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 its recent introductory video, “Identity Management in a Nutshell,” the Enterprise Identity Management (EIM) project is continuing its foundational work to refine and simplify your experience with access to university services. This work entails improving the way UC San Diego manages all of our...
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
More good news as we get closer to launching the new Kuali IRB module! Our planned pilot testing program has been completed and the results were fantastic. Since our last update, a group of more than a dozen researchers and key staff members from across the university helped test the new system.The IRB team learned a lot from having actual users...
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: 5/19/2020
A business-focused initiative, Enterprise Systems Renewal (ESR) introduces a lot of change to UC San Diego as projects reengineer how we do business. So, as complex processes are streamlined and systems are retired, replaced and/or upgraded, it can be all too easy to lose sight of the people we are asking to adopt universitywide change....
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: 5/13/2020
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: 1/23/2020
Image courtesy of @Krispy Kreme @andreacrofts Change is Coming It’s a time of significant change, both on- and off-campus at UC San Diego. We’re seeing new technologies, discoveries and revolutionary social changes. However significant these changes may be, they really hit home when they affect us on a personal level. Such...
Posted: 1/21/2020
The following is a reprint of a Campus Notice published January 21, 2020. We are pleased to announce Kuali Research and Kuali Conflict of Interest(COI) are now live and ready for use. The launch of Kuali Research andKuali COI is the culmination of redesigning business processes in orderto streamline, develop and implement institutional...
Posted: 1/14/2020
Starting January 22, 2020, Contract and Grant Data will no longer be available via QueryLink. Instead, Research data will be accessed through the Research Activity Hub using the Cognos and Tableau reporting tools. In coordination with the transition...
Posted: 1/14/2020
The Ecotime payroll timekeeping system will replace MyTime and several other timekeeping systems across campus in conjunction with the launch of the UCPath HR & Payroll system. Ecotime will be used by all campus employees who report time worked and time away, excluding...
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: 1/13/2020
Enterprise Systems Renewal (ESR) will change a lot about how you work, including new, streamlined processes and leading-edge technology solutions. In conjunction with ESR, the way you experience customer support campuswide will also change. On January 13, a new, centralized Service & Support Portal came...
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: 12/16/2019
There are new research proposal submission timelines, effective January 21, 2020. These timelines will allow us to use Kuali Research most effectively, ensure necessary oversight of proposals, and reduce administrative effort by departmental research administrators and PIs. PIs should notify research administrators of...
Posted: 12/15/2019
Process Palooza returns to UC San Diego March 25. This unique, high-energy conference celebrates UC San Diego’s commitment to business excellence, operational efficiency and continuous improvement. Register and learn more at processpalooza.ucsd.edu. “Process improvement, business...
Posted: 11/18/2019
Enterprise Systems Renewal (ESR) means change for UC San Diego. Big change – in terms of how we work, access data and connect systems. The people helping individuals and departments work through change are Say-Ho Tan, Jessica Pohle and Angela Carpenter from the ESR Continuity Planning...
Posted: 11/15/2019
UCPath is coming soon! Our new UCPath deployment schedule has UC San Diego going live June 1, 2020. The UCPath Central Steering Committee just adjusted the UCPath deployment schedule by 30 days. This became necessary when UC San Francisco (UCSF) requested a delay in its deployment timeline. Instead of going live in March 2020 as scheduled, UCSF...
Posted: 10/17/2019
It goes without saying that data is a driving force at a top-tier research institution such as UC San Diego. It’s how we establish the boundaries of what we know and what we don’t know, but being able to effectively access and analyze reliable data hasn’t always been the easiest task. That’s why Activity...
Posted: 10/1/2019
The Kuali system is targeted for go live in early 2020 to aid sponsored research administration, Conflict of Interest tracking and Institutional Review Board (IRB) compliance tracking for human subjects testing. The Kuali COI module is a web-based platform that provides an electronic disclosure process for conflict of...
Posted: 10/1/2019
The upcoming Kuali Research solution (KR) will meet campus research administration needs, help streamline business processes and allow for development of institutional best practices. The following are questions we've been hearing about how KR will work at UC...
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: 9/3/2019
Preparing for the January 21, 2020 go-live date, the Kuali Research project team has began to Train-the-Trainers. We are excited to present Kuali Research to research administrators using this and other training opportunities. What is Train-the-Trainer? A key principle of the ESR program is to use UC San Diego talent wherever...
Posted: 8/5/2019
The Kuali Research project team is working to finalize details on the training strategy in preparation for the January 21, 2020 go-live date. We’ll be implementing a blended learning approach to training, delivering materials to you in a variety of ways. It's important to note that instructor-led classroom activities, eLearning...
Posted: 7/16/2019
Tune in to the July Kuali Projects Digital Forum to hear the latest on Kuali Research, Conflict of Interest and Protocols (IRB). Maybe you have questions? We can help! The Kuali project teams' monthly webinar is dedicated to informing research analysts and others who work with researchers and grants about the new Kuali system. Login on at...
