LEAPForward

Town Hall Meeting

Meeting

April 5, 2013

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Welcome to the 2nd LEAPForward Town Hall

• Goals for today – Share the past 18 months activities

– Share current status

– Provide an overview of the next steps: most critical to our success

• Quick reminder on overarching approach

– Transparency: web site, newsletters, town halls, College Councils,

monthly meetings with various stakeholders, IT Council, Stewardship Council, etc.

– Inclusiveness: 744 non-duplicated people touched by the project to

date

– Formality: utilizing industry best practices methodology at every step

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Guiding Principles

Streamlined Processes: ISU will have the necessary administrative technologies that allow administrative processes to operate seamlessly, reduce operating costs, increase productivity, implement best practices and enhance accountability Drastically reduce change management operating costs

Drastically reduce the need for duplicative data entry

Drastically reduce the need for paper documents

Holistic Interaction with constituents: ISU will lead its peers on creating, assessing, transferring and integrating administrative technologies that interact with students, faculty and staff, research, teaching, outreach and administrative operations.

Integrated Knowledge: Provide the information necessary to support decision-making and knowledge sharing, eliminating the need for shadow systems while supporting the need for local systems through access to reliable (complete, accurate and timely) data from University systems

LEAPForward in a nut shell

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Timeline

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Initiative Governance

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• Executive Sponsors – VPAA and Provost Sheri Everts

– VPFP Dan Layzell

– VPSA Larry Dietz

– VPA Erin Minne

• Steering Team

– VPAA: Sam Catanzaro, Janet Krejci, Jonathan Rosenthal, Greg Simpson, Mark Walbert, Mardell Wilson, Jeff Wood

– VPFP: Greg Alt, Andrea Ballinger*, Debra Smitley

– VPSA: Brent Paterson, Janet Paterson, Dwayne Sackman

– VPA: Jill Jones

– President’s Office: Rob Blemler, Leanna Bordner, Alice Maginnis

Initiative Project Administration

• Initiative Director – Matthew Helm, Assistant Vice President for AT

• Business Process Lead – Pam Beach, Director for AT-eMerge

• Academic Infrastructure Project Lead – Dina Vaughan, Associate Director for AT-APPS

• Business Intelligence Project Lead – Beth Ladd, Director for AT- AIM

• Marketing and Communications Lead – Molly Hartrup

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Projects To Date

• Academic Information Environment

Requirements

• Business Intelligence Prototype

Identification

• Academic Information Environment RFP

Creation

• Business Intelligence Benchmark

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Projects To Date

• Business Intelligence Tool Selection

Analysis

• Business Intelligence Tool RFP

• Academic Information Environment RFP

Evaluation

• Operationalizing Enterprise Architecture

• Data Standards and Accountability

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Show Me the Numbers

• 744 individuals

• 34,574 hours

• 400 Business and Technical Requirements

• 199 Current and Future State Process Maps

• 27 Business Models

• 78 Use Case Models

• 35 Application Diagrams

• 23 Supporting Documents

• 1 Academic Information Environment and Supporting Systems Request for Proposal

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Initiative Progress

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Project Progress

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Steering Team Activities

• Approved Architectural Principles

• Identified Academic Drivers

• Approved Initiative Projects

• Monitored Initiative Expenditures

• Established Framework for Decision-

Making

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Academic Drivers

• Attract High Quality Students

• Attract High Quality Faculty and Staff

• Advance Student Experience

• Improve Access to Quality Information in a

Timely Manner

• Improve Efficiency

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Academic Drivers

• Advance Brand

• Comply with State and Government

Policies

• Develop Industry and Professional

Partnerships

• Adjust to Economic Conditions

• Minimize Operational Risk

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Architectural Principles

The LEAPForward Steering Team serves as the decision-making authority to

• establish scope

• approve projects

• expend budget

• endorse success measures

• establish architectural principles

• resolve project obstacles

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Architectural Principles

• Changes to the current student information

systems will be limited to compliance and

application defects where no reasonable

workaround exists

• Treat all student data as an institutional

asset

• Database platform utilized by new systems

will be either Oracle or MS SQL Server

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Architectural Principles

• Critical IT services will be architected with

rapid and efficient scalability

• Critical IT systems will be architected for

high availability

• Critical data will be architected for

continuous availability

• Enterprise IT systems will be architected

upon an Intel architecture

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Business Process Management

Our charge:

• Document, analyze, and streamline business processes related to the student lifecycle that utilize the current student information system

• Identify functional requirements for a new student information system that support future state processes, new applications and changes to existing systems

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Process Scope

Analysis of 9 major process areas:

Held 266 workshops with 281 SMEs

Created 137 current state maps with 641 pain points

Identified 54 future state processes with 1,001 key requirements

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Current State Process

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Future State Process

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Involvement with LEAP

RFP Creation

• 2 Combined Process and System Requirements

• 16 Business System Requirements Use Case Diagrams

• 35 Business Use Case Diagrams based on Future State Process Maps

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Improvements Implemented

Implementation of Commerce Bank’s “virtual

receipt”

