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Where can I find Student and Faculty FAQs?
What is an ERP?
Why are we (UM) doing an ERP?
What is Oracle?
What is Oracle PeopleSoft?
What is Campus Solutions?
What is Campus Community?
Will legacy systems not included in the ERP continue to be supported?
Are all current UM student systems included in the ERP?
What student systems will be converted first and when do they go live?
What is the estimate to complete the project?
What are some really cool features for students that they do not have today?
What does the term “vanilla” mean in the ERP context?
What is an extension, bolt-on, or customization?
What is a system freeze?
Since there is a freeze in new requests for the legacy systems, what is the process to submit the implementation of a mandate?
Will my workload be affected by the ERP?
Will we be trained in the new system?
When will training occur?
Will I need new skills or training for ERP?
Are IT developers being trained in new technologies?
What resources are available to colleges and universities using Campus Solutions?



Where can I find Student and Faculty FAQs?
A comprehensive listing of Student and Faculty FAQS can be found here .

What is an ERP?
ERP (Enterprise Resource Planning) software applications act as the central company-wide information system. ERP systems integrate all of an organization’s departments, divisions, lines of business and geographical locations into a single, shared, unified and enterprise-wide information system. The University is an “enterprise” and an ERP solution integrates all functions—student information, human resources, and financial systems—into one administrative system.

Why are we (UM) doing an ERP?
An ERP will allow the University to:
  • Align and integrate mission critical enterprise data, information, and business processes to support the University’s strategic mission.
  • Replace the outdated 20-year-old legacy administrative applications (Student, HR/Payroll, Finance, etc.).
  • Transform business processes through adoption of industry best practices.
  • Create enhanced reporting capabilities across the University.
  • Enable enhanced self-service capabilities for students, faculty, and staff.

What is Oracle?
Oracle Corporation is a multinational computer technology corporation that specializes in developing and marketing computer hardware systems and enterprise software products. Oracle acquired PeopleSoft, Inc. in 2005.

What is Oracle PeopleSoft?
PeopleSoft is an integrated ERP software package that provides a wide variety of business applications to assist in the day-to-day execution and operation of business processes.

What is Campus Solutions?
Oracle’s PeopleSoft Campus Solutions is a comprehensive suite of software designed for higher education.

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What is Campus Community?
Campus Community is one segment of the Campus Solutions module. It is the foundation for the entire Campus Solutions suite. Campus Community groups together all personal information, including biographical and demographic data, activities, etc.

Will legacy systems not included in the ERP continue to be supported?
Yes.

What student systems will be converted first and when do they go live?
The student system implementation will follow the student life cycle for the Fall 2013 term as defined below:

Academic Structure / Curriculum Management The Academic Catalog for fall 2013 and forward will be in the new student system (includes conversion of the current catalog). Sept. 10, 2012
Academic Schedule The class schedule for fall 2013 and forward will be in the new student system (includes conversion of ‘last like term’). Remaining ‘last like term’ conversions will occur, as needed. Nov. 5,2012
Campus Community Includes conversion of biographical/demographic data for all students (including new admits). Jan. 22, 2013
Financial Aid The initial go live date supports the ISIR process for the 2013-14 Financial Aid year. The remaining functionality (packaging, loan origination, and disbursement) will occur as the functionality is needed to support the financial aid life cycle for all students (including Medical which occurs prior to other student populations). Feb. 2013
Self Service Centers / Academic Advisement Includes the build of the degree requirements in the new system to support the fall 2013 registration process. Student record data needed to support this process will be converted. Also included is the rollout of new self service centers and the integration plans for MyUM. Functionality available will be for Fall 2013 forward. March 2013
Registration Students will register for the first time in the new system for fall 2013. March 2013
Student Accounts Tuition calculation and bill generation for fall 2013 and forward will occur in the new system. June 2013
Admissions (Fall 2014 admissions cycle and forward) The admissions process for fall 2014 will occur in the new system. August 2013
Grades & Transcripts The complete academic record will be converted and transcript generation will occur in the new system. At this point, all processes have been moved to the new system . August 2013


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What is the estimate to complete the project?
Student: Student will go-live over a period from September 2012 to August 2013. We are following a student life cycle as we transition from the old system to the new therefore we will compete all processes to support students by the end of term processing for Fall 2013.
Human Resources: TBD.
Finance: TBD.

