what’s in a name? ……to link or connect nexus words colleague datatel erp enterprise resource...
TRANSCRIPT
What’s in a name?What’s in a name?
…………to link or connectto link or connect
NEXUSNEXUS
WORDSWORDS
Colleague
Datatel
ERPEnterprise Resource Planning
A Brief HistoryA Brief History SIS Steering committee established SIS Steering committee established
in May 2000in May 2000 SIS High Level Requirements report SIS High Level Requirements report
issued addressing future needs of the issued addressing future needs of the SISSIS
Report approved in November 2002Report approved in November 2002 Presidents Council requested a cost Presidents Council requested a cost
analysis of purchasing or developing analysis of purchasing or developing an new SISan new SIS
A History cont’dA History cont’d Two vendor demonstrations in 2003/04Two vendor demonstrations in 2003/04 At the same time HR indicated an urgent At the same time HR indicated an urgent
need for a HRISneed for a HRIS SIS + HRIS + Finance = ERPSIS + HRIS + Finance = ERP Presidents Council approved RFPPresidents Council approved RFP ERP Evaluation committee recommended ERP Evaluation committee recommended
ColleagueColleague Contract with Datatel signed in December Contract with Datatel signed in December
20042004
What is Colleague?What is Colleague?
An integrated system to manageAn integrated system to manage• Human ResourcesHuman Resources• FinanceFinance• Enrolment ServicesEnrolment Services
Who isWho is 37 year old company37 year old company 25 years exclusively focused on post-25 years exclusively focused on post-
secondary educationsecondary education 659 clients in Canada, USA, Guam and 659 clients in Canada, USA, Guam and
Puerto RicaPuerto Rica $95.6M in revenue (2004)$95.6M in revenue (2004) Average 8% profit growth over the last five Average 8% profit growth over the last five
yearsyears Debt freeDebt free 98% employee retention rate98% employee retention rate Average employee tenure: 7yrsAverage employee tenure: 7yrs
?
Why
Datatel’s Clients represent a wide spectrum of the Datatel’s Clients represent a wide spectrum of the Higher Education community.Higher Education community.
Datatel is client-centric.Datatel is client-centric.
Datatel is focused on Higher Education exclusively.Datatel is focused on Higher Education exclusively.
Datatel forms partnerships with its clientsDatatel forms partnerships with its clients
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The ProductThe Product
Datatel ColleagueDatatel Colleague
Core System Solution
Person Demographics
Organization Demographics
Facilities
Scheduling
Communication Mgmt
Activities & Events
Sponsored Projects
Student System Solution
Financial System Solution
Human Resource
System SolutionWeb
Advisor
Web Advisor
Web Advisor
Human ResourcesHuman Resources
Human Resource System Solution
Web Advisor
Personnel Management
Position Budgeting
Payroll
Student System Solution
Financial System Solution
Core System Solution
Financial SystemFinancial System
Financial System Solutions
Web Advisor
Financial PlanningBudget ManagementPosition Budgeting
Financial ManagementG/LPurchasingA/PA/RCash ReceiptsProjects Accounting
Operations ManagementFixed Assets
Physical Plant
Facilities Profile
Student System Solution
Human Resource System Solution
Core System Solution
Student SystemStudent System
Student System Solutions
Web Advisor
Instructional ManagementFaculty InformationCurriculum Management
Enrollment ManagementRecruitment and
AdmissionsFinancial AidRegistrationAcademic RecordsDegree AuditA/RCash Receipts
Financial System Solution
Human Resource System Solution
Core System Solution
Project Product - 3Project Product - 3rdrd Party Party SoftwareSoftware
Active ApplyActive Apply Business Objects Crystal Enterprise Business Objects Crystal Enterprise
Professional Version 10Professional Version 10 FRx Software – Professional EditionFRx Software – Professional Edition
Implementation PhasesImplementation PhasesPROJECT LAUNCH
Select Project Leadership Install Hardware Install Software Connect Devices Begin Tech TrainingSelect TeamsConduct Needs Assessment
DESIGN AND PLANNING
Prepare for ClassAttend Module ClassDecide Processes Decide Usage Decide Codes Consult with Datatel
PracticePractice More
Plan Data Conversion
TESTING
Build TEST Plan Write ProceduresAnalyze ReportsAnalyze FormsDecide SecurityAnalyze WP needs Consult with
Datatel Build Reports Test Conversions “Live” Simulation
ADOPTION AND LIVE OPERATION
Train Users Set Security Test Reports Enter LIVE Codes Enter Data Run Conversions Go LIVE! Cleanup Data
PROJECT REVIEW
Interview key users Document issuesPlan next stepsPublicize planMeet with executives to review project deliverables, accomplishments and next steps
College Mission StatementCollege Mission Statement
To build a prosperous and To build a prosperous and sustainable Manitoba through high sustainable Manitoba through high quality applied education, quality applied education, partnerships and research focused partnerships and research focused on advancing the economic, cultural on advancing the economic, cultural and social progress of people.and social progress of people.
