june 5, 2014. mission: to provide a basis for collaboration among its member schools, both in the...

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A Look at the Independent College Enterprise June 5, 2014

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A Look at theIndependent College Enterprise

June 5, 2014

Mission: to provide a basis for collaboration among its member schools, both in the sharing of information technology resources and in the consolidation of operating functions where practical.

ICE

Ellucian Colleague Ellucian PortalEntrinsik’s InformerSoftdocs doc eScan, eServeBlackbaud’s The Raiser’s Edge

CORE Solutions

Shared software and licenses purchased as an organization of 9000 FTE

Centralized hosting and support One copy of the software Production and Test instances for each

school Standardized implementation Minimal customization or consensus on

customizations Web or Citrix access to all applications

The Technology Platform

ICE – School Partnership

ICE School IT

Perform system updates Maintain servers, perform

backups, manage DR site Set up reporting fields/logic Provide second level

support Conduct needs

assessments Train and consult Manage Projects Facilitate communication

Support users Disseminate information Provide local project

management Train users Support reporting Coordinate testing

Implementation◦ Approximately $750,000

Ongoing◦ Range from $150,000 - $300,000 annually◦ Licenses, hardware, maintenance, staffing,

Hosting/DR◦ Based on three factors

Shared costs formula: Equal Share plus FTE Projects School-specific options (i.e. Raiser’s Edge)

Costs

Board Advisory Council IT partnerships Subject matter experts

Decision-Making

1997- 2000 5 schools

2006 7 schools

2012 8 schools

History

• Two years to full implementation• No customization until fully implemented • All schools set up the same General Ledger

structure • Common names for fields, codes, and forms• Adopt a “Train the Trainer” model• Business offices became FASB* compliant

*FASB = Financial Accounting Standards Board

Baseline Agreements

◦ Each institution designated one dedicated administrative database manager Single point of contact per institution with ICE ICE is single point of contact with Datatel/Ellucian

◦ Implementation Team at Emory & Henry College Database manager CIO CFO Instructional Technologist (Head trainer) College Treasurer

◦ All institutions’ implementation teams met for 3 days in Charleston for project management training and to develop approach documents

Staff Considerations

◦ Set up training schedules at ICE and on campus◦ Imported employee data and built/implemented

security classes by position◦ Began training in Charleston with key

stakeholders (trainers)◦ Kickoff event—IMPORTANT

First Steps

◦ Datatel/Ellucian is standardized on HP printers◦ The need for good reporting tools◦ The need to implement common print forms◦ Network Infrastructure on each campus and at ICE

needs to be totally compatible

Things that We Didn’t Think of Until Later

Ongoing Concerns

◦ Training for new staff and additional training for current staff

◦ Ensuring that we are making maximum use of our investment

◦ Ongoing compliance with best practices◦ Addition/integration of other third party vendor

solutions

Challenges Benefits

Lower TCO Technical expertise Staff dedicated to

specific technologies Sharing among

schools◦ Resources◦ Knowledge◦ Best Practices

Power in numbers

Attrition Reaching consensus Budget neutrality Fostering

communication Combatting

complacency

The Magic Button

Loss of control Ownership of the program No natural champion Loss of power and possibly positions Time, energy and cost to convert Vendor support Antitrust regulations Geographical mindset

Barriers to Creating ICE

Governance Trust Buy In on ALL Levels Culture of Collaboration and Compromise Communication Adaptability Recognizing unique needs and strategies

What Makes It Still Work

Lorraine [email protected]

Shelley Nason304-340-3722

[email protected]