The application for admission to the University begins with mundane, but necessary details: name, date of birth and social security number. In the future, however, students may never have to write that information down again for the rest of their time at the University.
That is the vision of the Integrated Systems Project, a University-wide, multi-year initiative seeking to replace the existing information systems with a modernized, integrated system.
Currently, student information is found on several databases, including payroll and Integrated Student Information System. The ISP seeks to combine those databases with other University information systems such as those employed by the Budget Office, the Office of Admissions and Facilities Management to form a single integrated information system.
The project originated from University President John T. Casteen III's senior cabinet, Project Director William Randolph said.
The first phase of the project is almost complete. It began two years ago and involves identifying and analyzing feasibility of the undertaking, Randolph said.
The Board of Visitors and General Assembly still need to approve the project, Project Communications Manager Carole Horowitz said.
Several factors forced the University to launch its overhaul project. With 24 different information systems - such as payroll and records - and 26 different programming languages, management of the structure was difficult.
The current information technology system includes more than 20 distinct components to handle tasks as well as operate processes ranging from ISIS to payroll and student records.
Integrated Systems Task Force members, appointed by the senior cabinet, decided a replacement of individual systems would not be economically or functionally feasible, owing to large costs and difficulty in maintenance, Randolph said.
Central to the project is the use of an Enterprise Resource Planning (ERP) system - a merged set of software applications and tools that interact with the user in a single environment. This means that different tasks such as filling out a maintenance request for a building or changing an address for the Bursar's Office can be accomplished with similar forms.
Menus, dialog boxes and other features will be the same, minimizing confusion and training associated with new software and upgrades. The system will reduce the need for paper, which is another slowing factor.
Instantaneous delivery of information and requests via the computer system will cut down red tape, Randolph said.
"Right now, if you change any information, the information must be changed on several different systems," he said.
The project is slated to be completed over five years, with three separate phases. The first phase will involve financial applications, the second human resources and payroll applications, and the final one a student information system.
There are, however, disadvantages to the integrated system, Randolph said.
Using paper, it is simple to send a short message to someone - just write it down - but an environment of computers may impose some restrictions, such as the length of a memo or information fields.
Funding still is being worked out, but, according to Randolph, no expense should be spared.
"The cost will be substantial, but we must think of it as an investment," he said.
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