A new ERP to support Puget Sound s success

Transcription

1 A new ERP to support Puget Sound s success

2 a) A guttural utterance b) A small town in the Netherlands c) Enterprise Resource Planning, an integrated technology solution for managing the internal and external resources of an organization

3 a) A guttural utterance b) A small town in the Netherlands c) Enterprise Resource Planning, an integrated technology solution for managing the internal and external resources of an organization

4 ERP represents the academic and administrative operations of our institution in digital, virtual space.

5 Single, integrated database Standard applications include: Student and Academic Information Financial Aid Human Resources Financial Management Admission Institutional Advancement

6 Standard functions include: Transaction Systems Reporting, Analysis Tools, Dashboards Self-Service (Web, Smart Phones)

7 Standard functions include: Workflow Management Data Interchange with Third Parties Privacy and Security

8 Nelnet Electronic Payments PeopleAdmin Employment Applications Cascade Web: Self-Service Portal LoggerNET Alumni Network Enrollment Manager Admission Cascade Academics/Student Financial Aid Accounts Receivable Departmental Solutions Banner Financials Human Resources Accounts Payable Sage Millennium Development Alumni Relations BOSS Campus Security Parking Kronos Timekeeping Sequoia Bookstore Point of Sale Micros Dining Point of Sale FAMIS Facilities Work Orders Facilities Inventory Odyssey ID Cards BASIS Door/Lock Access

9 Nelnet Electronic Payments PeopleAdmin Employment Applications LoggerNET Alumni Network Cascade Web: Self-Service Portal Enrollment Manager Admission BOSS Campus Security Parking Cascade Academics/Student Financial Aid Accounts Receivable Departmental Solutions Kronos Timekeeping Sage Millennium Development Banner Alumni Relations Financials Human Resources Accounts Payable Sequoia Bookstore Point of Sale Micros Dining Point of Sale FAMIS Facilities Work Orders Facilities Inventory Odyssey ID Cards BASIS Door/Lock Access

10 Cascade: Home-grown, developed in 1990s Only 9% of Higher Education institutions build their own enterprise systems 81% of these have larger enrollment Institution Enrollment Size of ERP Team SF State 25, Harvard 21, Vanderbilt 11, Puget Sound 2,800 7

11 We assume full risk of failure to meet changing regulatory requirements Inability to develop and share meaningful reports and analytics

12 Labor intensive processes across campus Lack of flexibility to meet changing needs of constituents and respond to evolving business needs

13 3 year backlog of project requests Technology resources focused on maintenance instead of development User interfaces take great effort to keep up-to-date Incomplete and/or delayed data feeds between systems

14 Competitive disadvantage with peer institutions in delivering valuable new features users expect today Faculty and Staff Students Parents Trustees Donors Auditors Regulators

15 ERP will Improve access to accurate and timely information So Puget Sound can Stop waiting for overnight feeds between systems Answer strategic questions easily and quickly with trend and correlation analysis Keep a pulse on important metrics with dashboards Act on reports instead of spending time preparing them

16 ERP will Stay up-to-date on audit, privacy, and internal control requirements Test software for operational and security bugs more comprehensively Provide modern, userfriendly Web interfaces So Puget Sound can Comply with important regulations (FERPA, Red Flag, HIPAA, PCI) with minimum effort Avoid loss of federal and state aid caused by adverse findings Focus on working with systems Avoid possibility of lawsuits and embarrassment from a security breach Serve community with speed and convenience Work with business systems efficiently Hold down training and user support costs

17 ERP will Give departments more functional control Streamline processes and ease adoption of best business practices So Puget Sound can Empower offices to implement business decisions without waiting for programming Take advantage of researched, tried-and-true methods of operation Collaborate better among different offices with processes designed to be integrated

18 ERP will allow Puget Sound to: Pool resources with peer institutions in implementing standard processes Stand out from peer institutions wherever we can get a strategic advantage Ultimately save resources and free faculty and staff to focus on added value service, analysis, and strategic objectives

19 President s Cabinet Oversight Endorses and owns ERP implementation project Grants approval on major decisions ERP Steering Committee Reports to the Cabinet Manages university investment in ERP Oversees Enterprise Information Systems projects portfolio

