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.
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.
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.
Most Recent Project Update from the UM System office: November 1, 2018
Last month’s accomplishments (October 24 – November 20, 2018):
- A final report based on a full committee face-to-face meeting on June 12 regarding general date alignment was sent to Dr. Choi. Seven issues were identified, three of which have been resolved (No student administrative rep will be added at System at this time; all universities are using the framework developed by MU concerning differentiating terms; degree-seeking and non-degree-seeking discontinue policies are now aligned). Updates for three other issues are below:
- Reassessment and swap policies and practices.
- The recommendation made by the committee was to align financial and academic milestones (MU’s model). Each campus pulled data demonstrating the financial impact of moving to a 100% refund during the first week of classes. This would result in either no financial impact or a slight increase in revenues.
- The proposal was sent to Dr. Christine Holt; Provosts and CFOs will convene on a TBD date to fully discuss.
- Colorado Modification – Return of Aid/Last Date of Attendance.
- After reviewing the technical design specifications from Colorado, EAS estimates the time to implement to be ~20– 30 hours. This work could most likely begin in the December/January timeframe. However, prior to that EAS would need the campuses to collaborate and determine the complete functional specifications needed for this.
- A financial aid and registrar workgroup has been formed. They are working with their Provost offices to identify faculty to work on this. The technical change will change faculty processes.
- Summer Registration.
- The committee recommendation was to term activate MU, UMKC and S&T students for the Summer Semester so that they can enroll in UMSL summer courses.
- Term activation will be used as a short-term solution (summer enrollment 2019); however, leadership wants the committee to continue working on what would be required to move to January enrollment at all four universities.
- The committee provided Dr. Holt with documents outlining the pros and cons of term activation and January enrollment. This will be discussed at the joint CFO/UMAO meeting.
- Reassessment and swap policies and practices.
- A survey was developed and sent (11/5/18) to other universities to identify potential best practices around several financial aid and cashiers processes (see below).
- Financial aid disbursement
- Packaging and repackaging of financial aid
- Refund and reassessment policies
- Non-payment practices/policies
- Scholarship management
- Processing PLUS loans
- Reviewing suspended ISIRs
- 3rd party or sponsored billing
- Deteriorating transcripts. Most of the universities have independently worked to address this issue, but they haven’t been completely successful. They have different processes and technologies that are not well documented. A workgroup was convened to create a sustainable and aligned digitization of transcripts process. This project will be led by JoAnn Looten, Director of Records Management with project management provided by Mary DeFroy.
- Additional items noted in the “Latest Accomplishments” section.
This month’s work:
- Data from the survey sent to other Financial Aid and Cashier offices will be analyzed and shared with the committee. A report will be sent to survey respondents. Results will help drive process changes; results may also indicate that UM is currently employing best practices where possible.
- A year-end report is currently being prepared for Dr. Choi. The report will provide details about the current status of all processes identified during Phase I of the SIS ERP project, with emphasis on processes requiring input and decisions from senior leaders (i.e., Provosts and CFOs). The report will be finalized by December 24, 2018.
- Specific projects that will be undertaken/ongoing:
- Deteriorating transcripts
- Next steps with implementing OCR technology
- Colorado Modification – technical specifications and process changes
- Phase 3 – Post CS 9.2 Upgrade Work (update will not occur until March 2019). Making technical changes to the current version of PeopleSoft would not make sense given that these changes could then be outdated with the 9.2 upgrade. This work includes:
- Functional Processes
- Functional and EAS Processes
- EAS Processes
- Choi has asked that recommendations regarding senior leadership processes identified through the SIS ERP project be implemented by December 31, 2018.
- Resource time constraints.
- Competing initiatives. The committee recognizes the importance of this System initiative, but are tasked with working on university driven and unit initiatives as well. While the initiatives are not misaligned, these initiatives compete for their time.
- The project is currently under-resourced as one of the project managers is on leave.