sis project training day plenary faculties and departments · research & thesis management...

uOttawa.ca

SIS Project – Training Day Plenary

Faculties and DepartmentsApril 28th, 2016

Developed by: SIS Project Change Management Team

2

uOttawa.ca

Plenary agenda

1. SIS Project update

2. Key Changes

3. uoCampus Training Plan

Break

4. Training Demo

5. Roles and responsibilities

6. Go-Live week-end

7. Questions

8. Closing

3

uOttawa.ca

Training Day Goals

Give you an update on where we are

Identify key changes for professors, students and staff

Present your uoCampus learning plan and logistics for Summer

and Fall training activities

Provide overview of Go-Live weekend

Explain how collaboration is key to Go-Live success

4

uOttawa.ca

Avant de débuter

Faisons connaissance!

5

uOttawa.ca

1. SIS Project Update

6

uOttawa.ca

1. SIS Project Update

We’ve come a long way

Where we are and where we are going

What is uoCampus

7

uOttawa.ca


1994 – Mise en place du SIS, un système maison

2005

• Remplacement des modules Finance et RH – produit de Banner.

• Décision de maintenir le SIS et d’évoluer son écosystème (ex : Rabaska,

Talisma, révision de processus)

2012

• Décision du CA

– Défis technologiques importants pour les solutions SIS (ex : Natural)

– Certaines de nos applications à la fin de leur cycle de vie (ex : Rabaska)

– Manque de flexibilité du SIS pour répondre à l’évolution rapide des

besoins d'affaires

– Risque majeur pour la continuité des affaires

8

uOttawa.ca


Campus Community, Executive Administration, Functional Users,

Faculties, Services, and External Consultants

2012 2013

Active

Involv

em

ent

Solutions

&

Partners

Confirmed

Need for

Replacement

Confirmed

Approval to

Proceed &

RFP Issued

Scope &

Timeline

Confirmed

2014 2015 / 2016

Implementation

Mile

sto

nes

9

uOttawa.ca

Where are we and where we are going

Last time we have met…

• In November

• A demo « before and after » was presented

• You have had the chance to see a few screens and the new academic

structure

Aujourd’hui, nous allons…

• Vous parler des prochaines étapes, mais surtout de comment vous pouvez

vous préparer et contribuer à la mise en place du nouveau système

• Vous informer des activités auxquelles vous serez invités à participer et qui

faciliteront le passage du SIS actuel à uoCampus

10

uOttawa.ca

Where we are going

11

uOttawa.ca

• uoCampus = Campus Solution (from Oracle)

• In 800+ universities worldwide

What is uoCampus?

12

uOttawa.ca

* http://u15.ca/fr/nos-membres

8 des 15 universités membres des U15 utiliseront

PeopleSoft Campus Solutions en 2016

http://u15.ca/fr/nos-membres

13

uOttawa.ca

Transfert credits,

evaluation of applications,

offer of admission…

Registration, degree audit, student account, fees,

financial aid and awards…

Awarding of degree,

diploma, transcripts…

Ministry declaration for funding,

link to HR/Finance ERP,

faculties applications, etc…

SISStudents

biographical data,

academic records,

curriculum

information,

etc…

What is uoCampus?

Recruitment

Admission

Registered students

Graduation

14

uOttawa.ca

uoCampus Modules

15

uOttawa.ca

• Enrollment

• Academic standing

• Graduation

• Student programs

• Research and Thesis management

• Transcripts

Records and Enrollment

(Dossiers et inscription)

• Course catalog

• Schedules

• Grades

Curriculum Management

(Gestion curriculum)

Student Records & Enrollment (Dossiers et

inscription)

16

uOttawa.ca

• Applications:

• View and process applications

• Add or modify a student’s application

• View supporting documents

• Deficiencies

• Decisions

• Test scores

Student Admissions helps you plan, manage, and track admissions activities

Student Admissions (Admissions étudiants)

17

uOttawa.ca

Campus Community (Généralités)

• Student information

• Employee information

• Organization information

• 3C’s Engine

• Communications

• Checklists

• Comments

• Service indicators

Campus Community helps you accomplish the following tasks:

