Jan. 24, 2013, Town Hall presentation

Report
Pre-Implementation Project
“Mid-term” Town Hall
January 24, 2013
Project Goal and Phases
This project specifically is focused on preparation to replace
the current student information system (UniverSIS).
Phases I & II
• “as-is” and “to-be” business process documentation
• requirements gathering
• gap analysis of leading solutions
• institutional readiness assessment
Phases III & IV (upon BoT approval)
• Vendor selection
• Implementation Partner selection
Project Sponsors
Robert Ambach,
Senior Vice President of Administration and Finance
Lawrence Johnson,
Interim Senior Vice President and Provost
Nelson Vincent,
CIO and Vice President of Information Technologies
Steering Committee
• Jennifer Albrecht (PM),
Collegiate Project Services
• Lee Mortimer,
Institutional Research
• Aurora Bennett,
College of Medicine
• Andrew Naab,
Student Government
• Douglas Burgess (PM), Registrar
• Robin Pittman (PM),
Business Core Systems
• Anton Harfmann, Dean’s Council
• Patricia Krekeler (PM), UCIT
• Jim Plummer (Co-Chair),
Administration & Finance
• Carol Metzger, Finance
• Robert Rokey, Faculty Senate
• Caroline Miller (Co-Chair),
Enrollment Management
• Troy Travis (Co-Chair), UCIT
Project Team
• Jennifer Albrecht (PM),
Collegiate Project Services
• Douglas Burgess (PM), Registrar
• Thomas Canepa, Admissions
• Paul Foster, UCIT (Blackboard)
• Nicholas Frame, Institutional Research
• Cecily Goode,
One Stop Student Services
• Gary Grafe, UCIT (Web & Integration)
• Ken Hirsch, College of Law
• Emily Kregor, The Graduate School
• Patricia Krekeler (PM), UCIT
• Bob Miller, Enrollment Management
• Mark Miller, UC Blue Ash
• Andrea Oaks, College of Medicine
• Dana Pawlowicz, Financial Aid
• Robin Pittman (PM),
Business Core Systems
• M. B. Reilly, Public Relations
• Tara Warden, Academic Advising
• Ken Wolterman, Bursar
• Mark Young, UCIT (SIS)
Collegiate Project Services
• Ed Cornelius, President and Founder
• Jennifer Albrecht, CPS Team-Lead
• Matt Coombs, Technical Expert & Integration Specialist
• Jason Elwood, Functional Expert & Process Analysis
• John Pratt, Functional & Technical Expert
Project Timeline – Phases I & II
Project Timeline: – Phases III & IV
Fall Semester Activities
• SIS Technology Previews
– four previews: Ellucian Banner, Kuali, Oracle/PS, SAP
• Business Process Analysis (BPA) Visioning sessions
– 103 participants across six business functions/units
• Admissions, Advising, Bursar, Financial Aid, One Stop, Registrar
– Documented high-level vision for student lifecycle
– Identified ‘ideal characteristics’ for future processes
Fall Semester Activities
• Technical interviews & survey
• Business Process Analysis (BPA) “As Is” sessions
(final group completing this week)
– 156 processes documented across ten business units
• Admissions, Advising, Bursar, Clermont College, College of Law, College of
Medicine, Financial Aid, One Stop, Registrar, UC Blue Ash
• Requirements Gathering
– 39% overall participation (322 of 827 invitees)
– >75% average participation in key functional areas & IT
Spring Semester Activities
• CPS Requirements Gap Analysis
• CPS Options Assessment Analysis
• Critical Issues & Risk Analysis sessions (1/30 – 1/31)
• Readiness Assessment
– interviews with selected stakeholders (1/24 – 2/15)
– university community readiness questionnaire (2/11 – 2/25)
Other Key Dates and Events
• Collegiate Project Services data compilation and
analysis; final report preparation (2/25 – 3/29)
• Readiness report to be delivered to the Steering
Committee and Sponsors (4/1)
• Options report to be delivered to the Steering
Committee and Sponsors (4/2)
CPS Assessment Deliverables
Implementation
Readiness
Assessment
SIS Options
Assessment
What is a Readiness Assessment?
An analysis of how well-prepared UC is to
implement a modern student information
system.
The assessment will be based on sixteen
“readiness” factors which CPS has found
to be predictive of successful ERP
implementation projects in higher
education.
How We Collect Readiness Data
University-Wide
Data Collection
• Focus Group
Sessions
• Individual
Interviews
• Online Survey
ImplementationSpecific Data
Collection
• Software &
Services Vendor
Data
• CPS ‘Experiential’
Data
Readiness Assessment Deliverables
Readiness
Scorecard &
Recommendations
• Analysis against 16
readiness factors
• Specific
recommendations
to close gaps
Implementation
Blueprint
• Detailed project
plan for UC based
upon readiness
Sample Readiness Scorecard
Implementation Blueprint Elements
 Implementation
Timeline
 Communication
Plan
 Realistic Budget
 Critical Issues Lists
 Project Organization
 Risk Mitigation
Plans
 Roles &
Responsibilities
Table
 Staffing
recommendations
 Training Plan
What is an Options Assessment?
Comparison of major student
information systems in the market
and their compelling differences to
provide a ranking and
recommendation for UC.
What are the Options for UC?
Single
Vendor
ERP
Solution
Multiple
Vendor
ERP
Solution
Multiple
Source
ERP
Solution
How We Collect Options Data
Technical Interviews & Survey
Software & Services Vendor Data
Collection
CPS “Experiential” Data
Industry Awareness & Research
Requirements Fit-Gap
How We Analyze the Options
Solution
Offerings
UC Needs
• Match to Functional
Needs
• Strategic Alignment
• Time to Solution
• Total Cost of
Ownership
• Solution Track Record
• Technology Framework
• Deployment Options
• Others…
CPS Assessment Deliverables
Implementation
Readiness
Assessment
UC’s preparedness to
take on an SIS
implementation & steps
to take to ensure success
SIS Options
Assessment
Analysis of best-fit SIS
options based on UC
needs and requirements
Questions, Comments, or
Concerns?
Visit www.uc.edu/sis
E-mail to [email protected]

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