Project Update as of 5/29/20
As many of you know, the Graduate Division Financial Support Unit (FSU) has been working hard to implement ProSAM IAM (Institutional Awards Module) in order to optimize the process of committing and awarding graduate student financial support. Because this project is significantly impacted by both the UCPath and Oracle Financial Cloud conversions, we have decided to delay the launch of IAM until early 2021. This modification will allow us more time for user acceptance testing and exploring potential integrations with other ESR systems. Our goal is to deliver an even better product early next calendar year, and begin accepting financial commitments in IAM for the 2021-22 Academic Year.
Campus partners should continue to use the Graduate Division's Online Financial Support Request Tool to submit all fellowship and fee payment requests for both domestic and international graduate students. We will send a separate notification email once the online tool is ready to accept requests for 2020-21. Fellowship payouts for 2020-21 will continue to happen on a monthly basis. As everyone is aware, international graduate student fellowships are no longer being processed via payroll entry and instead will be routed through Oracle Financial Cloud (OFC). Please continue to enter these fellowship requests into the online tool as usual, and the FSU will coordinate disbursements via OFC.
If you have questions or would like more information about the ProSAM IAM project, please contact Tamara Schaps at tschaps@ucsd.edu or call 858-246-2846. Thank you for your continued support of this important project and for your flexibility and understanding with the modified timeline.
Why ProSAM IAM?
We launched the ProSAM IAM (Institutional Awards Module) Project in Fall 2019 as an enhancement to the larger ESR ProSAM project that went live in Summer 2018. Why IAM? And why now? ProSAM was designed to disburse annual aid awards to undergraduate student accounts on a quarterly basis, which doesn't well serve the varied needs of academic departments/programs/units who may want to commit multi-year funding packages or issue stipends to graduate students. IAM is an overlay technology for ProSAM, specifically designed with graduate student financial support in mind and has been successful at UC Santa Barbara. When fully implemented, this tool will streamline our business processes for requesting and disbursing graduate student stipend and fee payments, while also enabling multi-year funding commitments. In the future state, ProSAM IAM also will enable better fiscal planning for graduate student support at the institutional, divisional, department/unit, and program levels.
Timeline
Since fall quarter, the IAM project team has been consulting with a small group of campus partners to help us gather baseline requirements for the new system. This next phase of the project will involve campus partners from all areas that financially support graduate students so we are sure to configure the new system to support our key business processes. We aim to go live with ProSAM IAM in Spring 2020 and work on system optimization in Summer 2020 when graduate student stipend and fee payments are generally fewer. Eventually the current Financial Support Request Tool will be retired, but at this time we are not sure when that will happen. Because this project is significantly impacted by UCPath and Oracle Financial Cloud conversions, we remain open and flexible with our timeline.
Questions
Please reach out to Tamara Schaps (tschaps@ucsd.edu) with any questions about the Pro SAM IAM project.
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Recording of Campus Partners Meeting on February 25, 2020: https://drive.google.com/file/d/14-3mS4VfxIzkW0tSSPtkAx3jvcea4v-t/view