Preparing for New Enterprise Systems:

1. Preparing for New Enterprise Systems: What Departmental IT Can Do David Hartman, Manager, Systems Development, Controller’s Office Diana D’Angelo, Acting Director, Enterprise Information Stewardship Rev 4/18/08

2. Presentation Objectives • Summarize key background information from Enterprise Business Systems Projects (EBSP) that MSU departments can use for planning • Identify preparation steps departments can take to prepare for new systems’ impact upon them and begin planning for departmental IT & business process change • Set preparation steps in a context that positions the department to use its preparations for new systems to become more effective in business continuity planning and managing sensitive data (or vice-versa) • Suggest ways to: • Harmonize departmental plans with central systems & data plans on an ongoing basis • Position the department to participate in university-level planning as opportunities arise • Introduce the Enterprise Information Stewardship (EIS) program and how it fits into the picture

3. EBSP Background Enterprise Business Systems Projects (EBSP) • Is a multi-year set of projects that will begin to replace the major administrative support systems at MSU • The approach is holistic, developing systems that are truly integrated and that support consistent and reliable decision making tools for all users Source: EBSP Milestone handout “Getting Ready for Change at the Unit Level” 2/22/08

4. EBSP Background – Cont. What’s Coming • The first initiative is a replacement for the financial, research administration, and human resource systems • A new set of tools will include: • Budget building • Business intelligence (reporting and data analysis) • Metadata repository • New data warehouse Source: EBSP Milestone handout “Getting Ready for Change at the Unit Level” 2/22/08

5. EBSP Background – Cont. A new vision for Common Unit Code • A more granular level of unit • Ability to track changes to a unit over time • Need for “blending” of internal and external organizations • Identification of shared departments and units • Capture of external organizations into a single source • And…we are “running out” of codes (due to the age and limits of the current system) Therefore expect that some type of change to the CUC is coming. Source: MSU Administrative Data Users Group presentation October 8, 2007

6. EBSP Background – Cont. Background on General Ledger A17 to Kuali Comparison Note: Kuali Financial System (KFS) data elements have not been fully defined for use at MSU and the information presented here is the KFS base system as delivered. Field lengths will mostly be different than what is found in A17. Source: KFS User Guide at http://ebsp.msu.edu and A17 documentation

7. Getting Ready So what can be done now to get ready? • Inventory existing application and reporting systems • Document office procedures • Review and document unit business rules • Review existing reports Source: EBSP Milestone handout “Getting Ready for Change at the Unit Level” 2/22/08

8. Getting Ready – Cont. Inventory existing application and reporting systems • Inventory all spreadsheets, databases, home-grown or vended applications • Note those that contain accounting, personnel, and/or payroll data • Note those that use Common Unit Code • Note those “systems” that are no longer used/needed • From the inventory review data feeds and data sources and consider consolidation where reasonable to reduce the scope of change later in the implementation process This inventory will serve as a foundation for the items that will need to be remediated to work with or be replaced by the new EBSP systems. Source: EBSP Milestone handout “Getting Ready for Change at the Unit Level” 2/22/08

9. Getting Ready – Cont. Document office procedures • Document the office procedures of those positions that handle account, personnel or payroll functions • The jobs these positions perform will change with the new systems and documentation will make it easier to analyze what they will do differently to accomplish their current tasks • If you don’t know what you do today, how will you know how you will want to do it tomorrow? Source: EBSP Milestone handout “Getting Ready for Change at the Unit Level” 2/22/08

10. Getting Ready – Cont. Review and document unit business rules • If there are business rules incorporated into local applications or in office procedures, changes resulting from the new systems may cause local rules to be re-evaluated • Review office procedure documents to find those local rules and document them Source: EBSP Milestone handout “Getting Ready for Change at the Unit Level” 2/22/08

11. Getting Ready – Cont. Review existing reports • Review any reoccurring reports for personnel, CUC, accounting or payroll related data elements • Consider that more data may be available with the new system and that existing data structures and definitions will change • Reports that span more than one time period (i.e., fiscal year) may present problems if the prior periods are not fully converted Consider what happens if the new systems are implemented in the middle of a fiscal year. Source: EBSP Milestone handout “Getting Ready for Change at the Unit Level” 2/22/08

12. EBSP Next Steps Current EBSP focus • Scoping and blueprinting of business processes • Organization and General Ledger constructs being finalized • Resolution of outstanding business issues • Community outreach to validate and define a strategy for interfaces and conversions • Enterprise Information Stewardship within EBSP • Learning new names and acronyms Source: Milestone event presentation at http://ebsp.msu.edu/Project/Presentations.Asp

13. EBSP Next Steps – Cont. Planning the EBSP rollout • Mapping functional dependencies • Phasing plan for functional rollout • Transition support • How do I … • Training Source: Milestone event presentation at http://ebsp.msu.edu/Project/Presentations.Asp

14. EBSP Next Steps – Cont. Current EBSP planning assumptions • FY09-10 target year for “go live” for finance and human resources/payroll • Likely to lead with Chart and General Ledger • Rollout of other functions based on dependencies • Implementation plan to take impact on user into account Source: Milestone event presentation at http://ebsp.msu.edu/Project/Presentations.Asp