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: 7/8/2019
The Kuali Research system continues to undergo configuration changes as the team receives feedback. Up next is User Acceptance Testing (UAT), which will inform the project team of changes needed to support the business processes designed by subject matter experts and KR users. User testing participants will experience a hands-on demo...
Posted: 6/18/2019
Hear the latest on the Kuali Research, Conflict of Interest and Protocols (IRB) projects at the Kuali Projects Digital Forum. Maybe you have questions for the project teams. We have the forum. The Kuali project teams hold a monthly webinar dedicated to informing research analysts and others who work with researchers and grants about the new...
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: 6/17/2019
So you went and completed your ESR Data Use Inventory. Now what? ESR Continuity Planning kicks in! Learn more about this process, and ask questions, during a workshop at Campus LISA next Wednesday, June 26. ESR Data Architect David Hutches and ESR Program Director Kevin Chou will present “ESR Continuity Planning: Your Role,”...
Posted: 6/4/2019
If you’re following the Kuali Research project, you’ve been hearing about the Business Process Improvement efforts that ran their course from April 2018 to May 2019. This unprecedented effort laid a foundation to configure the new system in a way that supports lean business processes and increases efficiency. Now...
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: 5/7/2019
The Enterprise Systems Renewal (ESR) program’s Kuali Research project recently hosted a town hall meeting where the project's sponsors shared their overall vision and key team members provided status updates. Also announced during the town hall was a January 21, 2020 project go-live date. The town hall started with an outline of...
Posted: 4/12/2019
Have you ever wondered where documents should be stored, how long they should be retained or who will have access to the data? Have you ever encountered difficulty exchanging documents and other types of content with other departments? For example, your information is in one format, their information is in another, and there is no sensible way...
Posted: 4/5/2019
The Facilities Information Management (FIM) team is implementing the TRIRIGA integrated workplace management system to ensure that the university has access to effective space planning and utilization tools. Attend the Town Hall on Wednesday, April 17, 1-2:30 p.m. in the Old Student Center, Dolores Huerta-Vera Cruz Room. Audience: UC San Diego...
Posted: 4/5/2019
Space Navigation and Content Training Audience: This training is for UC San Diego space and data viewers, space managers, designated space planners and employees who are or will be involved in relocating people, allocating space or making space-related decisions. This session is a pre-requisite for...
Posted: 4/3/2019
The ESR Kuali Research project team is excited to announce an event for the campus research community to learn more about the Kuali Research administration system. The Event Project sponsors and team members will provide a project overview and discuss how Kuali will impact the way we do business. A question and answer session will follow the...
Posted: 4/2/2019
Tune in here to watch a livestream of the Kuali Research Project Sponsor, Escalation Committee, and Project Team as they discuss the current state of the project. In-person seating is limited, so RSVP before tickets run out, or watch a livestream of the event. (Return here to watch the livestream.) Date: April 29, 2019Time: 9 to 10:30 a.m. Town...
Posted: 4/1/2019
Research administration business process improvement efforts are coming to a close, which means that Kuali Research configuration is underway. Configuring the system to support the improved business processes is as important as testing the system to meet your needs. That's why the Kuali Research project team has developed a thorough...
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: 3/19/2019
The UC San Diego Chart of Accounts Online Q&A Session Watch the Financial Information System team in a university-wide, two hour question and answer session on the Chart of Accounts. Presentation Topics After a presentation on the Chart of Accounts, the session was opened to campus staff to ask their questions and receive real-time...
Posted: 3/18/2019
In times of change, it makes sense for employees to look first to their management for information, support, and advice. What happens, though, if a manager isn’t prepared to guide their staff through change related to a new program or...
Posted: 3/15/2019
This month marks the debut of the Facilities Information Management (FIM) Real Estate project! Powered by IBM Tririga software, FIM Real Estate offers more robust decision-making power for campus leadership, replacing the existing Real Estate Lease Management (RELM) system. Prior to formation of FIM Real Estate, RELM...
Posted: 2/15/2019
Watch the January Town Hall On January 31, the Financial Information System project team hosted a campus-wide Town Hall to talk about the new Oracle financial system and its benefits. Town Hall Topics and Speakers:Benefits of moving to a new financial systemChief Financial Officers Pierre Ouillet and Lori DonaldsonThe...
Posted: 2/15/2019
UC San Diego’s team of Lean Six Sigma (LSS) experts is back for another year of process improvement on Enterprise Systems Renewal (ESR) projects. Lean Bench members work closely with subject matter experts to map out current state processes, analyze problems by measuring key data points, then identify opportunities...
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
This is shaping up to be a big year for Enterprise Systems Renewal (ESR). Several systems will come online, others will continue the journey through vendor selection and configuration, while others are just now kicking off. With ESR systems in mind, it’s worth considering how the...
