SIS Training Resources & Support Session

Join Connect+Learn for a session on SIS Training Resources & Support. The Student Information Systems (SIS) group manages enterprise student and curriculum applications, and processes for the University.

SIS provides reporting tools, enhancement and production request forms, and support for the SIS applications.

In the session, we will discuss:

    • Student Information Systems – What we do and how to get help
    • ROSI and OASIS Training Materials & Resources
    • What we support and what we do not
    • When to use ESC and how to write a ticket and use ESC appropriately

Resources

Win a Prize – Name U of T’s Next Timekeeping and Scheduling Solution

Date: November 2, 2023
To:
AMS Listserv
From:
Enterprise Applications & Solutions Integration 
Re: Win a Prize – Name U of T’s Next Timekeeping and Scheduling Solution

 

Hi everyone,

As you may be aware, the current Kronos Workforce Central will be coming to the end of its life in 2025. As a result, U of T will be upgrading to Ultimate Kronos Group’s (UKG’s) Dimensions timekeeping and scheduling solution in advance of 2025.

As we are kicking off this exciting new project, we want to take this opportunity to rebrand and launch a naming contest for the new scheduling solution.

We are inviting you to participate in this contest and to submit your suggestions by November 23, 2023, for a chance to win a prize.

Enter the Contest

 Prizes:

  • High-quality UKG backpack
  • 30$ Amazon Gift Card

Questions? Please contact Farah Ally at farah.ally@utoronto.ca

 Additional Background and Project Information:
Our central timekeeping and advanced scheduling solution has over 6,000 users and is established in over 20+ clients/faculties and divisions at the University. Dimensions offers an improved look and feel while retaining the robust timekeeping functionality currently available in Kronos’ Workforce Central.

For more information, please go to this link:
https://easi.its.utoronto.ca/initiatives/uoft-timekeeping-scheduling-solution/

Sincerely,

Enterprise Applications & Solutions Integration

ROSI Database Quarterly Maintenance – Friday, Dec 8

Date:  November 2, 2023
To:  ROSI Users; Registrar’s Offices
From:  Enterprise Applications & Solutions Integration
Re: ROSI Database Quarterly Maintenance – Friday, Dec 8

 

Dear ROSI users,

Please note that we will need to take ROSI and most associated student information systems offline on Friday, December 8 from 5 p.m. to 9 p.m. to perform quarterly maintenance on the database. We will return the systems to service sooner if the work is completed earlier than 9 p.m.

In addition, while ROSI-REPLICA on the Managed Instance (MI) will remain accessible during the maintenance, data will not be synced with ROSI starting at 5 p.m. It will be synced again at 9 p.m. when maintenance is complete.

The following systems will be affected:

  • Accommodated Testing Services (Student and Admin)
  • ACORN
  • Course Information System
  • Degree Explorer (Student and Admin)
  • EASI Institutional File Transfer
  • Elections
  • eMarks
  • Online Administrative Student Information System (OASIS) – including Absence Declaration, and the Timetable Builder and Transfer Equivalencies database administrative screens
  • ROSI
  • ROSI Express
  • ROSI Files
  • Safety Abroad Student Registry
  • Varsity Blues Registration System
  • Web services/APIs

 

Timetable Builder (Student) will remain available.

A notice will be posted on the ACORN launchpad and social media so that students are aware of the outage.

Thank you for your patience as we make these improvements.

This email has been sent from a service account and does not accept replies. Please direct any follow up questions to the Enterprise Service Centre http://www.uoft.me/esc

Sincerely,
Student Information Systems

EASI Go Prod NGSIS Updates – Aug. 1 to Oct. 31, 2023

Date: October 31, 2023
To:  ROSI Users; Registrar’s Offices
From:  Enterprise Applications & Solutions Integration
Re: EASI Go Prod NGSIS Updates – Aug. 1 to Oct. 31, 2023

 

Hi everyone,

Enterprise Applications & Solutions Integration (EASI) would like to update you on the latest major production releases and updates for the NGSIS program and student systems. From August 1 to October 31, 2023, EASI completed 27 releases for a wide range of applications.

The following are major changes during this timeframe:

ACORN Absence Declaration Changes (September 5)
On September 5, the ACORN team, in collaboration with the University Registrar’s Office, released updates to the Absence Declaration feature within ACORN. These changes include updates to the number of declarations a student can make in a single session. Students will also automatically receive a copy of the declaration once submitted, and have the option of emailing the declaration to their instructor or other administrators who need to be made aware of the absence.

