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The CUNY ERP Project

The CUNY ERP Project. Student Administration. by : Bahaa abas. Agenda. Examine the Student System Module Phasing Discuss what happens during a “Fit/Gap Analysis” Offer you the opportunity to share ideas regarding business processes that could be “re-engineered”

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The CUNY ERP Project

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  1. The CUNY ERP Project Student Administration by : Bahaa abas

  2. Agenda • Examine the Student System Module Phasing • Discuss what happens during a “Fit/Gap Analysis” • Offer you the opportunity to share ideas regarding business processes that could be “re-engineered” • Answer any questions that you have about the CUNY ERP project

  3. Student System Phasing • We intend to phase in the colleges on the new student system in “waves” • The first wave of colleges are referred to as the “Vanguards” • The ERP implementation for these two colleges will examine business processes CUNY-wide, so all colleges will be participating • The Vanguards will be the “model” implementation for the rest of the university in terms of business processes

  4. Student System Phasing • Financial Aid will be implemented for ALL CUNY colleges after the Vanguards are in production • Remaining colleges will be brought onto the ERP student system in waves • Current legacy system state presents some challenges in phasing in the ERP modules

  5. Future State – ERP SINGLE DATABASE AND MULTI-INSTITUTIONAL GENERAL LEDGER HUMAN RESOURCES (HCM) Depts CAMPUS COMMUNITY STUDENT RECORDS Depts ADMISSIONS/PROSPECTING Admissions Not Always Multi-Institutional Acctg STUDENT FINANCIALS FINANCIAL AID Financial Aid Not Always Multi-Institutional AN ERP SYSTEM IS A SET OF FULLY INTEGRATED MODULES

  6. Current State Financial Aid Processing (FAP) Financial Aid Human Resources (CUPS) General Ledger (FAS/FIS) Enrollment Status Financial Aid Packages (FAPMERGE) Student Information System (SIMS) Student Records Student Financials Financial Aid Student Bio/Demo & Awards To Be Disbursed Student Financials Accounting (SFA) Student Financials Financial Aid Student Payroll Refunds Payments To Student & School Return To Title IV Disbursements ToStudent Account

  7. UGRD ADMISSIONS ERP Phase 1 GENERAL LEDGER HUMAN RESOURCES (HCM) Depts CAMPUS COMMUNITY (LAYER) STUDENT RECORDS (LAYER) Depts Interface Integration SIMS SCHOOLS Student Records Student Financials PeopleSoft FA In Production VANGUARDS PeopleSoft Fully In Production – CC, SR, SF, FA First Wave Future Waves Acctg Integration Interface SFA For Student Payroll & Refunds FINANCIAL AID (CUNY WIDE) STUDENT FINANCIALS (LAYER)

  8. Roles and Responsibilities • Direction and Input • SME Panels • SME Work Teams • Campus Liaisons • Champion • Serve as SME • Secure SME from Campuses • Campus Implementation/Readiness

  9. Fit/Gap Analysis • Examine how ERP software “fits” into our CUNY business processes • Explore the changing of business processes to come up to “best business practices” within higher education (which ERP software delivers), and to enable improvement of student services • If CUNY has a business process not delivered by the software, or a business process unique in higher education, negotiate the “gap”

  10. Fit/Gap Analysis • Software will be ”configured” jointly by vendor consultants working with CUNY subject matter experts (SME’s), who provide CUNY specific knowledge • SME’s will be learning to configure many functions currently maintained by programmers

  11. Sample ERP Software Configuration Example of the future state for end user configuration of a transcript, demonstrating the power of ERP software. Transcript configuration page:

  12. A sample transcript configured by an end user using the PeopleSoft software:

  13. Business Process Re-design • Define Business Process Re-Engineering (BPR) • Reengineering is the fundamental rethinking and redesign of business processes to achieve dramatic improvements in critical measures of performance, such as cost, quality, service, and speed. (Hammer & Champy, 1993) • How can ERP help with BPR? • Our processes will fall into one of three categories: • Processes that can’t be re-designed due to the aging technology of our legacy systems • Processes we could re-design right now, but we’re waiting for ERP to motivate us • Processes that ERP will force us to re-design • Can we come up with some examples of each?

  14. Questions and Answers

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