UCI’s SIS Project was featured on UCOP’s IT Blog.
As many of you know, UCI celebrated its 50th anniversary in 2015. The university has accomplished many milestones over its half-century lifespan, and continues to move forward as one of the top-tier public universities in the country; in fact, UCI was ranked first among U.S. universities under 50 years old—and seventh worldwide—in a report released in 2014 by “Times Higher Education.”
As UCI has continued to evolve and grow, its student administrative systems, developed over the past 40 years using now-outdated technology, have been pushed to the limits of their capabilities. These systems are essential to campus operations in the areas of Undergraduate and Graduate Admissions; Financial Aid; Registration; Student Financial Services; and Summer Session.
To read the full version, go here: http://cio.ucop.edu/uci-student-information-system-project/
From: Brent Yunek and Dana Roode
To: Officers and Administrators
Subject: Student Information System Update
The implementation phase of the Student Information System (SIS) replacement project started in January 2015. The new SIS, Ellucian Banner, is an integrated system that the campus will use in student admissions, enrollment management, financial aid, billing, and in related functions. It will replace a large assortment of current legacy applications.
The system implementation was expected to last approximately three years, targeting a rolling go-live from fall 2016 through summer 2017. Over the past several months, our project team of UCI staff and Ellucian consultants has dedicated significant effort reviewing detailed business processes and requirements.
After careful considerations of options, and discussions with the SIS Executive Steering Committee and SIS Advisory Committee, we have concluded that a schedule change is needed to ensure a successful SIS implementation. We are now targeting a rolling go-live from fall 2017 through summer 2018. The new schedule will reduce overall project risk and provide additional time for testing and training.
Like all major enterprise application projects, SIS replacement requires consistent and committed work and project activities are continuing at “full throttle.” We are pleased to have completed a large amount of detailed analysis and planning. We thank UCI and Ellucian project staff, as well as the campus community, for their continued dedication and support. We will keep you informed as the project progresses.
As a reminder, during project implementation, it is important to minimize changes to our existing systems to avoid costly duplicate efforts and to ensure focus on implementing the new SIS. A “moratorium” on changes remains in effect, and we have initiated a change-control process to accept and consider requests for changes that cannot afford to wait for the project to complete. Please see http://sisproject.uci.edu/moratorium for details.
Additional information about the SIS project is available at http://sisproject.uci.edu. If you have further questions, please contact Allison Tong, SIS Communications Lead (email@example.com/x4-4241), or either of us below.
Assistant Vice Chancellor, Enrollment Services
Chief Information Officer
After a lot of hard work by the UCI and Ellucian teams, the last few Change Requests were finalized through the Change Control Board at the end of July. That being said, the project team was able to finalize the Fit-Gap report, which contains the final disposition of the 324 RFP gaps and determines the baseline scope for the project. The Fit-Gap Report is a major milestone deliverable per the contract.
Below is a breakdown of the Change Requests that came through of the 324 RFP gaps (note: Not all 324 gaps necessarily equate to a Change Request; many of them were found to not be gaps or to be covered through another process or functionality):
Several SIS team members attended the annual Ellucian Live conference, held in New Orleans Louisiana, from April 12-15. The conference, which brought more than 8,000 Banner users from more than 1,000 institutions around the world, was a great opportunity for UCI staff to connect with the Banner community and learn how the software can be used to tackle some of higher education’s common challenges.
The team attended a host of sessions on Recruiter, Workflow, Banner Document Management and many more sessions to explore how Banner can support UCI’s processes and goals for students. Here’s some takeaways from our team that attended:
Chris Shultz: “Overall, I have to say that I was very happy to hear from a number of schools that they feel that they are in a partnership rather than a client/vendor relationship with Ellucian and that they have recently seen a conscience push on the part of Ellucian to modernize their solutions to meet schools new and developing needs.”
Dana Roode: “It was refreshing to hear a single company talk about so many of the technology and other challenges faced on a university campus—student success, analytics, difficulty/costs of managing ERPs, ERP ease of use issues, data integration, identity management, etc. They really seem to ‘get’ us.”
Elizabeth Bennett: “I came away with a better idea as to where I can focus my energies to help shape Banner functionality in the future, not just for Irvine but for the larger Banner community.”
Paul Lampano: “I liked that I was able to see what other schools have done with the Banner either with a workaround or a customization in addition to upcoming changes to products.”
The official SIS Project Kickoff was held on February 20, 2015, at the project space.
This event served as an opportunity to celebrate the start of the project and provide an overview of the Student Information System to approximately 100 UCI constituents, including deans, vice chancellors and directors. There was light refreshments provided as well as a formal presentation given by UCI Interim Provost Michael P. Clark; SIS Project co-owners Brent Yunek and Dana Roode; Project Director Steve Noh; and Ellucian Senior Vice President Mike Wallesen. After the event, the SIS Project staff participated in a fun team-building competition.
This was a great event to kick off the hard (but fun) work the project team has ahead of them on this initiative. View photos from the event here.
After Banner overview sessions were completed on Banner General; Catalog & Schedule; General Person & Recruiting; Admissions; General Student; Registration; Advising & Academic History; Accounts Receivable; and Financial Aid, the project team began the comprehensive Fit-Gap reviews for each of the functional units.
This Fit Review is a demonstration and discussion of requirements in the Fit Review Workbook as defined during the RFP process.
Ellucian and UCI conducted overview sessions during the first three project weeks covering topics such as enrollment, recruiting, and catalog and schedule. These sessions were designed to give the SIS Project team a deeper understanding of the product before entering into Fit-Gap, which is the process of comparing current business and technical needs as defined in the functional requirements with the structure that is available “out of the box” with Banner Student.
Read the official announcement from UCI Interim Provost and Executive Vice Chancellor Michael P. Clark here.
UCI conducted contract negotiations with the Apparent Awardee from July through November 2014.