AIM with Purpose:

1. AIM with Purpose: Leveraging your ERP to Align with your Business Needs Enterprise 2008 The EDUCAUSE Enterprise & Technology Conference March 28-29, 2008 Chicago, Illinois "Copyright Calvin Williams and Maggie Eaheart, 2008. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author."

2. Organizational dysfunction and the inability to adapt have impeded the successful implementation of our ERP. successful The University is at a tipping point where change is necessary and inevitable.

3. I can relate to that • Yes • No

4. Did you hear?… #1 Security #2 Administrative/ERP Information Systems Volume 43, Number3 May/June 2008 #3 Funding IT

5. Agree or Disagree • Agree • Disagree

6. Top 10 Current Issues, 2008 “…rising student expectations and increasing recruiting competition may drive more institutions to invest in ways of getting strategic value out of ERP data—data that is now usually oriented toward purely transactional use.” EDUCAUSE Review, vol. 43, no. 3 (May/June 2008): 36–61 Top-Ten IT Issues, 2008 Debra H. Allison, Peter B. DeBlois, and the 2008 EDUCAUSE Current Issues Committee

7. Your Top IT Issues 2008 • Staffing • Disaster Recovery • Identity Management • Funding • Security • ERP • Change Management • Other

8. Which?

10. Flashback…How did we get here?SXU a Brief History

11. Chicago’s Oldest University - Founded 1846 Catholic, Founded by the Sisters of Mercy Growth Since ERP “go live” = 31% Enrollment 2007/2008 • Under Graduate = 3,288 (78% FT) • Graduate = 2,390 • Resident Students • 1998F = 308 • 2007F = 824 Campuses in Chicago and Orland Park

12. Carnegie Classifications • Doctorate–granting institutions • Master's Colleges and Universities • Baccalaureate Colleges • Associate's Colleges [AA] • Specialized Institutions

13. Which ERP are you using? • Jenzabar • Datatel • Banner/SCT • Oracle • SAP • PeopleSoft • Blackbaud • Other

14. CORE Financials Student Systems • HR/Payroll Web Advisor = 2002

15. (More) Flashback…ERP a Brief History • Go Live on Datatel’s Colleague System = 1998

16. Life After Go Live • Participation levels vary among administrative and academic departments. • Some = Adopted and Adapted • Others = Living in a world apart

17. “Only the Shadow knows…” “A figure never seen , only heard…become invisible with his famous ability to ‘cloud men’s minds’.” The Shadow Database http://www.mysterynet.com/shadow/

18. My institution __ shadow databases. • has • does not have • has a lot of • is cracking down on

19. Are you thinking about implementing new a new ERP • Yes • No

20. Lessons Learned • Implementation is Continuous • Adaptation is Essential • Power is in People The University is at a tipping point where change is necessary and inevitable.

21. AIM = Advancing Information Management Business Advisory Services 2006 Strategic Planning Staffing Study 2006

22. Internal Audit… • ERP-specific Environmental Scan • Are we fully using the tools we have? • Method = Series of mini surveys and focus group discussions • Datatel Business Advisory Services • Result = Action Plan • Specific Items to address

23. Conclusion • Datatel Colleague is under-utilized

24. Strategic Plan Staffing Study… • Institutional Environmental Scan • Are we staffed appropriately to meet the needs of our current growth rate and future goals? • 3rd Party – Interviews and Focus Groups • Result = “State of the University” • Recommendations for development

25. Conclusion • Technology is under-utilized • Hatch/Attach/Detach/Reattach • Support/Intervention from Cabinet-level leadership needed.

26. Enter… • Champion = CIO • Add to the Action Plan  ERP + Other Technologies

27. Freshman Orientation FOCUS Shadow Database ERP record not reflecting payment from individual student General Ledger Admission Admits Electronic Application Colleague GL listing payments Student Registered + Manual Excel Doc Created Student payments manually recorded in excel spreadsheet + Receipts submit to Student Accounts as Paid Data pulled from Colleague Invitations Mailed to Student

29. Have you implemented a study? • ERP & Staffing • ERP • Staffing • Not at this time • Will soon • No

30. Connecting the Dots…Transforming Data  Information • ERP is not just an electronic file cabinet • The purpose of an ERP • Maintain Clean Information • Retain Complete Information (History & Scope) • Facilitate Business Processes (Where policy becomes practice) • Informs Business Planning (Where policies are formulated)

31. Results • Shifts role of information gathering from IT to departments • Departments drive planning  Departments drive ERP development • Learning to “ask the right questions” • “Know your data” to drive thoughtful analysis • Positions IT in a Collaborative Role

32. Building a CORE Culture ofInformation Sharing • IT is not an afterthought! IT = partnership • Collaborate with Employee Services (HR) • High performance team-building • Leadership development !!! !!! !!! !!! !!!

33. CORE Team

34. Leveraging Tool Sets to Manage Data Curriculum Architecture PROSPECTING Comprehensive Institutional View FORECASTING RETAINING SXU’s Moment of Truth How do we make sure we accommodate the students we either have or recruit to admit?

35. CORE Financials Student Systems • HR/Payroll Web Advisor = 2002

36. FORECASTING

37. Understand Current Conditions & Adjust for Future Direction • Improved forecasting • Improving Evaluation of • Student Progress (program, class level, transfer #’s, etc.) • Shared Resources (space, parking, etc.)

38. Understand Current Conditions & Adjust for Future Direction • Pull Data from ERP and bring it into Office tools to facilitate analysis

39. Understand Current Conditions & Adjust for Future Direction • Foundation for Educational Planning

40. Enrollment Communication Retention Advancement

41. Strategic Management of Information and Communication Technology: The United States Air Force Experience with Y2K (2007) “Thus, a key perspective reinforced by this study is that technology is sociallyembedded. It exists in the context of people and organizations. Ineffective organizations with great technology will usually produce ineffective results, while effective organizations with less than state-of-the-art technology can get by just fine.” Ineffective organizations http://books.nap.edu/openbook.php?record_id=11999&page=111

42. Q&A Maggie Eaheart – eaheart@sxu.edu Calvin Williams – williams@sxu.edu