Financial Systems Needs Assessment

1. Financial Systems Needs Assessment Project Update Monthly Research Administrators Meeting March 11, 2010

2. FSNA Project Status & Timeline Project Status & Timeline • Campus validation of processes and requirements completed early December 2009 • Broad campus feedback received on requirements and current business processes • Information being used to establish priorities • Alternatives analysis • Implementation • Business process redesign

3. FSNA Project Status & Timeline Project Status & Timeline • Technical requirements definition underway • Documenting current technical environment and cataloging interfaces • Phase 2 Alternatives Analysis activities underway • Roll-up requirements and confirm priorities • Develop demonstration scripts & questionnaire • Define selection criteria and ranking • Develop Request for Information

4. FSNA Project Status & Timeline Phase 2 Alternatives Analysis Scope • Focus of Phase 1: • Define what the UW needs in a new financial system • Focus of Phase 2: • Evaluate alternative systems against our needs and identify the best fit for UW • High-level Phase 2 Activities: • Develop request for information (RFI) to solicit information from vendors • Develop and execute approach to assess open source solution (Kuali) • Evaluate vendor responses and open source solution and make recommendation for next steps

5. Phase 2 High-Level Timeline & Status DRAFT 11/09 12/09 01/10 02/10 03/10 04/10 05/10 06/10 07/10 08/10 09/10 10/10 11/10 12/10 Outstanding Phase 1 Deliverables Complete Phase 1 Deliverables • Technical Requirements • Business Process Redesign Framework • Phase 2 Scope & Schedule • Phase 2 Communication Strategy • Business Requirements Today Funding Strategy Olympia Agrees w. Approach Communication Strategy Prepare Request for Information (RFI) Release RFI Vendor Response • Dependencies: • Roadmap priorities/sequencing defined • Funding sources defined • Regent approval of Roadmap approach • State approval of Roadmap approach Kuali Assessment Evaluate Responses Develop Eval Decision Making Framework Next Steps Recommendation Internal Approval Key Project Activity Prepare & Present to ISB Project Milestone ISB Meeting Project Dependency Feasibility Study Acquisition Plan Preliminary Investment Plan ISB Approves Recommendation

6. What to Expect In Phase 2 (Work in Process) RFI Release Core Team • Evaluation Committee: • Core Team • Other Members TBD Approve Business Requirements & Priorities Review & Evaluate Kuali Review and Approve Sections of RFI Inform & Recommend Decision-Making Framework Review & Evaluate Vendor Responses Assess Evaluation Results & Recommend Solution Inform & Recommend Evaluation Criteria & Weighting Steering Committee Financial TAG Procurements Services Steering Committee Executive Sponsors

7. Steering Committee Meeting Slides Draft Evaluation Framework Steering Committee Next Steps Recommendation Evaluation Team Core Team Members Representatives from Sub Teams Functional Evaluation Sub Team Technical Evaluation Sub Team Vendor Questionnaire Evaluation Sub Team Cost Proposal Evaluation Sub Team Core Team Members & SMEs OIM/UW Technology Reps, Other TBD Core Team Members Core Team Members, UW IT & SMEs RFI Response Evaluation & Kuali Assessment Written Responses; Demonstrations; Reference Checks; Site Visits