Consolidation Work Group Final Report

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1 Work Group Details Date: August 28, 2015 Work Group Name: OWG 61 Business Services (Financial & Personnel Systems) Work Group Co- Chairs: Wayne Dennison KSU; Rifka Mayani- KSU; Christopher Markham SPSU; Ron Skopitz- SPSU Functional Area: Information Technology Functional Area Coordinator: Sam Conn/Lectra Lawhorne List the major tasks your group will need to take to accomplish your deliverables. Please provide more details for the tasks leading up to the SACSCOC Prospectus development. Major Tasks for OWG Tracker from Final Planning Document and Recommendations Task: 224 Merge TOUCHNET systems Recommendation: Touchnet. The Touchnet system was consolidated after the fiscal year ended on June 30 th Task: 226 Merge other information systems; address data governance and management Complete: Tracker Tasks denotes what enterprise applications were recommended and when they were consolidated. Data governance and management were addressed during planning for consolidation of each enterprise application. 244 Planning Develop technical Consolidation Scope, Goals, & Objectives Create technical project Plan Create technical Design Create Institutional Technical Consolidation teams Completed. KSU/SPSU teams members worked with USG/ITS as lead on planning activities. Approach for consolidated PeopleSoft will be A+B = A; where A is the KSU Business Unit and B is the SPSU business unit in the system. 249 Design Methodologies Review Sessions o Configuration o Security o Conversion o Reporting & Query o Testing Page 1 of 13

2 Completed. KSU/SPSU teams members worked with USG/ITS as lead on methodologies review activities. Approach for consolidated PeopleSoft will be A+B = A; where A is the KSU Business Unit and B is the SPSU business unit in the system. 256 Environment Preparation Develop Requirements Create Environments Cleanup, Test, and Validate Completed. KSU/SPSU teams members worked with USG/ITS as lead on environment prep activities, which were minimal since environment existed. Approach for consolidated PeopleSoft will be A+B = A; where A is the KSU Business Unit and B is the SPSU business unit in the system. 260 Integration Banner (GL & AP) ADP Completed. KSU/SPSU teams members worked with USG/ITS and KSU/UITS/ESS on integration activities. Approach for consolidated PeopleSoft will be A+B = A; where A is the KSU Business Unit and B is the SPSU business unit in the system. 263 Institutional Business Process review Business Process Design Session Implement Business Process Changes Document business processes Completed. No major action on business process as both KSU and SPSU utilize same PeopleSoft shared services environment and processes. Approach for consolidated PeopleSoft will be A+B = A; where A is the KSU Business Unit and B is the SPSU business unit in the system. 267 Institutional System Configuration ITS Maintained Institutional Validation Completed. No major action on system configuration as both KSU and SPSU utilize the same PeopleSoft shared services environment and processes. However, due to PeopleSoft upgrade that occurred during consolidation, Shared Vendors and Shared Account codes were implemented. Approach for consolidated PeopleSoft will be A+B = A; where A is the KSU Business Unit and B is the SPSU business unit in the system. Page 2 of 13

3 270 - Institutional Maintained Chartfields Trees Combination Edits Completed. Approach for consolidated PeopleSoft will be A+B = A; where A is the KSU Business Unit and B is the SPSU business unit in the system. New chartfields/department trees were mapped and built by KSU for the SPSU departments effective 7/1/2016, within existing KSU environment. KSU/SPSU OFA team members handled combination edits relating to Banner detail codes in SPSU and KSU PeopleSoft environments before conversion Institutional Signoff Completed as requested by USG/ITS. 275 Multi- Business Unit Security & Workflow Design Multi- Business Unit Security Model Develop Multi- Business Unit Security Model Migrate Institutional Users Validate and Test Analyze PeopleSoft Workflow Develop PeopleSoft Workflow Changes Institutional Signoff Completed. OFM/OFA Controller determined when and which users to close out of SPSU 5000 environment. Only a few users in SPSU 5000 environment for year- end close- out. OFM/OFA Controller will determine when to move any users to 43000C access after year- end close- out and AFR are completed, and as part of ongoing operations. Access to SPSU 5000 data/environment is read only. 283 Conversion Production Data Cleanup Perform Conversion Mapping GL Actuals Balances Grants GL Budget Balances Open Purchase Orders Entry Form Vendors Reporting Solution Tables Balances Open Vouchers Unreconciled Payments Page 3 of 13