18

uOttawa.ca

• Reports

• Exceptions

• What-if scenarios

• Deficiencies

• Notes

Academic Advisement is where you will track program progress from admission to graduation:

Academic Advisement (Cheminement scolaire)

19

uOttawa.ca

Student Financials (Gestion financière étudiants)

• Student charges

• IHC-UHIP

• Post transactions

• Payment plans

• Payments

• Taxes

• Refunds

Student Financials deals with everything that relates to the student’s account, as well as billing customers (organizations):

20

uOttawa.ca

Financial Aid (Aide financière)

• Award management

• Award eligibility and renewal

• Government financial aid

• Disbursement

Financial Aid manages awarding of government and non-governmentfunds for applicants and students:

21

uOttawa.ca

Business Intelligence (BI)

• Limited number of users

• Managers and IT personnel

Business Intelligence exists outsidethe system and provides real time data reporting for the Admissions data trends and GovernmentReporting in uoCampus

22

uOttawa.ca

2. High Level Changes

23

uOttawa.ca

Professeurs

Étudiants

Employés

2. High Level Changes

24

uOttawa.ca

Le remplacement du SIS entrainera des changements au niveau de certaines tâches

effectuées par le corps professoral.

Entrée des notes finales

Listes de classe et communication avec les étudiants inscrits au cours

Lettres de recommandation

Système de suivi de la thèse (« Research management system »)

Système d’évaluation de la thèse (« e-thesis »)

Professors

25

uOttawa.ca

• Course enrollment –Replacement of Rabaska

• New electronicResearch & ThesisManagement System

StudentRecord

• Decommission of InfoWeb: New Admission portal in uoZone

Admissions

• New Bio/Demo self-service functionalities & organization data

Campus Community

• Replacement of Rabaska

• New academicadvisement self-services capability

Academic Advisement

• New way to display financial information and tax forms

• No more late registration fees

• No more billing!

StudentFinance

• New information available for students in their Self-Service

Financial Aid

Students

L’arrivée de uoCampus est également synonyme de certains changements du côté des étudiants

26

uOttawa.ca

• Course enrollment –Replacement of Rabaska

• Curriculum management –New course request form(ie. Replacement of Wong)

• Graduation & Award –Degree Checkout Status

StudentRecord

• Decommission of InfoWeb: New Admission portal in uoZone

Admissions

• Student Bio/Demo & Organization data: New functionalities in recording student data

Campus Community

• Replacement of Rabaska

• New academicadvisement self-services capability

Academic Advisement

• New way to display financial information and tax forms

• No more late registration fees

• No more billing!

StudentFinance

• Decommission of FSMS and SFAMs

• Modified prize list

Financial Aid

EmployésPrincipaux changements pour les employés

27

uOttawa.ca

3. uoCampus Training

Plan for end-users

28

uOttawa.ca

1. Description of training activities

2. Training timeline

3. uoCampus courses by module & audience

4. Duration of training

5. uOttawa trainers

6. Training Logistics

7. Online job aids and learning tools

3. uoCampus Training Plan for end-users

29

uOttawa.ca

Support staff (~1200)

Professors(~1300)

Students(~42 500)

Training Audiences

30

uOttawa.ca

Delivery Method Description

Communications• Awareness of changes to come

• Will come in different forms (e.g. pamphlets, emails, uoZone messages, etc.)

Workshops

• Small groups with target audiences (e.g. TLSS new professor activities, SFUO,

GSAÉD, Mentors, etc.)