What are some really cool features for students that they do not have today?
Wait list – If a class is full, a student can request to be put on a Waiting List. If a seat opens up, and they are the next student on the waiting list, they will be automatically enrolled.
Enrollment planning - The catalog will be integrated into the Schedule of Classes and Registration. Students will be able to easily search for classes, organize class schedules and plan for future terms.
To-Do lists – To-Do lists will display the items that need to be submitted to complete your administrative file.
Shopping cart - Students can search the class schedule and add/drop classes to a Shopping Cart. When checking out, the system will ensure the appropriate lecture/lab is included, and check for any scheduling conflicts and course requisites prior to enrollment.

What does the term “vanilla” mean in the ERP context?
Vanilla means that customizations to the vendor solution are not made.

What is an extension, bolt-on, or customization?
An extension (or bolt-on) is when you extend or customize a portion of the vendor solution (to meet institutional requirements) that have little to no impact on upgrades from the vendor. Each extension or bolt-on must be analyzed for potential impact when software updates are sent from the vendor. A customization would require base code line change to the software. It is considered a best practice to avoid base code changes.

What is a system freeze?
It is common practice to institute a system freeze to systems impacted by the ERP project. The reason for the freeze is:
1) to limit changes to systems which are scheduled for replacement and
2) keep resources focused on the ERP work.

The student systems are currently under a freeze. The following freeze notification was effective 2/15/2012:
All modifications not included in the list below will cease on legacy student systems. Legacy system modifications or change request not included in the freeze:
  • 1. Federal or State Regulatory requirements - this includes regular updates received multiple times a year to support Financial Aid.
  • 2. Production Support - this includes ongoing updates needed to the system to keep the legacy system functional until the functionality is moved to Campus Solutions. An example would be an update to the tuition tables
  • 3. Break Fix – this includes any issues needing immediate attention because of a bug or failure in the production environment that is impacting the University’s ability to operate.
Any exception to the freeze must be signed-off by the appropriate ERP Governance Committee or the ERP Executive Sponsors, when appropriate.

Since there is a freeze in new requests for the legacy systems, what is the process to submit the implementation of a mandate?
The Request for Service form should be submitted to .(JavaScript must be enabled to view this email address) . The appropriate team will receive the request, access the impact to the ERP project, and approve or escalate according to the freeze guidelines.

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Will my workload be affected by the ERP?
The majority of the work you do today in information systems that support student administration, human resources, and finance will change. The impact to each person’s workload will be unique, and will be determined as each person learns the new system and processes.

Will we be trained in the new system?
Your department head will assess who needs to receive training and will work with the ERP training team to schedule live, hands-on training. Additional resources will be made available online. Not everyone will require training - only the people who will need to interact with or get data from ERP System.

When will training occur?
Training will be offered throughout the project implementation process for each module as they Go-Live to those who are impacted by the new system. Training will be either formal classes and/or through on-line resources. Instructor led training will be held a few weeks before the go live dates of each release phase of the ERP. This will be Just-In-Time training normally designed for persons that will be using the newly released ERP phase. Other live trainings will be scheduled and arranged with the respective departments/sections.

Will I need new skills or training for ERP?
A new system can represent a fundamental change, not only in terms of changing work practices and routines, but also in terms of knowledge. Users with basic PC and Internet skills should be able to transition to the new system smoothly.

Are IT developers being trained in new technologies?
Yes. IT technical staff will be needed to support the various stages of the project, they are being trained in the appropriate new technologies.

What resources are available to colleges and universities using Campus Solutions?
A valuable resource is The Higher Education User Group (HEUG). HEUG is an international organization consisting of higher education institutions that use application software from Oracle. Visit http://www.HEUG.org for more information.

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