UW Strategic Roadmap forInformation Management and Administrative Systems

Action Plan

All Advisers Meeting April 16, 2008

Bill YockAssociate Vice Provost

Office of Information Management

Todd MildonUW Registrar

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Roadmap Process

• Formed nine task groups: Over 170 participants– Evaluated current state

• What’s working and not working; risks– Researched trends– Defined a vision for the future– Developed action plans

• Roadmap Working Team– Developed overall priorities and sequencing

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Project Structure

Administrative Systems Task Groups

Roadmap TeamRoadmap

Working Team

FACILITIES/SPACE

TechnicalAdvisory

IM/AS Technology

AdvisorySteering

CommitteeSteering

Committee

Executive Sponsor:Executive SponsorsPhyllis Wise/Ron Johnson

HR/PAYROLL

Project

Team

ProjectManagement

Team

FINANCE/BUDGET/

PROCUREMENT

STUDENTADMIN

RESEARCH ADMIN

ALUMNI/DEVELOPMENT

Information Management Task Groups

DECISION SUPPORT

INTEGRATION/ INFRASTRUCTURE

Governance Task Group

GOVERNANCE

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Current Status

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Strategic Roadmap

Stakeholder

SuccessReplace the Base

Enhance & Renew

SystemsRedesign

Processes

Information for Decision Making

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Information for Decision Making

• Provide information for decision making

• Make data integration easier

• Provide training and tools for users across the UW

Define data (definitions, access); develop infrastructure and tools; provide standards

and training for users

Information for Decision Making

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Replace the Base

• Provide better information for decision making

• Improve operational efficiency

• Provide more agile and flexible core systems

Replace our aging legacy systems:Finance, HR/Payroll, Student

Replace the Base

Information for Decision Making

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Redesign Processes

• Design processes to maximize impact of new systems

• Streamline work• Manage change

Replace the Base

Redesign Processes

Information for Decision Making

Redesign business processes in conjunction with

the legacy system replacement efforts

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Enhance & Renew SystemsInvest in ongoing enhancement and technology

renewal of administrative systems

• Keep up with changing business needs

• Develop missing research functionality

• Upgrade alumni & facilities systems

• Make high-value interim upgrades to legacy systems Replace the Base

Enhance & Renew

SystemsRedesign

Processes

Information for Decision Making

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Stakeholder Success

• Prioritize projects• Make commitments• Maximize

investments

Stakeholder

Success Replace the Base

Enhance & Renew

SystemsRedesign

Processes

Information for Decision Making

Develop a transparent decision-making process and a mature portfolio management framework; enable

collaborative projects across units

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Replace the BaseReplace our aging legacy systems

2008-09 2009-10 2010-11 2011-12 2013-142012-13 2014-15 2015-162009-11 Biennium 2011-13 Biennium 2013-15 Biennium

2016-172015-17 Biennium2007-09

Initiation Execution

Execution

Kuali Student Participation

Execution

Financial System Replacement

HR/Payroll System Replacement

Student System Replacement

Planning

Initiation Planning

Initiation Planning

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Redesign ProcessesMaximize efficiencies

2008-09 2009-10 2010-11 2011-12 2013-142012-13 2014-15 2015-162009-11 Biennium 2011-13 Biennium 2013-15 Biennium

2016-172015-17 Biennium2007-09

Financial, Budget, Procurement

HR/Payroll

Student Administration

Redesign Financial Processes

Redesign Student Processes

Redesign HR/Payroll Processes

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Enhance and Renew SystemsMake ongoing system improvements

2008-09 2009-10 2010-112009-11 Biennium2007-09

HR/Payroll

Research

Alumni/Development

Facilities/Space

Appointment Data

Salary Analyzer

Research Data Consolidation

Stewardship Data Collection

Space Information System Enhancements

Facilities System Upgrades

Note: Only includes projects planned to start in 2008-09. Projects will be re-assessed and prioritized annually.

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Stakeholder SuccessMake strategic choices

to maximize our investments

2008-09 2009-10 2010-11 2011-12 2013-142012-13 2014-15 2015-162009-11 Biennium 2011-13 Biennium 2013-15 Biennium

2016-172015-17 Biennium2007-09

Start UpRevamp I-MAC Proposal Process

Portfolio Management & PMO

Ongoing Program Support

Start Up Ongoing Program Support

Start Up Ongoing Program SupportEnable Collaborative Projects

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Information for Decision MakingAccess to information anytime, anywhere

2008-09 2009-10 2010-11 2011-12 2013-142012-13 2014-15 2015-162009-11 Biennium 2011-13 Biennium 2013-15 Biennium

2016-172015-17 Biennium2007-09

Data Definitions Ongoing Program Support

Ongoing Program Support

Ongoing Program Support

Ongoing Program Support

Ongoing Program Support

Ongoing Program Support

Ongoing Program Support

Data Warehouse

Reporting & Tools

Workflow, Portal, Registry, Alerts

Security Tools

Document Management

Standards, Guidelines & Training

Data Management

Infrastructure & Tools

Standards & Training

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What Others Are DoingApproach Example Organizations $

Vendor SolutionBanner Illinois (finance, HR, student) $180m

Oracle

Michigan (finance, HR, student)Minnesota (finance, HR, student)Indiana (HR, student)

$100m-$125m$125m-$150m

$100mSAP MIT (finance, payroll) $200m

Consortium

KualiIndiana, UC schools, Cornell, U of Arizona (finance)UC Berkeley (student)

Not available

$10m-$15mHomegrownLegacy mainframe UCLA, UCSD Not available

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Information For Decision Making

Demo

Top 5 Deans’ and Chancellors’ Questions

“Student Headcount Reports”

https://kirk.admin.washington.edu/reports/Pages/Folder.aspx

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Thank You!

Questions?