The online student information system Bearings may be nearing the end of its service to Bowdoin. The College is currently considering replacing Bearings, which is unreliable and uses outdated technology, with a more comprehensive system.
According to Chief Information Officer Mitch Davis, change to the system is likely to occur soon. Davis said that there is general agreement between administrators about the need for change, and that, "It is just a matter of the trustees approving it."
The new system's large price tag may hinder getting this approval. Davis estimated that the total replacement and integration cost would be about $1.5 million. The high price stems from costs regarding design and implementation with other networks and technological aspects of the College.
This high cost has held back changes to Bearings in the past.
Davis noted that, "we recognized five years ago it was an issue," but the upgrade was not pursued due to economic concerns.
Earlier this year, President Barry Mills readdressed the question of the cost of new software. In a September 15 post on the Bowdoin Daily Sun, Mills wrote that installing a new student information service "is a great idea—except for one matter: the cost... Some will say this is certainly worth the expense. But this is the classic example of a choice we must consider when we are trying to cut costs to moderate our fees."
In the same post, Mills also noted that "over the next few weeks, we will evaluate whether we can fix the old Bearings software and what that will cost, and we will investigate the new software and make a decision."
The administrative discussions that have occurred since Mills' post have left Davis more confident in pending changes to Bearings. Davis mentioned that a new system would allow more information to be managed online and give faculty, staff and students easier access to this information.
Davis highlighted degree progress as a specific area in which more online information would be provided. In addition, the new system would phase out the paper registration process and adopt an online registration system similar to those adopted by many of Bowdoin's peer schools. According to Davis, the online system would also be easier to amend depending on its reception on campus.
The Office of the Registrar was unavailable for comment on the issue.
Davis is confident that a new system would be an asset to campus. "Once you use it, students will wonder why we didn't do it before," he said.
Davis acknowledged concerns about the cost of the system, but said that he believes the power of the technology justifies the money. Davis also noted that the past few years of deliberation of installing a new system has provided time to negotiate with software providers.
Speaking about the new system, he said it would, "probably [be] the lowest implementation cost, for a school of our size, ever."
Davis, prior to being appointed CIO in July of 2003, helped install a student information service at Stanford University that he said cost $40 million. Many other colleges and universities have invested large sums in student information systems.
Bearings was installed during the 2003-2004 school year—in the months immediately following Davis' appointment as CIO. Students can sign into the system and access information about class schedules, course enrollments, personal grade reports and degree progress.
While it is able to provide this information, Bearings does so inefficiently. According to Davis, Bearings is based on a computer system called VAX that debuted in the late 1970s. He noted that "everything like Bearings has been replaced at Bowdoin."
Jane Carpenter '13 spoke to the Orient about what she had heard about Bearings.
"Apparently it's 20 years old and no one knows how to change it because it's too complicated," she said.
Carpenter's statement reflects rumors that may have spread due to frustration that the outdated technology has caused on campus. During periods of high use, the system often reaches its user capacity and crashes, leaving students to frantically click the refresh button on their browsers in hopes of signing in to view their schedules.
"It is very frustrating to find your classes when everyone else is trying to find theirs too," said Karoline Dubin '13.
"The server gets overloaded and it's annoying," said Carpenter. "During add/drop period, trying to check course enrollment is hard."
Davis mentioned that Bearings requires a diverse array of staff members from various departments to work continuously during registration period. Bearings is also not available from 2 to 6 a.m. because it requires nightly updates that temporarily shut it down.
If a new system does get approved to replace Bearings, it will take 12 to 18 months to integrate fully. Davis hopes this process would begin in January. He noted that in the meantime, Bearings would be simplified and "limp along" to ensure the best service to students. He also mentioned that the more stable Blackboard system might temporarily adopt some of the Bearings' roles.
Not all students mirrored Davis' excitement for changes to the system.
Kevin Smith '11 acknowledged that Bearings crashes were frustrating during registration, but that "other than that I think it's a good system."
"I've always liked paper registration," Smith added. "I like the idea of turning something in."
While some may favor this more old-fashioned approach, Davis said that adopting a new system fit in with his "goal to integrate technology into the fabric of a liberal arts education."
He recognized that the process would not be easy or cheap, but that the end result would be worth it.
"Everyone can see the light at the end of the tunnel," he said.