Related College ObjectiveRelated College Objective
Integrate information technology in Integrate information technology in the delivery, operation and the delivery, operation and management of all college programs management of all college programs and servicesand services
RRC Strategic Plan 2005 - 2010
Project Mission StatementProject Mission Statement
To implement, within time and To implement, within time and budget constraints, an integrated budget constraints, an integrated information system that supports the information system that supports the mission and goals of Red River mission and goals of Red River CollegeCollege
Project GoalsProject Goals Improve services to internal and external customers Improve services to internal and external customers Assess and adopt appropriate best business practices Assess and adopt appropriate best business practices
from post-secondary institutions from post-secondary institutions Improve integration of information systems Improve integration of information systems Provide student and staff with enhanced access to web Provide student and staff with enhanced access to web
enabled services and information enabled services and information Provide reliable, consistent, and timely information to Provide reliable, consistent, and timely information to
internal and external stakeholders internal and external stakeholders Meet provincial and federal reporting requirements Meet provincial and federal reporting requirements Enhance decision-making and planning capabilities Enhance decision-making and planning capabilities Improve communications to all constituent groups Improve communications to all constituent groups Increase institutional knowledge and awareness Increase institutional knowledge and awareness
Project ObjectivesProject Objectives
We will have succeeded when:We will have succeeded when: Purchased Datatel modules are fully implemented Purchased Datatel modules are fully implemented
and in day to day useand in day to day use Employees are fully trained in modules applicable Employees are fully trained in modules applicable
to their job responsibilitiesto their job responsibilities Useful, timely and accurate reports are available Useful, timely and accurate reports are available
to users to users Information and services for prospective and Information and services for prospective and
current students, faculty and staff are available current students, faculty and staff are available via the web, thus creating a self service via the web, thus creating a self service environmentenvironment
Efficiency is improved with automated workflow Efficiency is improved with automated workflow Dependency on printed material is reducedDependency on printed material is reduced
Project Objectives cont’dProject Objectives cont’d
We will accomplish this by:We will accomplish this by: Continuous senior management supportContinuous senior management support Careful planning, execution and evaluationCareful planning, execution and evaluation Teamwork, support and encouragement Teamwork, support and encouragement Effective communicationEffective communication Commitment to the College and project goalsCommitment to the College and project goals Adaptability to and acceptance of changeAdaptability to and acceptance of change Training, training and more trainingTraining, training and more training A sound partnership with Datatel Inc.A sound partnership with Datatel Inc. Timely decision makingTimely decision making Organizational flexibilityOrganizational flexibility
Major MilestonesMajor MilestonesHUMAN RESOURCES
PayrollPersonnel
January 2006October 2006
FINANCEGeneral LedgerA/P and PurchasingA/R and Cash Receipts
January 2006July 2006March 2007
STUDENTCurriculum ManagementRecruitment and AdmissionsFinancial AidAcademic Records and RegistrationDegree Audit
December 2006December 2006March 2007March 2007December 2007
AssumptionsAssumptions The ‘vanilla’ version will be implemented, The ‘vanilla’ version will be implemented, Currently integrated legacy systems will be evaluated Currently integrated legacy systems will be evaluated
before being integrated with Colleague before being integrated with Colleague Changes/enhancements to legacy systems will not be Changes/enhancements to legacy systems will not be
performed unless deemed critical performed unless deemed critical Local systems to be replaced by Colleague will be Local systems to be replaced by Colleague will be
eliminatedeliminated Training and consulting will provide sufficient information to Training and consulting will provide sufficient information to
allow for informed decision making about usageallow for informed decision making about usage Process mapping will be applied to current processes not Process mapping will be applied to current processes not
supported by Colleague to develop improved servicessupported by Colleague to develop improved services Major functionality will be achieved by December 2007Major functionality will be achieved by December 2007 Access to key historic data will be availableAccess to key historic data will be available
ConstraintsConstraints
Access to computers is not available to all Access to computers is not available to all RRC staffRRC staff
Approved budget for the project cannot Approved budget for the project cannot exceed $4.4 million.exceed $4.4 million.
