UC San Diego; the interview upon which this article is based was completed just prior to Cindy's departure. The entire SIS Project team...
Posted: 8/18/2022
Implementing a new system is a major undertaking, much like climbing a mountain. If you set out to climb Mount Everest in flip-flops with a group of people who’ve never climbed higher than the stairs to the 8th floor of Geisel Library before, your odds of success are likely to be vanishingly small. While it helps to start by doing...
Posted: 8/3/2022
As a Change Lead for the Student Information System (SIS) Project, much of what I do boils down to communication. A significant part of that communication is disseminating information to others, but the most important part is listening—listening to colleagues' hopes, fears, concerns and suggestions for and about our project....
Posted: 8/1/2022
At its March 2022 meeting, the Student Information System (SIS) Project governance committee voted to proceed with a request for proposal (RFP) for a curriculum management system. This decision was reached with the input and consultation of various campus stakeholders, including the Academic Senate. As noted in previous articles, the...
Posted: 7/29/2022
The project to implement a new financial aid system for our university continues to make progress. Shortly after receiving approval from leadership to move forward with the project and then forming the project’s steering committee, the project team was formed and a project kickoff held. Gathering the Project Team The Financial Aid...
Posted: 7/26/2022
In our June 2022 newsletter SIS Ecosystem: The SIS Project and Its Supporting Work, the SIS Project Team provided an overview of the various projects that comprise the preparation work for a new student information system. One of them that will directly enhance the student experience is the Mobile WebReg Application Project. Mobile...
Posted: 7/25/2022
Quickly following the decision to move forward with the project to replace our current financial aid system, ProSAM, with a newer system, Oracle Student Financial Planning (SFP), a steering committee was formed for the project. We understand from experience and research that active and visible sponsorship is the greatest contributor to...
Posted: 7/6/2022
As a continuation of our recent exploration of the Fundamental Concepts of EIM, Identity Management Governance is the third and final pillar of EIM. Let’s take a moment to examine how Identity Management Governance works as a concept in ultimately transforming the way our university conducts identity and access management in the...
Posted: 7/1/2022
You may recall from a previous article, SIS Ecosystem: The SIS Project and Its Supporting Work, that one of the projects currently underway to support the Student Information System (SIS) Project is the remediation of student-related reports. When we say “remediation” in this context, we mean updating how reports obtain the...
Posted: 6/29/2022
After having interviewed five of my colleagues about their roles on the Student Information System (SIS) Project, the rest of my colleagues know to expect my invitations for interviews. Some of them join me in Zoom feeling a little trepidatious because they’ve never been interviewed before and don’t know what to expect....
Posted: 6/23/2022
As part of the in-scope work for the Student Information System (SIS) Project, we will be replacing our current financial aid system, Pro Student Aid Management (ProSAM), with a new system, Oracle Student Financial Planning (SFP). On June 7, 2022, a go/no-go decision meeting was held for the Financial Aid Project with key project stakeholders in...
Posted: 6/13/2022
One hundred thirty four years ago in May 1888, Vincent Van Gogh painted "Landscape under a Stormy Sky" depicting gray clouds on the horizon above a verdant green field. Over the past five years at UC San Diego we've flipped Vincent's logic and used process landscapes to brighten the skies and horizon of our campuswide...
Posted: 6/7/2022
The Student Information System (SIS) Project aims to re-envision and improve the student experience at UC San Diego. The reality, however, is that one project alone, no matter how large or complex, cannot do this. The SIS Project team is responsible for overseeing the work of more than just the SIS Project; the team is also responsible for the...
Posted: 6/6/2022
Note: Katie Frehafer worked on the Student Information System (SIS) Project as its Business Process Lead from its inception through early May 2022. She has since moved on to an exciting new opportunity outside of UC San Diego; the interview upon which this article is based was completed just prior to Katie’s departure. The entire SIS...
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...
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...
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...
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,...
Posted: 4/20/2022
Following the release of the 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 digital identities and...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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,...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...
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...