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Leaping Forward:. Positioning Yourself for a Successful System Implementation. The Pennsylvania State University Dawn Boyer, ITS Carol Findley, OUR Melanie Schuster, ITS. ISIS History. Electronic Data Systems (EDS) Went Live in 1983 with Admissions

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Leaping forward

Leaping Forward:

Positioning Yourself for a Successful System Implementation

The Pennsylvania State University

Dawn Boyer, ITS

Carol Findley, OUR

Melanie Schuster, ITS


Isis history

ISIS History

  • Electronic Data Systems (EDS)

  • Went Live in 1983 with Admissions

  • Considered “State of the Art” System at the time

  • Built to reflect processes and University structure in early 1980s


State of the art

“State of the Art”


What is isis

What is ISIS?

  • From Penn State Newswire, March 21, 2013

  • ISIS is integral to the work and academic needs of tens of thousandsof Penn State community members daily. Not only is ISIS used to manage billing, student aid awarding, course scheduling, transcripts, and student records for Penn State students from admission through graduation, but it is also the backbone for eLion, Penn State's Web-based system for students, advisers and faculty.


Elion background

eLion Background

  • Web-based application (portal)

    • Students (Current and Former), Advisers, Faculty, Parent/Other

    • Access to Information and Services

  • Web front-end to legacy SIS

  • Timeline

    • 1994 – Project Team Formed

    • 1996 – Prototype Release

    • 1997 – Production Release


Elion student

eLion Student


Isis statistics

ISIS Statistics

  • Some brief statistics

    • 23 Campus locations, including World Campus

    • 96,000Students University Wide

    • 1 Medical and 2 Law Schools

    • 21,000Degrees awarded per year

    • 1,839 unique student batch procedures

    • 17,000batch student procedures run per month

    • 500,000emails sent out in last 180 days

    • 11,000 file transfers in/out per month.

    • 5000+unique report definitions in our electronic document system


Isis current interfaces

ISIS Current Interfaces

Schreyer Honors

College

Central Person Rep.

Univ. Outreach

Grad School

iTWO

(Data WH)

GI Services

Degree Audit

Dickinson Law

Hershey Medical

Global Pgms

Student Aid

Univ. Libraries

Student Affairs

Sched. of Courses

Budget Office

MyPenn State

ANGEL

Bursar

eISIS

Registrar

STROBE

EASIS

Ug Adm

eLion

eSteward

CSRS

CACTUS

EIS

Engineering

ISIS

Database

Database

Database

8


Psu unique functionality

PSU Unique Functionality

  • Undergraduate Admissions Decision Process

  • eSteward (Donor gift stewardship)

  • SRTE (Student Rating of Teacher Effectiveness)

  • Early Progress Reporting

  • Loan Processing

  • The Graduate School Application/GRADS

  • Automated Collection Process


Option a do nothing option b rebuild isis option c open source option d purchase a vendor sis

Build vs. Buy

Option A – Do Nothing

Option B – Rebuild ISIS

Option C – Open Source

Option D – Purchase a vendor SIS


Leaping forward

Build vs. Buy

Each option was evaluated using

Technical skills of IT staff

Skills of functional staff

Viability of current technology & architecture

Functional capability of current software

Risks and benefits


Leaping forward

Build vs. Buy


Leaping forward

Benefits of Buy

Modern System

Faster access to new functionality

Software compliance with federal regulatory requirements

Vendors constantly enhance their products

Support the needs of distance and continuing education learners


Business process review

Business Process Review

  • Mapped Current Processes

  • Defined Future State Processes

  • Goals

    • Reduce number of steps in a process

    • Reduce/Eliminate duplicate tasks

    • Reduce time/effort to complete task

    • Increase accuracy and quality

    • Increase user satisfaction

    • Ensure consistency


Future state registrar examples

Future State –Registrar Examples

  • Non-Degree Enrollment – one entry point for all types

  • Registration – integrate with student plan, degree audit, and course schedule; shopping cart functionality; prereq checking; waitlisting

  • Re-enrollment – incorporate workflow in evaluation process

  • Holds – alerts within Student Portal


Policy review

Policy Review

  • Engaged Faculty Senate

  • Faculty Focus Groups

  • Evaluating current policies

  • Process to expedite policy changes

  • Examples

    • Academic Drop Policy

    • Course Scheduling Policy

    • Hold Policy


Leaping forward

Request for Proposal (RFP)

Goal - acquire and install a new Student Information System that supports Penn State’s traditional brick and mortar and World Campus student services for the next 15 years or more.


3 parts software vendor rdbms systems implementation partner

Request for Proposal (RFP)

3 Parts :

Software Vendor

RDBMS

Systems Implementation Partner


Leaping forward

Guiding Principles

Inclusive process

Vanilla implementation

University System

Opportunity for change

Utilize best practices

Enable consistency

Things will be different but better

Will not achieve perfection


Project staffing psu and implementation partner

Project StaffingPSU and Implementation Partner

  • Project Management team

  • Functional Area teams

    • Cross-Module Functions

    • Recruiting & Admissions

    • Records & Enrollment Advising

    • Student Aid

    • Bursar

  • Technical team

  • Change Management team

  • Training team


Proposed project org chart

Proposed Project Org Chart


Impact to functional areas

Impact to Functional Areas

  • Experienced / Senior-level staff moving to Project Team

    • Operational and Technical staff

    • Full time commitment

  • Staff remaining in office

    • Assume additional and/or higher-level responsibilities

    • Assist Project Team


Leaping forward

Governance – Decision Making

Current State:

13 to 1 is a tie

Too many people have veto power

No time limits on discussions

Future State:

100% consensus is not required

Effective & timely decision reduces cost

Formal documented process


Proposed governance structure

Proposed Governance Structure


Leaping forward

Vision

The new, student-centered information system will foster transformative thinking, increased efficiency and agile delivery of excellent and consistent services to students, faculty and staff. The system will enable robust strategic planning and data-informed decision-making across Penn State. Penn State will leverage best practices and adopt uniform business processes in support of the diversity of education delivery models and needs of the University community.


Project lionpath

Project LionPATH

  • Student Contest to name the project

  • Penn State Academic Technology Hub

  • http://projectlionpath.psu.edu/


Leaping forward

  • Questions?

  • Advice for us?

    Dawn Boyer [email protected]

    Carol Findley [email protected]

    Melanie Schuster [email protected]


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