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: August 15, 2018
Last month’s accomplishments (June 1- August 10, 2018):
- A final report based on the June 12, 2018 meeting was sent to Dr. Choi. Next steps and updates are below:
- Issue #1: Student Services Representation at UM.
- 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.
- 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.
- Issue #2: Reassessment and swap policies and practices.
- 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.
- 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.
- Issue #3: Return of Aid/Last Date of Attendance.
- EAS is investigating the University of Colorado Modification. They will also investigate whether there is delivered functionality in v9.2 of PeopleSoft.
- 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.
- 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.
- Issue #4: Summer Registration.
- 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.
- 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.
- Issue #5: Differentiating Terms.
- 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.
- Issue #6: Discontinue policy.
- 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.
- 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.
- Issue #7: Data inaccessibility:
- 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.
- The committee will began discussions and draft proposals of agreements between the campuses that will be ready by September 28.
- Issue #1: Student Services Representation at UM.
This month’s work
- 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.
- Determine if implementing the Colorado Mod is a high priority.
- Determine if term activation can resolve issues around cross-campus enrollment for the summer.
- Prepare a project charter related to scholarship management processes between financial aid and the academic units.
- 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.
- Draft a charter for a committee that could assist in creating more connectedness between System and the administrative student support offices.
- Continue working on the remaining Leadership Processes not addressed by the Date Alignment Project
- IT Cost Investigations (retrieval and issues of deteriorating transcripts)
- Faculty and Department Impacts (Study Abroad processing, transfer rules, scholarship decisions)
- Cashiers and Financial Aid Alignment processes (sponsored students, 3rd party billing, manage service indicators)
- Phase 3 – Post CS 9.2 Upgrade Work (update will not occur until March 2019) This work includes:
- Functional Processes
- Functional and EAS Processes
- EAS Processes
- 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.
- Resource time constraints make scheduling working meetings further out than we’d like which slows down progress
- Resource time constraints
- Delays to CS 9.2 could impact Phase 3 start date
- Engaged but bus