University of Wyoming Financial Reporting Initiative Update. April 2016

Transcription

1 University f Wyming Financial Reprting Initiative Update April 2016

2 Agenda Phase 1 Findings: Key Themes and Observatins Phase 2 Update Phase 3 Wrkstreams ERP and BI/Analytics RFP Status Update Updated Implementatin Timeline 2

3 Phase 1 Findings: Key Themes and Observatins During Phase 1, Hurn and the UW identified 6 key themes and bservatins which create challenges regarding reprting capabilities and cntribute t the prliferatin f shadw systems. Theme 1: Timing f data reprting Theme 2: Data detail level Real-time financial data is unavailable r difficult t access; departments are nly able t review their respective financial data nce a mnth when PISTOL reprts are psted. Current transactin level details maintained within PISTOL are insufficient; departments wuld like t track their expense and revenue detail at a mre granular level. Theme 3: Data aggregatin / rllup issues Theme 4: Technlgy system integratin(s) Theme 5: Data access and gvernance Theme 6: Training and business prcess variability The current structure and rganizatin f University data des nt allw fr rll up reprting at the department, schl, r divisin level. Current Enterprise systems maintained at the University are nt integrated in a way that prvides individuals the ability t reprt cmprehensive infrmatin frm all available resurces. Access t real-time financial data is restricted, with nly select individuals acrss campus receiving permissin t view and query financial data; it is als unclear hw t gain access. Very minimal, if any, training is prvided n the varius technlgical systems acrss campus (e.g. PISTOL, HRMS, BANNER, etc.) 3

4 Phase 2 Scpe The three wrkstreams that cmprised Phase 2 f this initiative are described belw. Wrkstream 1: Technlgy Evaluatin and Implementatin Csting Synthesize trends, institutinal pririties, and systems int a cmprehensive visin fr new systems infrastructure and radmap fr implementatin Assist campus leadership with the develpment f estimated resurce requirements and related budget ranges fr presentatin Develp a high-level pst-phase 2 wrk plan and implementatin timeline, and establish a gvernance and prject management structure Wrkstream 2: Business Prcess Catalging and Mapping Develp straw-man inventry f prcesses thrugh Hurn s experience and interviews already cnducted Identify prcesses that are unique t the University s business envirnment and develp detailed prcess maps Identify cnstraints t current prcesses and their attendant causes (e.g., State statute, University plicy, Schl plicy, existing practice, histrical happenstance) Wrkstream 3: Organizatin and Data Gvernance Assess existing data standards and data gvernance structures Evaluate alternative rganizatinal structures and gvernance respnsibilities, and develp a future-state data gvernance mdel Develp grup charter and utilize the catalg f business prcesses t infrm grup strategy 4

5 Phase 2 Timeline The phase 2 initiative began in Nvember with a fcus n a technlgy assessment, business prcess catalging and mapping, and data gvernance. Prject Wrk Stream Week f: 11/2 11/9 11/16 11/23 11/30 12/7 12/14 12/21 12/28 January February March Wrkstream 1: Technlgy Assessment Optin Develpment and Selectin Initial Requirements Gathering and Dcumentatin Initial Cst Estimatin and System Decisin Hierarchy Cst Refinement Wrkstream 2: Business Prcess Catalg and Mapping Interviews with Key Stakehlders Catalg Business Prcesses Unique Business Prcess Mapping Wrkstream 3: Data and Systems Gvernance Assess Existing Organizatinal and Gvernance Structures Evaluate Alternatives Future State Mdel Building Capacity and Transitining 5

6 Phase 3 Wrkstreams Timeline The timelines fr the fur wrkstreams that cmprise phase 3 are described belw: Prject Wrk Stream Week f: January February March April May June July Wrkstream 1: System Selectin & RFP Assistance Wrkstream 2: Chart f Accunts Redesign Wrkstream 3: Prject Planning & Reprting Strategy Wrkstream 4: Shared Services Visining 6

7 Phase 3 Wrkstreams Hurn has begun wrk n the fllwing fur wrkstreams in anticipatin f the technlgy slutin implementatins scheduled t begin early July. Wrkstream 1: System Selectin RFP Assistance (February May 2016) Assist the University in aggregating RFP infrmatin and develping the tls required t select bth ERP and BI/Analytics slutin prviders. Hurn will assist in facilitating the selectin prcess, but will n participate in actual vendr selectin. ERP RFPs are due n 3/29; BI/Analytics RFPs are due 4/14 Wrkstream 2: Chart f Accunts Redesign (March July 2016) Meet with key stakehlders t further understand pain pints regarding the University s current CA Develp requirements based n peratinal reprting requirements) Assist the University in develping a new Chart f Accunts t be utilized within the new ERP slutins Wrkstream 3: Prject Planning and Reprting Strategy (March 2016 July 2016) Develp a detailed implementatin prject plan Create a BI/Analytics reprting strategy Wrkstream 4: Shared Services Visining (March 2016 June 2016) Identify key pain pints regarding service delivery and develp ptential new service delivery mdels t utilize within the new technlgy envirnment 7

8 ERP and BI/Analytics RFP Status Update The University f Wyming has issued tw RFPs t ensure that the peratinal and financial reprting needs and requirements are met; the University is currently n track with the established RFP timeline. All participating vendrs seem t meet the high-level requirements fr the University based n the high-level demnstratins cnducted in February, and initial feedback prvided by UW staff indicated that each vendr had strengths and weaknesses t be explred in greater detail Detailed demnstratins scheduled fr the week f April 25 th will clarify any specific gaps that may exist A selectin cmmittee has been established which represents a brad crss sectin f the University The selectin cmmittee will begin t evaluate ERP vendr respnses in mid-april and BI/Analytics vendr respnses late-april In additin t functinality, vendrs will be evaluated n a variety f selectin criteria: sftware functinality, reprting and analytic capability, sftware architecture and supprting tls, bidder strategic directin, user experience, ttal cst f wnership, training ptins, implementatin partnership apprach, supprt and cmmitment fr and t the University f Wyming, and ability t supprt a flexible licensing mdel The current prcess is n schedule fr final selectins t be made by the end f May Task ERP Date BI/Analytics Date RFP Develpment February February Early-March RFP Respnses Due 3/29 Due 4/14 Demnstratins Week f 4/25 Week f 5/16 Vendr Selectin Week f 5/23 8

9 Tentative Technlgy Implementatin Timeline Prject Wrk Stream Technlgy Assessment 36 Mnth FY16 FY17 FY18 FY19 Sftware Selectin Chart f Accunts & Planning Reprting and Business Intelligence Financials Human Capital Management Budgeting Grants Perfrmance Imprvement Prjects System G-Live Date 9 Nte: *Perfrmance Imprvement prjects include Budget Redesign, Resurce Optimizatin, and Shared Services Initiatives