4 295 - Asset Validation and Testing Institutional Signoff Completed. USG/ITS team converted open purchases orders from SPSU environment to KS environment; also migrated KSU to shared vendors; also converted assets; validation institutional signoff was handled as request by USG/ITS from OFM/OFA Controller. Any outstanding tasks/issues are part of ongoing operations from the KSU OFM/OFA Controller balances will occur by OFM/OFA Controller during normal calendar time (Nov- Dec) and are part of ongoing operations. 298 Reports and Queries Requirement and Design Sessions Report and Query Cleanup Report and Query Development Validation and testing Job Scheduling Analysis Institutional Signoff Completed. No major action on reporting queries as both KSU and SPSU utilize same PeopleSoft shared services environment and queries. 305 Documentation & Training Create Institutional Specific Documentation Modify ITS Documentation Develop Training Materials Provide Institutional training Completed. No major action on USG/ITS documentation as both KSU and SPSU utilize same PeopleSoft shared services environment and USG/ITS training materials. However KSU did create institutional specific training for onboarding new epro users from Marietta Campus. 310 Institutional Acceptance Testing Develop Testing Plan Execute test Scripts Analyze Results Log and Resolve Issues Institutional Signoff Completed. Page 4 of 13

5 316 Move to production Institutional Readiness Session Production Configuration Setup Production Security Migration Production Data Migration Production Reports & Queries Migration Validate and test Institutional Signoff Completed. 324 Financial Reporting: i- Strategy Requirement and Design Sessions Report Cleanup Report Development ETL Changes Validation and testing Institutional Signoff N/A. KSU does not use i- Strategy; KSU utilizes a local SAS reporting environment. 331 GeorgiaFirst MarketPlace Institutional Ship To's Updated Institutional Users Update Completed. USG/ITS assisted with converting SPSU Ship Tos to KSU environment and sending update to SciQuest for vendors. KSU added new users to system for epro implementation on Marietta Campus. 334 Financials Data Mart Institutional Table Updated Support Accounts Updated Security Updated ETL Changes Analyzed and Changes made Report Analysis for Hard Coding and Changes made Review Editor Logic and make any changes Validation and testing Page 5 of 13

6 342 - Institutional Signoff Completed. This is part of ongoing OFM/OFA Controller reporting after year end to USG FDM for both SPSU and KSU environments; and after consolidation conversions for the consolidated KSU Financials Data Mart. Any outstanding tasks/issues are part of ongoing operations from the KSU OFM/OFA Controller. Task: 693 Review IT Project Management Methodologies/Needs Completed: Reviewed project management software options and recommend TeamDynamix HE to be used in the consolidated university. Task: USO Data Collections 694 Identify Institutional POCs for: 695 Academic Data Collection (ADC) 696 Financial Aid Data Collection (FADC) 697 Facilities Data Collection (FIDC) 698 Human Resources Data Mart (HRDM) The POCS were identified and any revisions were submitted to the appropriate USG contact. Task: USO Data Collections 699 Merge institutional census data from USG Data Warehouse to new KSU Data Warehouse The USG has provided KSU with fifteen years of enrollment, completions and financial aid data. EIM/IR will be responsible for maintaining the census data in KSU s data warehouse for use in federal, state, system, accreditation reporting, and longitudinal studies. Task: USO Data Collections 700 Verify SOAXREF mappings in Banner for each data mart in conjunction with appropriate data stewards The SOAXREF mappings have been verified and continue to be verified and maintained each semester. Task: USO Data Collections 701 Test extract and edit from each USG data mart The ADC was tested as the consolidated data was tested prior to the Big Bang. KSU has begun the ADC extracts and data cleanup for Fall Semester Page 6 of 13