Timetable Builder (August 1 to October 31, 2023)
Timetable Builder allows students to easily create and optimize their course schedules with a convenient, user-friendly and accessible user experience. Divisional calendars can now be linked to courses in Timetable Builder, users can now see Credit Value under course information, and room location has been removed from course sections, directing users to access this information through ACORN.

Curriculum Management (CM) (August 1 to October 31, 2023)
Curriculum Management allows divisions to propose, change and retire courses and programs using divisional specific governance processes. Forms have been changed and additional data points have been created to accommodate graduate programs and courses. Course and program approval workflows were also modified, and the School of Graduate Studies programs were uploaded to Curriculum Management. Graduate course upload is in progress.

Student Advising Service (SAS) (August 1 to October 31, 2023)
On July 26, the University of Toronto launched the Student Advising Service, a platform set to enhance advising supports and resources for the University’s students and advising staff, increase administrative efficiencies and increase overall student wellbeing, success and retention. In August, all advising staff in the Faculty of Kinesiology & Physical Education (KPE) and staff working in the Office of the Faculty Registrar at the Faculty of Arts & Science (A&S) started to use the service. Staff in A&S colleges have been trained through the month of October and A&S academic units will follow later in the 2023-24 academic year. The SAS team is currently onboarding three new divisions: the Faculty of Information (iSchool), the Faculty of Music, and the John H. Daniels Faculty of Architecture, Landscape, and Design, as well as working to implement the student facing portal, which is expected to launch in the summer of 2024.

Accommodated Testing Services (ATS) (August 1 to October 31, 2023)
Accommodated Testing Services coordinates on-campus assessment accommodations for students with disabilities who are enrolled in in-class courses offered on the St. George Campus. ATS has released the following enhancements:

  • Ability for administrative staff to change the test type of test definition.
  • Functionality for students to book term assessments for an upcoming session.
  • Ability to move a booking across a test definition.
  • Functionality to export test definition to Clockwork when there is no booking associated with it.
  • Additional technical housekeeping tasks were completed to improve the technical foundation and structure of the system.

Course Information System (CIS) (August 1 to October 31, 2023)
The Course Information System streamlines syllabi and exams processes for instructors and administrators. CIS has made the following releases: 

  • FAS Exam Details Module Enhancements (August 23, 2023)
    Enhancements to the Exam Details module for the Faculty of Arts & Science to align CIS with the updated business needs and processes.
  • Divisional Course Policies & Statement Updates (September 2023)
    Updated course statements for the Faculty of Arts & Science, Faculty of Applied Science & Engineering, and the Faculty of Music.
  • Additional Module Enhancements (October 12, 2023)
    Minor enhancements to the Final Exam and Syllabus Builder modules for the Faculty of Arts & Science, University of Toronto Scarborough, and Faculty of Applied Science & Engineering.

 

Sincerely,
Student Information Systems

Connect+Learn: SIS Training Resources & Support Session

Date: October 26, 2023
To: ROSI Users
From: Enterprise Applications & Solutions Integration
Re: Connect+Learn: SIS Training Resources & Support Session

 

Dear SIS users,

The Student Information Systems team is excited to announce the launch of new monthly SIS Training Resources & Support Sessions aimed at providing valuable insights and guidance for new ROSI users. To facilitate their onboarding with ROSI, when new users are given their ROSI ID, we will also include an invitation to the next SIS Training Resources & Support Session.

We encourage all staff members who have started using ROSI in the past couple of months to join the first session on Thursday, November 02.

SIS Training Resources & Support Sessions:

When: November 2 @ 11:00 am – 12:00 pm EDT
WhereTeams Meeting Link | Add to Calendar

In these sessions, we will cover the following key topics:

  • ROSI and OASIS Training Materials and ResourcesWe will introduce you to the various training materials and resources available to help you get up to speed with using ROSI effectively.
  • Student Information Systems – What We Do and How to Get HelpWe will provide a comprehensive overview of the SIS role and how you can seek assistance when needed.
  • What we support and what we do not (and where to go for those):We will clarify what SIS supports and what falls outside our scope. This will help you navigate which issues to direct to us and which ones to handle differently.
  • When to Use the Enterprise Service Centre (ESC) and How to Write a Ticket
    We will explain the circumstances under which you should use the ESC process and guide you on the proper way to create a ticket for assistance.

