Posted: 9/6/2022
By now, you’ve likely seen the Campus Notice informing the University community that we’ve closed the second Request for Proposal (RFP) for the Student Information System (SIS) Project without award and are now going to open a third RFP. We want to share how critical steps on our SIS journey have informed this decision. Below...
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: 7/1/2022
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: 6/7/2022
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: 5/10/2022
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: 4/14/2022
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: 4/11/2022
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: 3/9/2022
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: 3/7/2022
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: 2/9/2022
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: 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: 11/10/2021
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: 8/11/2021
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: 7/7/2021
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: 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
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: 3/9/2021
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: 2/9/2021
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: 1/8/2021
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: 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: 11/10/2020
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
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: 8/11/2020
“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: 7/8/2020
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: 6/10/2020
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: 5/19/2020
Have you ever missed a deadline because you were waiting for access to a campus system or service? How many times have you encountered delays because different campus systems could not recognize that you were in fact the same person? How many of you struggle to remember the difference between your Business Systems and Active Directory...
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: 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: 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: 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: 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: 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: 10/19/2018
Fall Quarter is upon us, and thousands of students are back on campus. Sure, they’re focused on the day-to-day – papers due, lab assignments, what’s for lunch. But they’re also looking down the road to their expected graduation. Right now they can only get a rudimentary view of what that road will be like....
Posted: 10/19/2018
UC San Diego’s new faculty orientation took place September 24, and the APNext team was on hand to talk about Interfolio, the new faculty review solution we’re currently piloting. At our booth we provided live demonstrations and talked about Enterprise Systems Renewal (ESR). Having a presence at this event was important to...
Posted: 8/20/2018
Jenna Lucius and Cindy Palmer work on APNext Interfolio. UC San Diego is growing more rapidly than ever. No one would dispute that the campus is undergoing a radical and exciting transformation. In order to support the expected growth of student enrollment in the coming years, now more than ever, we have to work smarter and more...
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...
Posted: 6/20/2018
At a recent town hall meeting, the uAchieve team announced that the campus-wide launch date of the uAchieve system will be January 23, 2019. Timing a project as long and complex as this is not an easy task, but with the help of campus-wide partners, uAchieve is set to deliver an evolutionary way of auditing student degrees at UC San Diego.The...