Student Information System (SIS) Renewal Project

Laptop screen with 'coming soon' on it

Background

The Repository of Student Information (ROSI) and associated ROSI applications (e.g., OASIS, ACORN) make up the institutional Student Information System (SIS) that supports the core operations for student academic records and enrolment processes. This includes course and program registration, grade information, tuition and fee assessments, and financial award management. The original instance of ROSI was launched in 1998. ROSI is the definitive source of institutional data on applicants, students, and alumni with respect to their work in credit-based programs at the University of Toronto.

A SIS is the system of record that serves as the central hub for storing, organizing and processing student academic data and enrolment related functions. Serving students, faculty and staff, the SIS:

  • Provides a chronology of business transactions, academic activity, student interactions and educational outcomes.  
  • Manages assets such as course catalogs/schedules, course registrations, financial aid, grades and transcripts throughout the student life cycle. 
  • Conducts various business processes such as registration, fee assessment, GPA calculations, etc. 
  • Is the system of record for student academic data.

Each year, the SIS (ROSI/ACORN) connects approximately…

Staff
Current Students
Alumni*
ACORN Student Logins/Year

This project plan outlines the process to identify the requirements for a future SIS at the University of Toronto and to develop the proposal to transform the current SIS (ROSI).

*Approximate number of Alumni with a convocation date after 2007. Only Alumni who graduated after 2007 can access ACORN.

SIS Renewal Approach

The approach will engage with stakeholders and build subject matter expertise to help with the change management process. 

1

Core SIS Functionality

Assess ROSI core functions and identify necessary functionality that ROSI does not currently offer. 

2

Process Review

Conduct a process review of core SIS functions to identify opportunities to align across divisions to reduce the number of managed workflows.

3

Solution Investigation

Make recommendations on viable solutions to replace ROSI that will meet U of T’s diverse requirements.

Project Phases

The SIS Renewal project will occur in four phases as follows: 

Business Process Data Collection & Process Streamlining

Establish a SIS Advisory Board that will: 

  1. Assess and document current SIS (ROSI) core functions. 
  1. Identify gaps in necessary functionality that ROSI does not currently offer. 
  1. Conduct a process review of core registrarial functions to identify opportunities to align across divisions to reduce the number of configurations and managed workflows. For example, instead of having eighteen workflows for the same function, work with the community to identify four or five workflows that can meet the community’s needs. 

Peer/Market Review & Business Process Streamlining

  1. Assess current and emerging SIS solutions/approaches at peer institutions, industry trends and emerging technologies to identify solutions that are future-proof and adaptable to U of T’s evolving needs. 
  1. Invite potential vendors to conduct onsite presentations and demonstrations for campus stakeholders. 
  1. Continue to review core registrarial processes to identify opportunities to align and streamline processes across divisions to reduce the number of configurations and managed workflows in a new solution. 
  1. Identify down/associated systems that rely on connections to student data to support functions outside of core SIS functions (e.g. residence services, varsity blues, etc.).

Develop Proposal for a New SIS

  1. Develop a final report to highlight the findings from phase one and two with well-supported recommendations for the future of the Student Information System. This will include an advantage-disadvantage analysis. 
  1. Obtain stakeholder feedback on the report and the recommended direction. This will include faculty, staff, and student feedback. Feedback will be obtained through various channels (e.g., town halls, user group meetings, surveys). 
  1. Develop a roadmap that outlines the solution requirements and evaluation criteria. 
  1. Provide an estimated cost for the recommended direction factoring in implementation and long-term maintenance costs. 

Project Approval

  1. Submit the final report to the appropriate governing bodies for approval, highlighting the benefits and risks that will be addressed. 
  1. Obtain funding approval.
  1. Develop an implementation plan, pending approval. Identify the implementation project team and hire staff as appropriate (e.g., run as a capital project). 

Consultation

Broad consultation will be conducted with stakeholders during each phase of the project. This includes, but is not limited to students, academic divisions, School of Graduate Studies, Vice-Provosts, Planning & Budget, Student Life, Data Governance, Finance and Human Resources. 
 
If you are interested in participating or providing feedback on this project, please email university.registrar@utoronto.ca 

Project Documents and Status Site (log-in required)

Staff/Faculty can request log-in access.