UBC IT Integrated Reporting Governance Committee

1. UBC IT Integrated Reporting Governance Committee March 6th, 2012

2. Agenda Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Finance & Student Core Student Finance & ISI Considerations Budget Update: (Dave Truong, 10 min) Core Financials Project Charter (Andrea Milne, 30 min) Next Steps and Wrap Up (Dave Truong, 5 min)

3. Agenda Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Core Finance & Student Data Student Revenue & ISI Analytics Considerations Budget Update: (Dave Truong, 10 min) Core Financials Project Charter (Andrea Milne, 30 min) Next Steps and Wrap Up (Dave, 5 min)

4. Based on Discovery analysis and current program funding, the following roadmap is being proposed: * Funding and Scope of Releases 3 and 4 to be confirmed with Governance committee in FY13/14 Current Focus

5. The Foundation Phase follows Enterprise Data Warehouse best practice of focusing on the core data subject areas • Release 3 & 4: • Learning (SEoT) • Budget & Planning • Classroom Scheduling • Grad Studies • Research (RISE) • Land & Building • Alumni • Release 1: • Finance (FMS) • Student Bio (SIS) • Student Records & Reg. (SIS) • Student Revenue (SIS) • Release 2: • Employee (HRMS) • Admission (SIS) • Recruitment (SIS) • Procurement Current Focus

6. To establish the core set of Financial and Student data, 7 subject areas need to be integrated: Admissions Student Records & Registration Admissions Student Records & Registration Recruitment Student Biographical Student Biographical Student Revenue Finance & Procurement Recruitment Student Revenue Finance & Procurement Employee Employee

7. While Finance & Procurement and Employee are stand-alone, the Student data architecture requires a building block approach: Student Financials Recruitment Student Financials and Recruitment make up the final building blocks • Assessment • Installment • Payment • Awards • Campus Tours • Institution • Recruiter Assignment • Country Student Records & Registration Admissions Records & Registration and Admission form the core of the SIS system currently supported by Enrolment Services • Previous Institution(Secondary/Post-Secondary) • Broad BasedAdmission Score • Personal Profile • Application • Intention (Choices 1/2/3) • High School Grades • Specialization • Course • Grade • Sessional Average • Campus • Faculty • Department Student Biographical Start with Person Biographical as it’s the start of the student lifecycle process • Name • Address • Email Address • Phone No. • Country of Citizenship • Visa Status • SIN

8. ISI has recently asked for Recruitment to be considered in Release 1 scope and a decision by the Governance committee is needed to determine the initial set of core Student data to include: Student Financials Recruitment • Assessment • Installment • Payment • Awards • Campus Tours • Institution • Recruiter Assignment • Country Student Records & Registration Admissions • Previous Institution(Secondary/Post-Secondary) • Broad BasedAdmission Score • Personal Profile • Application • Intention (Choices 1/2/3) • High School Grades • Specialization • Course • Grade • Sessional Average • Campus • Faculty • Department ISI Student Revenue Analytics Student Biographical • Name • Address • Email Address • Phone No. • Country of Citizenship • Visa Status • SIN Common

9. Options to consider for Release 1 Student Foundation: Option 1: Focus on Student Revenue Analytics Pros: -supports faculty funding model and integration between student & finance -aligns to current scope and budget Cons: -does not provide meaningful core data to ISI Student Financials Recruitment Student Records & Registration Admissions Student Biographical Student Financials Recruitment Option 2: Focus on ISI Analytics Pros: -addresses entire core data needs of ISI Cons: -departmental BI solution (no integration with non-student data) -additional funding required for increased scope Student Financials Recruitment Student Records & Registration Admissions Student Records & Registration Admissions Student Biographical Student Biographical Option 3: Student Revenue Analytics with partial ISI Pros: -achieves student revenue analytics and “integrated” reporting -provides core admission data for ISI Cons: -additional funding is required to take on increased scope recommended

10. Agenda Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Finance & Student Core Student Revenue & ISI Analytics Considerations Budget Update: (Dave Truong, 10 min) Core Financials Project Charter (Andrea Milne, 30 min) Next Steps and Wrap Up (Dave Truong, 5 min)

11. Budget Update • IR Budget tied to current roadmap • Current Variance of $281,620 from $5M funding from Comptroller Large Projects • $5M spending accelerated to end of FY14 vs. FY15 • Phase 4: Transformation is not currently funded and a check point in FY13/14 will be needed to discuss priorities and options

12. Agenda Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Core Finance & Student Data Student Revenue & ISI Analytics Considerations Budget Update: (Dave Truong, 10 min) IR Financials Project Charter (Andrea Milne, 30 min) Next Steps and Wrap Up (Dave Truong, 5 min)

