UW Strategic Roadmap forInformation Management and Administrative Systems
Action Plan
All Advisers Meeting April 16, 2008
Bill YockAssociate Vice Provost
Office of Information Management
Todd MildonUW Registrar
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Roadmap Process
• Formed nine task groups: Over 170 participants– Evaluated current state
• What’s working and not working; risks– Researched trends– Defined a vision for the future– Developed action plans
• Roadmap Working Team– Developed overall priorities and sequencing
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Project Structure
Administrative Systems Task Groups
Roadmap TeamRoadmap
Working Team
FACILITIES/SPACE
TechnicalAdvisory
IM/AS Technology
AdvisorySteering
CommitteeSteering
Committee
Executive Sponsor:Executive SponsorsPhyllis Wise/Ron Johnson
HR/PAYROLL
Project
Team
ProjectManagement
Team
FINANCE/BUDGET/
PROCUREMENT
STUDENTADMIN
RESEARCH ADMIN
ALUMNI/DEVELOPMENT
Information Management Task Groups
DECISION SUPPORT
INTEGRATION/ INFRASTRUCTURE
Governance Task Group
GOVERNANCE
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Current Status
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Strategic Roadmap
Stakeholder
SuccessReplace the Base
Enhance & Renew
SystemsRedesign
Processes
Information for Decision Making
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Information for Decision Making
• Provide information for decision making
• Make data integration easier
• Provide training and tools for users across the UW
Define data (definitions, access); develop infrastructure and tools; provide standards
and training for users
Information for Decision Making
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Replace the Base
• Provide better information for decision making
• Improve operational efficiency
• Provide more agile and flexible core systems
Replace our aging legacy systems:Finance, HR/Payroll, Student
Replace the Base
Information for Decision Making
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Redesign Processes
• Design processes to maximize impact of new systems
• Streamline work• Manage change
Replace the Base
Redesign Processes
Information for Decision Making
Redesign business processes in conjunction with
the legacy system replacement efforts
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Enhance & Renew SystemsInvest in ongoing enhancement and technology
renewal of administrative systems
• Keep up with changing business needs
• Develop missing research functionality
• Upgrade alumni & facilities systems
• Make high-value interim upgrades to legacy systems Replace the Base
Enhance & Renew
SystemsRedesign
Processes
Information for Decision Making
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Stakeholder Success
• Prioritize projects• Make commitments• Maximize
investments
Stakeholder
Success Replace the Base
Enhance & Renew
SystemsRedesign
Processes
Information for Decision Making
Develop a transparent decision-making process and a mature portfolio management framework; enable
collaborative projects across units
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Replace the BaseReplace our aging legacy systems
2008-09 2009-10 2010-11 2011-12 2013-142012-13 2014-15 2015-162009-11 Biennium 2011-13 Biennium 2013-15 Biennium
2016-172015-17 Biennium2007-09
Initiation Execution
Execution
Kuali Student Participation
Execution
Financial System Replacement
HR/Payroll System Replacement
Student System Replacement
Planning
Initiation Planning
Initiation Planning
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Redesign ProcessesMaximize efficiencies
2008-09 2009-10 2010-11 2011-12 2013-142012-13 2014-15 2015-162009-11 Biennium 2011-13 Biennium 2013-15 Biennium
2016-172015-17 Biennium2007-09
Financial, Budget, Procurement
HR/Payroll
Student Administration
Redesign Financial Processes
Redesign Student Processes
Redesign HR/Payroll Processes
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Enhance and Renew SystemsMake ongoing system improvements
2008-09 2009-10 2010-112009-11 Biennium2007-09
HR/Payroll
Research
Alumni/Development
Facilities/Space
Appointment Data
Salary Analyzer
Research Data Consolidation
Stewardship Data Collection
Space Information System Enhancements
Facilities System Upgrades
Note: Only includes projects planned to start in 2008-09. Projects will be re-assessed and prioritized annually.
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Stakeholder SuccessMake strategic choices
to maximize our investments
2008-09 2009-10 2010-11 2011-12 2013-142012-13 2014-15 2015-162009-11 Biennium 2011-13 Biennium 2013-15 Biennium
2016-172015-17 Biennium2007-09
Start UpRevamp I-MAC Proposal Process
Portfolio Management & PMO
Ongoing Program Support
Start Up Ongoing Program Support
Start Up Ongoing Program SupportEnable Collaborative Projects
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Information for Decision MakingAccess to information anytime, anywhere
2008-09 2009-10 2010-11 2011-12 2013-142012-13 2014-15 2015-162009-11 Biennium 2011-13 Biennium 2013-15 Biennium
2016-172015-17 Biennium2007-09
Data Definitions Ongoing Program Support
Ongoing Program Support
Ongoing Program Support
Ongoing Program Support
Ongoing Program Support
Ongoing Program Support
Ongoing Program Support
Data Warehouse
Reporting & Tools
Workflow, Portal, Registry, Alerts
Security Tools
Document Management
Standards, Guidelines & Training
Data Management
Infrastructure & Tools
Standards & Training
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What Others Are DoingApproach Example Organizations $
Vendor SolutionBanner Illinois (finance, HR, student) $180m
Oracle
Michigan (finance, HR, student)Minnesota (finance, HR, student)Indiana (HR, student)
$100m-$125m$125m-$150m
$100mSAP MIT (finance, payroll) $200m
Consortium
KualiIndiana, UC schools, Cornell, U of Arizona (finance)UC Berkeley (student)
Not available
$10m-$15mHomegrownLegacy mainframe UCLA, UCSD Not available
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Information For Decision Making
Demo
Top 5 Deans’ and Chancellors’ Questions
“Student Headcount Reports”
https://kirk.admin.washington.edu/reports/Pages/Folder.aspx
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Thank You!
Questions?
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