UBC IT Integrated Reporting Governance Committee
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Transcript of UBC IT Integrated Reporting Governance Committee
UBC IT
Integrated Reporting Governance Committee
March 6th, 2012
Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Finance & Student Core Student Finance & ISI Considerations
Budget Update: (Dave Truong, 10 min)
Core Financials Project Charter (Andrea Milne, 30 min)
Next Steps and Wrap Up (Dave Truong, 5 min)
Agenda
Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Core Finance & Student Data Student Revenue & ISI Analytics Considerations
Budget Update: (Dave Truong, 10 min)
Core Financials Project Charter (Andrea Milne, 30 min)
Next Steps and Wrap Up (Dave, 5 min)
Agenda
FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16Phase 1
(Initiation)Phase 2
(Discovery)Phase 3
(Foundation)Phase 4
(Transformation)• Conduct RFP to
choose BI vendor
• Secure approval & initial funding from program sponsors
• Mobilize program team
• Establish program governance
• Establish solution blueprint
• Prototype solution
• Confirm Release 1 Detailed Scope
• Implement enterprise data warehouse foundation
• Initial integration of core Student & Financial base data
• Student Revenue Analytics
Release 1:• Finance (FMS)• Student Bio (SIS)• Student Records
& Reg. (SIS)• Student
Revenue (SIS)
• Continue integration of remaining core Student & Financial data
• Campus Solution Student Analytics
Release 2:• Employee
(HRMS)• Admission (SIS)• Recruitment
(SIS)• Procurement
• Begin integration of broader sets of campus data subject areas and analytics
*Release 3:• Learning (SEoT)• Budget &
Planning• Classroom
Scheduling• Grad Studies
• Continue integration of broader sets of campus data subject areas and anayltics
*Release 4:• Research (RISE)• Land & Building• Alumni
Based on Discovery analysis and current program funding, the following roadmap is being proposed:
* Funding and Scope of Releases 3 and 4 to be confirmed with Governance committee in FY13/14Current Focus
Release 1:• Finance (FMS)• Student Bio (SIS)• Student Records & Reg. (SIS)• Student Revenue (SIS)
Release 2:•Employee (HRMS)•Admission (SIS)•Recruitment (SIS)•Procurement
Release 3 & 4:•Learning (SEoT)•Budget & Planning•Classroom Scheduling•Grad Studies•Research (RISE)•Land & Building•Alumni
The Foundation Phase follows Enterprise Data Warehouse best practice of focusing on the core data subject areas
Current Focus
Student Revenue
Student Records & RegistrationAdmissions
StudentBiographical
Recruitment
To establish the core set of Financial and Student data, 7 subject areas need to be integrated:
Recruitment
Student Revenue
Student Records & Registration
Admissions
Employee
StudentBiographical
Finance& Procurement
Finance& Procurement
Employee
Student Financials and Recruitment make up the final building blocks
Student Biographical
Admissions
RecruitmentStudent Financials
Student Records & Registration
While Finance & Procurement and Employee are stand-alone, the Student data architecture requires a building block approach:
Start with Person Biographical as it’s the start of the student lifecycle process
Records & Registration and Admission form the core of the SIS system currently supported by Enrolment Services
• Name• Address• Email Address• Phone No.
• Country of Citizenship• Visa Status• SIN
• Campus• Faculty• Department
• Specialization• Course• Grade• Sessional Average
• Application• Intention
(Choices 1/2/3)
• High School Grades
• Previous Institution(Secondary/Post-Secondary)
• Broad BasedAdmission Score
• Personal Profile
• Campus Tours• Institution• Recruiter Assignment• Country
• Assessment• Installment• Payment• Awards
Student Biographical
Admissions
RecruitmentStudent Financials
Student Records & Registration
ISI has recently asked for Recruitment to be considered in Release 1 scope and a decision by the Governance committee is needed to determine the initial set of core Student data to include:
• Name• Address• Email Address• Phone No.