• Content will be audience specific: students and professors

• May be offered during reading week as a supplement to your Learning Roadmap

Videos• Awareness of changes to come

• Run-through of steps for major changes (e.g. enrollment)

Job-Aids • Step-by-step guides for transactions

Student Brigade

• Support student community Post Go-Live

• All faculties (uGrad & Grad) and several services to support

• Knowledge transfer to Mentor students

• Chat or phone line (TBD)

• Clearly visible (t-shirt, bandanas)

Training Activities – Professors and Students

31

uOttawa.ca

Training Delivery

Phases

Pre-Training Phase 1 Phase 2 Phase 3 Phase 4

Go-Live

Job Aids

Videos & Job Aids

Sh

utd

ow

n(n

o t

rain

ing)

Professors

(~1300)

Students

(~42 500)

Training timeline – Professors and students

Student Brigade

Communication Campaign

Communication #1 Communication #2 Communication #3

32

uOttawa.ca

Non-uoCampus Users

(120)

Limited access uoCampus users

(310)

Heavy uoCampus users

(520)

Back-end users and IT

(250)

Training Audiences – Support staff

1

2

3

4

Support staff (~1200)

33

uOttawa.ca

Delivery Method Description

Self-Paced e-Learning

(SPE)

• Self-paced training available 24/7

• Course/video duration can vary from 1 minute to several hours

• Designed for large community with specific requirements

Educational Training

(ET)

• 50 users

• Large educational sessions to present process and policy changes

• Designed to help people understand the big picture of each module

Hands-on Training (HT)

• 30 users

• Classroom-based training that requires detailed documentation, instructor

presentations and live demonstrations and exercises in a training environment

Open-Lab Training

(OLT)

• 10 – 30 users

• Trainer or expert on-hand for exploration in Training or Production Environment.

• Session organized by theme (e.g. scheduling, graduation, reserve capacities)

User-Guides

(Simulations / Job-Aids)

• Documents (pdf) that will accompany training and transactions

• How-to guides, step-by-step detail for main transactions within each course

Expert-Led

Training (ELT)

• Four to five learners with an expert who delivers focused uoCampus training on a

specific topic

• Designed for small audiences who need a deep knowledge of the system

Refresher courses • Contents to be reviewed close to transaction peaks (e.g. scheduling)

Training activities for support staff

34

uOttawa.ca

Training Delivery

Phases

Pre-Training Phase 1 Phase 2 Phase 3 Phase 4

Learning

Roadmap

Checklist Introduction to uoCampus

Educational training in class

Hands-on in class

Labs

User-GuidesRefresher

courses

Labs

User-Guides

Intensive period

Expert-Led Training (IT Decentralized & Centralized, Business Analyst, CRM, SIS Admin)

Sh

utd

ow

n(n

o t

rain

ing

)

Support

staff

(~1200)

Training timeline – Support staff

Go-Live

35

uOttawa.ca

Training Delivery

Phases

Pre-Training Phase 1 Phase 2 Phase 3 Phase 4Go-Live

Sh

utd

ow

n(n

o t

rain

ing)

Support staff

Professors

Students

Sh

utd

ow

n(n

o t

rain

ing)

Training timeline – Support staff – All audiences

36

uOttawa.ca

Training Phase 2 Training Phase 3

Online

Introduction to

uoCampus

Training Phase 1

# courses

Effort

What

When

Educational training

in class (without computers)

Hands-on in class,

labs and simulations(exercises with computers)

June 6th to

June 30th, 2016

July 4th to

Sept. 2nd 2016

Sept. 26th to

Nov. 3rd 2016

2 hours 2 – 49 hours

1 online

course1 – 23 courses

0 – 14 hours

0 – 8 courses

Online content

(interactive PDF)

Presentations and

User-GuidesPresentations

Outputs

Training Plan – Courses per phase

37

uOttawa.ca

How were learning roadmaps developed?1- Designing training

courses

Overview

Legend

Phase 1 Phase 2 Phase 3

1. uoCampus “View Only”

2. Academic Related

3. Institutional Research

4. Student Account

5. Academic Staff (uGrad)

6. Academic Staff (Grad)

7. Admission Support (SEM)

8. Admission Officer (uGrad)

9. Financial Aid and Awards

10. InfoService

11. Operations (SEM)

2- Creating learning roadmap

groups

Academic Staff (uGrad)

Phase 2 Phase 3Phase1

Academic Staff (Grad)

Phase 2 Phase 3Phase1

3- Assigning courses for each

learning roadmap

uoCampus “View Only”

