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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: June 7, 2018

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

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

  • Date Alignment project
    • Met with Financial Aid and Registrars to identify which dates can be aligned. This concluded meetings with all functional areas (Admissions, Cashiers, Financial Aid, and Registrars).
    • These discussions helped identify additional operational dates; provided context about the importance of each date and the relationship to other dates; highlighted the need to bring the four functional areas together to make informed recommendations; and emphasized the need to have a clear goal in mind (e.g., facilitating cross-campus enrollment) when considering date alignment.
  • IT Cost Investigations (Ben Canlas lead)
    • OCR technology
      • Questionnaire responses, transcript volumes and user account needs have been sent to Hyland (OCR vendor). This provided Hyland the information they need to generate cost estimates.
      • Cost estimates from the 2015 investigations into OCR have been sent to Gary Allen.
    • Deteriorating Transcripts
      • JoAnn Looten, Director of Records Management for UM, has been contacted and is aware of the need.
    • Impacts on Department and/or Faculty
      • A charter was finalized regarding the course proposal process for Study Abroad at MU (see below for details about importance of this to the SIS ERP).
    • An updated report was prepared for Dr. Choi and sent May 9, 2018. A meeting was held to discuss the report. The following were identified as high impact projects:
      • Alignment of key academic and operational dates.
      • Redesigning scholarship management processes (e.g., load department decisions, liaison with AUs for scholarship awards).
      • Continued investigations into optical character recognition software with cost estimates.
      • Examination of each campuses’ residency processes.

This month’s work (June 1-June 30):

  • The Directors from all the functional areas will convene on June 12. Through the discussions with all functional areas, it has become clear that it will be necessary to decide, with all four functional areas, which dates are key (which is dependent upon the goal of alignment, e.g., facilitating cross-campus enrollment), what issues exist that make date alignment difficult, management strategies for the issues, and next steps. The meetings’ outcomes will be shared with Dr. Choi by June 22.
  • IT Cost Investigations. JoAnn Looten will attend a standing Student Records meeting to determine current state of the transcripts – storage location, what climate control is in place, etc.
  • A project commenced on June 5 with the goal of redesigning the course proposal process for Study Abroad at MU. During the initial phase of the SIS ERP project, Cashiers at MU noted that because Study Abroad is not centralized (some academic units have their own Study Abroad programs), information may not be consistent, which includes information about fees related to Study Abroad. The Study Abroad course proposal process begins with learning the basics of study abroad, which necessarily includes cost. The project facilitator will ensure that costs become a point of discussion during the project and will consult with MU Cashiers as needed.
  • Using the specific outcomes from SIS ERP Phase I outcomes regarding scholarship management, a project charter will be drafted and shared with the financial aid directors so that work can commence on redesigning processes related scholarship management.

Project Assessment

  • Schedule. Having priority projects with expected deadlines is helpful. To maintain this, it will be necessary to meet regularly 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
  • 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?