Summary
The current process for requesting and providing stipends for graduate students is cumbersome, lacks front-end validation, and often requires that participants export data sets into Excel.
The Financial Support Request Tool (FSRT) talks to ProSam via AID ID. Then ProSam needs a detail code to talk to the Student Information System (ISIS). This detail code determines which kinds of credits are paid to the student account and in what priority order.
The implementation of OFC has broken the workflow for processing undergraduate student stipend payments. Since there was no remediation of ISIS to talk to OFC, there is no way to validate the account to which the stipend will be charged. Therefore, Grad FSU must run the ISIS detail code through an index mapping tool to verify Chart of Accounts/Project Task Fund. These additional steps have caused substantial delays resulting in undue stress on students.
To narrow the scope of this effort, we will focus on International Student Stipends, as they have the most complexity and potential for delays and errors.
In Scope: Graduate International Student Stipend requests, reviews, and disbursements.
Out of Scope: Other payment types, undergraduate stipends, Western Union payments (these were COVID related and will no longer be used)
Recent Updates and progress:
Grad FSU has been meeting with process owners and stakeholders to collect current state processes as well as pain points. A Kaizen (or rapid improvement session) will be held soon to discuss opportunities for improvement.
Project Leads
| Name | Unit | Role |
|---|---|---|
| Antonio Nava | OSI | Process Analyst |
| Courtney Aguila | Grad FSU | Owner |
Subject Matter Experts
| Name | Unit | Title |
|---|---|---|
| Florenz Torralba | Grad FSU | Fellowship Coordinator |
| Suzanne Young | Grad FSU | Fellowship Coordinator |
Current State Documentation
https://us.promapp.com/ucsd/Process/Minimode/Permalink/Cewy4T9p3rNHD62VipEIV8