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The Future of the Student Information System (SIS) Enterprise Resource Planning (ERP) Initiative

The Strategic Project Management Office of the University of Missouri System, in cooperation with the four campuses, is planning the future of UM’s Student Information System (SIS) Enterprise Resource Planning (ERP). Check below for the most recent project status update and for Frequently Asked Questions about the SIS ERP.

Vision
The “Missouri Model” will be a framework for a student information system that promotes student success and facilitates lifelong learning from the prospective student through alumnus while recognizing unique student populations.

Goal
Define and develop a scalable, adaptable, and sustainable integrated system of software, tools, and common practices that meet the critical needs of the University of Missouri System as a whole and each campus individually.

UM System Project Contact

Campus Project Contacts

Page Last Updated: May 7, 2018

Most Recent Project Update from the UM System office: May 7, 2018

Last month’s accomplishments (April 1-April 30):

  • The following tasks were accomplished for the Date Alignment project:
    • All academic and operational dates were identified within Admissions, Cashiers, Financial Aid and Registrars along with the rationale for the dates.
    • All offices were asked to identify which dates could be aligned considering whether or not alignment would: 1) impact the student experience around cross-campus enrollment and course sharing; 2) positively impact compliance or Systemwide reporting; 3) enable getting to one instance of the SIS and 4) enable a shared services model.
      • Cashiers.
        • Align: Billing Dates, Due Dates Fall Semester, Due Dates Spring Semester, and Grace Periods.
        • Further discussion needed: Due Dates Summer Semester, Cancellation Dates and Refund Dates (with Registrar).
      • Admissions.
        • The deadlines for Admissions are generally rolling; no hard deadlines.
        • Will be willing to align dates if Admissions is moved to a shared services model.
  • The following tasks were accomplished for IT Cost Investigation related processes.
    • Staff from Admissions, Cashiers, Financial Aid, and Registrars met with representatives from Highland, who own Perceptive Content (ImageNow). Highland also owns Brainware, an OCR product.
      • Key points:
        • The focus of the discussion was on transcript processing for admissions purposes but other processes within SIS, HR and Finance could be managed with the technology.
        • UM could have individuals trained to build out the processes; vendor does not need to do this for UM. Training will be required for UM staff.
        • Other institutions using this technology are repurposing staff once they no longer need to have them entering data manually.
        • The University of Arkansas is a client and we could speak with them about their experiences.
    • AcademicWorks versus home grown system for scholarship processing.
      • S&T, UMKC and UMSL are now using AcademicWorks and MU is using a home grown system.
      • Both systems are providing the campuses what they need. The modification needed by MU uses very little technical work so moving away from that would not buy the team resources and for MU, the cost would be significant to move to AcademicWorks for MU.
      • At this time, the decision made is to make no changes to the scholarship management systems.
  • Impacts on Department and/or Faculty.
    • A project charter is being written at MU related to Study Abroad. The focus of the project is moving the current course proposal process from one that is paper-based to online. While this project is not directly connected to issues identified during the initial SIS ERP effort, there are plans to include more transparent fiscal information to the project scope to ensure that problems uncovered by MU’s Office of Cashiers during the initial SIS ERP effort will be alleviated. Input has been requested from MU Office of Cashiers to include within the project charter.
  • A report describing the full project’s progress was submitted to Dr. Choi for the April 12-13 Board of Curators Meeting.

This month’s work:

  • Date Alignment project
    • Meet with Financial Aid and Registrars to identify which dates can be aligned. Particular dates will require input from multiple offices simultaneously.
    • Write recommendations for which dates to align that includes date recommendations and when the changes could be implemented.
  • IT Cost Investigations (Ben Canlas lead)
    • OCR technology
      • Discuss outcomes of April 20 meeting with attendees. Determine if the product could meet the needs of the SIS ERP committee.
      • Speak with University of Arkansas about their experience with the vendor and the project. The focus will be on implementation and technical questions.
      • If the product meets our needs, a procurement effort will be initiated.
    • Deteriorating Scholarships
      • Ben Canlas will speak with records management SMEs to determine if retention policies exist and if so, determine if they need to be revisited.
      • Plan for the transference of microfiche to electronic records or another existing solution.
  • Impacts on Department and/or Faculty
    • Officially convene the Study Abroad team and begin work at MU.
    • Other faculty/department-related projects will convene this summer.
  • Financial Aid and Cashiers Alignment processes will be examined beginning in the summer, extending into the fall of 2018.
  • An updated report will be prepared for Dr. Choi and sent by May 9, 2018.

Project Assessment

  • Schedule. No completion date has been identified. This will require discussions with the project sponsors.
  • The full task force and smaller teams assigned to take on the projects will likely need input and direction from leadership groups such as the IFC, CFOs, Chancellors, Provosts, etc. Some of those groups do not meet frequently and it can be difficult to find the time necessary because of their schedules. Strategies will need to be developed to do this and possibly expedite decision-making.
  • There are many efforts underway at the System level and on the campuses that potentially impact this effort, or vice versa. We will need to rely on leaders to help identify those connections so we are effectively using our resources.
  • With only a facilitator and one project manager, it may only be possible to tackle 2 possibly 3 efforts at one time. If this is acceptable, the project is resourced appropriately.

FAQ

Important Background Information about the SIS Project
What is a Student Information System (SIS)?
What is Enterprise Resource Planning (ERP)?
What are the priorities?
What are the processes and policies?
What are the system requirements?
How will data be managed?
How is the project organized?