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: 12/20/2018
It’s been a busy first year for the UC San Diego Lean Bench, a team of Lean Six Sigma experts tasked with implementing process improvement efforts for Enterprise Systems Renewal (ESR) projects and other campuswide initiatives. On the ESR front, Lean Bench has engaged with the Space...
Posted: 12/20/2018
Last year UC San Diego received more than $1.2 billion in awarded research funding. This funding is supported by a trend of increasing applications submitted to our sponsors each year. During the first quarter of FY19, the number of proposals submitted by UC San Diego researchers increased by 38% over the same period from FY18! During the last...
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
As senior director, internal controls and accounting, I’m responsible for all corporate accounting, financial reporting, internal controls and compliance for UC San Diego. I’m also the project build lead for the Financial Information Systems project (FIS), which basically means I’m responsible for making sure we...
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: 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: 10/19/2018
Image courtesy of OiMax More than 40 key staff representing all areas of campus, the Medical Center and Foundation have been working hard as a team over the past year to define a new Chart of Accounts in support of our new financial system. Last week we had a wrap up session and debrief with the group to finalize the overall chart...
Posted: 10/19/2018
UCPath is rolling! Two more locations are live! The momentum is increasing! What is UCPath? It is the new system-wide initiative that will modernize and optimize our current human resources, academic personnel and payroll systems – replacing PPS. On September 23, UCPath went live for UCLA employees, followed by UC...
Posted: 9/20/2018
Vice Chancellor of Research Sandra Brown speaks to campus research administrators The third annual Research Administrator Appreciation Day celebrating the dedication and support of UC San Diego’s research administrators (RA) drew a crowd of over 300! At the September 7 event, Vice Chancellor of Research Sandra Brown was the...
Posted: 9/20/2018
“Expert sourcing” – relying on UC San Diego talent – lies at the heart of our approach to Enterprise Systems Renewal. As the program works to reshape the way UC San Diego does business, our diverse set of contributors, project team members, subject matter experts (SMEs) and change champions is making an...
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: 8/20/2018
Kate Balderston, Jacobs School of Engineering I’m excited about UC San Diego’s path toward strategically improving as a student-centered, research-focused and service-oriented public university. Nowhere on campus is this more relevant than at Jacobs School of Engineering. We have big goals, including accomplishing a...
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: 7/20/2018
Imagine a project where staff from across campus are engaged from start to finish to address the technology, process, business and people needs. Imagine UC San Diego as a highly change-ablecommunity. That's our vision, and the Enterprise Systems Renewal program (ESR) is a good test for fulfilling this vision. ESR affects nearly...
Posted: 6/20/2018
Data and analytics at UC San Diego are getting an upgrade. Data warehouses are being replaced by activity hubs — repositories of historical and future data used for the aggregation of development, alumni, employee, facilities, financial, research and student activity. Data in the various hubs will be available for analytical use via...
Posted: 6/20/2018
If you know anything about Enterprise Systems Renewal (ESR), you know we’re changing business processes and replacing the collection of aging systems we use to run the university.The changes will be deeper still. They’ll go to the heart of how IT and the rest of the university work together. A key example is the difference...
Posted: 6/20/2018
Your favorite apps and software programs are probably simple and intuitive, yet powerful. They can communicate with each other and share data. Compare those with the applications you use at work. Not quite the same. Enterprise Systems Renewal (ESR) exists to fix that. How We Got...
Posted: 6/20/2018
In an effort as big as the Enterprise Systems Renewal program, and with so many moving parts, some work is hard the way astrophysics is hard. Some is hard the way digging a well is hard. ESR isn’t quite that extreme on either side, but to succeed we’re going to need very smart people to participate....
Posted: 6/20/2018
The Enterprise Systems Renewal program represents a fundamental shift in our use of and relationship to technology systems and infrastructure. Data will be more easily accessible as we become a data-driven enterprise. New services will come on line much faster. ESR's guiding principles for architecture,...
Posted: 6/20/2018
Imagine your department or workflow was slowed down by functional silos, multiple hand-offs, unacceptable delays and backlogs. Or that you are working on a process that is mission critical to the success of your department but needs continuous tinkering. Now imagine you could tap into a group of experts from the campus...
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
It’s no secret that UC San Diego has historically avoided conducting Requests for Proposal (RFPs) for high-value goods and services. The RFP process has been cumbersome due to the requirements to demonstrate fair competition among potential bidders, so avoiding it was understandable. “More is...
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...
Posted: 6/15/2018
Have you ever seen a Formula 1 pitstop? In a matter of seconds, the pit crew changes the tires, gasses up and sends the driver back onto the course. Races can be won and lost in the pits. A pit stop is also the ultimate expression of process improvement: no wasted motion, precise sequences, everything happening in harmony. The team has analyzed...
Posted: 4/27/2018
UC San Diego has launched a focused effort which, over the next several years, will renew most of the business processes the university uses today. The program, titled “Enterprise Systems Renewal” (ESR), will affect just about all major systems in use, from core accounting, to human resources, to payroll, to student...