15. Synergies with Other Activities • Departmental planning & preparations complement other initiatives: • Managing Sensitive Data • Business Continuity Planning/Disaster Recovery Planning • Enterprise Information Stewardship

16. New Systems Preparation Steps: Inventory existing application and reporting systems Document office procedures Review and document unit business rules Review existing reports Managing Sensitive Data: Education and awareness Inventory your data Assess your risks Mitigate your risks Regularly, at least once a year, revisit http://computing.msu.edu/msd/ Synergies with Managing Sensitive Data

17. New Systems Preparation Steps: Inventory existing application and reporting systems Document office procedures Review and document unit business rules Review existing reports DRP, Information Gathering Phase: Organize Conduct Business Impact Analysis Conduct Risk Assessment Develop Recovery Strategy http://drp.msu.edu/ Synergies with Disaster Recovery or Business Continuity Planning

18. Synergies with Enterprise Information Stewardship • What is Enterprise Information Stewardship? • A (new) university-wide, ongoing program • Definition: A framework in which key information resources are managed in a way similar to other university resources, with care and intention. These information resources include data, definitions and related technology infrastructure

19. Enterprise Information Stewardship - Dimensions

20. Enterprise Information Stewardship: A Few Steps • Clarify MSU-wide stewardship responsibility for various categories of data • Make data & information easier to find & use • Improve communication when data changes

21. One Planned EIS Tool: Common Data Matrix • Rows: • Identify subject-matter categories of institutional data • Identify the “enterprise steward” for each subject-matter category • Columns • Identify categories of users (such as units) • Cells • Identify who is using which categories of data

22. EIS Common Data Matrix

23. Common Data Matrix –What is it good for? • Clarify contact points for data users who have questions about various types of data • Starting point to identify existing data that could be affected by new systems or processes • Long term, help facilitate communication among stakeholders when data definition or structure is changing

24. Synergies with Enterprise Information Stewardship Inventory can put details behind data matrix columns. New Systems Preparation Steps: • Inventory existing application and reporting systems • Document office procedures • Review and document unit business rules • Review existing reports

25. Keeping Your Department in Tune with University Direction • How can you: • Harmonize departmental plans with central systems & data plans on an ongoing basis? • Position the department to participate in university-level planning as opportunities arise? • Methods: • Involvement in MSU groups that will be communication points • EIS e-mail list • EBSP publications & events

26. Staying Involved: MSU Groups • Various MSU user, advisory, or subject matter expert groups are focal points for: • Seeking input & feedback • Providing information • Offering ways to get involved in focus groups, pilots, etc. • A few key groups are: • ADUG – Administrative Data Users Group • Human Resources Unit Representatives • BIAG – Business Issues Advisory Group

27. MSU Groups: ADUG • Administrative Data Users Group (ADUG) • What: Provides the opportunity for users to share experience, expertise, and tools; and for communication between data service providers and users of services • Who: Open to all categories of MSU administrative data users • How: Angel group “Administrative Data Users Group” • http://angel.msu.edu • Log in with MSU net ID • Click “Find A Group” link • Search with “Administrative Data Users Group” in Keyword Search • Click “subscribe”

28. MSU Groups: Human Resources Unit Representatives • Human Resources Unit Representatives • What: Information about MSU Human Resources processes, policies, etc. • Who: Open to people who handle human resource activity for unit, with Dean/Director level endorsement to join • How: Contact Jennifer Decker, 884-0143, deckerj@hr.msu.edu

29. MSU Groups: BIAG • Business Issues Advisory Group (BIAG) • What: Information about MSU business and financial issues, process & policy changes, system changes & new systems, etc. • Who: Targeted at departmental & college business officers • How: Contact Greg Deppong, Accounting, 355-5000, deppong@msu.edu

30. MSU Groups: Financial Reporting and Accounting Policies E-mail List • What: Tips, updates and changes to the MSU Accounting policies and procedures • Who: Departmental & college business officers, departmental accounting staff, and other faculty/staff interested in staying current with MSU Accounting information • How: • Go to http://www.ctlr.msu.edu/ • Click on “Document Viewer/Accounting Policies Listserv” under “Controller's ListServs” heading

31. Staying Involved: Enterprise Business Systems Projects • EBSP Web Site http://ebsp.msu.edu/ • EBSP Events, announced via: • Web site • Deans, Directors, Chairs email • MSU groups

32. Staying Involved: Enterprise Information Stewardship Program • EIS E-Mail List: • Notification of EIS-related events & information • Opportunities to participate • To subscribe, send an email: • To: listserv@list.msu.edu • In message body: SUBSCRIBE eis-interest YourFirstName YourLastName • No subject line required

33. Summary • Steps departments can take now to begin preparing for new enterprise systems • Relationship of those preparations to Managing Sensitive Data & Business Continuity Planning/Disaster Recovery Planning • Introduction to Enterprise Information Stewardship program and how it relates to departmental preparations for enterprise systems • Some ways departments can stay in touch with all these initiatives

34. Questions? Feedback?