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Pre-Implementation Project “Mid-term” Town Hall

Pre-Implementation Project “Mid-term” Town Hall. January 24, 2013. Project Goal and Phases. This project specifically is focused on preparation to replace the current student information system ( UniverSIS ). Phases I & II “ as-is” and “to-be” business process documentation

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Pre-Implementation Project “Mid-term” Town Hall

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  1. Pre-Implementation Project“Mid-term” Town Hall January 24, 2013

  2. Project Goal and Phases This project specifically is focused on preparation to replace the current student information system (UniverSIS). Phases I & II • “as-is” and “to-be” business process documentation • requirements gathering • gap analysis of leading solutions • institutional readiness assessment Phases III & IV(upon BoT approval) • Vendor selection • Implementation Partner selection

  3. Project Sponsors Robert Ambach, Senior Vice President of Administration and Finance Lawrence Johnson, Interim Senior Vice President and Provost Nelson Vincent, CIO and Vice President of Information Technologies

  4. Steering Committee • Lee Mortimer,Institutional Research • Andrew Naab,Student Government • Robin Pittman (PM),Business Core Systems • Jim Plummer (Co-Chair), Administration & Finance • Robert Rokey, Faculty Senate • Troy Travis (Co-Chair), UCIT • Jennifer Albrecht (PM), Collegiate Project Services • Aurora Bennett,College of Medicine • Douglas Burgess (PM), Registrar • Anton Harfmann, Dean’s Council • Patricia Krekeler (PM), UCIT • Carol Metzger, Finance • Caroline Miller (Co-Chair), Enrollment Management

  5. Project Team • Jennifer Albrecht (PM), Collegiate Project Services • Douglas Burgess (PM), Registrar • Thomas Canepa, Admissions • Paul Foster, UCIT (Blackboard) • Nicholas Frame, Institutional Research • Cecily Goode, One Stop Student Services • Gary Grafe, UCIT (Web & Integration) • Ken Hirsch, College of Law • Emily Kregor, The Graduate School • Patricia Krekeler (PM), UCIT • Bob Miller, Enrollment Management • Mark Miller, UC Blue Ash • Andrea Oaks, College of Medicine • Dana Pawlowicz, Financial Aid • Robin Pittman (PM), Business Core Systems • M. B. Reilly, Public Relations • Tara Warden, Academic Advising • Ken Wolterman, Bursar • Mark Young, UCIT (SIS)

  6. Collegiate Project Services • Ed Cornelius, President and Founder • Jennifer Albrecht, CPS Team-Lead • Matt Coombs, Technical Expert & Integration Specialist • Jason Elwood, Functional Expert & Process Analysis • John Pratt, Functional & Technical Expert

  7. Project Timeline – Phases I & II

  8. Project Timeline: – Phases III & IV

  9. Fall Semester Activities • SIS Technology Previews • four previews: Ellucian Banner, Kuali, Oracle/PS, SAP • Business Process Analysis (BPA) Visioning sessions • 103 participants across six business functions/units • Admissions, Advising, Bursar, Financial Aid, One Stop, Registrar • Documented high-level vision for student lifecycle • Identified ‘ideal characteristics’ for future processes

  10. Fall Semester Activities • Technical interviews & survey • Business Process Analysis (BPA) “As Is” sessions (final group completing this week) • 156 processes documented across ten business units • Admissions, Advising, Bursar, Clermont College, College of Law, College of Medicine, Financial Aid, One Stop, Registrar, UC Blue Ash • Requirements Gathering • 39% overall participation (322 of 827 invitees) • >75% average participation in key functional areas & IT

  11. Spring Semester Activities • CPS Requirements Gap Analysis • CPS Options Assessment Analysis • Critical Issues & Risk Analysis sessions (1/30 – 1/31) • Readiness Assessment • interviews with selected stakeholders (1/24 – 2/15) • university community readiness questionnaire (2/11 – 2/25)

  12. Other Key Dates and Events • Collegiate Project Services data compilation and analysis; final report preparation (2/25 – 3/29) • Readiness report to be delivered to the Steering Committee and Sponsors (4/1) • Options report to be delivered to the Steering Committee and Sponsors (4/2)

  13. CPS Assessment Deliverables Implementation Readiness Assessment SIS Options Assessment

  14. What is a Readiness Assessment? An analysis of how well-prepared UC is to implement a modern student information system. The assessment will be based on sixteen “readiness” factors which CPS has found to be predictive of successful ERP implementation projects in higher education.

  15. How We Collect Readiness Data

  16. Readiness Assessment Deliverables

  17. Sample Readiness Scorecard

  18. Implementation Blueprint Elements • Implementation Timeline • Realistic Budget • Project Organization • Roles & Responsibilities Table • Communication Plan • Critical Issues Lists • Risk Mitigation Plans • Staffing recommendations • Training Plan

  19. What is an Options Assessment? Comparison of major student information systems in the market and their compelling differences to provide a ranking and recommendation for UC.

  20. What are the Options for UC? Single Vendor ERP Solution Multiple Vendor ERP Solution Multiple Source ERP Solution

  21. How We Collect Options Data • Technical Interviews & Survey • Software & Services Vendor Data Collection • CPS “Experiential” Data • Industry Awareness & Research • Requirements Fit-Gap

  22. How We Analyze the Options • Match to Functional Needs • Strategic Alignment • Time to Solution • Total Cost of Ownership • Solution Track Record • Technology Framework • Deployment Options • Others…

  23. CPS Assessment Deliverables Implementation Readiness Assessment SIS Options Assessment UC’s preparedness to take on an SIS implementation & steps to take to ensure success Analysis of best-fit SIS options based on UC needs and requirements

  24. Questions, Comments, orConcerns?Visit www.uc.edu/sisE-mail to sis@uc.edu

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