While we are working to implement a comprehensive, new UCI Student Information System, it is important to minimize changes to our existing systems. Any changes made to current systems must also be made to the new system, which would increase scope and add to project risk. In addition, the time required for staff to make modifications would be better spent working on the SIS replacement project.
Coinciding with the SIS implementation start up in early 2015, we will be implementing a “moratorium” on changes to the existing SIS. The moratorium will exclude changes that are mandated by law or policy. The department heads in each area will determine whether a change is mandated or optional.
We are defining a “change” as any software modification or other request that requires more than a few hours of programmer or other staff time to complete.
We are implementing “Change Request” process to consider requests for SIS changes that are not mandated but are still compelling. This process starts by submitting a formal request using the Legacy System Change Request Form.
Submitting the Change Request Form
Upon completion of the Change Request form:
- Submit the form by email to the department head of the unit responsible for completing the request.
- When the Change Request form has been reviewed by the CRR committee, you will receive notification by email with the results of the review.
Please review the information below before submitting your Change Request.
Changes allowed without approval:
- Federal, State, or UCOP compliance
- UCI Policy compliance that cannot be deferred for implementation in the new SIS
- SIS changes needed to fix inoperable or inaccurate existing code that is required to do business (bug fixes)
- SIS changes required to complete implementation of UCI’s new accounting system or UC Path
- Ad hoc request for data that do not require significant programming and/or setup.
Changes that require approval:
- Any SIS enhancement that does not meet the criteria for bypassing the approval process.
- Ad hoc requests that do require significant programming and/or setup.
Change approval process:
A “Change Request Review” (CRR) committee has been established that will meet monthly to consider requests. The membership of the committee comprises department heads from the functional units and Information Technology representation.
- A Request for Change form is submitted to the department head responsible for fulfilling the request.
- The department head will add a cost/time estimate to the Change Request form financial impact section.
- The CRR committee will review the change request based on university goals, scope of campus impact, cost savings, and other relevant factors.
- The CRR committee may ask to meet with the requestor to receive additional information.
- The CRR committee will approve or deny the Change Request.
A Legacy Systems Change Appeals committee will meet periodically to consider requests denied by the CRR committee that the requestor believes are absolutely essential.
- The requestor can appeal a denial of their change request through a member of the Appeals committee. They should submit their original Request for Change form, an email indicating their request was reviewed and denied by the CRR committee and any other pertinent information the requestor deems important to explain the situation.
- The Appeals committee will review the request for change.
- The Appeals committee may ask to meet with the requestor to receive additional information.
- The Appeals committee may ask for input from senior campus management.
- The Appeals committee will approve or deny the Change Request. No further appeals will be considered.
The Change Request Review committee is comprised of the following positions:
- Director of Admissions or Designee
- Director of Financial Aid or Designee
- Director of Financial Services and Central Cashier or Designee
- Dean of Graduate Division or Designee
- Registrar or Designee
- Summer Session Designee
- Assistant Chief Information Officer
- Director of Enrollment Services IT – Committee Chair
The Appeals committee is comprised of the following positions:
- Assistant Vice Chancellor Enrollment Services
- Chief Information Officer
- Dean of Undergraduate Education
- Academic Senior Management Representative.
Questions about this process may be directed to Carmen Roode, Director, Enterprise Applications or any of the individuals listed above.