SIS Project: What You Should Know (September 2023)

Key Project Milestones and Progress

Here's a quick summary of what's happened on the SIS project since August's newsletter. You can watch the two-minute video summary or review the bullets below. If you have questions or would like more information about any of the following projects, please reach out to us at esr-student@ucsd.edu. 

Core Student Information System (SIS) Selection

• Project sponsor, Executive Vice Chancellor Elizabeth H. Simmons, is reviewing the vendor selection recommendation presented by the SIS Governance Committee and vendor reference checks are being completed
  • Governance will issue a campus notice announcing the vendor selection once the above has been completed
• Change management team is continuing to work on the following in preparation for project kickoff:
  • Assessment of readiness to start the project
  • Identifying implementation team members
  • Establishing steering and advisory committees as well as a change coalition

Student Financial Planning (SFP)

The SFP implementation team has been hard at work this past month on the following items:

• Continuing testing for College Financing Plan (CFP) output
• Testing of CFP Interfaces with UCApply and Slate
• Engaging with the quality assurance (QA) team to develop test cases

Financial Support and Payments Tool (FSPT)

The FSPT project is focused on improving the graduate student funding processing. The current work for the project includes:

• Accelerating application detailed design and development
• Working on interfaces needed for FSPT to connect to other systems

Curriculum Management 

• The team partnered with the Office of Operational Strategic Initiatives (OSI) who facilitated project Implementation Team and Advisory Committee team building, with focus on roles and responsibilities, project structure and tools
• Change management team continues working to establish the steering committee
• Readiness assessment to confirm project start is underway

Report Remediation

• Team members have collected initial feedback from a small group of QueryLink report superusers but are pausing meetings until after the start of the fall quarter
• The team continues to remediate reports currently used by the Colleges with ongoing user acceptance testing as reports are developed
• Meetings with divisions, schools, departments and units continue to take place to discuss the future state of reporting, the remediation process, as well as clarifying roles and responsibilities of report developers and consumers in the future state
• The team is meeting with the Division of Extended Studies (DES) to conduct further analysis on the DES report inventory and develop future state

Student Finance

• Students and authorized payers are successfully using the new TritonPay 
  • There has been about $5.7M paid in 6,871 transactions
  • Pending aid is now available (as of 8/29/23) to be viewed in the system 
  • eBills are now available (as of 09/06/23)
• The Transact for DES Phase 1 went live at the end of August 2023
  • Phase 1 includes Slate integration (for application fees checkout) and the DES International Programs (IP) storefront (for other IP fees)
  • Phase 2 Go-Live, with which all remaining features will go live for DES, is planned for September 2023

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 Fall 2023 or Winter 2024 (date TBD)

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

• Scripps Institute of Oceanography report remediation discussion on September 20, 2023
• Division of Extended Studies (DES) Operations Forum on September 27, 2023
• Vice Chancellor Student Affairs Leadership Team on October 10, 2023
• School of Global Policy and Strategy report remediation discussion on October 11, 2023

Not part of the above group 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, October 5, 2023. If you have any questions or concerns about the project, please drop in to chat with us.