Development of Administrative Systems IT Master Plan

1. Project Kick Off Development of Administrative Systems IT Master Plan July 17, 2001

2. Project Objectives Primary Plan Purpose -Develop a thoughtful evaluation of the optimal structure for ADP within the USHE in the context of overall IT needs Specific Goals- • Assess current status/adequacy of administrative systems/infrastructure/staffing • Consider total USHE infrastructure needs based on input from a separate academic system planning process • Establish vision, principles and goals framework • Evaluate options for administrative systems focusing on efficiency and functionality (i.e. centralization, common systems, hosted, outsourcing) • Identify potential vendors • Assess realistic resource and funding requirements • Determine manageable scope and timeline • Develop and present findings and recommendations Proprietary & Confidential

3. Project High-level ScopeAdministrative Systems USHE IT Master Plan Administrative Systems Project Academic Systems Project Other Systems Projects Proprietary & Confidential

4. Project ScopeAdministrative Systems Proprietary & Confidential

5. Executive Steering Committee • Cecelia H. Foxley, USHE • Charles E. Johnson, BOR • John Massey, LFA • President Paul Thompson, WSU • Phillip Windley, State CIO • James H. Roth, Andersen Project Advisors/ Quality Assurance • Todd N. Thompson, Andersen • TBD, Andersen • TBD, USHE Project Team Project Management • Robert M. DePalma, Andersen • Norman C. Tarbox, USHE • Jerry H. Fullmer, USHE Project Team • 9 Institution Representatives • Joe Taylor, UofU • Barbara White, USU • Don Gardner, WSU • Glen Pryor, SUU • Gary Koeven, Dixie • Mark Spencer, UVSC • Marlin Mason, Snow • Eric Mantz, CEU • Bob Teague, SLCC • Other Institutional Reps: • Brad Winn, UVSC • Kim Marshall, USU • USHE • Gary Wixom • Utah State Legislative • Jonathan Ball, LFA • Boyd Garriott, LFA Andersen • Steven J. Maxfield • Jason R. Schober • Cindy DeNamur • Governor’s Office • Jeannie Watanabe, GOPB Proprietary & Confidential

6. Executive Steering Committee Project Management Project Team Responsibilities Project sponsors who provide insights for major issues & decisions. Meet every ~3-4 weeks with Project Management to provide direction & monitor project. Project Advisors/ Quality Assurance Conduct independent reviews for progress and improvements. Provide Subject Matter Experts (SME). Meets with Executive Steering Committee every ~3-4 weeks. Provides on-site project management for team. Project Team USHE Team members: provide institution representation, participate in central focus groups, setup & coordinate all on-site institution visits & receive knowledge transfer. Andersen Team members: collect information, provide support, participate in sessions & begin knowledge transfer. Proprietary & Confidential

7. Project ApproachUSHE Approach, Deliverables and Goals Approach Deliverables Goals • Establish vision, principles and goals framework • Project objectives and goals • Project Plan Milestone 1 Develop Business Understanding and Shared Vision • Assess current status/adequacy of administrative systems/infrastructure • Discussion of applicable Higher Education trends, strategies and solutions Milestone 2 Assess External Environment HE IT Trends and Strategies • Assess current status/adequacy of administrative systems/infrastructure • Assessment of current administration systems and IT infrastructure • Opportunities and potential benefits of new system and infrastructure Milestone 3 Assess Processes, Technology Strategies, and Identify Opportunities • Identify potential vendors • Evaluate cost-savings options for administrative systems • Analysis of alternatives and strategy for applications and IT infrastructure • Impact to current operations Milestone 4 Identify Application, Technology, and IT Model Alternatives • Assess realistic resource and funding requirements • Determine manageable scope and timeline • Implementation roadmap including: Priorities, Action Plan, Timeline, Resource and Funding Requirements Milestone 5 Develop Implementation Roadmap • Develop and present findings and recommendations Milestone 6 • Final USHE ADP IT master plan • Compilation of all analyses and deliverables • Presentation of business case Develop Business Case/ Management Presentation Proprietary & Confidential

8. Project Timeline Project Timeline Wk 1 7/16 Wk 2 7/23 Wk 3 7/30 Wk 4 8/6 Wk 5 8/13 Wk 6 8/20 Wk 7 8/27 Wk 8 9/3 Wk 9 9/10 Wk 10 9/17 Wk 11 9/24 Wk 12 10/1 Develop Business Understanding & Shared Vision Investigate Higher Education Trends & Strategies - Administrative Systems & Infrastructure Complete Current Administrative System Environment Assessment Identify Application, Technology & IT Model Alternatives Develop Implementation Action Plan Develop Business Case/ Management Presentation Steering Committee Checkpoint meetings Proprietary & Confidential

9. What Are Key Challenges and Issues? • Diverse multi-institution environment • The autonomy and unique concerns of each institution need to be addressed • The balance of central control/coordination and local control • Implications of different levels of complexity across USHE institutions • Implications of fiscal realities • Adequate representation of all USHE stakeholders • Ability to implement an effective decision-making process that results in consensus across all stakeholder groups • The ability of technical architectures to extend across schools, systems and geographies Proprietary & Confidential

10. What Are Key Challenges and Issues? • Concerns over current system ownership • The ability/desire to adopt standard business processes across institutions • Acceptance of opportunities for shared solutions, services and experience (knowledge sharing) • The ability to communicate and manage change across hundreds of geographically dispersed users • Impact of recent implementations of different administrative solutions at some USHE institutions • USHE member schools’ ability to absorb change (at what pace) • Impact of Administrative initiatives on Academic initiatives • Achieving balance between institution needs and standard system Proprietary & Confidential

11. Key Success Factors • Top university management ownership, sponsorship and funding support • USHE’s best resources committed to the project • Optimize utility of available resources • Effective communication between USHE and Andersen • Clearly define business vision and impact on central and local IT organizations • Rigorous project management and strong project leadership • Solid/realistic plans and flexibility in approaches • Effective issue identification and issue resolution management Proprietary & Confidential

12. Key Success Factors • Comprehensive integration of change management, process and technology - not just about software • Willingness to change business processes and accept new operating models • Trust between USHE and Utah State Legislature • Clear plan for each institution (Administrative Systems, Infrastructure and Staffing) • Enough detail to place USHE on the precipice to make a decision • Understanding system level and institutional level benefits Proprietary & Confidential