7 Task: USO Data Collections 702 Generate and review IPEDS data from ADC and HRDM within EIM The ADC was tested as the consolidated data was tested prior to the Big Bang. Testing and verification is being done in partnership with Academic Affairs and Human Resources. Changes in ADP are being made as necessary to ensure that the faculty and staff are accurately reported not only to IPEDS, but also to organizations such as AAUP and CUPA. Task: Financials Data Mart 703 Identify appropriate institutional POC for FDM within Business and Finance 704 Institutional Table Updated 705 Support Accounts Updated 706 Security Updated 707 ETL Changes Analyzed and Changes made 708 Report Analysis for Hard Coding and Changes made 709 Review Editor Logic and make any changes 710 Validation and testing Completed. These same tasks are included above in PeopleSoft Tasks. This is part of ongoing OFM/OFA Controller reporting after year end to USG FDM for both SPSU and KSU environments; and after consolidation conversions for the consolidated KSU Financials Data Mart. Any outstanding tasks/issues are part of ongoing operations from the KSU OFM/OFA Controller. Task: BI and Institutional Data Warehouse 711 Determine suitability of utilizing existing multi- dimensional data structures or acquire a solution. 712 Determine suitability of utilizing existing operational data store or acquire a solution. 713 Establish an information reporting, BI, and analytics governance team with representation from AAF, operations, and the colleges/departments. 714 Refactor the metadata, analytics, and data warehouse governance team within EIM incorporating SPSU organizational memory. 715 Identify and review existing listing and analytic reports from department to college to executive level. This includes student, faculty, and financial subject areas and would involve the functional BI and analytics reporting governance team. 716 Develop a project timeline for managing migration and resource requirements for consolidating BI and data warehousing activities. 717 Modify or build new data integration (ETL) routines. 718 Merge institutional census data from USG Data Warehouse to new KSU Data Warehouse (overlap with USO Data Collection task). 719 Refactor or construct operational data store. 720 Refactor or construct listing and analytic reports. Page 7 of 13

8 721 Refactor online training materials and establish face- to- face training courses. 477 Prerequisites 478 Student Information System and Financials Systems merged 479 Evaluate consolidation data requirements and business process changes 480 Determine resource estimates from institution, DWH (allocate funds) 481 Extract data from source systems 482 Transform data to fit organizational needs 483 Load data into target systems The new AVP for EIM/IR began at the end of July, He will begin the task of establishing an information reporting, BI and analytics governance team with the appropriate representation from both KSU campuses in September, EIM/IR have already begun refactoring reports and some data as necessary to meet the needs of all constituents on both campuses. This includes the SPSU Web Reports transition to SAS Web Report Studio (WRS). Training materials have been refactored as appropriate. EIM/IR will continue to refine training materials to remain relevant. Task: 440 Nolij 441 Consulting 442 Test instance o 443 Move test files to new location o 444 Change all old IDs to new IDs for test files o 445 Reindex o 446 User Initial Verification and Testing o 447 Move all files to new location o 448 Change all old IDs to new IDs for test files o 449 Reindex o 450 User Initial Verification and Testing 451 Big Bang instance o 452 Move all files to new location o 453 Change all old IDs to new IDs for test files o 454 Reindex o 455 User Verification and Testing 456 Production instance o 457 Move all files to new location o 458 Change all old IDs to new IDs for test files o 459 Reindex o 460 User Verification 461 Nolij Go Live Completed: Created accounts and workflows in Nolij Web for document imaging and Nolij Transfer for data upload processes for additional departments for the consolidated KSU in February Maintenance and facilities ticketing Page 8 of 13

