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 2015. Task: 226 Merge other information systems; address data governance and management Complete: Tracker Tasks 750-779 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 245 - Develop technical Consolidation Scope, Goals, & Objectives 246 - Create technical project Plan 247 - Create technical Design 248 - 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 43000 Business Unit and B is the SPSU 50000 business unit in the system. 249 Design 250 - Methodologies Review Sessions o 251 - Configuration o 252 - Security o 253 - Conversion o 254 - Reporting & Query o 255 - Testing Page 1 of 13
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 43000 Business Unit and B is the SPSU 50000 business unit in the system. 256 Environment Preparation 257 - Develop Requirements 258 - Create Environments 259 - 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 43000 Business Unit and B is the SPSU 50000 business unit in the system. 260 Integration 261 - Banner (GL & AP) 262 - 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 43000 Business Unit and B is the SPSU 50000 business unit in the system. 263 Institutional Business Process review 264 - Business Process Design Session 265 - Implement Business Process Changes 266 - 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 43000 Business Unit and B is the SPSU 50000 business unit in the system. 267 Institutional System Configuration 268 - ITS Maintained 269 - 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 43000 Business Unit and B is the SPSU 50000 business unit in the system. Page 2 of 13
270 - Institutional Maintained 271 - Chartfields 272 - Trees 273 - Combination Edits Completed. Approach for consolidated PeopleSoft will be A+B = A; where A is the KSU 43000 Business Unit and B is the SPSU 50000 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 43000 environment. KSU/SPSU OFA team members handled combination edits relating to Banner detail codes in SPSU and KSU PeopleSoft environments before conversion. 274 - Institutional Signoff Completed as requested by USG/ITS. 275 Multi- Business Unit Security & Workflow 276 - Design Multi- Business Unit Security Model 277 - Develop Multi- Business Unit Security Model 278 - Migrate Institutional Users 279 - Validate and Test 280 - Analyze PeopleSoft Workflow 281 - Develop PeopleSoft Workflow Changes 282 - 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 284 - Production Data Cleanup 285 - Perform Conversion Mapping 286 - GL Actuals Balances 287 - Grants 288 - GL Budget Balances 289 - Open Purchase Orders Entry Form 290 - Vendors 291 - Reporting Solution Tables 292-1099 Balances 293 - Open Vouchers 294 - Unreconciled Payments Page 3 of 13
295 - Asset 296 - Validation and Testing 297 - Institutional Signoff Completed. USG/ITS team converted open purchases orders from SPSU environment to KS 43000 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. 1099 balances will occur by OFM/OFA Controller during normal calendar time (Nov- Dec) and are part of ongoing operations. 298 Reports and Queries 299 - Requirement and Design Sessions 300 - Report and Query Cleanup 301 - Report and Query Development 302 - Validation and testing 303 - Job Scheduling Analysis 304 - 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 306 - Create Institutional Specific Documentation 307 - Modify ITS Documentation 308 - Develop Training Materials 309 - 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 311 - Develop Testing Plan 312 - Execute test Scripts 313 - Analyze Results 314 - Log and Resolve Issues 315 - Institutional Signoff Completed. Page 4 of 13
316 Move to production 317 - Institutional Readiness Session 318 - Production Configuration Setup 319 - Production Security Migration 320 - Production Data Migration 321 - Production Reports & Queries Migration 322 - Validate and test 323 - Institutional Signoff Completed. 324 Financial Reporting: i- Strategy 325 - Requirement and Design Sessions 326 - Report Cleanup 327 - Report Development 328 - ETL Changes 329 - Validation and testing 330 - Institutional Signoff N/A. KSU does not use i- Strategy; KSU utilizes a local SAS reporting environment. 331 GeorgiaFirst MarketPlace 332 - Institutional Ship To's Updated 333 - Institutional Users Update Completed. USG/ITS assisted with converting SPSU Ship Tos to KSU 43000 environment and sending update to SciQuest for vendors. KSU added new users to system for epro implementation on Marietta Campus. 334 Financials Data Mart 335 - Institutional Table Updated 336 - Support Accounts Updated 337 - Security Updated 338 - ETL Changes Analyzed and Changes made 339 - Report Analysis for Hard Coding and Changes made 340 - Review Editor Logic and make any changes 341 - Validation and testing Page 5 of 13
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 2015. Page 6 of 13
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
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, 2015. 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, 2015. 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 2015. 751 Maintenance and facilities ticketing Page 8 of 13
Recommendation: AiM Software. Consolidating the maintenance and facilities ticketing system SchoolDude into the AiM Software during Fall 2015. 752 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 2015. 756 Curriculum management - Recommendation: Curriculog. Consolidated catalog for Fall 2015. 757 Course Evaluations - Recommendation: Digital Measures Course Response. Consolidated course evaluation is available for Fall 2015. Page 9 of 13
758 Faculty Credentials & Review - Digital Measures Recommendation: Digital Measures Activity Insight. Consolidated faculty credential review will be available Spring 2016. 759 Financial Aid Technologies Recommendation: Windstar Tax Navigator, ECSI, Nelnet Student Loan applications. All applications available for use Fall 2015. 760 Academic Scheduling Recommendation: EMS Academic Scheduling. Consolidated EMS for academic scheduling completed Feb. 2015. 761 Campus Calendar - EMS Recommendation: EMS Master Calendar. Consolidated EMS for Master calendar launched July 2015. 762 Event Management (including non- academic room scheduling) Recommendation: EMS Event Management. Consolidated EMS for event scheduling completed June 2015. 763 Sports and Recreation Center Resource Management Recommendation: Fusion. Consolidated system available starting August 2015. 764 Athletics Recruiting and Compliance Recommendation: JumpForward. Consolidated system available for use Feb. 2015. 765 Door Access Systems Recommendation: Onity, Salto, Lenel. Consolidated systems available for door access on KSU ID card starting Feb. 2015. Page 10 of 13
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 2015. 768 Divisional Accounting Recommendation: Sage/Abila. Systems available for consolidated university Fall 2015. 769 Applicant Processing (HR and Academic Affairs) - Recommendation: PeopleAdmin and HireTouch. System available for hiring starting January 2015. 770 Address Verification System Recommendation: QAS. Address verification system consolidated as part of the Banner system consolidation February 2015. 771 Employee Fitness Facility Use and Management Recommendation: Red Canyon. System available for consolidated university for employees Fall 2015. 772 Parking - Recommendation: Scannet, T2 systems. The Scannet and T2 systems were available for use in consolidated university starting Fall 2015. 773 Academic Conduct Recommendation: Symplicity Advocate. Judicial actions system consolidated and available for use starting May 2015. Page 11 of 13
774 Technology Assessment for Students Recommendation: SmarterMeasure. System available for consolidated use after Banner SIS Big Bang in February 2015. 775 Grants Management Recommendation: SmartGrant (ERA). System available for use after the PeopleSoft consolidation finalized the departments in June 2015. 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 2015. 777 Project Management Recommendation: TeamDynamix HE. TeamDynamix was utilized for the official tracker item reports starting January 2015. The system was available for enterprise use for the consolidated KSU in June 2015. 778 Credit Card Payment Gateway - Recommendation: Sequoia, SlimCD. Sequoia available for payment processing as part of the Blackboard consolidation in August 2015. SlimCD was available for payment processing as early as February 2015. 779 Nonresident alien tax compliance Recommendation: SEVIS. Tax compliance software available for use starting July 2015. Other/Final Comments (if any): Page 12 of 13
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