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Modernizing ������Ƶֱ��’s Core Systems

������Ƶֱ�� is undertaking a major modernization of its core enterprise systems by transitioning from Ellucian’s Managed Cloud (UniData) to Ellucian Colleague SaaS (SQL), a next-generation platform designed for flexibility, reliability and long-term sustainability.

This initiative, known as the ERP SaaS Migration, is a multi-year effort scheduled to go live in April 2027. It represents a significant step forward in ������Ƶֱ��’s commitment to improving the technology and processes that support teaching, learning and university operations.

Why This Migration Matters

• Modern Database Foundation: Transitioning from UniData to SQL enables faster processing, better analytics and stronger integration capabilities.
• Enhanced Reliability and Security: The SaaS platform provides higher uptime, disaster recovery and compliance standards maintained directly by Ellucian.
• Continuous Innovation: ������Ƶֱ�� will benefit from automatic upgrades and new features through Ellucian’s regular release cycle.
• Improved Access and User Experience: Faculty, staff and students will enjoy consistent, intuitive access across devices and services.

Because this move involves a complete data and system conversion, all core functions—including Student, Finance, Human Resources, Financial Aid and Registration—will transition together during a single Go-Live event.

Project Team

The ERP SaaS Migration is a university-wide collaboration supported by key partners.
 

Steering Committee

• André Stephens, Ph.D. – President
• Alison Noble, Ph.D. – Provost and Senior Vice President of Academic Affairs
• Anthony Gardner, MBA – Chief Financial Officer and Vice President of Business Affairs
• Becky Bradley – Vice President of University Marketing and Communications
• Jay Cohen – CIO (CampusWorks)
• Liz Garvin, M.A. – Vice President for Advancement and Executive Director, ������Ƶֱ�� Foundation
• Jake Gilbertson, Ed.D. – Vice President of Student Development
• Amanda Slaughter, M.A. – Vice President of Enrollment Management
• Donald Norman – President’s Chief of Staff
• Jeff Jones – Project Manager and Primary Contact

Implementation Partners

• Ellucian – SaaS hosting, migration, and platform delivery
  • Priyam Gorti – Senior Project Manager
• Ferrilli – Implementation consulting and technical expertise
  • Emily Baker – Senior Project Manager
  • Lauraly Dubois, Ph.D. – Enterprise Solution Architect
• CampusWorks – IT management and CIO leadership

Functional Leads and Campus Contributors

• Admissions: Michael Hubble, Eddie Piña, Denette Barrios
• Business Office: Arlene Wood, Tanisha Mannings, Marjorie Ford
• Continuing Education: Yvonne Vogt, Brandon Porter
• Human Resources: Jordan Sharp, Bethany Nichols, Leigh Spencer
• Information Technology: Jay Cohen, Andy Villalobos
• Registrar: Tara Neufeld, Clint Harris
• Student Financial Services: Bryan Taylor, Jamie Jones

Submit a Question or Share Feedback

Your feedback is vital to ensure a smooth transition for the entire ������Ƶֱ�� community.

If you have a question, concern, or idea about the ERP SaaS Migration:

• Use the on this page to email Jeff Jones, Project Manager.
• Submissions may be anonymous or include your name for a direct response.
• Questions are reviewed regularly, and answers to common inquiries are added to the FAQ section or shared through project updates.
• You can also reach the Project Manager directly at Jeff.Jones@fresno.edu.

Frequently Asked Questions

General Project Questions

1. What is the ERP SaaS Migration?
   This is ������Ƶֱ��’s initiative to modernize its core administrative systems by moving from Ellucian Managed Cloud (UniData) to Ellucian Colleague SaaS (SQL). It’s a major step toward a modern, secure and sustainable technology platform that supports every part of campus operations.
    
2. What does “SaaS” stand for?
   SaaS means Software as a Service. It’s a cloud-based model where software and its infrastructure are hosted and maintained by the vendor (in this case, Ellucian), rather than by the university. Updates, backups and performance monitoring happen automatically in the cloud.
    
3. What does “ERP” stand for?
   ERP stands for Enterprise Resource Planning. It refers to the integrated system that manages the university’s key administrative and academic functions, including finance, human resources and student records.
    
4. What does “SIS” stand for?
   SIS stands for Student Information System. At ������Ƶֱ��, Colleague serves as both our ERP and SIS. It manages student data such as admissions, registration, grades and degree progress.
    
5. What is happening with Colleague?
   Colleague will remain ������Ƶֱ��’s core administrative system. What’s changing is the underlying platform, from UniData to SQL, hosted in Ellucian’s modern SaaS environment. Functionality will remain familiar, but performance, integrations and reliability will improve.
    
