uOttawa.ca
SIS Project – Training Day Plenary
Faculties and DepartmentsApril 28th, 2016
Developed by: SIS Project Change Management Team
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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
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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
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Avant de débuter
Faisons connaissance!
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1. SIS Project Update
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1. SIS Project Update
We’ve come a long way
Where we are and where we are going
What is uoCampus
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We’ve come a long way
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
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We’ve come a long way
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
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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
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Where we are going
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• uoCampus = Campus Solution (from Oracle)
• In 800+ universities worldwide
What is uoCampus?
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* http://u15.ca/fr/nos-membres
8 des 15 universités membres des U15 utiliseront
PeopleSoft Campus Solutions en 2016
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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
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uoCampus Modules
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• 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)
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• 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)
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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:
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• Reports
• Exceptions
• What-if scenarios
• Deficiencies
• Notes
Academic Advisement is where you will track program progress from admission to graduation:
Academic Advisement (Cheminement scolaire)
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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):
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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:
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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
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2. High Level Changes
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Professeurs
Étudiants
Employés
2. High Level Changes
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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
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• 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
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• 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
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3. uoCampus Training
Plan for end-users
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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
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Support staff (~1200)
Professors(~1300)
Students(~42 500)
Training Audiences
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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
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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
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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)
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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
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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
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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
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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
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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
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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
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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
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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
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21 19 19
204819
5
Phase 2: projected delivery of courses
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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
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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.
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119 10 8
503627
4
Phase 3: projected delivery of courses
Overview
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45
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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
Schedule building – Phase 3
Week 2 – Room 1
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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
Schedule building – Phase 3
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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
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Schedule building – Phase 3
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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).
Formation & Logistique – Phases 1, 2, 3
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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.
Formation & Logistique – Phases 1, 2, 3
52
Parcours
d’apprentissage
Inscription
en ligne
Participation &
Rétroaction
Matériel de
formation
Formation & Logistique – Phases 1, 2, 3
Le matériel de formation sera disponible
sur VirtuO avant chaque formation.
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Formation & Logistique – Phase 1
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Formation & Logistique – Phase 2
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Formation & Logistique – Phase 3
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.
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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
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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 +
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4. Training Demo
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4. Training Demo
Phase 1 online course
Log in
Navigate
Add Favorites
Phase 2
Student Services Center
Phase 3
User guide
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4. Training Demo
Phase 2
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9. Students: What staff sees and where they see it
SR-
1000
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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
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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
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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
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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
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9. Students: What staff sees and where they
see it
TOC
1 Tab view
2 Program
3 Program information2
3
1
SR-
1000
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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
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TOC
1 Statistics for uGrad
student
2 GPA Calculation
1
9. Students: What staff sees and where they
see it
SR-
1000
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4. Training Demo
Phase 3
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5. Roles and responsibilities
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5. Roles & Responsibilities
SIS Project Team
Employee
Manager
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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
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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!
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Roles & Responsibilities – Managers
• Approve staff learning plans
• Support staff during uoCampus training activities
• Provide feedback
– Surveys
– Training evaluations
• Tell us what you need
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4-6 NOV 2016
6. Go-Live week-end
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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
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7. Questions
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Merci ! Thank You !
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