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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: August 15, 2018

Most Recent Project Update from the UM System office: August 15, 2018

Last month’s accomplishments (June 1- August 10, 2018):

  1. A final report based on the June 12, 2018 meeting was sent to Dr. Choi. Next steps and updates are below:
    1. Issue #1: Student Services Representation at UM.
      1. Begin discussions with System leadership to determine if a position should be added. If so, develop a job description and determine to whom the position will report.
      2. UPDATE: At this time, UM System does not feel this is feasible. However, Dr. Christine Holt, Chief of Staff at UM System, has been appointed as the official contact for the committee and will be able to assist the committee in efforts moving forward. The committee has also been asked to consider a committee structure that can satisfy this need.
    2. Issue #2: Reassessment and swap policies and practices.
      1. A “Date Alignment Task Force” has been established. Their initial focus will be on making recommendations on the alignment of add/drop dates and reassessment/refund dates. Along with aligning dates, there is a need to align practices. All universities would like to move to a 100% refund during the first week of classes.
      2. UPDATE: The first meeting was held on July 25, 2018. The recommendation was to align financial and academic milestones (MU’s model). Each campus will work on pulling data that will demonstrate the financial impact of moving to a 100% refund during the first week of classes.
    3. Issue #3: Return of Aid/Last Date of Attendance.
      1. EAS is investigating the University of Colorado Modification. They will also investigate whether there is delivered functionality in v9.2 of PeopleSoft.
      2. UPDATE: No delivered functionality is available within v9.2. EAS did investigate and found that they would need to change the grade roster page to add a “Last Date of Attendance” field, add PeopleCode to determine and enforce when that field is required, and create a UM table to track the data in order to implement the Colorado Mod.
      3. Next steps: EAS needs to have the SIS ERP committee determine if this modification is a high priority. The v9.2 upgrade will not happen until March, but this could be implemented prior to that if the need is great. If so, FA and Registrars develop more detailed specifications about how they want this to work. The Registrars will also need to communicate this change to all instructors, and FA will need to determine how they will retrieve the last date of attendance data.
    4. Issue #4: Summer Registration.
      1. The first step is to outline clearly what it would take for MU, S&T and UMKC to move to January for summer registration as well as reasons why UMSL could consider moving summer registration to March.
      2. UPDATE: The first meeting with this group was held on August 9, 2018. MU is investigating whether or not there is a fix within PeopleSoft that will allow MU, UMKC and S&T students to be term activated for the Summer Semester so that they can go ahead Status Template and enroll in summer courses. If not, discussions will resume concerning if the other campuses can move to a January summer enrollment.
    5. Issue #5: Differentiating Terms.
      1. Since a policy has already been developed by MU and vetted, the committee recommends that the other UM universities review and put into practice this policy on their campus. The committee also recommends that the policy become a Collected Rule and Regulation.
    6. Issue #6: Discontinue policy.
      1. At the time of the June session, non-degree seeking students at UMSL had to reapply each semester they wanted to take classes, which is an impediment to cross-campus enrollment. MU and S&T’s Discontinue procedure does not distinguish between degree seeking and non-degree seeking. UMKC is already in the process of treating DS and NDS the same.
      2. UPDATE: UMSL has begun to solidify the process of treating non-degree seeking students the same as degree seeking concerning term eligibility. UMSL’s Bulletin, which includes descriptions of undergraduate and graduate policies and programs, has been updated, websites are in the process of being updated, and communications are going out to advisors and academic units concerning this new business practice. UMSL is now in alignment with the other universities on this issue and will not discontinue non-degree seeking students each term, but treat their eligibility the same as degree seeking. This issue is now resolved.
    7. Issue #7: Data inaccessibility:
      1. The Directors within the functional areas would like to be able to access other UM universities’ data. This would cut down on inefficient communication strategies. The group suggested the development of a Memorandum of Understanding or confidentiality agreement that outlines who can have access and under what circumstances.
      2. The committee will began discussions and draft proposals of agreements between the campuses that will be ready by September 28.

This month’s work 

  1. Collect projected financial impact data from the individual universities needed for Provost updates and discussions specifically around moving to a 100% refund during the first week of classes.
  2. Determine if implementing the Colorado Mod is a high priority.
  3. Determine if term activation can resolve issues around cross-campus enrollment for the summer.
  4. Prepare a project charter related to scholarship management processes between financial aid and the academic units.
  5. The directors from the functional areas will meet to identify who within their areas should have access to the other UM institutions’ student data and provide use cases.
  6. Draft a charter for a committee that could assist in creating more connectedness between System and the administrative student support offices.

