Pre-Implementation Project“Mid-term” Town Hall

January 24, 2013

Project Goal and PhasesThis project specifically is focused on preparation to replace the current student information system (UniverSIS).

Phases I & II• “as-is” and “to-be” business process documentation

• requirements gathering

• gap analysis of leading solutions

• institutional readiness assessment

Phases III & IV (upon BoT approval)

• Vendor selection

• Implementation Partner selection

Project SponsorsRobert Ambach,

Senior Vice President of Administration and Finance

Lawrence Johnson, Interim Senior Vice President and Provost

Nelson Vincent, CIO and Vice President of Information Technologies

Steering Committee• Jennifer Albrecht (PM),

Collegiate Project Services

• Aurora Bennett,College of Medicine

• Douglas Burgess (PM), Registrar

• Anton Harfmann, Dean’s Council

• Patricia Krekeler (PM), UCIT

• Carol Metzger, Finance

• Caroline Miller (Co-Chair), Enrollment Management

• Lee Mortimer,Institutional Research

• Andrew Naab,Student Government

• Robin Pittman (PM),Business Core Systems

• Jim Plummer (Co-Chair), Administration & Finance

• Robert Rokey, Faculty Senate

• Troy Travis (Co-Chair), UCIT

Project Team• Jennifer Albrecht (PM),

Collegiate Project Services

• Douglas Burgess (PM), Registrar

• Thomas Canepa, Admissions

• Paul Foster, UCIT (Blackboard)

• Nicholas Frame, Institutional Research

• Cecily Goode, One Stop Student Services

• Gary Grafe, UCIT (Web & Integration)

• Ken Hirsch, College of Law

• Emily Kregor, The Graduate School

• Patricia Krekeler (PM), UCIT

• Bob Miller, Enrollment Management

• Mark Miller, UC Blue Ash

• Andrea Oaks, College of Medicine

• Dana Pawlowicz, Financial Aid

• Robin Pittman (PM), Business Core Systems

• M. B. Reilly, Public Relations

• Tara Warden, Academic Advising

• Ken Wolterman, Bursar

• Mark Young, UCIT (SIS)

Collegiate Project Services

• Ed Cornelius, President and Founder

• Jennifer Albrecht, CPS Team-Lead

• Matt Coombs, Technical Expert & Integration Specialist

• Jason Elwood, Functional Expert & Process Analysis

• John Pratt, Functional & Technical Expert

Project Timeline – Phases I & II

Project Timeline: – Phases III & IV

Fall Semester Activities• SIS Technology Previews

– four previews: Ellucian Banner, Kuali, Oracle/PS, SAP

• Business Process Analysis (BPA) Visioning sessions

– 103 participants across six business functions/units• Admissions, Advising, Bursar, Financial Aid, One Stop, Registrar

– Documented high-level vision for student lifecycle

– Identified ‘ideal characteristics’ for future processes

Fall Semester Activities• Technical interviews & survey

• Business Process Analysis (BPA) “As Is” sessions (final group completing this week)– 156 processes documented across ten business units

• Admissions, Advising, Bursar, Clermont College, College of Law, College of Medicine, Financial Aid, One Stop, Registrar, UC Blue Ash

• Requirements Gathering– 39% overall participation (322 of 827 invitees)

– >75% average participation in key functional areas & IT

Spring Semester Activities• CPS Requirements Gap Analysis

• CPS Options Assessment Analysis

• Critical Issues & Risk Analysis sessions (1/30 – 1/31)

• Readiness Assessment– interviews with selected stakeholders (1/24 – 2/15)

– university community readiness questionnaire (2/11 – 2/25)

Other Key Dates and Events• Collegiate Project Services data compilation and

analysis; final report preparation (2/25 – 3/29)

• Readiness report to be delivered to the Steering Committee and Sponsors (4/1)

• Options report to be delivered to the Steering Committee and Sponsors (4/2)

CPS Assessment Deliverables

Implementation Readiness

Assessment

SIS Options Assessment

What is a Readiness Assessment?

An analysis of how well-prepared UC is to implement a modern student information system.

The assessment will be based on sixteen “readiness” factors which CPS has found to be predictive of successful ERP implementation projects in higher education.

How We Collect Readiness Data

University-Wide Data Collection

•Focus Group Sessions•Individual Interviews•Online Survey

Implementation-Specific Data

Collection•Software & Services Vendor Data•CPS ‘Experiential’ Data

Readiness Assessment Deliverables

Readiness Scorecard &

Recommendations

•Analysis against 16 readiness factors•Specific recommendations to close gaps

Implementation Blueprint

•Detailed project plan for UC based upon readiness

Sample Readiness Scorecard

Implementation Blueprint ElementsImplementation

Timeline

Realistic Budget

Project Organization

Roles & Responsibilities Table

Communication Plan

Critical Issues Lists

Risk Mitigation Plans

Staffing recommendations

Training Plan

What is an Options Assessment?

Comparison of major student information systems in the market and their compelling differences to provide a ranking and recommendation for UC.

What are the Options for UC?

Single Vendor

ERP Solution

Multiple Vendor

ERP Solution

Multiple Source

ERP Solution

How We Collect Options Data

Technical Interviews & SurveySoftware & Services Vendor Data

CollectionCPS “Experiential” DataIndustry Awareness & ResearchRequirements Fit-Gap

How We Analyze the OptionsSoluti

on Offerings

UC Need

s

• Match to Functional Needs

• Strategic Alignment• Time to Solution• Total Cost of

Ownership• Solution Track Record• Technology Framework• Deployment Options• Others…

CPS Assessment Deliverables

Implementation Readiness

Assessment

SIS Options Assessment

UC’s preparedness to take on an SIS implementation & steps to take to ensure success

Analysis of best-fit SIS options based on UC needs and requirements

Questions, Comments, orConcerns?

Visit www.uc.edu/sisE-mail to sis@uc.edu