• Country of Citizenship• Visa Status• SIN
• Campus• Faculty• Department
• Specialization• Course• Grade• Sessional Average
• Application• Intention
(Choices 1/2/3)
• High School Grades
• Previous Institution(Secondary/Post-Secondary)
• Broad BasedAdmission Score
• Personal Profile
• Campus Tours• Institution• Recruiter Assignment• Country
• Assessment• Installment• Payment• Awards
Student Revenue Analytics
Common
ISI
Option 1: Focus on Student Revenue AnalyticsPros: -supports faculty funding model and integration between student & finance-aligns to current scope and budget
Cons:-does not provide meaningful core data to ISI
Options to consider for Release 1 Student Foundation:
Student Biographical
Admissions
RecruitmentStudent Financials
Student Records & Registration
Student Biographical
Admissions
Student Financials
Student Records & Registration
Student Biographical
Admissions
RecruitmentStudent Financials
Student Records & Registration
RecruitmentOption 2: Focus on ISI AnalyticsPros: -addresses entire core data needs of ISI
Cons:-departmental BI solution (no integration with non-student data)-additional funding required for increased scope
Option 3: Student Revenue Analytics with partial ISIPros: -achieves student revenue analytics and “integrated” reporting-provides core admission data for ISI
Cons:-additional funding is required to take on increased scope
Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Finance & Student Core Student Revenue & ISI Analytics Considerations
Budget Update: (Dave Truong, 10 min)
Core Financials Project Charter (Andrea Milne, 30 min)
Next Steps and Wrap Up (Dave Truong, 5 min)
Agenda
Phase 2 - Discovery
Finance 44,751$ 1,182,022$ 1,210,000$ 1,220,000$ 1,350,000$ -$ -$ Staff Salaries 44,751$ 30,417$ 440,000$ 440,000$ 420,000$ -$ -$ Training & Development -$ 120,000$ -$ 50,000$ -$ -$ Professional Fees 180,200$ 250,000$ 350,000$ 350,000$ -$ Capital 971,405$ 400,000$ 430,000$ 530,000$ -$ -$
UBC - IT 285,000$ 545,000$ 690,000$ 690,000$ 690,000$ SW Maintenance 210,000$ 320,000$ 440,000$ 440,000$ 440,000$ HW Rental 75,000$ 75,000$ 100,000$ 100,000$ 100,000$ Staff Salaries -$ 150,000$ 150,000$ 150,000$ 150,000$
Enrollment Services 288,000$ 288,000$ 288,000$ 864,000$ 288,000$ 288,000$ PAIR 24,000$ 24,000$ 24,000$ 72,000$ 24,000$ 24,000$ ISI 50,000$ -$ -$ 50,000$ -$ -$
Total (original plan) 89,502$ 1,182,022$ 1,857,000$ 2,077,000$ 2,352,000$ 7,557,524$ 1,002,000$ 1,002,000$ 2,004,000$
Finance 44,751$ 1,182,022$ 1,075,500$ 1,313,060$ 1,673,060$ 1,173,060$ 1,073,060$ Staff Salaries 44,751$ 30,417$ 413,000$ 669,060$ 669,060$ 669,060$ 669,060$ Training & Development -$ 150,000$ 24,000$ 24,000$ 24,000$ 24,000$ Professional Fees 180,200$ 112,500$ 350,000$ 350,000$ 250,000$ 250,000$ Capital 971,405$ 400,000$ 270,000$ 630,000$ 230,000$ 130,000$
UBC - IT 342,820$ 618,020$ 783,020$ 783,020$ 783,020$ SW Maintenance 210,000$ 320,000$ 460,000$ 460,000$ 460,000$ HW Rental 75,000$ 75,000$ 100,000$ 100,000$ 100,000$ Staff Salaries 57,820$ 223,020$ 223,020$ 223,020$ 223,020$
Enrollment Services 185,850$ 297,360$ 297,360$ 780,570$ 297,360$ 297,360$ 594,720$ PAIR 28,910$ 49,560$ 49,560$ 128,030$ 49,560$ 49,560$ 99,120$ ISI 50,000$ -$ -$ 50,000$ -$ -$ -$
Total (revised plan) 89,502$ 1,182,022$ 1,633,080$ 2,278,000$ 2,803,000$ 7,985,604$ 2,303,000$ 2,203,000$ 4,506,000$
Phase 1 -Initialization
-$
Phase 3 - Foundation
2,246,120$
1,566,040$
Original ScopeAdditional
Scope
5,006,773$
1,520,000$
5,288,393$
1,743,860$
Phase 4 - Transformation
FY15 Plan FY16 Plan
48,000$
-$
1,380,000$
576,000$
FY11 ActualFunding Source
FY12 Plan FY13 Plan FY14 PlanFY10 Actual
Budget Update
IR Budget tied to current roadmap
Current Variance of $281,620 from $5M funding from Comptroller Large Projects
$5M spending accelerated to end of FY14 vs. FY15
Phase 4: Transformation is not currently funded and a check point in FY13/14 will be needed to discuss priorities and options
Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Core Finance & Student Data Student Revenue & ISI Analytics Considerations
Budget Update: (Dave Truong, 10 min)
IR Financials Project Charter (Andrea Milne, 30 min)
Next Steps and Wrap Up (Dave Truong, 5 min)
Agenda
IR Financials Project Charter
Objectives
Success Criteria
Scope
Risks
IR Financials Project Charter
Phase 3 (Foundation)
Release 1
FY 12/13 FY 13/14Phase 3
(Foundation)• Implement
enterprise data warehouse foundation
• Initial integration of core Student & Financial base data
• Student Revenue Analytics
Release 1:• Finance (FMS)• Student Bio (SIS)• Student Records
& Reg. (SIS)• Student
Revenue (SIS)
• Continue integration of remaining core Student & Financial data
• Campus Solution Student Analytics
Release 2:• Employee
(HRMS)• Admission (SIS)• Recruitment
(SIS)• Procurement
IR Financials Project Charter
Provide the foundation for the university’s business intelligence and data warehouse
Establish the integrated reporting architecture and environment
Establish the financial transactional information for the overall IR program
Introduce the self-service reporting tool to the campus community in a non-threatening, easily adopted manner
Objectives of Financials Project
IR Financials Project Charter
Build confidence and credibility for future IR projects
