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Leaping Forward:Positioning Yourself for a Successful
System Implementation
The Pennsylvania State UniversityDawn Boyer, ITS
Carol Findley, OURMelanie Schuster, ITS
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”
What is ISIS?
• From Penn State Newswire, March 21, 2013
• ISIS is integral to the work and academic needs of tens of thousands of 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
• Web-based application (portal)o Students (Current and Former), Advisers, Faculty,
Parent/Othero Access to Information and Services
• Web front-end to legacy SIS• Timeline
o 1994 – Project Team Formedo 1996 – Prototype Releaseo 1997 – Production Release
eLion Student
ISIS Statistics
• Some brief statistics– 23 Campus locations, including World Campus– 96,000 Students University Wide – 1 Medical and 2 Law Schools– 21,000 Degrees awarded per year
– 1,839 unique student batch procedures – 17,000 batch student procedures run per month– 500,000 emails 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
DatabaseDatabase
Database
Student Aid
eLion
MyPenn State
Ug Adm
EASIS
STROBE
Grad School
Univ. Outreach
Registrar
eISIS
Student Affairs Univ.
Libraries
Bursar
Budget Office
Schreyer HonorsCollege
Hershey Medical
Global Pgms
Central Person
Rep.
CACTUS
GI Services
Sched. of Courses
Degree Audit
ANGEL
EISEngineering
iTWO(Data WH)
eSteward
Dickinson Law
8
CSRS
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 NothingOption B – Rebuild ISISOption C – Open SourceOption D – Purchase a vendor SIS
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
Build vs. Buy
Option Risk Viability
A Extremely High Not Viable
B Extremely High Viable
C Extremely High Not Viable
D High Viable
Build vs. 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
Benefits of Buy
Business Process Review
• Mapped Current Processes• Defined Future State Processes• Goals
o Reduce number of steps in a processo Reduce/Eliminate duplicate taskso Reduce time/effort to complete tasko Increase accuracy and qualityo Increase user satisfactiono Ensure consistency
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
• Engaged Faculty Senate• Faculty Focus Groups• Evaluating current policies• Process to expedite policy changes• Examples
o Academic Drop Policyo Course Scheduling Policyo Hold Policy
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.
Request for Proposal (RFP)
3 Parts : • Software Vendor• RDBMS • Systems Implementation Partner
Request for Proposal (RFP)
• Inclusive process• Vanilla implementation• University System• Opportunity for change• Utilize best practices• Enable consistency• Things will be different but better• Will not achieve perfection
Guiding Principles
Project StaffingPSU and Implementation Partner
• Project Management team• Functional Area teams
o Cross-Module Functionso Recruiting & Admissionso Records & Enrollment Advisingo Student Aido Bursar
• Technical team• Change Management team• Training team
Proposed Project Org Chart
Project Management Team
Cross-Module Functions
Recruiting & Admissions
Records & Enrollment Advising
Student Aid
Bursar
Training
Change Management
Technical
Impact to Functional Areas
• Experienced / Senior-level staff moving to Project Teamo Operational and Technical staffo Full time commitment
• Staff remaining in officeo Assume additional and/or higher-level
responsibilitieso Assist Project Team
• 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
Governance – Decision Making
Proposed Governance StructureExecutive Co-Sponsors
ProvostSr. VP Finance and Business
Executive Committee
Steering Committee
Project Management Team
PSUCommunity
Advisory Committees
- Advising- Student- Faculty- Reporting- Other Adhoc
Request
ExecLiaison
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.
Vision
Project LionPATH
• Student Contest to name the project• Penn State Academic Technology Hub • http://projectlionpath.psu.edu/
• Questions?• Advice for us?
Dawn Boyer [email protected] Findley [email protected]
Melanie Schuster [email protected]
