That's a Wrap on Process Group 1

As you are likely aware, the Triton Student System (TSS) Project is engaged in Process Design Workshops (PDW) for our new student information system. From May to July 2024, Process Group 1 marked the beginning of our system design journey. Below is a summary of the work and outcomes of Process Group 1. For a detailed overview of the PDW, view our previous article, Let’s Get Down to Business: Process Design Workshops.

Context Setting

Before we get into the details, we wanted to set the context of where Process Group 1 fits into the conversation of the TSS Project work. The below image showcases a schedule overview of the PDW, and where Process Group 1 fits into the overall schedule. You can view the detailed schedule for the PDW on the TSS Project webpage.

Process Areas & Participants

The process areas covered in Process Group 1 include:

• Student Record
• Academic Structure
• Academic Calendar
• Holds & Statuses

A wide range of subject matter experts (SMEs) participated in the design activities for Process Group 1, from the initial workshops to final approval. Key units involved include: 

• Division of Extended Studies
• Division of Graduate Studies and Postdoctoral Affairs
• Student Financial Solutions
• Enrollment Management (Registrar)
• School of Medicine

Key Decisions

Two important decisions were made during Process Group 1.

1. Financial Holds: Financial holds for General Campus and Division of Extended Studies (DES) will remain separate, ensuring that a hold on one does not prevent a student from enrolling in courses at the other.
2. Academic Calendar Governance: A decision was made to put a governance structure in place for the academic calendar, which will oversee the management of academic calendars within the new system

Read more about additional decisions in the Process Design Workshops: Process Group 1 (Fact Sheet).

Deliverables & Screenshots

The primary deliverable of the workshops is the creation of process design documents (PDDs), which we explained in detail in our previous article, Let’s Get Down to Business: Process Design Workshops.

Screenshots of the new TSS interface are included in the PDDs, showcasing the anticipated user experience. However, the specifics (such as fields or other details) will likely evolve as the design and build phases progress over the upcoming months.

The PDDs for Process Group 1 are available for all university community members to review and provide feedback on. If you have any questions or feedback, please contact us at esr-student@ucsd.edu.

Future Directions

Given the interconnected nature of our student-related processes, we expect that there will be some outstanding items from each process group which will be finalized in future process groups. We also expect to continue to iterate on what was created in past process groups during future ones.

Community participation is encouraged! You can review the PDDs for Process Group 1 and provide your feedback to the team via esr-student@ucsd.edu. 

To review more detailed information and additional resources on Process Group 1, please visit Process Design Workshops: Process Group 1 (Fact Sheet).