What’s Next After an ERP Implementation?
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Transcript of What’s Next After an ERP Implementation?
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Janet Linkous – What’s Next After an ERP Implementation?
What’s Next After anERP Implementation?
Janet Linkous
Virginia Tech
CUMREC 2001
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Janet Linkous – What’s Next After an ERP Implementation?
What is an ERP?
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Janet Linkous – What’s Next After an ERP Implementation?
Enterprise Resource Planning
Packaged business software that lets a company:
–Automate and integrate the majority of its business processes–Share common data and practices across the enterprise–Produce and access information in real-time environmentComputerworld, March 01, 1999
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Janet Linkous – What’s Next After an ERP Implementation?
By 2001, more than 10,000 new ERP installations will
have gone live
Dean Davison, Program Director
Meta Group, Inc.
(a leading IT Advisory Services firm)
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Janet Linkous – What’s Next After an ERP Implementation?
Typically, ERP solutions are selected based on the
following:• Minimal functional requirements
are met
• Necessary functionality exists but might be done differently
• Once deployed, committed to it for years
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Janet Linkous – What’s Next After an ERP Implementation?
Long-term commitment
How do you use your resources after the implementation is
complete?
Can you reduce your IT staff?
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Janet Linkous – What’s Next After an ERP Implementation?
Project Background
• 25,000 Students• 165,000 Living Alumni• Research and Land-Grant University• Strong background in IT
– Customized In-house developed Administrative systems
• Data stored electronically back to 1976• Large, talented IT staff
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Janet Linkous – What’s Next After an ERP Implementation?
SCT Banner Implementation Schedule
• Human Resources – December 1996
• Finance – July 1998
• Alumni Development – October 1998
• Admissions – August 1998
• Financial Aid – November 1999
• General Student – November 1999
• Registration – May 2000
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Janet Linkous – What’s Next After an ERP Implementation?
Web Interface Products
• Web for Employee
• Web for Faculty
• Web for Student
• Web for Applicants
• Web for Alumni – not implemented yet
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Janet Linkous – What’s Next After an ERP Implementation?
IT Staff – Old Model
Maintenance and development of administrative systems
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Janet Linkous – What’s Next After an ERP Implementation?
IT Staff – Old Model
• Systems Development – 20
• Finance – 17
• Human Resources – 3
• Alumni Development – 2
• Student - 14
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Janet Linkous – What’s Next After an ERP Implementation?
IT Staff
During implementation phase, teams were larger then people moved onto other implementations
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Janet Linkous – What’s Next After an ERP Implementation?
Team Structures
T ra ine r/docum en ta tion S pec A dm in S ta ff
A na lys ts P rog ram m ers N e tw o rk S uppo rt
T echnica l Leader
P ro ject Leade r o r IT M anager
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Janet Linkous – What’s Next After an ERP Implementation?
IT Staff – New Model
Maintenance and enhancement of administrative systems
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Janet Linkous – What’s Next After an ERP Implementation?
IT Staff – New Model
• Human Resources – 6
• Alumni Development – 10
• Student – 17
• General System – 6
• Finance - 14
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Janet Linkous – What’s Next After an ERP Implementation?
More Staff?
• Yes and no
• Alumni Development had largest growth– Increased functionality– Increased complexity– Fundraising has grown from ~$20 million to
~$50 million annually
- Goal of ~$100 million by 2004
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Janet Linkous – What’s Next After an ERP Implementation?
Tasks of IT Staff
• Modify vendor software• Apply patches and fixes • Develop new modules• Develop reports and processes• Upgrade hardware and provide desktop
support• Upgrade operating systems• Implement new releases from vendor• Clean up bad data
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Janet Linkous – What’s Next After an ERP Implementation?
Modify Vendor Software
• Work to get baseline updated
• Have to keep re-applying mods with each new release
• “Cloned” forms and clip-ons used as an alternative to modifications
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Janet Linkous – What’s Next After an ERP Implementation?