Phase1 Phase 3

38

uOttawa.ca

2.0

2.0

2.0

2.0

2.0

2.0

2.0

2.0

2.0

2.0

2.0

13.5

13.5

13.5

13.5

13.5

13.5

13.5

11.5

10.5

29.5

20.5

18.5

20.5

8.0

23.0

48.5

10.0

10.0

2.0

OPERATIONS (SEM)

INFOSERVICE

FINANCIAL AID AND AWARDS

ADMISSION OFFICER (UGRAD)

ADMISSION SUPPORT (SEM)

ACADEMIC STAFF (UGRAD)

ACADEMIC STAFF (GRAD)

STUDENT ACCOUNT

INSTITUTIONAL RESEARCH

ACADEMIC RELATED

UOCAMPUS "VIEW ONLY" TRAINING

Training Hours Required per Learning RoadmapPhase 1 Phase 2 Phase 3

4 heures

64 hours

38.5 hours

23.5 heures

45 hours

36 hours

34 hours

36 hours

23.5 heures

5-16 hours

22.5 heures

2 - 4 hours 1 - 10 hours

Below illustrates the number of training days required for each of the 11 uoCampus Learning Roadmaps.

Training duration

39

uOttawa.ca

uOttawa Trainers

StudentRecord

&Academic

Advisement

Linda BergeronSciences Sociales

Roxanne Lacelle Éducation

Marc PhillionSciences

Anne Racine Sc. Santé

Nadine Roberge Arts

Lise RousseauGénie

Campus Community

&Admission

Anick Mineault Sciences Sociales

Vanessa Richard Admissions (1er cycle)

Natacha Chiasson Admissions (cycles sup.)

Reine Chaar Admissions (Droit)

StudentFinances

Catherine Pilote Finances

Financial Aid

Emilie Morter Aide financière

Business Intelligence

Nabila Hadibi Recherche institutionnelle

40

uOttawa.ca

July 4th to Sept. 2nd 2016No training from 18-29 July

(Project shutdown)

Rooms Confirmed

Other considerations

Schedule

Classroom

Requirements

50 participants

Multimedia

Seated in rows

Computer Requirements

Hybrid training delivery approach will be used for RGN and

Saint-Paul end-users.

2

N/A

Simard 221

Simard 222

Rooms – Phase 2

41

uOttawa.ca

21 19 19

204819

5

Phase 2: projected delivery of courses

42

uOttawa.ca

BI-1000

BI-1000

SR-1000

CC-1000AA-1000

AA-1000

FA-1000 AD-1000

AD-1000SF-1000

CC-1000

AM

PM

Schedule building – Phase 2

43

uOttawa.ca

Sept. 26th to Nov. 3rd 2016

Rooms Confirmed

Schedule

Classroom

Requirements

25-30 participants

Multimedia

Configuration of seating varies

per room (in rows, around the

room, conference rooms)

Computer Requirements

6 Coming soon…

180 Mostly rented

laptops

Rooms – Phase 3

Other considerations

Hybrid training delivery approach will be used for RGN and

Saint-Paul end-users.

