OPEN – GB – INFO 4-1June 13-14, 2013
OPEN – GB – INFO 4-1June 13-14, 2013
Information Technology UpdateGary K. Allen
UM Vice President – Information Technology
MU Chief Information Officer
June 14, 2013
OPEN – GB – INFO 4-3June 13-14, 2013
What is UM – IT?
The Information Technology functions of UM, MU, UMKC, UMSL and S&T acting as one geographically dispersed function, while retaining their individual missions
CIOsUM/MU – Gary AllenMUHC – Tiger Institute – Bryan Bliven (interim)Missouri S&T – Greg SmithUMKC – Mary Lou Hines FrittsUMSL – Larry Frederick
3
OPEN – GB – INFO 4-4June 13-14, 2013
What do we do?
Telecom
Network Services
Customer Services
UsersStudents, Faculty,
Staff, Public
Information Security
Applications
Systems and Operations
Research Support
Patient Care
Teaching and Learning
LibrarySupportServices
5b
OPEN – GB – INFO 4-5June 13-14, 2013
Selected UM-wide IT Collaborations
Information security policies and proceduresInformation Technology and Telecom PurchasingDigital Asset Management System for online
learningCommon ticketing system for all help desksData Center Consolidation
5e
OPEN – GB – INFO 4-6June 13-14, 2013
Phase I – Shared Services Initiative, 2010
Benchmark focused on ability to use shared services to gain efficiencies, effectiveness
Processes operating at lean per unit cost, some offer opportunities for more efficiency
Some processes were costly:Policy and other expectations cause large number of
transactions or complicated transactionsRetention of manual processing when not required by
policies/technology IT capabilities not fully utilized
OPEN – GB – INFO 4-7June 13-14, 2013
Operational Excellence Initiative (OEI)
Adopted guiding principles around which projects will be undertaken and evaluated for success
Created Strategic Project Management Office (SPMO) to formalize project management
Created prioritization process inclusive of all relevant functional areas
Develop TQM/CQI Change Management framework in context of shared services characteristics (define, assess, change, evaluate)
OPEN – GB – INFO 4-8June 13-14, 2013
OEI FY13 Goals
Order to Pay Go-live Spring of 2013 Automated, simplified invoice and payment processingCapture early payment discounts from suppliersEstimated savings of >$9.4M/5 yrsVendor enablement is in progress
OPEN – GB – INFO 4-9June 13-14, 2013
OEI FY13 Goals
Electronic Personnel Action Form (ePAF)Early priority initiative – per benchmark, potential
$M’s/yr in cost savingsPhase I – July 2013 for entire new hire process
(estimate 50% effort reduction)Phase II – automate job changes, status changes, and
additional pay processes
OPEN – GB – INFO 4-10June 13-14, 2013
OEI FY13 Goals
COMPASS (Commitment, Planning, and Support Systems) Management reporting to speed data entry and accessExpedite planning and analysis, e.g., tracking spend against
projectionsBridge data from Finance, Budget and HR systemsPer benchmark, should save several $M/yrMultiple subprojects
Hyperion Budget and Planning Financials (FIN) - Live July of 2012 Human Capital Planning (HCP) – Pilot group live Spring of 2013 (remainder in
FY2014) Long-Range Planning (LRP) – Live Spring of 2013
Data Warehouse (DW)
Will benefit from our Global Grading System
OPEN – GB – INFO 4-11June 13-14, 2013
OEI Project Prioritization – Spring 2013
Preliminary Ranking &
Impact
Project Definition &
Proposal
Functional Teams, DoIT and CIO InputBased on strategic and tactical priorities, functional input, needs and resource requirements, as well as
technical and performance requirements, constraints and needs F
inal Ra
nkings
Stage 1: “Must Haves”
Continue or Start and Fund
Stage 2: “Hold”Pending funding,
predecessor project and / or resource conflict
resolution
Stage 3: “Nice to Haves”
Reconsider next year
Project Executives
Prioritization
OEI Review &
Approval of Priorities
DoIT Budget &
Plan
F&A HR
DoIT OtherCampus
CIO’s
Student
OPEN – GB – INFO 4-12June 13-14, 2013
OEI Goals – FY14
Personally Identifiable Information (PII) RemediationRearchitect SSN Vault and related systems that protect PII so as
to simplify maintenance and use
PaymentNet 4 UpgradeUpgrade p–card and travel card applications and policies, and
provide better transaction reporting
OPEN – GB – INFO 4-13June 13-14, 2013
OEI Goals – FY14
Faculty Accomplishments System (FAS)Store faculty education, experience, research, awards,
and productivity for use in reporting, completing grant applications, etc.
Simplify and unify existing multiplicity of systems, improve efficiency for faculty in maintaining their data, enhance ability to apply for grants, improve faculty satisfaction
OPEN – GB – INFO 4-14June 13-14, 2013
OEI Goals – FY14
Comprehensive Retention Initiative (CRI)Coordinate UM-wide program to improve retention
and graduation rates (2 of the 5 State performance measures)
Create a new shared services model to more efficiently support student success on UM campuses
Have completed initial inventory of existing relevant systems and applications
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