Historic data will not necessarily be Historic data will not necessarily be converted into Colleagueconverted into Colleague
Project OrganizationProject OrganizationExecutive Committee
Steering Committee
Human Resource
Team
Datatel Business Practices Manager Project Leader
Functional Team Leads
Finance Team
Student Team
IT Team
CORETeam
Key RolesKey RolesSponsorSponsor RRC Executive CommitteeRRC Executive Committee
Cathy RushtonCathy Rushton Executive SponsorExecutive Sponsor
Pat BozykPat Bozyk Executive SponsorExecutive Sponsor
David RewDavid Rew Project LeaderProject Leader
Debbie BaxterDebbie Baxter Team Leader, StudentTeam Leader, Student
Judy McMullenJudy McMullen Team Leader, FinanceTeam Leader, Finance
Leslie PattersonLeslie Patterson Team Leader, Human ResourcesTeam Leader, Human Resources
John BaryliukJohn Baryliuk Team Leader, Computer ServicesTeam Leader, Computer Services
Don WiebeDon Wiebe Team Leader, CoreTeam Leader, Core
Role ResponsibilitiesRole Responsibilities
Executive SponsorsExecutive Sponsors Liaison to Executive CommitteeLiaison to Executive Committee Senior members responsible for Senior members responsible for
• StudentStudent• Human ResourcesHuman Resources• ITIT• FinanceFinance
Senior responsibility for project Senior responsibility for project budgetbudget
Remove barriers at senior levelsRemove barriers at senior levels
Project LeaderProject Leader
Overall responsibility for the projectOverall responsibility for the project• time, cost, scopetime, cost, scope
Chair Steering CommitteeChair Steering Committee Primary contact with Datatel BPMPrimary contact with Datatel BPM Face of the projectFace of the project Ex Officio on project teamsEx Officio on project teams
Team LeadersTeam Leaders
Lead their respective teamsLead their respective teams Lead the change process in their Lead the change process in their
areaarea Coordinate all aspects of their projectCoordinate all aspects of their project Liaise between different areas of the Liaise between different areas of the
College impacted by their team College impacted by their team activitiesactivities
Member of Steering CommitteeMember of Steering Committee
TeamsTeams
Process Map existing processesProcess Map existing processes Develop Colleague processesDevelop Colleague processes Implement Colleague into their Implement Colleague into their
functional areasfunctional areas Liaise with other teamsLiaise with other teams
Core TeamCore TeamDon Wiebe, Team LeaderDon Wiebe, Team LeaderGreg DyckGreg DyckKathy KeonKathy KeonJudy McMullenJudy McMullenCarlene BesnerCarlene BesnerSharon MulliganSharon MulliganDebbie BaxterDebbie BaxterCam AsherCam AsherLeslie PattersonLeslie PattersonPam GrimshawPam GrimshawLori SkinnerLori SkinnerDavid Rew David Rew
IT TeamIT Team
John Baryliuk, Team LeaderJohn Baryliuk, Team Leader
Coleen VievilleColeen Vieville
Gilles LaFleurGilles LaFleur
Don WiebeDon Wiebe
Damien RondeauDamien Rondeau
Greg DyckGreg Dyck
Human Resources TeamHuman Resources Team
Leslie Patterson, Team LeaderLeslie Patterson, Team Leader
Shaneesa FergusonShaneesa Ferguson
Shirley ShaleyShirley Shaley
Della CantinDella Cantin
Kathy KeonKathy Keon
Damien RondeauDamien Rondeau
Don WiebeDon Wiebe
Finance TeamFinance Team
Judy McMullen, Team LeaderJudy McMullen, Team LeaderBev BeitzBev BeitzMitch MarcouxMitch MarcouxAlison IveyAlison IveyKathy KeonKathy KeonBev HusakBev HusakTeri Lynn LovenjakTeri Lynn LovenjakElizabeth TonerElizabeth TonerAllison PetersonAllison PetersonColeen VievilleColeen VievilleGilles LaFleur Gilles LaFleur Debbie BaxterDebbie Baxter
Student TeamStudent TeamDebbie Baxter, Team LeaderDebbie Baxter, Team LeaderCarlene Besner Carlene Besner Lorrie KratzerLorrie KratzerSharon MulliganSharon MulliganGilles LafleurGilles LafleurGreg DyckGreg DyckLori SkinnerLori SkinnerMary-Ellen HogueMary-Ellen HoguePatti-Ann GoodsPatti-Ann GoodsJudy McMullenJudy McMullenJoanne GondaJoanne Gonda
Keeping up with developmentsKeeping up with developments
Information SessionsInformation Sessions Project website Project website
http://www.rrc.mb.ca/projectnexushttp://www.rrc.mb.ca/projectnexus
Call the Project LeaderCall the Project Leader