• Saves the Cashier’s Office time and expense

• Processed over 8,100 in first 7 months

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Improvements In Progress

Implementation of Commerce Bank’s

DirectCheck card for student refunds and

loan disbursements

• Students may opt-in via the portal

• Facilitates quicker and more secure refunds

than traditional paper checks

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Improvements Implemented

Increased threshold for financial blocks

• Alleviates need for thousands of students and

parents to contact Student Accounts

• Reduces frustration and improves service

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Enterprise Resource Planning

• Enterprise Resource Planning/ERP is a

suite of applications packaged by a

company/vendor for use by the consumer

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Mainframe

• The Mainframe is a computer

• It controls administrative data and applications that were

created by ISU developers (dating back to the

1970/1980’s)

• Navigation between software applications is

accomplished by keyboard driven technology

• Green screen displays are widely used to capture and/or

manipulate data

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Mainframe Screen

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SIS vs. AIE

• Student Information System (SIS) is a set of applications to collect and utilized student data throughout the student life cycle

• Academic Information Environment (AIE) includes the SIS and all necessary applications for the University to function as a business

• Ohio University created a video that highlights a Student Information System ERP: SIS Video*

*Note: This video is an example of an SIS ERP. The system ISU purchases may not resemble or have the same functionality as the system from Ohio University.

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Create / Review “As Is” Maps

Create / Review “To Be” Maps

Craft RFP

RFP Evaluation

BPCC develop current state process maps of each functional area

Functional areas approve final maps

“As Is” baseline used to improve process flow requirements

BPCC develop future state process maps of each functional area

Functional areas approve final maps

Extract business requirement from “To Be” maps applicable for ERP

Extract technical requirements from “To Be” maps

Normalize Requirements to ERP level of detail and wording

ERP team inserts approved requirements into RFP template.

RFP will be reviewed by vendors

Vendor bids will be reviewed

Functional teams will assist in reviewing options for their areas

Best vendor options will be identified

Prioritize Extract RFP Academic

Requirement

Functional teams will review and prioritize requirements

Identify associated academic drivers

Selection

Steering team will approve vendor selection

RFP Academic Requirements - Approach to create, review, extract, approve, evaluate and select

Add Technical Questions

/Requirements

Technical teams will review and prioritize industry standard requirements

Create technical questions for vendor response

RFP Evaluation – AIE Timeline 2013

February March April May June July

Develop Detailed Scorecards

Feb 4th – Apr 12th

Functional

Team - Drafts

Mar 12th–29th

BPCC - Review

Mar18th–Apr5th

AT - Identify Population Data

Mar 25th– Apr 26th

Scripted Scenarios

CET Review

Apr5th– Apr 26th

Scri

pte

d

Sce

nar

ios

Sco

reca

rds

Vendor

Questions

Mar 4th-22nd

ISU Responses

Mar18th–Apr5th

Vendor RFP Responses

Mar 4th– Apr 12th

Eval

uat

ion

& I

den

tifi

cati

on

Schedule

Vendor Pres.

May 3rd

Review Responses +

Identify Demo finalists

Apr 5th– Apr 26th

Release

Vendor list

May 3rd

Vendor

Presentations

May27th–Jun14th

Final Evaluation

Recommendation

Jun 14th-Jun 28th

CET Present findings

to Steering Team(July)

BOT Meeting July 26th

Teams Involved : Central Evaluation Team (CET) Functional Team Technical Team

Forecasted Events

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2013

January February March April May June July August September

RFP Review

RFP Evaluation Selected Vendor(s) Contract Negotiations

Master Data Management – Data Assessment & Migration Planning

RFP Preparation

Implementer Vendor RFP

ITSM Tool Implementation

Organization Change Readiness Assessment & Change

Management Plan Creation

Interface Specifications Gathering (EA)

TOGAF Documents

Implementation Planning ERP Team Resource Planning (External, Internal & SME)

ADIN Data Assessment ADIN Data Migration

TAPS/PR Data Assessment TAPS/PR Data Assessment

FIT Gap Analysis with

Implementer and Vendor

What is Business Intelligence?

• Business intelligence (BI) as an umbrella term, describes the people, processes, and technologies that turn data into insights that drive business decisions and actions.

Source: Wayne Eckerson,“Secrets of Analytical Leaders” © 2012

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Capabilities of BI

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What does BI look like?

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How Will We Get there?

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How Will We Get there?

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University Business Intelligence Ecosystem

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Demonstrate Potential

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Demonstrate Potential

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Demonstrate Potential

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Next Steps • Discussions with campus units

• BI Town Hall sessions (December and January)

• Analysis of the market – vendors, tools and capabilities

• Write and release an RFP (April)

• Wrap up prototypes (Summer 2013)

• Analysis & Design of BI ecosystem

• Vendor selection process

• Install and configure business intelligence tool

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LEAPForward Across Campus

• Town Hall Spring 2012

• Festival ISU

• Homecoming

• Parents Weekend

• Faculty Focus Groups

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• PDB Open House

• ACM meeting at PDB

• CTLT 2013 Teaching/

Learning Symposium

• Founders Day

Events

Initiative Web Site

• https://leapforward.illinoisstate.edu/

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Questions

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