What’s in a name?

2. What’s in a name? ……to link or connect NEXUS

3. WORDS Datatel ERP Enterprise Resource Planning Colleague

4. A Brief History • SIS Steering committee established in May 2000 • SIS High Level Requirements report issued addressing future needs of the SIS • Report approved in November 2002 • Presidents Council requested a cost analysis of purchasing or developing an new SIS

5. A History cont’d • Two vendor demonstrations in 2003/04 • At the same time HR indicated an urgent need for a HRIS • SIS + HRIS + Finance = ERP • Presidents Council approved RFP • ERP Evaluation committee recommended Colleague • Contract with Datatel signed in December 2004

6. What is Colleague? An integrated system to manage • Human Resources • Finance • Enrolment Services

8. Who is ? • 37 year old company • 25 years exclusively focused on post-secondary education • 659 clients in Canada, USA, Guam and Puerto Rica • $95.6M in revenue (2004) • Average 8% profit growth over the last five years • Debt free • 98% employee retention rate • Average employee tenure: 7yrs

9. Why ? • Datatel’s Clients represent a wide spectrum of the Higher Education community. • Datatel is client-centric. • Datatel is focused on Higher Education exclusively. • Datatel forms partnerships with its clients

10. Datatel Colleague The Product • Core System Solution • Person Demographics • Organization Demographics • Facilities • Scheduling • Communication Mgmt • Activities & Events • Sponsored Projects Human Resource System Solution Web Advisor Financial System Solution Web Advisor Web Advisor Student System Solution

11. Human Resources • Human Resource System Solution • Web Advisor • Personnel Management • Position Budgeting • Payroll Core System Solution Financial System Solution Student System Solution

12. Financial System • Financial System Solutions • Web Advisor • Financial Planning • Budget Management • Position Budgeting • Financial Management • G/L • Purchasing • A/P • A/R • Cash Receipts • Projects Accounting • Operations Management • Fixed Assets • Physical Plant • Facilities Profile Core System Solution Student System Solution Human Resource System Solution

13. Student System • Student System Solutions • Web Advisor • Instructional Management • Faculty Information • Curriculum Management • Enrollment Management • Recruitment and Admissions • Financial Aid • Registration • Academic Records • Degree Audit • A/R • Cash Receipts Core System Solution Financial System Solution Human Resource System Solution

14. Project Product - 3rd Party Software • Active Apply • Business Objects Crystal Enterprise Professional Version 10 • FRx Software – Professional Edition

15. Implementation Phases PROJECT LAUNCH Select Project Leadership Install Hardware Install Software Connect Devices Begin Tech Training Select Teams Conduct Needs Assessment DESIGN AND PLANNING Prepare for Class Attend Module Class Decide Processes Decide Usage Decide Codes Consult with Datatel Practice Practice More Plan Data Conversion TESTING Build TEST Plan Write Procedures Analyze Reports Analyze Forms Decide Security Analyze WP needs Consult with Datatel Build Reports Test Conversions “Live” Simulation ADOPTION AND LIVE OPERATION Train Users Set Security Test Reports Enter LIVE Codes Enter Data Run Conversions Go LIVE! Cleanup Data PROJECT REVIEW Interview key users Document issues Plan next steps Publicize plan Meet with executives to review project deliverables, accomplishments and next steps

16. College Mission Statement To build a prosperous and sustainable Manitoba through high quality applied education, partnerships and research focused on advancing the economic, cultural and social progress of people.

17. Related College Objective Integrate information technology in the delivery, operation and management of all college programs and services RRC Strategic Plan 2005 - 2010

18. Project Mission Statement To implement, within time and budget constraints, an integrated information system that supports the mission and goals of Red River College

19. Project Goals • Improve services to internal and external customers • Assess and adopt appropriate best business practices from post-secondary institutions • Improve integration of information systems • Provide student and staff with enhanced access to web enabled services and information • Provide reliable, consistent, and timely information to internal and external stakeholders • Meet provincial and federal reporting requirements • Enhance decision-making and planning capabilities • Improve communications to all constituent groups • Increase institutional knowledge and awareness

20. Project Objectives We will have succeeded when: • Purchased Datatel modules are fully implemented and in day to day use • Employees are fully trained in modules applicable to their job responsibilities • Useful, timely and accurate reports are available to users • Information and services for prospective and current students, faculty and staff are available via the web, thus creating a self service environment • Efficiency is improved with automated workflow • Dependency on printed material is reduced

21. Project Objectives cont’d We will accomplish this by: • Continuous senior management support • Careful planning, execution and evaluation • Teamwork, support and encouragement • Effective communication • Commitment to the College and project goals • Adaptability to and acceptance of change • Training, training and more training • A sound partnership with Datatel Inc. • Timely decision making • Organizational flexibility

22. Major Milestones

23. Assumptions • The ‘vanilla’ version will be implemented, • Currently integrated legacy systems will be evaluated before being integrated with Colleague • Changes/enhancements to legacy systems will not be performed unless deemed critical • Local systems to be replaced by Colleague will be eliminated • Training and consulting will provide sufficient information to allow for informed decision making about usage • Process mapping will be applied to current processes not supported by Colleague to develop improved services • Major functionality will be achieved by December 2007 • Access to key historic data will be available

24. Constraints • Access to computers is not available to all RRC staff • Approved budget for the project cannot exceed $4.4 million. • Historic data will not necessarily be converted into Colleague

25. Executive Committee Steering Committee Datatel Business Practices Manager Project Leader Functional Team Leads CORE Team Human Resource Team Finance Team Student Team IT Team Project Organization

26. Key Roles

27. Role Responsibilities

28. Executive Sponsors • Liaison to Executive Committee • Senior members responsible for • Student • Human Resources • IT • Finance • Senior responsibility for project budget • Remove barriers at senior levels

29. Project Leader • Overall responsibility for the project • time, cost, scope • Chair Steering Committee • Primary contact with Datatel BPM • Face of the project • Ex Officio on project teams

30. Team Leaders • Lead their respective teams • Lead the change process in their area • Coordinate all aspects of their project • Liaise between different areas of the College impacted by their team activities • Member of Steering Committee

31. Teams • Process Map existing processes • Develop Colleague processes • Implement Colleague into their functional areas • Liaise with other teams

32. Core Team Don Wiebe, Team Leader Greg Dyck Kathy Keon Judy McMullen Carlene Besner Sharon Mulligan Debbie Baxter Cam Asher Leslie Patterson Pam Grimshaw Lori Skinner David Rew

33. IT Team John Baryliuk, Team Leader Coleen Vieville Gilles LaFleur Don Wiebe Damien Rondeau Greg Dyck

34. Human Resources Team Leslie Patterson, Team Leader Shaneesa Ferguson Shirley Shaley Della Cantin Kathy Keon Damien Rondeau Don Wiebe

35. Finance Team Judy McMullen, Team Leader Bev Beitz Mitch Marcoux Alison Ivey Kathy Keon Bev Husak Teri Lynn Lovenjak Elizabeth Toner Allison Peterson Coleen Vieville Gilles LaFleur Debbie Baxter

36. Student Team Debbie Baxter, Team Leader Carlene Besner Lorrie Kratzer Sharon Mulligan Gilles Lafleur Greg Dyck Lori Skinner Mary-Ellen Hogue Patti-Ann Goods Judy McMullen Joanne Gonda

37. Keeping up with developments • Information Sessions • Project website http://www.rrc.mb.ca/projectnexus • Call the Project Leader