Frequently Asked Questions
Below are answers to some frequently asked SIS questions. If you would like additional items to be posted, please submit your question to sis@osu.edu or use the Ask Us link.
- What is the SIS project?
- When will the SIS project Start?
- How was Oracle/PeopleSoft decided upon as the system of choice?
- What areas of the student system will be involved?
- When will the system be ready to use?
- Will the old system completely go away?
- Will the Operational Data Store (ODS) be impacted?
- Is the new system flexible and adaptable in terms of upgrades for advances in technology as they arise?
- Is it customizable?
- How safe is it from hackers and other data-theft threats?
- What kind of training will be available for users of the new system? How hard is it to learn? What is the anticipated learning curve/implementation time?
- Who else uses this system (other universities, etc) and did you confer with them as to their level of satisfaction with it?
- How often does the system go down, and what happens during data outages?
- How were the people in the SIS project (representatives from colleges, units, etc) selected?
- How can I be involved?
The Student Information System (SIS) Project is part of the university’s initiative to connect areas of academic excellence,and to provide a system that can meet the needs of the student population for many years to come. The project’s mission is to establish a single, cohesive authoritative data source for student-related data, thus providing consistent information sharing among faculty, administrative and student users. Planning for the project began in 2005 and will continue over a 4-year period to allow sufficient time for system design and testing. The system is expected to be fully integrated sometime in late 2009.
When will the SIS project start?
The Board of Trustees approved the project in 2005. Project team members have been identified and are being trained on the upgraded PeopleSoft/Oracle software from the Spring of 2006 through the end of August, 2006. Training and Legacy Data Conversion Analysis will also be conducted at this time, as will a review of the software to understand the ÒfitsÓ from the old system to the new, and where there are ÒgapsÓ.
For more information on the current status of the project, see
oaa.osu.edu/sis/monthly_update.html
How was Oracle/PeopleSoft decided upon as the system of choice?
An important factor in the selection of PeopleSoft/Oracle (hereafter called Oracle) software was the outcome of high level module assessments that occurred in Winter 2005. Representatives from colleges, the Office of Undergraduate Studies (OUS), the University Treasurer's Office and the Office of Information Technology reviewed the modules and determined that the software meets our needs for most student related processes.
Ohio State is currently using Oracle software to manage its Financials, Grants and Human Resources processes. By using software developed by the same supplier, the university can take advantage of the technology infrastructure already in place as well as technology and user expertise gained from earlier implementations. In addition, integration and interfaces between modules are provided as part of the Oracle product license. If similar software were developed in house or by another supplier, custom interfaces would have to be created.
Another consideration is that the university's contract with Oracle includes licenses for its entire suite of software products. The implementation of the student modules saves software acquisition cost and requires annual maintenance fees.
What areas of the student system will be involved?
OSU will be implementing Oracle Student modules called Recruiting and Admissions, Student Financials, Student Financial Aid, Student Records and Advising. The new system will interface with DARS.
When will the system be ready to use?
The tentative target date for full implementation has been set for Summer 2009. However, we will not fully know an accurate target date until we have finished Fit/Gap analysis that begins in the Spring 2006. The analysis should be complete by late 2006 and more specific information will be known and shared at that time.
Will the old system completely go away?
The legacy system(s) now in use will begin to be phased out in Summer 2008. There will be a period of time between 2008 and 2009 where you will need to use both the current student system and the Oracle system to do your job. As we move closer to the final implementation phase, you will use the old system less and less until finally you will not use it at all. At full implementation, the Oracle system will replace the current system completely.
Will the Operational Data Store (ODS) be impacted?
Yes. Because the current student system provides data to the Operational Data Store (ODS), we will need to change how the ODS gets its information. At full implementation, the Oracle system will provide data to the ODS. We will try to minimize changes to the ODS itself; however, there is expected to be some impact. As we learn more, we will keep you informed.
Is the new system flexible and adaptable in terms of upgrades for advances in technology as they arise?
Ohio State will install the most recent version of the Oracle student modules. By implementing the latest version, the university will be positioned to stay up to date on software patches and any Oracle upgrade/technology releases.
Is it customizable?
Yes, however, we will attempt to keep system customizations to a minimum. Customizations increase ongoing maintenance and upgrade costs.
How safe is it from hackers and other data-theft threats?
Ohio State requires individuals to have authorization to use the software and a specific database is used to track who is authorized to use specific modules and components.
What kind of training will be available for users of the new system? How hard is it to learn? What is the anticipated learning curve/implementation time?
A detailed training plan will be developed after the Fit/Gap analysis phase is completed. However, we have determined that system users will receive hands on training in computer labs, and will also have access to online materials. As with any new product there is a learning curve. Attending training sessions and allocating time to practice using the software before "go live" are important factors for a successful implementation and the training plan will be developed using these guidelines.
Who else uses this system (other universities, etc) and did you confer with them as to their level of satisfaction with it?
A number of other universities use the Oracle student modules including several Big 10 schools. We regularly confer with Indiana, Michigan, Minnesota, Northwestern and Wisconsin to discuss their Oracle student implementations and learn about their experiences. We confer with the Big 10 schools collectively to discuss system implementations with them through various CIC (Committee on Institutional Cooperation) groups.
In March, 2006 a group of individuals from OSU attended the Oracle Higher Education Users Group where they had an opportunity to interact with thousands of representatives from colleges and universities who are using Oracle software, including the student modules.
How often does the system go down, and what happens during data outages?
We expect to have regularly planned downtimes to process batch jobs or apply major patches to the software. These processes will be similar to the current HR and Financials systems. We do not expect to experience significant emergency downtime. Should that occur, communication methods are in place to notify system users of the situation and expected down time.
How were the people in the SIS project (representatives from colleges, units, etc) selected?
A pre-assessment team was identified in 2005 to evaluate the Oracle software and to determine the feasibility of moving forward with an implementation project. In addition to representatives from the OUS, the University Registrar and OIT,as well as representatives from the Colleges also participated.
In late 2005, Executives began identifying project team members with the intention of capitalizing on the expertise of university staff as much as possible. The project requires the full time effort of a significant number of individuals throughout the 4-year life of the project. Advisors may be called upon to provide input on specific processes at certain points during the project. Business sponsors from central units also worked to free up staff and to provide subject matter expertise for functionality assessment/design and training purposes. The Office of Academic Affairs worked with colleges to identify individuals with process knowledge, desire and availability to participate. OIT will also provide technology and change management staff. Project leadership was put into place in November, 2005 and was followed by a ramping up of staff from January, 2006 for project planning and again in April, 2006 to prepare for the Fit/Gap phase.
How can I be involved?
There may be several opportunities for the campus community to provide input to the project. All activities and process groups will be announced as the project progresses.
Copyright, 2004. The Ohio State University.