UDSIS: Student Information Services Project
For Project Team Members Only
UDSIS Project Charter
September 30, 2004
About the University of Delaware
The University of Delaware is a state-assisted, privately controlled institution that has grown from its founding as a small private academy in 1743 to a major research university. The University of is one of the oldest land-grant institutions, as well as a sea-grant, space-grant and urban-grant institution. The University enrolls more than 16,000 undergraduate and 3,000 graduate students.
Replacement of SIS/Plus with the new student information system will complete the effort the University began in 1998 to upgrade its primary, aging business systems. A new human resources system was implemented in 2002 and a new financial system was completed this year. The University expects to complete the implementation of the new student system in 2006. The Cedar Group is the University’s implementation partner.
The University wishes to create a well-integrated student information system to enhance and maintain effective and efficient administrative processes that will also provide students, faculty and staff with ready access to information.
The scope of the project includes implementing six student administration modules.
The University will use Campus Community to capture and unify recruit, applicant, student and student employee records in a common database. The module contains student biographic, demographic and addresses data. It also allows the creation of checklists to monitor and automate specific activities.
This module tailors admission requirements and processing for each academic program, incorporating separate evaluation criteria, calculations, and admissions policies. Recruitment capabilities include uploading data from various test and applications databases, contact tracking, and outcome reports. The module will capture all information about to prospects, applicants, and admitted students as well as manage its recruitment activities, and automate decision processes.
This module expedites complex administrative tasks such as catalog and class schedule maintenance; classroom management; registration and drop-add; enrollment requisite and conflict checking; multiple grading systems; multiple concurrent academic careers and programs; enrollment management; transcripting and automated transfer credit evaluation. It includes flexible course catalog features such course component definitions, course equivalencies, pre- and co-requisites, enrollment restrictions, fees, and maintenance of data for generating electronic course catalogs.
This module organizes University rules for tuition and fees assessment and in a unified environment allowing comprehensive tuition calculation, cashiering, application of financial aid, third-party payment processing, collection and refund management, and profitability tracking. It allows the institution to track student disbursements, charges and payments, and integrates those activities with the calculation and application of aid awards. It also enables automatic generation and tracking of collection letters and refunds.
This module integrates the application processing for all types of aid. It integrates and automates assignment of student budgets, needs analysis, fund disbursement, and compliance with federal regulations and grant application procedures. It provides full support for automated Direct and FFELP loan processes. It supports automatic aid packaging functions, which include management of matches of financial aid sources to eligible students, assignment of budgets and student awards, integration of financial information with Student Financials and the human resource system. It also enables accurate posting of current financial aid to student bills and simplifies management of work/study programs.
Academic Advisement–Degree Audit
This module provides automated
analysis of student progress toward completion of academic requirements. It enables automatic degree auditing and online
comparisons of student progress to degree requirements that include “what
if” analysis of degree progress vs. proposed academic programs. It also facilitates advisor and student access
to “what if” analysis of student in-progress coursework and proposed
Project Implementation Strategy
A goal of this project is to implement the student administration software without customizations wherever possible. Based on the results of phase 2, defined below, the project management team will address gaps in product functionality as follows:
The project management team in consultation with functional team leaders will evaluate and recommend solutions to functionality gaps. Recommendations may include, practice change, policy change, and technical change. The Steering Committee must authorize any change that affects the scope, timeline, and cost of the project.
The UDSIS project will be implemented in phases. Phase 1, Project Initiation and Planning, addresses start-up and planning issues for the entire project.
Phase 1 – Project Initiation and Planning
Products of the phase are
Phases 2 through 6, described below, will be implemented as separate activities for each module:
Phase 2 – Analysis and Design
Products of the phase are:
Design and prototype all business processes define in Scope above.
Cedar functional consultants lead walk-through of software
functionality, and assist UD project team members map the new software
functions to the
At the conclusion of this phase, the Project Teams will have:
Phase 3 – Development
As each IDP is completed and documented Project teams will develop detailed technical specifications for adaptations determined in the IDP process. These specifications will enable technical developers to carry out the system design. Phase 3 includes:
Phase 4 - Testing/Training Development
This phase includes testing of all system functions in all modules as well as the preparation for the delivery of training to all UD employees. This will include:
Phase 5 – Implementation
This phase includes all the steps necessary to put the new student system into production.