9 Recommendation: AiM Software. Consolidating the maintenance and facilities ticketing system SchoolDude into the AiM Software during Fall Fundraising Recommendation: Blackbaud RE/FE. KSU will continue to use separate environments until both Foundations (KSU and former SPSU), and both Advancement operations are fully consolidated. The dates for completing these consolidations have yet to be determined. 753 Alumni - Blackbaud Recommendation: Blackbaud RE/FE. KSU will continue to use separate environments until both Foundations (KSU and former SPSU), and both Advancement operations are fully consolidated The dates for completing these consolidations have yet to be determined. 754 One Card System Recommendation: Blackboard Transact, IDWorks, Sequoia and Pharos. The Heartland system was decommissioned on August 1, 2015 and all remaining balances were transferred to the Blackboard Transact System. Sequoia was implemented for secure credit card processing. Pharos was consolidated on August 1, 2015 for secure release printing and scanning. IDWorks was consolidated in February 2015 in order to start issuing new KSU ID cards for Faculty/Staff and in March 2015 for Students. 755 Student Organization Web Services Recommendation: Collegiate Link. OrgSync was consolidated into the KSU Collegiate Link platform and all registered student organizations are using the consolidated system starting Fall Curriculum management - Recommendation: Curriculog. Consolidated catalog for Fall Course Evaluations - Recommendation: Digital Measures Course Response. Consolidated course evaluation is available for Fall Page 9 of 13

10 758 Faculty Credentials & Review - Digital Measures Recommendation: Digital Measures Activity Insight. Consolidated faculty credential review will be available Spring Financial Aid Technologies Recommendation: Windstar Tax Navigator, ECSI, Nelnet Student Loan applications. All applications available for use Fall Academic Scheduling Recommendation: EMS Academic Scheduling. Consolidated EMS for academic scheduling completed Feb Campus Calendar - EMS Recommendation: EMS Master Calendar. Consolidated EMS for Master calendar launched July Event Management (including non- academic room scheduling) Recommendation: EMS Event Management. Consolidated EMS for event scheduling completed June Sports and Recreation Center Resource Management Recommendation: Fusion. Consolidated system available starting August Athletics Recruiting and Compliance Recommendation: JumpForward. Consolidated system available for use Feb Door Access Systems Recommendation: Onity, Salto, Lenel. Consolidated systems available for door access on KSU ID card starting Feb Page 10 of 13

11 766 Student Health Online Portal Recommendation: WellStar. Services provided to students per contract. 767 Document Imaging and Management Solution Recommendation Nolij Web and Nolij Transfer. Created accounts and workflows in Nolij Web for document imaging and Nolij Transfer for data upload processes for additional departments for the consolidated KSU in February Divisional Accounting Recommendation: Sage/Abila. Systems available for consolidated university Fall Applicant Processing (HR and Academic Affairs) - Recommendation: PeopleAdmin and HireTouch. System available for hiring starting January Address Verification System Recommendation: QAS. Address verification system consolidated as part of the Banner system consolidation February Employee Fitness Facility Use and Management Recommendation: Red Canyon. System available for consolidated university for employees Fall Parking - Recommendation: Scannet, T2 systems. The Scannet and T2 systems were available for use in consolidated university starting Fall Academic Conduct Recommendation: Symplicity Advocate. Judicial actions system consolidated and available for use starting May Page 11 of 13

12 774 Technology Assessment for Students Recommendation: SmarterMeasure. System available for consolidated use after Banner SIS Big Bang in February Grants Management Recommendation: SmartGrant (ERA). System available for use after the PeopleSoft consolidation finalized the departments in June Departments were added for any necessary grants as required prior to June via manual entry. 776 Housing Management Recommendation: StarRez. StarRez was consolidated for Fall 2015 leasing for both Marietta and Kennesaw campuses in February Project Management Recommendation: TeamDynamix HE. TeamDynamix was utilized for the official tracker item reports starting January The system was available for enterprise use for the consolidated KSU in June Credit Card Payment Gateway - Recommendation: Sequoia, SlimCD. Sequoia available for payment processing as part of the Blackboard consolidation in August SlimCD was available for payment processing as early as February Nonresident alien tax compliance Recommendation: SEVIS. Tax compliance software available for use starting July Other/Final Comments (if any): Page 12 of 13

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