Student Information System(SIS) Readiness 11/11/2018

Overview What will we accomplish? Next Steps Why are we here? UF is modernizing faculty and student services Understand impacts to your business needs Involve you in the modernization program What will we accomplish? Business Process Analysis(BPA) Documented data needs – reporting, student master data Inventory of secondary systems - interfaces, conversions Next Steps Develop an action plan

Student Data Governance Master Data Management—MDM Student Information System—SIS Staged releases based on the student life cycle: Academic Structure; Admissions; Enrollment/Registration/Room Scheduling; Advising/Student Records; Student Financials; and Financial Aid Project begins January 2016 and is expected to continue through end of Fall 2018 CRM Constituent Relationship Management First CRM Release August 2016 Learning Eco-System CRM Releases Will Continue Moving Forward Learning Eco-System Work Is Ongoing Application/Processing Undergrad: August 2016 (Graduate: August 2017) First SIS Release ONE.UF SIS and CRM releases as well as certain aspects of the Learning Eco-System will be available as self-service functions via ONE.UF myUFL SIS releases will be accessed via myUFL (replacing ISIS and other systems) Reporting/Analytics Updated and integrated reports and analytics will be deployed

Student Information System(SIS) Replace the current student system (ISIS) with a third-party vendor product (PeopleSoft Campus Solutions) that will be better suited to meet the needs of the university’s undergraduate, graduate and professional students, faculty, and staff. Three year project starting in January 2016

Student Information System(SIS) Campus Community Admissions Student Records Degree Audit Academic Advising Financial Aid Student Financials Campus Community – Bio Demo, SEVIS, 3Cs (communications, checklists, comments), Service indictors/holds Admissions – Maintenance of admission prog plan stack, interfaces to CRM and College Net Student Records- Curriculum management, enrollment history, grading, graduation Degree Audit Academic Advising – Advisement reports, requirements Financial Aid - ISIRs, Awarding/Packaging, Loan Management, Disbursement Student Financials – Billing, cashiering, item types

Admissions Improve the college admission application process for all students by implementing a platform of online tools that streamline the experience of planning for and applying to college. The online tools will change the process of applying to college over the course of an applicant’s high school career, reducing the unfamiliarity of the application. Two Ways to enter an application: College Net(Graduate) and the Coalition Application(for Undergraduate and Transfer) Some colleges use specialized applications such as CAS for the College of Nursing. These will be uploaded into the systems of record.

Master Data Management(MDM) Ensure that student data is of sufficient quality to meet university objectives. Identify, characterize, and classify student data. In addition, group students based on shared attributes. Provide the means to ensure that student master data is managed in a manner that improves data quality. Standardize data and reduce data anomalies

Student Data Governance Implement data governance that ensures student data is managed consistently. Provide the human ingredient necessary for successful master data management. Enable the business stakeholders of the university to take active responsibility for governing and stewarding data, with support from UFIT.

ONE.UF Replace current student and faculty self- service in ISIS with a consistent, integrated, and intuitive user experience. ONE.UF will aggregate commonly used functions into one site accessible by mobile, tablet, or desktop devices. One.uf.edu – Schedule of courses currently in Beta

Constituent Relationship Management(CRM) Replace the existing systems that are used to manage prospecting and recruiting activities. Streamline processes that are managed in different systems. Centralize data and consolidate processing for each prospective student throughout the prospect to admission cycle. Focus on retention. Some areas are using Salesforce in different capacities today. Coincide with admissions appication

Learning Eco-System Content LMS – Learning Management System Data and Analytics Content – Faculty, Quizzes, Linkages LMS – CANVAS Integrations Video – Enable adaptive learning Data and Analytics – Tagging Content UFIT is piloting different software/vendors for potential solutions Use Lightboard to make this attractive to students

Business Process Analysis(BPA) Identify and document business processes impacted by the modernization program. Determine the inputs, outputs and subject matter experts. Classify business processes to align with program solutions – SIS, CRM, MDM, etc. Model future state business processes. Choose a known process and develop the business process flow in Visio. This will be utilized as a model for documenting all business processes. Some colleges are already under way.

Data Needs Reporting Secondary Systems and Manual Processes Document report type, subject area, audience, data elements, data source, etc. Secondary Systems and Manual Processes Identify third party, manual processes, or homegrown systems being used. Determine high level requirements of interfaces and conversions. Master Data Identify student data elements managed by your area – enriched student data Frequency Inbound vs. outbound Owner

Next Steps Action Plan Dan Moran(d.moran@ufl.edu) Resources Schedule Business process analysis Data needs Schedule Dan Moran(d.moran@ufl.edu) Third party resource to lead follow up sessions 15 years of implementing student systems

Questions?