Key BTO Project Successes

Gender Recognition & Lived Name (GRLN)

BTO is managing the campus-wide project which includes ensuring all campus units attest to being compliant and managing the exception/extension request process, to bring UCI into compliance with the UCOP policy that states: gender identity and lived name are fundamentally personal, and the University of California should ensure that all required university-issued identification documents and IT Resources display an individual’s personal identification information that recognizes their accurate gender identity and lived name. 

GradAid Web App

The System is used by Graduate Division staff to manage financial support (aid) for graduate students – fellowships, employment, remission, fees, tuition and numerous related processes.

Future of Work Resource Program

The Future of Work program is closed to new requests as of June 30, 2022. We would like to thank all the people and departments who participated in making this an extremely successful project. The program has provided funding for 1,498 laptops, 185 conference rooms and 14 hybrid work locations providing 226 seats, in addition to receiving 2022 Silver UC Larry L. Sautter Award for technology excellence.

Multi-Year Tuition & Financial Aid Plan

Implementation of a multi-year tuition stability plan for three system-wide student charges: tuition, the Student Services Fee (SSF), and Nonresident Supplemental Tuition (NRST).

UCSA & UCGPC Systemwide Fees

In July 2021, the Regents approved the UC Student Association (UCSA) Systemwide Fee and UC Graduate and Professional Council (UCGPC) Systemwide Fee.  The UCSA Systemwide Fee was approved as an annual, opt-out fee of $7 per undergraduate student.  The UCGPC Systemwide Fee was approved as an annual, opt-out fee of $7 per graduate student (inclusive of students in self-supporting graduate degree programs).

Financial Aid Development Tools Upgrade

Financial Aid IT needed to upgrade their Visual Studio/Infragistics development tools as this tool set had not been upgraded for about 15 years and posed risk to the environment and support service.  The Cobol compiler also needed to be upgraded and was a part of  this project.  This compiler is under maintenance paid by Financial Aid.

Graduate Admissions Modernization

Graduate Admissions officially went live with Technolutions Slate in Fall 2018. As the only component of the former SIS project to go live at that time, Slate was connected to our legacy admissions system as a temporary one-year solution. Soon after going live, it was announced that all other components of the former SIS project were put on indefinite hold. A successful project to enhance the integration between Slate and the legacy admissions system was completed in Spring 2019.

International Student I-20 Visa Assistance

UCI has expanded the assistance provided to international students in Summer Sessions to improve and standardize the process for obtaining an I-20 student visa.

BTO is grateful to have had the opportunity to support Summer Session and the Student Affairs International Center in completing a successful collaboration to automate processing of the I-20 documents needed for visiting international summer students to obtain an F1 visa.  The previous system was primarily a manual process for each student, requiring approximately 20 hours of staff time per student.  The automated system allows the transfer of data to Student Affairs International Center’s existing system for issuing I-20s and has reduced the staff time to process a student to approximately 5 hours – a 75% savings of resources.  As enrollment for in-person classes ramps up, the number of students is expected to increase to between 300 and 500 annually.  Going forward, the project will conservatively help save 15 hours of staff time for each of 300 students.  The resulting savings of 4,500 hours per year makes two FTE’s available for use elsewhere.

Scholar Steps

Launched ScholarSteps campus-wide and replaced the AP Review.

Access to Canvas for Non-Matriculated Students

A rapid-deployment solution was rolled out to meet an urgent need to provide Summer Session students access to the Canvas learning platform.  The project used structured project management to achieve results on a very short time-frame.

Elevate the Student Experience (Salesforce) Road-Mapping Exercise

BTO performed an assessment of the campus-wide need for a cohesive student relationship management tool.  Wide ranging interviews were held with departments, users and students to evaluate the demand, value and possible future direction for UCI to provide the best student experience.

COVID-19 Dashboard Project​

Facilitated creation and maintenance of the COVID-19 dashboards to display student and employee population, asymptomatic and symptomatic testing, positivity rate, trend, vaccination rate, and the vaccination compliance data in a visual format.  Sent weekly curated COVID dashboard updated to the Provost and other key UCI top leaders for nearly 2 years during the pandemic.