July 16, 2008

1. July 16, 2008

2. What will you know at the end of this presentation? • Basic project information • Timeline • Process • Boulder representation • Communication paths • Conversion strategy • Technology and Feature information

3. What is our Mission? • The mission of the SIS Replacement Project (MetamorphoSIS) is to successfully replace CU’s current student information system, and its components, within budget and on schedule, taking advantage of new features and technology to improve services to students, faculty, staff, and others.  To achieve this mission, the Project must develop the knowledge and skills that staff will need to implement the system and to support it in the future.

4. What are the project objectives? • There are twelve of them • Refer to your handout for the specifics • Derived from pre-project meetings and town halls • Based on the project principles

5. Objectives • Implement a system that gives CU a single system of record for all students with the flexibility to accommodate distinct processes of campus offices to support different student populations and campus policies. Such a system will support the needs of undergraduate and graduate programs, professional schools, continuing education, and extended study programs.

6. Objectives • Minimize customizations to the system as much as possible. Consider modifications to the new student system only when they are required for compliance reasons or to support core functionality, or if it can be proven that the work cannot be accomplished by adjusting business practices, and that any modification significantly enhances the delivery of services to system stakeholders. Consider revising business processes and adopting best practices where appropriate. Take advantage of new features, technology, and opportunities in the system to improve service and enable more efficient operations. Enhance self-service functions for students and faculty while maintaining comparable levels of service found in the existing system.

7. Objectives • Improve inter-operability between SIS and satellite systems, in particular, more real-time inter-operability using industry standards.

8. Objectives • Provide University administrators with comprehensive data for planning and analysis, using both easy-to-use reporting tools and more sophisticated tools for analysis. Improve data quality and timeliness when and where possible.

9. Objectives • Develop the IT infrastructure for high availability and reliability, driving toward 24/7 availability, 365 days per year. Establish a cost-effective disaster recovery and business continuity program including processes, systems, and an off-site recovery facility.

10. Objectives • Develop robust documentation of business processes using a model and tools that allow for on-going updates to keep documentation current.

11. Objectives • Develop a robust training program that provides training at the right time for a given audience. Provide different types of training to suit different audiences and needs (web-based training, face-to-face training, just-in-time training labs). Find the appropriate balance of resources of campus experts and other experts to provide training. Develop training materials that can be sustained after the initial go-live period.

12. Objectives • Ensure that any significant changes to workload or shifts in workload are properly planned, budgeted, and staffed for success. Ensure that any functions that require increased training or effort from departmental staff are appropriately identified and supported.

13. Objectives • Implement the system using well-defined, proven methodologies and processes. Implement the necessary tools and support processes for thorough and effective testing and data quality. Make sure that key stakeholders at all levels and places at the University are appropriately engaged and informed about the Project.

14. Objectives • Establish processes and structures to enable cost-effective support after the Project end date. Bring forward best practices from the Project implementation into the on-going support and upgrade cycle.

15. What are the Project Principles? • Formal project management structure – includes project teams, advisory & steering committees, etc. • Inclusive governance – faculty, staff and students as well as campus administrators and executives. • Decision making at multiple levels. • Open and effective communications. • Balance between technology replacement and business improvement.

16. What is in scope? • 153 Business Processes in these functions: • Admissions/Recruiting • Student Records • Student Finance • Financial Aid • All campuses • Undergraduate • Extended Studies • Graduate • Professional Schools

17. What products are we implementing? • Campus Solutions (CS) • Customer Relationship Management (CRM) • Enterprise Performance Management, Campus Solutions Warehouse (EPM-CSW) • PeopleSoft Enterprise Portal • Oracle Fusion Middleware • Seibel Uniform Customer Model (UCM) for Master Data Management (MDM) • User Productivity Kit (UPK) • Degree Audit (DARS) • Hyland’s On-base Document Management System • Resource 25 (R25) for classroom management