Phase 6 – Post Production
This phase ensures that outstanding problems are discovered and resolved and the system has been accepted in production mode.
Communications and Training Plan
The overall objective of the communications plan is to provide appropriate information in a meaningful, timely and accurate fashion to all levels of the University community regarding the status, capabilities and impact of the new student project. In particular, the recommended communications plan will:
A variety of communication methods will be employed to help ensure a wide distribution of information and to reinforce the information through repeated announcements. It is recommended that this communications plan rely on several methods of distribution, including, but not limited to the following:
In order to train all levels of users on new software, we will employ a “train the trainer” within the Communication and Training Team. Team members will be recruited from every college and many units affected by the new student system. This strategy:
Training will be offered to the project team, processing office staff and campus end-users.
Processing Office Staff:
IT Help Desk
The IT Help Desk will use primary processing unit contact information to handle questions and problems from the user community. The Help Desk route questions to the “owners” of the module involved or IT-MIS technical staff as required.
UDSIS Project Organization
The project uses a team approach, with a steering committee providing oversight. Teams include a representative group of stakeholders and primary processing units, students and consultants. The teams are committed to working collaboratively to successfully complete this project on time and on budget.
UDSIS Project Steering Committee
Steering committee responsibilities include:
UDSIS Project Management Team
The project management team is responsible for project timeline, deliverables, budget, and spending, as well as day-to-day operations and overall implementation of the project. The project management team ensures that critical issues are identified and resolved, that components of the project are delivered in accordance with the project budget and schedule, and that all aspects of the project are appropriately coordinated. The project management reports to the Steering Committee.
UDSIS Functional Project Teams
Admissions & Recruitment
these teams include:
Communications and Training Team
UDSIS Project Team Leaders
Project team leaders manage all aspects of the project for their areas of responsibility, including:
UDSIS Project Team Members
Members of the UDSIS Project Teams represent Student
Services, MIS, Institutional Research, Graduate Studies, Professional
and Continuing Studies,
Critical Success Factors
Key issues have been identified as critical to
the success of this project. They
Project Team Commitment
Team leaders and members
have been assigned to work on the project based on their knowledge
of current systems and expertise in their respective fields. Their
commitment and dedication to the project is essential to its success
and they are expected to focus on project assignments for sustained
periods of time. To enable this, plans must be in place in core units
to divert normal day-to-day responsibilities of these participants
Executive Sponsorship and Support
The Steering Committee
is a vital participant in this endeavor. It
is the source of authority which initiated the project, appointed
the project management team, enabled the formation of the module
implementation teams and approved the selection of Cedar as the implementation
partner. Sponsorship, however,
must extend beyond this Committee to the directors of the units involved
who will release their staff to work on the project teams and manage
their units in their absence. Unit directors will evaluate and identify
temporary staffing requirements created by these absences. Recommendations
for short term, temporary staffing will be reviewed by the Steering
Continuity of Service DeliveryDuring the process of implementing a new student information system, it is imperative that current services, particularly those delivered through the University’s Web layer, continue uninterrupted. The University has invested significant resources in developing a very robust web-based, service delivery system that should be preserved and enhanced. Students will access the new system exclusively through the Web layer, as will most staff in academic units. Communication
Communication at all
levels is a key factor in the success of any project. For
this project in particular, communication among project teams and
project team members must be open, consistent, comprehensive and
A comprehensive training
plan will be put in place to insure that University users know how
to use the new student system so that the delivery of student services
is not diminished. The plan will include a training strategy for
staff in the core processing units as well as secondary and tertiary
users of the system. The
plan identifies the critical stages in the training process from
the initial step of knowledge transfer from consultants to project
team to staff readiness for ‘go live’ events.
Recognizing that timely and reliable information is essential to good management and informed decision-making, the reporting requirements of the campus will be addressed as a high priority. These reporting needs include regulatory reporting, processing unit reports, management reports and ad hoc reporting. Effective, user-friendly ad hoc reporting tools and ready access to reliable, secured data will be a priority for the UDSIS implementation effort.
Effective project management
will depend on the synthesis of University and Cedar resources
into a single, coherent project management team. The
team will work collaboratively to:
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