student administration finance human resources research administration mosaic improving business and...
TRANSCRIPT
Student Administration
Finance
Human ResourcesResearch Administration
Mosaic
Improving Business and Administrative Processes
at McMaster University
What is Mosaic
Mosaic is McMaster’s project to modernize its business processes and replace its current business systems with an enterprise resource planning (ERP) system.
Modernizing business and administrative processes first The new ERP system enacts process improvements
Current Administrative Systems
McMaster has more than 20 administrative information systems which:are obsolete and expensive to maintainwere designed for a smaller, simpler universityare ill equipped to accommodate increasing regulatory compliance requirements
McMaster has grown and changed. Its current systems no longer meet the University’s needs.
Mosaic’s Scope
Student Administration Includes admissions, registration, financial aid, etc.
Finance Includes general ledger, chart of account, and accounts
payable, etc.
Research Administration Includes pre-award and post-award
Human Resources Includes payroll, benefits, etc.
Business Intelligence
Mosaic: the Next Steps
Fit-Gap stage now finished Design and Build stage underway
An end user testing phase is included in this stage
Multiple go-live dates over the next two years A detailed schedule was released on March 27, 2013
Timeline
Launch Schedule for MosaicDecember 2013 Finance (including budgeting and post-award
research finance)
May 2014 Research Administration (pre-award)May 2014 Human Resources 1 (including payroll and benefits)
September 2014 Human Resources 2 (including recruitment and succession planning)
October 2014 Student Administration 1 (including admissions and supporting modules)
December 2014 Student Administration 2 (including course catalogue and scheduling)
January 2015 Human Resources 3 (enhances the self-service tools introduced in HR phase 1)
March 2015 Student Administration 3 (including registration, academic advisement, student records, financial aid and student financials)
High Level Benefits
Enhance student service Give researchers better tools to manage their
research accounts Give staff better tools to do their jobs Deliver better business intelligence to guide
University planning Easier to support and improve over the long-term
Examples of End User Benefits
Improved capabilities of system will reduce the need for parallel and shadow systems
Paperwork, redundant manual processes and duplicate data entry will be reduced or eliminated
Self-service capabilities will empower students, faculty and staff
New with Mosaic
Central data repository that is the definitive “Book of Record”
Electronic Workflow Reduce or eliminate paper forms for some processes
Real-time system New Chart of Account
New account codes will be longer with more sub-fields enhancing users capabilities to track finances
The Mosaic Difference
This project will be the most open and transparent administrative project in McMaster’s history
The project team is consulting widely with the McMaster community at each stage .
Hundreds of people have attended events, workshops and talks, providing valuable feedback
Input will inform design decisions Additional opportunities for input through the design, build
and test process
Change management
Change Management
Communication Gathering input
Impact Assessment Proactively identifying changes that end users will encounter
so that they can be informed and/or trained as needed
Readiness Assessment Checklist style process to ensure units are ready for
transition
Training
Training
Provide the right training to the right people at the right time so that McMaster’s staff and faculty are able to use the new system when they need to
Training will be designed to meet the needs of user groups
Schedules will be released in advance to ensure that end users are aware of training opportunities
Multiple training methods (class, web, etc.)
