pre-implementation project “mid-term” town hall
DESCRIPTION
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 - PowerPoint PPT PresentationTRANSCRIPT
![Page 1: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/1.jpg)
Pre-Implementation Project“Mid-term” Town Hall
January 24, 2013
![Page 2: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/2.jpg)
Project Goal and PhasesThis 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
![Page 3: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/3.jpg)
Project SponsorsRobert 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
![Page 4: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/4.jpg)
Steering Committee• Jennifer Albrecht (PM),
Collegiate Project Services
• Aurora Bennett,College of Medicine
• Douglas Burgess (PM), Registrar
• Anton Harfmann, Dean’s Council
• Patricia Krekeler (PM), UCIT
• Carol Metzger, Finance
• Caroline Miller (Co-Chair), Enrollment Management
• Lee Mortimer,Institutional Research
• Andrew Naab,Student Government
• Robin Pittman (PM),Business Core Systems
• Jim Plummer (Co-Chair), Administration & Finance
• Robert Rokey, Faculty Senate
• Troy Travis (Co-Chair), UCIT
![Page 5: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/5.jpg)
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)
![Page 6: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/6.jpg)
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
![Page 7: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/7.jpg)
Project Timeline – Phases I & II
![Page 8: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/8.jpg)
Project Timeline: – Phases III & IV
![Page 9: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/9.jpg)
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
![Page 10: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/10.jpg)
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
![Page 11: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/11.jpg)
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)
![Page 12: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/12.jpg)
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)
![Page 13: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/13.jpg)
CPS Assessment Deliverables
Implementation Readiness
Assessment
SIS Options Assessment
![Page 14: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/14.jpg)
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.
![Page 15: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/15.jpg)
How We Collect Readiness Data
University-Wide Data Collection•Focus Group Sessions•Individual Interviews•Online Survey
Implementation-Specific Data
Collection•Software & Services Vendor Data•CPS ‘Experiential’ Data
![Page 16: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/16.jpg)
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
![Page 17: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/17.jpg)
Sample Readiness Scorecard
![Page 18: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/18.jpg)
Implementation Blueprint ElementsImplementation
Timeline
Realistic Budget
Project Organization
Roles & Responsibilities Table
Communication Plan
Critical Issues Lists
Risk Mitigation Plans
Staffing recommendations
Training Plan
![Page 19: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/19.jpg)
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.
![Page 20: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/20.jpg)
What are the Options for UC?
Single Vendor
ERP Solution
Multiple Vendor
ERP Solution
Multiple Source
ERP Solution
![Page 21: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/21.jpg)
How We Collect Options Data
Technical Interviews & SurveySoftware & Services Vendor Data
CollectionCPS “Experiential” DataIndustry Awareness & ResearchRequirements Fit-Gap
![Page 22: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/22.jpg)
How We Analyze the OptionsSoluti
on Offerings
UC Need
s
• Match to Functional Needs
• Strategic Alignment• Time to Solution• Total Cost of
Ownership• Solution Track Record• Technology Framework• Deployment Options• Others…
![Page 23: Pre-Implementation Project “Mid-term” Town Hall](https://reader030.vdocuments.us/reader030/viewer/2022020320/56815ff8550346895dcef85b/html5/thumbnails/23.jpg)
CPS Assessment DeliverablesImplementation
Readiness Assessment
SIS Options Assessment
UC’s preparedness to take on an SIS implementation & steps to take to ensure success
Analysis of best-fit SIS options based on UC needs and requirements