18. How did we get here?

19. Go-Live Target Term and Dates • Customer Relationship Management Pilot (September 2008). Now “live” for CU Denver undergraduate programs and School of Nursing • Degree Audit, Fall 2008 on a phased roll-out, all campuses • Admissions and full deployment of CRM to all campuses, Summer 2009 • Financial Aid, January 2010 • Registration for Fall, April 2010 • Tuition Calculation and Billing, Summer 2010 • Full “go-live,” Fall 2010

20. What does that schedule look like?

21. Project Organization • SIS Executive Steering Committee • Vice Chancellors and Associate Vice Chancellors for Academic Affairs, Administration and Student Services • Vice Presidents for Administration, Budget and Finance, and Academic Affairs • Chair, Faculty Council • Chair, Staff Council • Project management team • SIS Project Advisory Committee • Student service directors, all campuses • Associate Deans • Institutional Research • Faculty Council representative

22. Project Organization • Campus Review Teams (at each campus) • Student services • Faculty Assembly representatives • Associate Deans • Technology • Institutional Research • Campus Liaisons • UCB – Barb Todd • UCCS – Steve Ellis • UCD – Kaye Orten, Teri Burleson, Ingrid Eschholz

23. What is the organization?

24. Project Organization • Special Interest Groups • Academic Administrators • Data Warehouse • System Architecture • Project Teams (project managers, student service experts, IT experts) • Admissions/CRM • Financial Aid • Student Finance • Student Records • Degree Audit • Application Programming • Document Management • Portals • Data Warehouse/Reporting • IT Infrastructure • Consulting Partner • Oracle/Ciber

25. Will data be converted? • We use an extract-transform-load process to ensure that we can map the data from SIS to the fields in Campus Solutions • Bio/Demo is in unit test (7/08) • Data Cleansing will occur via the MDM product • De-duplicated persons • Address and demographic data clean up • Must convert enough data to produce transcripts from pre-1980 to current, collect accounts, track financial aid for historical purposes. • Will have a data repository available for non-converted detail

26. What are the goals for Master Data Management? • Conversion Data Cleansing • Integration with systems that produce or consume “person” data • Integration with Campus Solutions and Human Resources, search match, and the duplicate prevention and data cleansing processes. • Integration with CRM, initially for prospect data, including search match and data quality. This will likely extend to additional “types” of people beyond prospects very quickly. • Ability to retain the various EMPLID/person ID schemes in various systems but have a single view in one location of all of the IDs by which a single person is known • Facilitate the possible replacement of campus systems that act as a hub or secondary data source for additional supplemental systems by enabling synchronization of person data to systems in need. • Ensure system of record rules are enforces for specific data types (e.g. UCB telecom system is the source of truth/system of record for campus phone number) • Blend with the ID Management strategy and the various provisioning strategies currently under consideration.

27. How are we going to do Reporting? • We bought the Campus Solutions Warehouse product that has somewhere around 1800 facts already held. • We will use Cognos as the Enterprise tool for some of our reporting from the warehouse. • The PeopleSoft architecture provides for inherent reporting capability via XML Publisher, PS Query, and a couple of older tools we’ll try to avoid such as SQR and Crystal. • The Reporting Strategy will be published to the broader community this summer.

28. What about the Portal? • We will implement the PS Enterprise Portal and associated Campus Solutions content, mostly vanilla • Where there is not delivered content or the content cannot be extended to meet our needs, we will build pagelets (aka channels) • One method for building transactional content is a BPEL/Flex design pattern that our architect, Kent Cearley, is prototyping • We are working through the design capabilities of the portal to ensure that we can create something as attractive and usable as we currently have. • The Big List of Everything is being pulled together to ensure baseline functionality is present. • Scope is due at the end of July.

29. What is the status of the Integration Strategy? • Kent Cearley has issued draft #2 to a limited peer group. • Focus on design patterns—5 so far • Utilizes the Oracle Fusion Middleware to the fullest degree, particularly the Enterprise Service Bus and Web Services Manager. • There are a lot of threads to untangle—previously used whatever technology would allow: warehouse, copies, downloads, some web services. New capability needs to be architected thoughtfully.

30. What ground did we cover? • Project information such as mission, objectives, principles • Project Scope • Products included • Go live timeline • Project Organization and Campus Involvement • Technology and feature strategies

31. Questions?