Technical Stabilization Framework for SIS

The current Student Information System (SIS) is complex and aging. Critical business processes (e.g., Registration) are at risk of system failure. With the Integrated Renewal Program - Student (IRP Student) underway, UBC needs to ensure the SIS remains stable until the renewed student information system is successfully implemented.

A controlled and consistent approach is required to manage any technical changes to the SIS. Key elements of the mitigation strategy for SIS instability are to:

  • minimize technical changes to SIS code
  • minimize the changes or additions of integrations directly with the SIS
  • minimize changes to SIS data structure requested by other applications

A stabilization framework has been developed and approved. This framework will assist with arriving at optimal solutions quickly with lower risk for both IRP Student and business continuity at UBC. The framework aims to inform the UBC Community about the final phased restriction for updates to the Classic SIS. Technical changes to Classic SIS will be successfully minimized as we move toward parallel operation with Workday Student.

The framework phases

The framework will progress through four phases:

Phase 1 (Jan 2022 – Dec 2022): Implementation

IRP Student: This is a critical period to complete all Student Ecosystem implementation work, including; Workday, all Integrations, and changes to Ecosystem Applications. It is paramount that staff responsible for IRP Student activities remain focused.

SIS changes permitted: SIS changes NOT permitted:
  • Regulatory or operational emergency changes
  • Change requests that utilize existing integrations as-is (read or write data) with SIS with negligible impact on IRP Student team resources
  • Changes to API and to integrations with SIS platforms
  • Changes directly to SIS code

Phase 2 (Jan 2023 – Jul 2023): End-to-End testing

IRP Student: This is the comprehensive, integrated testing phase for all Student Ecosystem capabilities, including; Workday, all Integrations, and changes to Ecosystem Applications. Implementation tenants and ecosystem test environments will be frozen except for bug fixes.

SIS changes permitted: SIS changes NOT permitted:
  • Regulatory or operational emergency changes
  • Change requests that utilize existing integrations as-is (read-only data), provided there is no access to IRP Student staff required
  • Changes to API and to integrations with SIS platforms
  • Changes directly to SIS code

Phase 3 (Aug 2023 – Aug 2024): Classic SIS – Workday Student Parallel Operation

IRP Student: The series of launches will be aligned with the Academic cycle will commence. All IRP Student systems will be frozen except for bug fixes to enable stabilization.

SIS changes permitted: SIS changes NOT permitted:
  • Regulatory or operational emergency changes
  • Changes to API and to integrations with SIS platforms
  • Changes directly to SIS code

Phase 4 (Aug 2024 onwards): Classic SIS Offline

SIS will be in read-only mode prior to decommissioning after which all integrations with SIS will be decommissioned.

The framework exceptions

A process has been developed to manage exceptions to the Framework

  1. Teams submit change requests through usual channels or submit a ServiceNow ticket
  2. Meeting with proposing team, SIS operations, Enrolment Services to discuss change request.
  3. If required, change request to be escalated to IRP Student Program Director.
  4. IRP Student Program Director consults with Executive and Co-Lead Sponsors to arrive at final decision.
  5. Decision communicated to all IRP Student Sponsors.
  6. Lead Executive Sponsor communicates decision to the proposing team.
  7. Decision to be documented in IRP Student Decision Log.