44

uOttawa.ca

119 10 8

503627

4

Phase 3: projected delivery of courses

Overview

19

45

uOttawa.ca

AM

CC-1200

CC-LAB

CC-1200

CC-1200

CC-LAB

CC-LAB

CC-LAB

AD-LAB

AD-1100

AD-LAB

AD-1100

AD-LAB

AD-1100

AD-LAB

AD-1100

AD-LAB

PM

CC-LAB


Week 2 – Room 1

46

uOttawa.ca

AM

AD-1200

AD-LAB

AD-1200

AD-LAB

AD-LAB

AD-LAB

AD-1300

AD-LAB

AD-1300

AD-LAB

AD-1200

PM

Week 2 – Room 2

AD-LAB

AD-1300

AD-1200

AD-LAB

AD-1300

AD-LABAD-LAB

AD-1200


47

uOttawa.ca

AM

CC-1200

CC-LAB

CC-1200

CC-1200

CC-LAB

CC-LAB

CC-LAB

AD-LAB

AD-1100

AD-LAB

AD-1100

AD-LAB

AD-1100

AD-LAB

AD-1100

AD-LAB

PM CC-LAB

Room 1

AM

SR-1200

SR-LAB

SR-1200

SR-LAB

SR-LAB

SR-LAB

SR-1200

SR-LAB

SR-1200

SR-LAB

SR-1200

SR-LAB

SR-1200

PM

Room 4

SR-LAB

SR-1200

SR-1200

SR-LAB

SR-1200

SR-LAB

AM SR-1500

SR-LAB

SR-1600

SR-LAB

SR-1600

PM

Room 5

SR-1600

SR-LAB

SR-1600

SR-LAB

AM

AA-1100

AA-LAB

AA-1100

AA-LAB AA-LAB

AA-1200

AA-LAB

AA-1200

AA-LAB

AA-1100

AA-LAB

AA-1100

PM

Room 6

AA-LAB

AA-1200

AA-1100

AA-LAB

AA-1200

AA-LAB

AA-1100

AA-LAB

AM

AD-1200

AD-LAB

AD-1200

AD-LAB

AD-LAB

AD-LAB

AD-1300

AD-LAB

AD-1300

AD-LAB

AD-1200

PM

Room 2

AD-LAB

AD-1300

AD-1200

AD-LAB

AD-1300

AD-LAB

SR-1600

SR-LAB

SR-1500 SR-1500 SR-1500 SR-1500

AD-LAB

AD-1200

AM

FA-1200

FA-LAB

FA-1200

FA-LAB

CC-LAB

CC-LAB

CC-1100

SF-LAB

SF-1300

SF-LAB

SF-1200

PM

Room 3

CC-LAB

CC-1100

FA-LABCC-1100

CC-LABFA-LAB

FA-1200

Schedule building – Phase 3 – Week 2

48

uOttawa.ca


49

Formation & Logistique – Phases 1, 2, 3

Parcours

d’apprentissageInscription

en ligne

Participation

et

Rétroaction

Matériel de

formation

50

Parcours

d’apprentissageCalendrier

de formationParticipation &

Rétroaction

Inscription

et

suivi

Consultez et familiarisez-vous avec votre parcours

d’apprentissage dans VirtuO (dès la fin mai).


51

Phase 1

Aucune inscription requise pour la Phase 1. Nous vous informerons par courriel

lorsque le cours en ligne sera disponible sur VirtuO.

Phases 2 et 3

Vous pourrez vous inscrire aux formations des Phases 2 et 3 par l’entremise

de l’outil Inscription en ligne.

Phase 2 (début juin) Phase 3 (dès la mi-août)

Parcours

d’apprentissage

Inscription

en ligneParticipation &

Rétroaction

Matériel de

formation

Nous vous informerons par courriel lorsque les inscriptions seront ouvertes.


52

Parcours

d’apprentissage

Inscription

en ligne

Participation &

Rétroaction

Matériel de

formation


Le matériel de formation sera disponible

sur VirtuO avant chaque formation.

53

Formation & Logistique – Phase 1

54


55


Les salles de formation seront munies du matériel de formation pour chaque participant. Ce matériel

devra rester en classe pour les prochains groupes. Nous vous invitons à imprimer vos propres

copies si vous désirez conserver ce matériel.

56

Formation & Logistique – Phase 1, 2, 3

Après chaque formation, vous serez invité à compléter une

évaluation (en ligne).

Votre rétroaction est essentielle pour nous permettre de mieux

répondre à vos besoins et vos questions, et ainsi mieux vous

outiller.