6. Why can’t we move to SaaS one area at a time?
   Because the UniData and SQL environments are structurally different, ������Ƶֱ�� must complete a full system cutover. All modules (Student, Finance, HR and Advancement) must go live together to maintain data integrity.
    
7. When will the new system go live?
   The full system migration is scheduled for April 2027, followed by a stabilization period.

Systems and Integrations

1. What is happening with Sunbird Central?
   Sunbird Central will continue to serve as a front-end portal for students and employees.
    
2. What is happening with Slate (Admissions CRM)?
   Slate will continue to be used for Admissions. Data integration between Slate and Colleague will be rebuilt or updated to connect to the new SQL-based environment.
    
3. What is happening with Astra (Scheduling)?
   Astra will remain part of ������Ƶֱ��’s scheduling ecosystem. The migration will reconfigure its integration with Colleague SaaS to ensure continuity for academic scheduling and room management.
    
4. Will all other systems that connect to Colleague be affected?
   Yes. Any system that exchanges data with Colleague will be reviewed. The project team will communicate updates for each integration on this site.
    
5. Will there be system downtime during the migration?
   There will be a planned blackout period before and during Go-Live weekend to ensure accurate data conversion and validation. The blackout schedule will be shared well in advance and is currently scheduled for April 2027.

Data and Readiness

1. Are we going to clean up data before we move it?
   Yes. The data cleanup process is a critical part of the project. Implementation partners will work with functional leaders and departments to identify and correct data before migration.
    
2. Are we migrating all data to the new system?
   No. ������Ƶֱ�� is reviewing data retention policies and regulatory requirements to determine which data must be carried forward. Only data that is required or operationally necessary will be migrated.
    
3. How is ������Ƶֱ�� handling data during the ERP SaaS Migration?
   All data decisions are guided by ������Ƶֱ��’s official Record Retention Policy and federal data-protection requirements. Every record, student, financial, HR, or otherwise, is preserved for as long as required, stored securely and accessible only to authorized personnel.
    
4. Does all university data move into the new Ellucian SaaS environment?
   No. Only active and recent data that ������Ƶֱ�� still uses for operations, reporting or compliance will be migrated to the new system. Older or inactive data will remain in a secure digital archive that meets all retention and audit requirements.
    
5. What does ������Ƶֱ��’s Record Retention Policy require?
   The Record Retention Policy defines how long different types of records must be kept and allows for either paper or digital storage. For example, financial records are typically kept five to seven years, and financial-aid records are retained for five years after a student’s last attendance. The policy doesn’t require that data live in any specific system, it only requires that it be preserved, secure and retrievable for the required period.
    
6. How will historical data be archived?
   Data older than the defined retention or migration cutoff will be stored in read-only format to protect data integrity, encrypted and access-controlled under ������Ƶֱ��’s Information Security standards, accessible to appropriate departmental employees and audit staff as needed, and reviewed periodically for secure destruction once retention requirements expire.
    
7. What is Data Governance, and why does it matter for this project?
   Data Governance defines who owns data, how it’s maintained and how decisions about it are made. For the ERP SaaS Migration, Data Governance ensures that migration and archiving follow established rules, data quality and accuracy are verified before conversion, and access and retention decisions are transparent and approved.
    
8. How does ������Ƶֱ�� ensure compliance with federal data-protection laws like GLBA and FERPA?
   ������Ƶֱ�� follows the Gramm-Leach-Bliley Act (GLBA) and Family Educational Rights and Privacy Act (FERPA) by implementing a Written Information Security Program (WISP), conducting staff training, vetting all vendors for security compliance, requiring encryption and audit logging for all data transfers, and limiting access to sensitive information on a need-to-know basis. These safeguards protect student and financial data throughout the migration and in the new SaaS environment.
    
9. Will the university still be able to access older records after migration?
   Yes. Any record not migrated to SaaS will remain in a secure, searchable digital archive. Authorized personnel will retain the ability to retrieve archived records for audits, financial reconciliations or compliance reviews.
    
10. What happens to data once its retention period expires?
    When a record reaches the end of its legally or institutionally required retention period, it will be securely destroyed or permanently deleted following approved procedures. This helps ������Ƶֱ�� minimize risk, reduce storage costs and comply with data-privacy regulations.
     
11. How does this protect ������Ƶֱ�� and the campus community?
    By combining strong Data Governance with GLBA-compliant security and a clear retention policy, ������Ƶֱ�� ensures that data remains trustworthy and available for decision-making, privacy and confidentiality are maintained and the university meets all federal, audit and accreditation standards during and after the ERP SaaS Migration.