Improve reporting and look up efficiency of financial transactional information
Learn tools, concepts, data as reporting before analytics
Objectives of Financials Project – cont’d
IR Financials Project Charter
Success would be measured by:
Providing accurate transactional data in the data warehouse to build the foundation
Reduction of effort in compiling and reporting information
Adoption of IR dashboards over nQuery • eventual decommission of the FMS nQuery service for reporting purposes
Increased requests to discontinue the printing of month-end reports
The deployment for additional projects built within the initial framework
Success Criteria
IR Financials Project Charter
Scope Inclusions
Establishment of the University’s IR foundation with the implementation of the packaged Business Intelligence Data Warehouse solution from Oracle
Provide a campus view of foundational financial transactional information - based on the combination of the design of:
•Oracle purchased package•Existing web based financials application (nQuery) •Requirements gathered from several campus inquiries
Project Scope
IR Financials Project Charter
Scope Inclusions – cont’d
The introduction to the campus of the ability to produce analytics or various views of the information by relevant factors
Security based on the existing nQuery design and enhanced with the ability to pre-populate selections (i.e. Fund/Dept/PG) based on each user’s security profile
Foundation for reporting student revenue information – dependency on Student project
Functionality to provide confirmation of data integrity and completeness to satisfy internal and external audit requirements
Project Scope
IR Financials Project Charter
Scope Exclusions( from Phase 3 release 1)
Integration with other systems i.e. HR, procurement, and student information
Providing extensive KPIs and individual dashboards - the focus of the project will be on campus wide accessible information with the trend towards self service
Minimal data governance will be required on this project - extensive integration is not possible yet.
Project Scope
IR Financials Project Charter
Scope Exclusions – cont’d
Hyperion forecast and plan data will not be included in the initial deployment – scheduled for a later phase
Rewriting of the Month-end (ME) reports will not be included in this project – subsequent review will be performed once this project is complete
The report server will remain available during implementation - decommissioning the report server is the long term goal
Project Scope
IR Financials Project Charter
Scope Exclusions – cont’d
Permanently out of scope:
Archived data(prior to FY2004) will not be included in the initial deployment of the financials
Existing PSQuery and nVision reports will not be reviewed or rewritten
Project Scope
IR Financials Project Charter
1. Adoption Risk
Individuals across campus will not adopt new tools due to inadequate change management approach - too many changes at one time and no confidence in the data
Planned Mitigation
Initial roll out with close familiarity to existing nQuery
Enriched information and intuitive presentation style
Risk Management
IR Financials Project Charter
2. Completion/Follow Through
Risk that focus will be lost from providing foundation and fundamentals to focus to short term point solutions.
Planned Mitigation
Clear direction was set by delegated Sponsor
Support of working group and management team to ensure that this does not happen
Risk Management – cont’d
IR Financials Project Charter
3. Resourcing
Risk that required resources will not be available or assigned the dedicated time needed
Planned Mitigation
Acknowledging the fact that operational tasks can and will influence the team in the project plan will help in presenting a realistic time line
Management effort to protect team members as much as possible
Risk Management – cont’d
IR Financials Project Charter
4. Collaboration
Challenge with bringing together multiple groups on a shared initiative
Planned Mitigation
Establishment of a working group
Identifying differences in team approach and structure
Risk Management – cont’d
IR Financials Project Charter
5. Project expectations
Deliverables being oversold to the campus resulting in disappointment in the short term
Planned Mitigation
Communications to the campus that this is a foundation piece to a larger program
Risk Management – cont’d
IR Financials Project Charter
6. Complexity of Data Repository
Resulting in a delay of student project to provide data for pilot integrated student revenue information
Planned Mitigation
Student project scoped to this as a deliverable
Early start at understanding business requirements for presentation
Risk Management – cont’d
IR Financials Project Charter
7. Culture clash
Small team approach for financials foundation project may be overwhelmed with ‘Big Project’ overhead
Planned Mitigation
Program manager awareness of difference in team approach and will mitigate as necessary
Risk Management – cont’d
Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Finance & Student Core Student Revenue & ISI Analytics Considerations
Budget Update: (Dave Truong, 10 min)
Core Financials Project Charter (Andrea Milne, 30 min)
Next Steps and Wrap Up (Dave Truong, 5 min)
Agenda