Parcours

d’apprentissage

Inscription

en ligne

Participation &

Rétroaction

Matériel de

formation

57

Outils d’apprentissage et d’aide à la tâche

ÉTUDIANTS• Aide à la tâche (Job Aids)

• Vidéos

Septembre-Octobre

PROFESSEURS• Brochure

• Aide à la tâche (Job Aids)

Août

EMPLOYÉS• Parcours d’apprentissage

(Learning Roadmap)

• Matériel de formation

• Guides de l’utilisateur

De juin à novembre et +

59

uOttawa.ca

4. Training Demo

60

uOttawa.ca

4. Training Demo

Phase 1 online course

Log in

Navigate

Add Favorites

Phase 2

Student Services Center

Phase 3

User guide

61

uOttawa.ca

4. Training Demo

Phase 2

62

uOttawa.ca

9. Students: What staff sees and where they see it

SR-

1000

63

uOttawa.ca

9. Students: What staff sees and where

they see it

• Staff can access the same view as students by using the

Student Services Center (Student) page in Campus Community.

• This will help staff to better serve students and to actually see

the effects of any action in uoCampus through a student’s

perspective.

• The following slides will show you how to find and use this

functionality.

SR-

1000

64

uOttawa.ca

Navigate to transaction

screen:

1. Select Main Menu

2. Select Campus

Community

3. Select Student

Services Ctr

(Student)

1

2

3

9. Students: What staff sees and where

they see it

SR-

1000

65

uOttawa.ca

9. Students: What staff sees and where they

see it

Navigate to

transaction screen:

1. Enter Search

Criteria

2. Select Search

1

2

SR-

1000

66

uOttawa.ca

9. Students: What staff

sees and where they see it

1 Tab view

2 Academics (e.g. schedule)

3 Finances (e.g. Account Inquiry

and Financial Aid)

Staff view is restricted by security

access

4 Personal Information (e.g.

Contact Information and

Emergency Contact)

5 Holds (service indicators)

6 To Do List (checklist items)

7 Milestones

8 Enrollment Dates

2

3

1

4

5

6

7

8

SR-

1000

67

uOttawa.ca


see it

TOC

1 Tab view

2 Program

3 Program information2

3

1

SR-

1000

68

uOttawa.ca

TOC

1 Term Summary

2 Upcoming term

3 Academic level and

load

4 Current enrollment

5 Statistics (Grad

student)

21

3

4

5

SR-

1000

69

uOttawa.ca

TOC

1 Statistics for uGrad

student

2 GPA Calculation

1


see it

SR-

1000

70

uOttawa.ca

4. Training Demo

Phase 3

71

uOttawa.ca

5. Roles and responsibilities

72

uOttawa.ca

5. Roles & Responsibilities

SIS Project Team

Employee

Manager

73

uOttawa.ca

Roles & Responsibilities – SIS Project Team

• Configure, test and implement uoCampus

• Prepare and deliver training to staff

• Provide learning tools to professors and students and keep

them informed

• Keep you informed about upcoming activities

• Answer your questions, ask for your feedback

• Provide the tools you will need before, during, after training

• Train and equip uOttawa technical team

74

uOttawa.ca

Roles & Responsibilities – Employees

• Famiarize yourself with your learning roadmap

• Register and participate in training activities

• Ask questions, tell us what you need

• Provide feedback

– Change Readiness surveys: May, September

– Training evaluations

• Support your uOttawa Trainers!

75

uOttawa.ca

Roles & Responsibilities – Managers

• Approve staff learning plans

• Support staff during uoCampus training activities

• Provide feedback

– Surveys

– Training evaluations

• Tell us what you need

76

uOttawa.ca

4-6 NOV 2016

6. Go-Live week-end

77

uOttawa.ca

6. Go Live Weekend

Que se passera-t-il les 4, 5 et 6 novembre?

• Référence aux activités de « Cutover » du plan

• Nous débutons les discussions à ce sujet

• SIS : Non disponible après le 3 novembre

• L’équipe de projet déterminera l’impact sur les systèmes qui puisent les

données du SIS

• L’information vous sera communiquée en temps et lieu

• L’équipe de projet travaillera 24 / 7 pendant 3 jours.

• Conversion finale des données

• Changements qui seront présentement en discussion pour les sites Web

4-6 NOV 2016

78

uOttawa.ca

7. Questions

79

uOttawa.ca

8. Closing

• We are in this together

• Contact us at anytime: [email protected]

mailto:[email protected]

80

uOttawa.ca

Merci ! Thank You !

80