SIS Project: What You Should Know (January 2024)

Key Project Milestones and Progress

Here's a quick summary of what's happened on the SIS project since December’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 esr-student@ucsd.edu. 

SAP Student Lifecycle Management (SLcM)

The SLcM Project is focused on implementing a new student information system to replace our current system, ISIS, and bring together main campus and Extended Studies on the same system.

• Read more about the ISIS system replacement and check out the system selection FAQs 
• The team continues to work toward readiness to kickoff the project

Student Financial Planning (SFP)

The SFP Project will replace our current financial aid system, Pro Student Aid Management (ProSAM) with a new system. The SFP implementation team has been hard at work this past month on the following items:

• Continuing testing in the College Financing Plan (CFP) environment

Financial Support Payments Tool (FSPT)

The FSPT Project is focused on improving the graduate student funding processing. The Financial Support Request Tool (FSRT) will be replaced by the Financial Support Payments Tool (FSPT) as part of the project. The current work for the project includes:

• Continued design work for fee remission (phase 2)
• Accelerated development for phase 1 and 2 with additional developers onboarded to the team
• Established and had first steering committee meeting in December 2023
• Establishing advisory committee and planning the first meeting
• Read about the FSPT three phases, development progress and more

CourseLeaf

The CourseLeaf Project will implement a curriculum management system for the university. It will serve all areas of the university, bringing the School of Medicine, School of Pharmacy and the Division of Extended Studies onto one unified system with the General Campus.

• Project kickoff is coming soon 
• Read about the CourseLeaf Project kickoff preparations

Report Remediation

The Report Remediation Project will create new versions of existing reports using the Student Activity Hub (SAH) as the underlying source for the data, rather than the Data Warehouse or other systems.

• The team continues to remediate reports currently used by the Colleges with ongoing user acceptance testing (UAT) as data is added to the SAH and reports are developed
• Meetings with divisions, schools, departments and units continue to take place to discuss the future state of reporting and the remediation process, as well as clarifying roles and responsibilities of report developers and consumers in the future state
• Continuing meetings with the Division of Extended Studies (DES) to review the DES report inventory and develop future state
• Working with the Financial Aid and Scholarships Office to gather requirements for Financial Aid reporting
• Preparing for UAT of replacements for QueryLink reports

New TritonPay

The new TritonPay will provide students and parents with an improved experience for viewing and paying bills with multiple electronic payment options such as recurring autopay, electronic 529 Plan and international bank transfers. 

• Main campus students and authorized payers are still successfully using the new TritonPay
• $343M in payments processed as of 12/17/23
• 45% increase in Fall TRIP enrollment from previous year
  • 1,311 students enrolled in auto pay
• 15% increase in Winter TRIP enrollment from previous year as of 12/17/23
  • 690 students enrolled in auto pay
• 10% reduction in paper check and cash payments due to more electronic payment options (compared to Fall 2022)
• 990 grad/family residents enrolled in rent auto pay
• The initial phases of the project are complete and hypercare ended on 12/21/23
  • Student Financial Solutions (SFS) offered extended hours 4:00pm-7:30pm and weekends 11:00am-7:30pm. During the extended support period, SFS answered over 4K cases and over 600 phone calls

Please Note: No further updates will be provided by the SIS Project team for the New TritonPay Project moving forward. Any relevant updates for the university community regarding the remaining phases of this project will come directly from Student Financial Solutions (SFS).

Transact for DES

The Transact for Division of Extended Studies (DES) Project implemented an integrated payment solution for the DES that ​simplifies the student payment experience, ​streamlines operations and ​creates a connected campus ecosystem. 

• The Transact for DES project went live on 09/21/23 
• $5M in payments processed as of 12/01/23
• DES saved about $90K in processing fees during the first quarter of implementation 
• At the end of December 2023 the team concluded the project hypercare and stabilization phase and formally closed the project

Please Note: No further updates will be provided in this newsletter for the Transact for DES Project moving forward. Any relevant updates will come directly from DES. 

To read more about any of the projects above and other ESR SIS projects please visit the SIS Ecosystem active work page (links to projects are at the bottom of the page). 

Upcoming Opportunities for Engagement

Want to learn more about any of the work happening for the SIS Project? The project’s change team has the following upcoming presentation planned: 

• Roadshow for Core SIS Project in Winter 2024 (date TBD)

The project’s change team will also be meeting with the following groups in the upcoming month:

• School of Social Sciences initial continuity planning discussion on January 11, 2024
• Halıcıoğlu Data Science Institute report remediation discussion on January 18, 2024
• School of Public Health on January 23, 2024
• Jacobs School of Engineering initial continuity planning discussion on January 23, 2024
• Division of Extended Studies (DES) Operations Forum on January 24, 2024
• Halıcıoğlu Data Science Institute initial continuity planning discussion on January 25, 2024
• Skaggs School of Pharmacy and Pharmaceutical Sciences initial continuity planning discussion on January 30, 2024
• School of Global Policy and Strategy on January 31, 2024
• Undergraduate Academic Advising Council (UAAC) on February 6, 2024
• Skaggs School of Pharmacy and Pharmaceutical Sciences on February 8, 2024

Not part of the above groups but want to meet with us? Reach out to us at esr-student@ucsd.edu; we’d love to meet with you and your team. 

The Change Team has open office hours on the first Thursday of every month from 1:00pm-2:00pm via Zoom. Our next office hours will be Thursday, February 1, 2024. If you have any questions or concerns about the project, please drop in to chat with us.