September 7, 2016 Presented by Celeste Boudreaux, Assistant Vice Provost for Academic Affairs, Rice University

Brief Recap Replacing current Faculty Information System (FIS) Project started in March 2014, with initial funding from Office of Research Faculty feedback about old system collected Deans interviewed about desirable features Focus group, comprised of faculty and administrative staff, reviewed products on the market You may ask………………………………………….

Why do we need a new FIS?

This is the old FIS. Any questions? The current, homegrown FIS, which is 12 years old, is on a server that is out of warranty and no longer supported. Its code is also seriously outdated and we are already losing some of the reporting functionality. This is the old FIS. Any questions?

Promises to the University Build a robust system that makes sense Integrate with other systems as much as possible Consolidate information move away from siloed shadow systems Facilitate strategic decision making provide cleaner, more easily accessible data Support the research enterprise Promote faculty accomplishments and collaboration

Promises to Faculty Have solid reasons for every piece of information collected Create an intuitive and user friendly system Bring in data as much as possible from other systems Perform vast majority of the work of cleaning up and migrating legacy data on faculty’s behalf

Milestones Last Senate report, Nov. 2014, focus group had narrowed selection to 2 finalists New CIO and Provost, with ITEC, participated in Aug. 2015 decision: Thomson Reuters’ Converis Pilot with Chemical & Biomolecular Engineering and School of Architecture, Feb. 2016 ITEC = Information Technology Executive Committee

Milestones Last Senate report, Nov. 2014, focus group had narrowed selection to 2 finalists New CIO and Provost, with ITEC, participated in Aug. 2015 decision: Thomson Reuters’ Converis Pilot with Chemical & Biomolecular Engineering and School of Architecture, Feb. 2016 Usability tests conducted throughout configuration period FARIS: Faculty and Researcher Information System ITEC = Information Technology Executive Committee  Thank you! 

Sponsors & Steering Committee Executive Sponsors Marie Lynn Miranda Provost Paula Sanders Vice Provost for Academic Affairs Yousif Shamoo Vice Provost for Research Klara Jelinkova Chief Information Officer Steering Committee Celeste Boudreaux, Project Manager Assistant Vice Provost for Academic Affairs Randy Castiglioni Associate Vice President, Administrative & Enterprise Systems & Services (IT) Lisa Spiro Executive Director of Digital Scholarship Services, Fondren Library William Turner Assistant Vice Provost for Research

FARIS Faculty Advisory Group Mike Byrne PSYC Professor Susan Cates BIOS Asst Chair, Lecturer Andrew Colopy ARCH Asst Professor Louma Ghandour OFD Director Kathy Matthews BCB Professor, former Dean Caleb McDaniel HIST Assoc Professor Don Morrison PHIL Professor Matteo Pasquali CHBE Professor Edith Reed ENGR Asst Dean Michael Schweinberger STAT Asst Professor Evan Siemann BIOS Professor, Assoc Vice Provost Lora Wildenthal HIST Professor, Assoc Dean

Examples of faculty input Advised on structure, arrangement, and nomenclature of activity categories Suggested/edited text for context sensitive help Provided input about what kinds of information are significant in their fields Debated and made recommendations on processes such as annual reports, P&T, including students in system, counting crosslisted courses and courses with multiple instructors, etc.

Timeline Project start, Sept 2015 Go Live, Nov 8, 2016 Phase 1 Pilot Phase 2 Configuration/Rollout Phase 3 Additional Features Project start, Sept 2015 Go Live, Nov 8, 2016 Annual Reports in FARIS, Jan-Feb 2017 Project end, July 2017

Parallel Rollout Plans Sept 2016 Nov 2016 Oct 2016 Dec 2016 Jan 2017 Feb 2017 Mar 2017 Apr 2017 May 2017 Annual reports track Configuration, testing, feedback Training, support When FARIS goes live on Nov. 8, we begin school-by-school training outreaches, with training and support efforts heaviest during Jan-Feb, annual reports season.

Parallel Rollout Plans Sept 2016 Nov 2016 Oct 2016 Dec 2016 Jan 2017 Feb 2017 Mar 2017 Apr 2017 May 2017 Annual reports track Configuration, testing, feedback Legacy data cleanup/migration Data verification (department by department) Training, support At the same time, part of our team is focused on cleaning up and migrating legacy data. As we complete a department, we will ask each faculty member to review their own data. If there are changes to be made, we will work with staff or faculty on making the edits. Notice that this effort will still be going on at the time that annual reports are due, but it will be completed by the end of the spring semester. Legacy data track

Go-Live Communications Presentations Email Blasts Sept 1: Dean’s Council Sept 7: Faculty Senate Sept 14: Assistant Deans Sept 20: Department Chairs Sept 5: To faculty Sept 5: To academic staff Oct 24: Reminder to both You can help us spread the word! We’re happy to visit faculty meetings, etc. Also, we will be inviting select department administrators to participate in a staff focus/ testing group, Sept-Oct 2016. Web Info Aug 25: Announcement on old FIS login page Background info on VPAA website

? Any s? More details at: http://vpaa.rice.edu/ Questions to FARIS@rice.edu ? Any s?