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Enterprise Resource Planning (ERP) / UT Administrative

Systems Steering Committee Meeting

Initial Planning MeetingJune 6, 2006

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ERP/UT Administrative Systems

Purpose of project Environmental Scan Communication Strategies Timeline Housekeeping

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Purpose of Project

Comparatively analyze UT Austin Administrative IT systems, environment, dependencies, & strengths with major off-the-shelf ERP software packages and recommend a 5-10 year strategy to optimally posture the university's future administrative systems.

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Environmental Scan

Processes

Software

Infrastructure

Analysis will primarily be of the software but will touch on Processes and Infrastructure:

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Environmental Scan

PeopleSoft and SCT Banner

UT Austin Administrative (Financial/HR) Systems (a part of which is known as *DEFINE) and SIS

Other UT Institutions

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Environmental Scan - PeopleSoft and SCT

Banner Obtain varying perspectives on

PeopleSoft and SCT Banner features, functionality, infrastructure, version updates, reporting capabilities and implementations:

Their documentation, demos, and first hand experience if possible

Implementation stories – Implementation + 2-4 years Implementation + <= 1 year Started implementation but rejected Did comparison but decided against

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Environmental Scan - PeopleSoft and SCT

Banner

Obtain perspectives from other large, research institutions; our peers.

Delve into such issues relating to implementation including how much they had to change their business processes to accommodate the software, training, ERP customization required, integration of the various modules, personnel resource issues post-implementation etc..

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Environmental Scan - UT Austin Administrative Systems

“UT Austin Administrative Systems” The Departmental Financial Information

Network (*DEFINE) – An enterprise-wide application for the Financial and HR functions at UT Austin and numerous other UT institutions. The *DEFINE “system” is made up of a common interface using a set of agreed upon standards focused on ease-of-use and consistency.

See “UT Austin Administrative Systems in Detail” handout for an initial list of Administrative functionality

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Environmental Scan - UT Austin Administrative Systems

What makes up UT Austin Administrative Systems?

Everything in *DEFINE

Other UT Austin Administrative Systems that may not use *DEFINE as their interface but still qualify as UT Administrative Systems.

Any software application that is commonly found in an ERP, even if it does not meet the above criteria (could be off-the-shelf software).

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Environmental Scan - UT Austin Administrative Systems

Decisions about what is “in scope” and what is “out of scope” will be ongoing and subject to change in the early stages of the project

In order to perform a meaningful comparison of UT Austin Administrative Systems to off-the-shelf ERP systems, “in scope” and “out of scope” decisions need to be fluid as more is learned about the off-the-shelf ERP’s.

Reference “UT Austin Administrative Systems in Detail” handout for an initial list of Administrative functionality; SIS functionality list is in development

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Environmental Scan - UT Austin Administrative Systems

Budget HR / Appointments Payroll General Accounting Departmental Accounting Purchasing Asset Inventory Pre and Post Research Award

Processing Data Warehousing Facilities Management Ad hoc reporting (e.g. audits) Business Intelligence Software Student Accounts Receivable

Faculty Administration Class Scheduling Tuition and Fee Billing Degree Audit Student Registration Admissions Transcript Processing Legislative Reporting B2B Coordinating Board Reporting

including:- Day 12 Course Info

System- Faculty Workload

System - Facilities Usage System

Examples of included UT Austin Admin. Systems:

*** See handout for additional details

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Development – Endowments, Gift Processing, Alumni Records

Auxiliaries Parking and Transportation

Examples of areas that *may* be included in “UT Administrative Systems” definition:

Environmental Scan -- UT Austin Administrative Systems

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Environmental Scan - UT Austin Administrative Systems

College Administration Athletics Continuing Education Assessment and Evaluation Instructional Technology General Libraries

Examples of areas that may be touched on briefly in analysis but will not be analyzed in detail:

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Environmental Scan - Other UT Institutions

Determine current ERP usage at other UT Institutions.

Determine if they plan to change. If they use UT Austin Administrative

Systems, ascertain their attitude and opinions about UT Austin Systems they use.

If they use PeopleSoft or SCT Banner or are considering using PeopleSoft or SCT Banner, partner with them to gather information for inclusion in final report.

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Communication Strategy

UT System Let leadership know our plans to

pursue this project.

Ask UT System how they would like to be kept informed and how often they would like updates.

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Communication Strategy

Other UT Institutions After initial contact, keep them

updated via periodic emails and phone calls.

Inform them about project website. Use Emails where possible to keep

various user groups and leadership groups informed of progress.

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Communication Strategy

UT Austin Leadership When web site is available, send brief

email telling them about project and pointing them to web site for more info

In introductory email, offer to be available to give updates anytime

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Communication Strategy UT Austin Directors

Make contact with them within the next week or two to talk about project and request which of their staff they would like me to contact to gather information on existing functionality in their area.

Keep them updated with frequent emails.

Inform them about project website.

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Communication Strategy

UT Austin IT Leaders Meet with them to let them know about

project plan and how they can help Request their assistance in developing

a detailed functionality list for their area

Let them know about website

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Timeline June’s Focus and Deliverables

Develop plan for the overall project Begin PeopleSoft and SCT Banner

comparison work Define UT Austin Administrative Systems

(what is the scope of this project). Draft initial UT Austin Administrative

functionality lists. Make contact with UT System, other UT

Institutions, and UT Austin Affected Departments and leadership

Create Project Website

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Timeline July’s Focus and Deliverables

Refine and finalize UT Austin Administrative Systems functionality lists.

Continue PeopleSoft and SCT Banner investigation.

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Timeline August’s Focus and Deliverables

Finalize PeopleSoft and other ERP research

Put costs to UT Administrative Systems

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Timeline September’s Focus and

Deliverables Begin in-depth comparison of UT

Austin Administrative Systems to PeopleSoft and SCT Banner.

Start initial prep work on 5-10 year Strategic Plan based on work done in past 3 months.

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Timeline October’s Focus and Deliverables

Finalize comparison of UT Austin Administrative Systems and PeopleSoft/SCT Banner.

Write initial comparison report . Continue work on Strategic Plan;

involve people all over campus.

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Timeline November’s Focus and Deliverables

Final UT Austin Administrative Systems and PeopleSoft/SCT Banner comparison report complete by November 21st.

Continue work on 5 – 10 year strategic plan.

Create draft of 5 – 10 year strategic plan

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Timeline December’s Focus and

Deliverables Second Draft IT Strategic Plan

complete by December 1st