Sessions for Experienced Users:
For those who are more experienced ROSI users, we will be offering a separate set of sessions throughout the year. These sessions will cover a range of topics, including:

  • Activities that occur once a cycle and may require annual reviews.
  • Advanced topics to deepen your ROSI knowledge.
  • Updates on new functionality as it is rolled out.
  • Occasional “Ask Us Anything” sessions where you can get your specific questions answered.

We will provide advance notice of these sessions, so you can plan to attend those that align with your interests and needs.

Our goal is to empower every staff member with the skills and knowledge needed to use ROSI with ease and to ensure a smooth experience for all users.

We look forward to your participation and engagement in these sessions.

If you have any immediate questions or suggestions for specific topics you’d like to see covered, please submit your idea using this form.

Sincerely,
Student Information Systems

AMS GUI Planned Outage for ATB Increase – November 7

Date:  October 26, 2023
To: AMS GUI Users
From:
Enterprise Applications & Solutions Integration
Re: AMS GUI Planned Outage for ATB Increase – November 7

 

Dear AMS GUI users,

Please note that the Administrative Management System (AMS) will not be available for GUI users on Tuesday, November 7, 2023 from 6:00 p.m. to 11:00 p.m. This outage will allow for the preparation for the across-the-board (ATB) increase for UTFA staff.

All other AMS web-based systems, including Administrative Academic Appointments (AAA), Expense Reimbursement Direct Deposit (ERDD), My Research, Capital Project Portal, Invoice Workflow, Employee Self-Service (ESS), Manager Self-Service (MSS), EvoSuite Applications, SAP Asset Manager Mobile, and Fiori Launchpad Reporting will remain available during this time.

See our System Availability page for ongoing information on system status.

Sincerely,
Enterprise Applications & Solutions Integration

Automation and Workflows with Power Automate

Automation and Workflows with Power Automate: A service that helps you create automated workflows for repetitive business processes. Power Automate can send reminders on past due tasks, move business data between systems on a schedule, and talk to many data sources. We will discuss:   

    • What Power Automate is, its building blocks
    • Types of flows and what it can be used for 
    • Create a simple automatic workflow together 

Resources

 

Microsoft Word “Reuse Files” Feature Retires

The Reuse Files feature in Word will no longer be available. As Microsoft proceed with retiring the Reuse Files feature, the various entry points will be gradually disabled. By January 2024, the feature will be fully removed from Word and no longer supported.

However, you can use Search in Word to search your files, preview them, and reuse them.

Reminder: Jira Offboarding December 13 – Jira End of Life

Date: October 19, 2023
To: Jira Users
From: Enterprise Applications & Solutions Integration
Re: Reminder: Jira Offboarding December 13 – Jira End of Life

 

Dear Jira Users,

This is a reminder that Atlassian has announced that support for Jira Server will end on February 15, 2024. As a result, Enterprise Applications & Solutions Integration (EASI) will be moving its teams to the Azure DevOps platform as part of the Jira Migration Project.

Azure DevOps provides managers and users with more visibility into work effort, resulting in improved workload management, expectation management and improved insights for strategic decision making. This platform also aligns with U of T’s technical roadmap and future evolution with Microsoft.

In preparation for the February 2024 deadline, it will be necessary to offboard your division from Jira Server by December 13, 2023.  

Divisions with 10 users or under can migrate to Jira Cloud for free or transition to Azure DevOps with EASI system administration and chargeback. Azure DevOps licenses will cost approximately CAD $8/month per user and stakeholder licenses are free. Learn more about pricing options.

If you have any questions about this project, please contact Laurel Williams, Project Lead, at laurel.williams@utoronto.ca

Thank you for your support in making this successful transition.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

Introducing the New Microsoft Teams 

Date: October 19, 2023
To: InfoTech, MTAC, EITU
From: 
Enterprise Applications & Solutions Integration
Re: Introducing the New Microsoft Teams 

Dear colleagues,  

The new MS Teams version will be enabled for preview to all users beginning October 19, 2023. This update may take a few days before it is visible to all users. Users can change back to the MS Teams classic client at any time. Please note, this new version of MS Teams will fully replace the classic version in January 2024.  

More information on MS Teams changes can be found at: 

 

If there are any issues, please submit a ticket. 

 

Sincerely, 

Vicki Vokas, Senior Manager, Client Services 

Enterprise Applications & Solutions Integration (EASI)