20 ERP Steering Committee Members Alyce DeMarais - Academic Affairs Janet Hallman - Accounting and Budget Services Fumio Sugihara - Admission Josh Pelz - ASUPS John Hickey - Business Services Bob Kief - Facilities Services Rosa Beth Gibson - Human Resources / Career and Employment Services

21 ERP Steering Committee Members Randy Nelson - Institutional Research Brad Tomhave - Registrar Donn Marshall - Student Affairs Maggie Mittuch - Student Financial Services Katherine Davis - Treasury Sean Vincent - University Relations Steve Renker and William Morse - Technology Services

22 You!

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26 8/9-8/20 Phase 1 Project Startup 8/23-11/12 Phase 2 Readiness Assessment 9/1 10/1 11/1 12/1 1/1 2/1 3/1 4/1 5/1 6/1 7/1 8/9/2010 7/31/2011 8/9 START PROJECT 8/17-8/18 Project planning and orientation 9/6-10/1 Interviews, focus groups, online survey 11/9 Present Phase 1 assessment findings 7/29 COMPLETE PROJECT Readiness Assessment: August-November Surveys, group and individual sessions evaluate Puget Sound s positioning for undertaking ERP implementation

27 11/1-1/14 Phase 3 Requirements and Fit Gap 9/1 10/1 11/1 12/1 1/1 2/1 3/1 4/1 5/1 6/1 7/1 8/9/2010 7/31/2011 8/9 START PROJECT 11/29-12/10 Collect requirements via 11/15 DecisionDirector Vendor overview demos 1/10 Present Phase 3 requirements and fit gap results 7/29 COMPLETE PROJECT Requirements Definition: November-January Vendor demos showcase best of current technology Questionnaires guide us to specify detailed needs

28 10/4-7/29 Phase 4 Business Process Analysis 9/1 10/1 11/1 12/1 1/1 2/1 3/1 4/1 5/1 6/1 7/1 8/9/2010 7/31/2011 8/9 START PROJECT 7/29 COMPLETE PROJECT Business Process Reviews: October-July Stakeholder responses reconciled; groups reach detailed understanding of business practices

29 1/18-7/29 Phase 5 Vendor Selection 9/1 10/1 11/1 12/1 1/1 2/1 3/1 4/1 5/1 6/1 7/1 8/9/2010 7/31/2011 8/9 START PROJECT 2/25 RFP issued 4/8 RFP vendor responses due 4/29 Select finalists 5/9 Vendor scripted demos 5/31 Preferred vendor(s) selected 6/3-7/29 Contract negotiations 7/29 COMPLETE PROJECT Vendor Selection: January-July Formal RFP issued; vendors respond through writing, interviews, and scripted demonstrations Reference checks and contract negotiations

30 8/9-8/20 Phase 1 Project Startup 8/23-11/12 Phase 2 Readiness Assessment 11/1-1/14 Phase 3 Requirements and Fit Gap 10/4-7/29 Phase 4 Business Process Analysis 1/18-7/29 Phase 5 Vendor Selection 9/1 10/1 11/1 12/1 1/1 2/1 3/1 4/1 5/1 6/1 7/1 8/9/2010 7/31/2011 8/9 START PROJECT 8/17-8/18 Project planning and orientation 9/6-10/1 Interviews, focus groups, online survey 11/9 11/15 Present Vendor Phase 1 overview assessment demos findings 11/29-12/10 Collect requirements via DecisionDirector 1/10 Present Phase 3 requirements and fit gap results 2/25 RFP issued 4/8 RFP vendor responses due 4/29 Select finalists 5/9 Vendor scripted demos 5/31 Preferred vendor(s) selected 6/3-7/29 Contract negotiations 7/29 COMPLETE PROJECT ERP vendor, product and implementation partner will be selected by end of Summer 2011

31 Selected ERP vendor will propose details Rolling implementation over 2-3 years Steps at each phase: Configuration Testing Training Conversion and Go Live

32 Regular updates to campus Town hall meetings Invitations to demos, sessions, interviews, and online survey Website hosted by CPS collegiateproject.com/pugetsound

33 Send questions and comments to: Steve Renker Director of Enterprise Information Systems William Morse, Jr. Chief Technology Officer AVP for Technology Services