Apply Patches and Fixes
• Vendor distributes patches and fixes for bugs in software
• Apply to our version of form or report
• Technical staff and users test in develop instance
• Production updated
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Develop New Modules
• May partner with vendor– Develop specifications– Modifications Center creates module– Users and developers test– Users approve– Goes into production
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Janet Linkous – What’s Next After an ERP Implementation?
Develop New Modules
• Develop ourselves– Develop specifications – Create tables, forms, processes and
reports– Developers and users test– Users approve– Goes into production
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Janet Linkous – What’s Next After an ERP Implementation?
Develop Reports and Processes
• Against the production system– Update programs and batch loads– Real-time reports
• Using warehouse data– For time dimension reporting– For easier ad-hoc reporting– Refreshed nightly
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Janet Linkous – What’s Next After an ERP Implementation?
Upgrade Hardware
• DEC unix machines to E10000 Sun Unix machine
• Servers and domains
• Printers
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Janet Linkous – What’s Next After an ERP Implementation?
Provide Desktop Support
• Client machines
• Migrate to Windows 2000
• Improve desktop security
• Expand options for on-line user backup and support
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Janet Linkous – What’s Next After an ERP Implementation?
Operating System Upgrades
Oracle RDMS– Version 8.1.6 going to 8.1.7– Forms 4.5 going to Forms 6.0– Requires us to test everything including
peripheral software
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Janet Linkous – What’s Next After an ERP Implementation?
Implement New Releases from Vendor
• Coordination and planning for full-suite upgrades
• Point releases for individual modules(e.g., HR and Fin Aid compliance releases)
• Review Release and Upgrade Guides
• Table Changes
• New or enhanced functionality
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Janet Linkous – What’s Next After an ERP Implementation?
Implement New Releases from Vendor
• New data – incorporate into existing processes and reports
• Test plan – coordinate user testing
• Train users
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Janet Linkous – What’s Next After an ERP Implementation?
Clean Up Bad Data
• Conversion data
• Duplicates
• Data created by forms missing edits
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Janet Linkous – What’s Next After an ERP Implementation?
Training
• Most teams have a dedicated trainer and documentation specialist
• Create procedures based on policies
• Train all users before granted access to systems
• Bi-monthly “boot camps”
• One-on-one training
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Janet Linkous – What’s Next After an ERP Implementation?
Training
• Update training
• Report training
• Detailed documentation, help guides and quick reference guides
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Janet Linkous – What’s Next After an ERP Implementation?
Vendor Relationships
• Participate in focus groups
• Host site visits
• Attend vendor conferences
• Host regional conferences
• Beta test new releases
• Partner with vendor
• Form alliances with other users
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Janet Linkous – What’s Next After an ERP Implementation?
Consultants
• On-site director for consultants
• Several on each team during conversion and for 1st year of production
• Phasing out consulting staff
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Janet Linkous – What’s Next After an ERP Implementation?
Survey Results
• 3 responses– 1 SCT Banner Student, Human Resources,
Alumni/Development, Finance – 2 Peoplesoft Financials (Accounts Payable,
Purchasing, General Ledger and Budget)
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Janet Linkous – What’s Next After an ERP Implementation?
Survey Results
• Implementation times ranged from 18 months to 4 years
• Reduce staffing? 2-no, 1-yes – How? Functional staff returned to jobs and
use the system, technical staff reduced by 2-3 people
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Janet Linkous – What’s Next After an ERP Implementation?
Survey Results
• How are they using their IT staff?– Upgrades to hardware and operating
systems– New releases of vendor software– Corrections to vendor software– Developing new modules– Developing new reports
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Janet Linkous – What’s Next After an ERP Implementation?
Survey Results
Only one respondent is modifying the vendor software.
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Janet Linkous – What’s Next After an ERP Implementation?
Survey Results
• Terrie Rowe, Oakland University
• Becky King, Baylor University
• Nadine Stern, The College of New Jersey
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Janet Linkous – What’s Next After an ERP Implementation?
References
Enterprise Resource Planning: A New Approach for University IT ServicesRichard A. Mendola & Richard L. King
University of Illinois
Fast Facts: Enterprise Resource PlanningComputerworld, March 01, 1999
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Janet Linkous – What’s Next After an ERP Implementation?
Questions and Comments