13. IR Financials Project Charter • Objectives • Success Criteria • Scope • Risks

14. IR Financials Project Charter • Phase 3 (Foundation) • Release 1

15. IR Financials Project Charter Objectives of Financials Project • Provide the foundation for the university’s business intelligence and data warehouse • Establish the integrated reporting architecture and environment • Establish the financial transactional information for the overall IR program • Introduce the self-service reporting tool to the campus community in a non-threatening, easily adopted manner

16. IR Financials Project Charter Objectives of Financials Project – cont’d • Build confidence and credibility for future IR projects • Improve reporting and look up efficiency of financial transactional information • Learn tools, concepts, data as reporting before analytics

17. IR Financials Project Charter Success Criteria • Success would be measured by: • Providing accurate transactional data in the data warehouse to build the foundation • Reduction of effort in compiling and reporting information • Adoption of IR dashboards over nQuery • eventual decommission of the FMS nQuery service for reporting purposes • Increased requests to discontinue the printing of month-end reports • The deployment for additional projects built within the initial framework

18. IR Financials Project Charter Project Scope • Scope Inclusions • Establishment of the University’s IR foundation with the implementation of the packaged Business Intelligence Data Warehouse solution from Oracle • Provide a campus view of foundational financial transactional information - based on the combination of the design of: • Oracle purchased package • Existing web based financials application (nQuery) • Requirements gathered from several campus inquiries

19. IR Financials Project Charter Project Scope • Scope Inclusions – cont’d • The introduction to the campus of the ability to produce analytics or various views of the information by relevant factors • Security based on the existing nQuery design and enhanced with the ability to pre-populate selections (i.e. Fund/Dept/PG) based on each user’s security profile • Foundation for reporting student revenue information – dependency on Student project • Functionality to provide confirmation of data integrity and completeness to satisfy internal and external audit requirements

20. IR Financials Project Charter Project Scope • Scope Exclusions( from Phase 3 release 1) • Integration with other systems i.e. HR, procurement, and student information • Providing extensive KPIs and individual dashboards - the focus of the project will be on campus wide accessible information with the trend towards self service • Minimal data governance will be required on this project - extensive integration is not possible yet.

21. IR Financials Project Charter Project Scope • Scope Exclusions – cont’d • Hyperion forecast and plan data will not be included in the initial deployment – scheduled for a later phase • Rewriting of the Month-end (ME) reports will not be included in this project – subsequent review will be performed once this project is complete • The report server will remain available during implementation - decommissioning the report server is the long term goal

22. IR Financials Project Charter Project Scope • Scope Exclusions – cont’d • Permanently out of scope: • Archived data(prior to FY2004) will not be included in the initial deployment of the financials • Existing PSQuery and nVision reports will not be reviewed or rewritten

23. IR Financials Project Charter Risk Management • 1. Adoption Risk • Individuals across campus will not adopt new tools due to inadequate change management approach - too many changes at one time and no confidence in the data • Planned Mitigation • Initial roll out with close familiarity to existing nQuery • Enriched information and intuitive presentation style

24. IR Financials Project Charter Risk Management – cont’d • 2. Completion/Follow Through • Risk that focus will be lost from providing foundation and fundamentals to focus to short term point solutions. • Planned Mitigation • Clear direction was set by delegated Sponsor • Support of working group and management team to ensure that this does not happen

25. IR Financials Project Charter Risk Management – cont’d • 3. Resourcing • Risk that required resources will not be available or assigned the dedicated time needed • Planned Mitigation • Acknowledging the fact that operational tasks can and will influence the team in the project plan will help in presenting a realistic time line • Management effort to protect team members as much as possible

26. IR Financials Project Charter Risk Management – cont’d • 4. Collaboration • Challenge with bringing together multiple groups on a shared initiative • Planned Mitigation • Establishment of a working group • Identifying differences in team approach and structure

27. IR Financials Project Charter Risk Management – cont’d • 5. Project expectations • Deliverables being oversold to the campus resulting in disappointment in the short term • Planned Mitigation • Communications to the campus that this is a foundation piece to a larger program

28. IR Financials Project Charter Risk Management – cont’d • 6. Complexity of Data Repository • Resulting in a delay of student project to provide data for pilot integrated student revenue information • Planned Mitigation • Student project scoped to this as a deliverable • Early start at understanding business requirements for presentation

29. IR Financials Project Charter Risk Management – cont’d • 7. Culture clash • Small team approach for financials foundation project may be overwhelmed with ‘Big Project’ overhead • Planned Mitigation • Program manager awareness of difference in team approach and will mitigate as necessary

30. Agenda Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Finance & Student Core Student Revenue & ISI Analytics Considerations Budget Update: (Dave Truong, 10 min) Core Financials Project Charter (Andrea Milne, 30 min) Next Steps and Wrap Up (Dave Truong, 5 min)