23-11-2012, 11:13 AM
Student Information Systems Project
Student Information.pdf (Size: 2.34 MB / Downloads: 173)
Foundation and Background
Executive Statement:
“Everyone who works at this university — or at any technology-driven institution — understands how
much we rely on our information systems. Unfortunately, WSU’s IT infrastructure is increasingly
unreliable, made up of obsolete systems that were not originally designed for the multiple tasks they
now perform. That they continue to work at all is a tribute to employees who have specialized
knowledge of the unique fixes that are frequently required.
Clearly, a world-class research university cannot long stand on such a shaky IT foundation. In fact, in
the generally glowing accreditation report filed by the Northwest Commission on Colleges and
Universities about our university this summer, one recommendation read: “The Committee recommends
that Washington State University provide contemporary information management systems that will
address the needs of the future for its student, academic and management support requirements.”
The committee echoed the findings of Gartner, Inc., the consulting firm brought in by WSU to examine
our information systems in light of our funding requests. “The current applications do not provide the
necessary agility to meet changing business and academic requirements in a rapidly growing and
evolving environment such as WSU is experiencing today,” the report found.
Students and their parents are frustrated by breakdowns in our systems for registration, payments and
financial aid. Just this fall, our registration software failed in the days leading up to the first day of
classes. The situation was resolved, thanks to an intensive round-the-clock effort by our programming
team. However, it was yet another clear sign that we can no longer delay solutions.” Excerpt from: Dr.
Elson Floyd, Perspectives, November 9, 2009
Accreditation and Leadership Statement
The Northwest Commission on Colleges and Universities (NWCCU) 2009 Evaluation Committee
recommendation that Washington State University provide contemporary enterprise information
management systems that will address the needs of the future for its student, academic and
management support requirements did not come as a surprise. Over the course of preparing the 2009
Self-Study report, information technology and an aging legacy system were identified as one of four
cross-cutting challenges impacting the university as a whole and serving as a serious impediment to
progress for almost every area of the university. Our internal assessment, and that of the Evaluation
Committee, was reaffirmed in May 2009 in a report provided by a nationally recognized professional
consultant. Responding to this challenge has been and continues to be a high priority of the University.
The Student Information System project is a key component to the University’s overall effort to enhance
WSU’s ability to deliver improved and expanded information technology services to the University
community.
Risk of Non-Compliance
The lack of a robust electronic workflow process across integrated University systems jeopardizes WSU’s
ability to exercise adequate internal controls in the current systems and in meeting complex regulatory
requirements. In general, WSU systems are characterized by relatively weak internal controls and are
thus vulnerable.
Risk of System Failure
The current student systems put WSU at significant risk. The myWSU Portal has failed at key times over
the past several years – severely impacting the ability of faculty, staff and students to prepare for the
beginning of both fall and spring terms. The current 30 year-old student systems are unique to WSU and
supported by only two or three technical staff members, some nearing retirement. In general, the
availability of qualified staff to support administrative systems is extremely limited, and there is no
vendor support available for the current application software.
Improved Integration and System Capabilities
Historically WSU has worked around many limitations in current systems, but is unable to do much more
without addressing the fundamental underlying systems. There are long lists of system improvements
that WSU needs, but is unable to implement due to the inflexibility of current systems. Over the past
few years WSU has, for the most part, only developed and implemented systems to keep current with
regulatory requirements. WSU is not in a position to react quickly to market needs and pressures with
current student systems. On the other hand, there is a tremendous opportunity to improve the
capabilities of our systems and allow for greater economies of scale. With the implementation of
PeopleSoft we will be able to sunset many existing peripheral systems while taking advantage of the
economies of scale of an expanded, flexible and integrated system. Improved system capabilities will
not only allow WSU to address long-standing known shortcomings, but will also put us in a position to
react quickly to unforeseen emerging needs.
Purpose of the Project Charter
The Project Charter is the primary operating document defining the goals, objectives, strategies, scope,
organization and standards for the SIS project (“The Project”). It anticipates the reality of very large
projects and defines processes for constructively dealing with project issues and decisions and defines
the mechanisms for project control.
Project Vision
Once implemented, this student information system will positively impact virtually everyone associated
with the University: students, their families, faculty and staff. The new system will increase data
accuracy, make student information management more secure, effective, convenient and accessible,
and begin to coordinate information across the system to simplify student access to University
resources.
Mission
Washington State University demonstrates its commitment to WSU students, faculty, staff and the State
of Washington by planning, resourcing and implementing on time and within budget a robust, modern,
integrated, standards-based, sustainable and vendor-supported Student Information Systems (SIS). The
new SIS will improve service, accountability, work-flow, end-user reporting and provide access to
reliable, timely, accurate and insightful information for recruiting prospective students, managing the
needs of current students as well as the related needs of faculty and for institutional decision-making
and resource planning.
Goals, Critical Success Factors and Success Criteria
Because a new student information system is a significant investment for the institution, the successful
implementation will need to meet or exceed a number of goals. These goals or “Pillars of Success” will
be used in conjunction with critical success factors to guide project decision making which optimizes the
likelihood of meeting the success criteria as defined by system users for each functional area.