The initial SSEI assessment phase resulted in 50 key recommendations to achieve JHU’s desired future state vision. The SSEI project team adopted a phased approach due to the extensive nature of the recommendations, resulting in three main phases with distinct focus areas (as illustrated on the below timeline):
Images of the student dashboard (initial phase of DXP project).
Timeframe: July 2022 to June 2025
Goal: The DXP project aims to create a modernized digital experience for all constituents, with a multi-dimensional project team, an advisory council, and a student engagement team.
Accomplishments: launch of the Student Dashboard, which includes various features such as a common calendar, student account information, and a summary of SEAM cases.
From late 2021 through 2022, the SSEI team partnered with colleagues across the institution to uncover and document pain points with the current state of systems utilized in academic advising. Many processes are manual or localized, creating barriers for staff and faculty to access the data they need to effectively support students.
As part of a competitive sourcing and selection process considering seven potential platforms, in summer 2023 JHU selected Stellic as the university-wide platform for degree audit and student success, academic advising, and retention.
Sample image of student profile screen in Stellic.
Goal: to simplify and streamline information systems and processes so that academic advisors, faculty and other staff may accurately and effectively support JHU students throughout their academic journey.
Current Status:
Accomplishments:
The SIS Replacement Project at Johns Hopkins University (JHU) is a strategic initiative to replace the aging Matrix Student Information System (SIS) with a modern, efficient, and secure platform. This transition addresses critical challenges, including security vulnerabilities, outdated technology, and administrative inefficiencies, while aligning with the university’s One University vision. The current system limits cross-departmental collaboration, data governance, and user experiences, impacting student services, staff productivity, and institutional reputation. A modern SIS will enable JHU to leverage advancements in technology, such as AI and automation, to enhance global competitiveness, operational efficiency, and the educational journey of students.
Guided by principles of divisional autonomy, modernization, and market competitiveness, the project aims to unify systems, improve data security, and enhance decision-making capabilities. The implementation strategy involves pre-work activities to align stakeholders and modernize workflows, a rigorous vendor selection process, a phased implementation over 3-4 years with structured oversight, and post-go-live optimization to ensure seamless operation. This transformation will position JHU as a leader in technology-driven education, future-proofing the institution while improving experiences for students and staff.
Timeframe: August 2023 to June 2027
Current status: initializing the pre-work for SIS replacement. Data gathering, initial project planning and preparation.
Goal: Develop a future vision for enrollment management and student financials, identify key requirements for selecting a new SIS, and implement changes to the current business model where possible to have an immediate impact and prepare for the new SIS transition.
Accomplishments: completed the discovery phase, developed comprehensive business case and strategic roadmap for guiding the SIS Replacement process.
Modernization efforts led to the implementation of Handshake, a university- wide career services platform, and the creation of an Employer Engagement Portal. This phase also saw the establishment of a new organization with oversight from an inaugural vice provost of Integrative Learning and Life Design, transforming our original approach to career services to one that bridges curricular and experiential learning with professional ambitions and mentoring across all levels and schools at JHU.
SSEI supported the implementation of Slate to unify graduate admissions offices across JHU, design common processes, and provide a streamlined, mobile-friendly application experience.
Alignment of Academic Calendars reduced the complexity by streamlining from 24 academic calendars to two, making planning more accessible for students, staff, and faculty.
Interdivisional Registration improvements included a pilot program for electronic registration in Public Health Studies, which served as a blueprint for other school/program pairings.
Based on the initial recommendations from the SSEI assessment phase, JHU also introduced the inaugural University Registrar position, enhancing coordination of university-wide records and registration policies and operations. A “Registrars Roundtable” was established to facilitate cross-university collaboration.
Additionally, the School of Medicine (SOM) transitioned from its legacy student information system to the university SIS, enhancing interdivisional registration processes and integrations with other university systems.
Historically, each school had separate offices for these functions, resulting in 27 such offices, leading to policy, process, technology, and service disparities that inconvenienced students.
Student Enrollment and Account Management (SEAM): was designed, staffed, and launched to create a streamlined and integrated service experience.
Key accomplishments in SEAM included the redesign of 92 business processes related to records and registration, student accounts, and financial aid, along with the recruitment of new central leadership roles.
The implementation of a case management system using Salesforce, document and workflow management using OnBase, and an AI chatbot tool (Ocelot) to support SEAM operations.