Upcoming Work

  1. Continue working on the remaining Leadership Processes not addressed by the Date Alignment Project
    1. IT Cost Investigations (retrieval and issues of deteriorating transcripts)
    2. Faculty and Department Impacts (Study Abroad processing, transfer rules, scholarship decisions)
    3. Cashiers and Financial Aid Alignment processes (sponsored students, 3rd party billing, manage service indicators)
  2. Phase 3 – Post CS 9.2 Upgrade Work (update will not occur until March 2019) This work includes:
    1. Functional Processes
    2. Functional and EAS Processes
    3. EAS Processes
  3. Phase 4 – Revisit Prioritization Matrix and start work on next round of the remaining processes; whether we start with the next in line of highest priority processes or evaluate the wasteful Quadrant 4 (Unimportant/ Inefficient) processes is yet to be determined; this will be determined during Phase 3.

Project Assessment

  • Schedule
    • Resource time constraints make scheduling working meetings further out than we’d like which slows down progress
  • Issues
    • Resource time constraints
  • Risks
    • Delays to CS 9.2 could impact Phase 3 start date
  • Resources
    • Engaged but bus

FAQ

Important Background Information about the SIS Project
  • The current version of PeopleSoft Student/Campus Solutions, 9.0 is going off support from Oracle, December 2019.
  • The subsequent version, Campus Solutions 9.2, will be supported by Oracle until 2027.
  • We must either move to another solution or upgrade Campus Solutions to 9.2 by December 2019.
  • The current feeling is that we would most likely be moving to a cloud solution at some point, but this is not set and is not necessarily the future.
  • If we were to go to a cloud solution, none of the options currently available are fully functional.
  • The amount of time it would take to move to a cloud solution would most likely take more time than is available for us to get to that solution before December 2019, even if they were fully functional.
  • The conclusion from the above is that we must prepare for and implement the upgrade to Campus Solutions 9.2.
  • A committee made up of representatives from the four campus and system are working on this have been charged with recommending a strategy to project sponsors (Campus Provosts) that defines a more user-friendly, standardized, state-of-the art Student System to meet the functional and reporting needs of end-users in a cost effective way while maintaining each campus’ brand and identity.
  • The committee is evaluating what the business functional and technical needs are today to see where/if we can make changes to prepare for the upgrade to Campus Solutions 9.2 as well as to prepare for and gather requirements and use cases for moving to the next solution after 9.2.
  • The committee will also make a recommendation as to what the direction might be after upgrading to 9.2.
  • There are no current plans to change the implementation structure of either the HR or Finance PeopleSoft systems; any recommendation or changes to the Student System could impact those systems and vice versa.
  • Final recommendations will be made by June of 2017.
What is a Student Information System (SIS)?
A student information system (SIS) is a management information system for education establishment to manage student data. Student information systems provide capabilities for registering students in courses, documenting grading, transcripts, results of student tests and other assessment scores, building student schedules, tracking student attendance, and managing many other student-related data needs in a school. A SIS should not be confused with a learning management system or virtual learning environment, where course materials, assignments and assessment tests can be published electronically.

https://en.wikipedia.org/wiki/Student_information_system

What is Enterprise Resource Planning (ERP)?
Enterprise resource planning (ERP) is the integrated management of core business processes, often in real-time and mediated by software and technology. ERP systems typically include the following characteristics: An integrated system that operates in (or near) real time without relying on periodic updates, a common database that supports all the applications, and a consistent look and feel across modules.

https://en.wikipedia.org/wiki/Enterprise_resource_planning

What are the priorities?
Priorities:

  • Determine which key components of a student information system, and related sub-systems,
    are most important to students and other internal constituencies.
  • Develop a documented approach to determine priorities based upon risk/security, student
    benefit, and long-term cost reduction.
What are the processes and policies?
Processes and policies:

  • Identify areas of commonality upon which we can develop consistent processes and policies.
  • Develop a business process analysis to identify common solutions in order to maximize
    efficiency and focus on outcomes.
What are the system requirements?
System requirements:

  • Identify requirements for a future system that is agile, incremental and capable of handling a
    “plug and play” approach to leverage current and future technology.
  • Identify a system or systems capable of adapting to the changing needs and demands of the
    campus communities.
  • Eliminate unnecessary customizations allowing us to reallocate resources to other areas.
  • Develop a plan for deploying the best-in-class security methodology.
How will data be managed?
Data management:

  • Develop an integrated data governance model that ensures consistency and accountability in
    decision-making, which will be enforced by a new Stewardship Committee.
  • Develop a model for a strategic-data system to generate desired information that is easily
    accessed and understandable for better-informed decision making
How is the project organized?