Student Administration Implementation Plan

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Student AdministrationImplementation Plan

• September 16, 2005
• General Officers Meeting

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Why am I here today?

• Representing the Executive Sponsors, campus CIOs
  and UM IT staff
• Request approval to spend funds to be allocated
  by the campuses for additional consulting and
  related cost to implement PS SA
• Request based upon Project Plan developed in
  conjunction with a consultant and modified by the
  Exec Sponsors, CIOs and UM IT staff
• (Note that the plan is available from your campus
  Exec Sponsor)

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SA Implementation PlanOutline

• Goal
• Overview
• Risk Analysis
• General Time Line
• Deliverables
• Assumptions
• Budget
• Notes

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SA Implementation Plan1. Goal

• Student Administration System that is
• Stable
• State-of-the-art
• Partnership between UM campuses allowing for a
  campus-centric approach that is a
  centrally-administered project with central
  campus support
• Allows for additional enhancements expanded
  service
• Added value
• Ability to have competitive edge

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SA Implementation Plan2. Overview

• Status of project
• Previous funding approved for staff, hardware,
  basic UMIT expenses
• Todays requested approvals will be for
  consulting, project management, technical
  support
• Investing in organizational infrastructure
• Leverage skill sets whether at campus or system
  for the greater good and ongoing enhancements of
  the SA system
• Building on what we learned from Rolla

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SA Implementation Plan2. Overview (continued)

• PeopleSoft version 8.9 is a much better software
• Why consultants?
• Expertise from experience
• Knowledge transfer from consulting to campus and
  System staff
• Skills for tasks that only need to be done once,
  but based upon experience, such as conversion
• Consultants have more experience now

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Risk Analysis

• Academic calendar windows of opportunity for
  go-lives
• Legacy stability
• Cost projections
• Staff turnover

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SA Implementation Plan3. General time line

• Optimal time line
• 36 months (August 2005 August 2008)
• Less expensive
• See Project Plan for more details
• Alternative time line
• 48 months (August 2005 August 2009)
• More expensive

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SA Implementation Plan4. Deliverables

• Foundation for the key student system functions
• Recruitment
• Admissions
• Registration
• Student course catalog database
• Baseline required reporting
• Cashiers function
• Financial aid management awards
• Enhanced 24/7 web access for the University
  community

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SA Implementation Plan5. Timeline and Budget
Assumptions

• Rates hold (no major market changes that drive
  costs up)
• Talent available when needed
• Maintenance of legacy at approximately current
  costs
• Essential reporting needs met at go-live (Cognos)
• Resource and effort estimates remain realistic
• Dont encounter too many unanticipated large
  issues
• No loss of key staff
• No significant scope changes
• Most of the required modifications have been
  identified
• No changes in policies that impact project

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SA Implementation Plan6. Budget

• Already approved
• Operating expenses FY06 (Approx. 10 M)
• Consulting for UMR FA (Approx. 850,000
• Consulting to Upgrade 8.9 (Approx. 260,000)
• Requesting approval for anticipated additional
  funding
• Three year implementation
• Ongoing, including multiple instances
• Total Approx. 10.5M spread over three years

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SA Implementation Plan7. Notes

• The implementation plan will provide us with a
  vanilla system to which enhancements will need
  to be made to provide the necessary services for
  student faculty needs.
• Costs currently incurred to operate legacy will
  be shifted to support PS SA.
• We anticipate an increase in baseline costs due
  to unanticipated needs that may add up to as much
  as 10 to the current baseline, which is approx.
  1 M.

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Bottom line for you

• Each campus will have back fill, training, etc.
  that is not represented here
• The estimated average per campus (business unit)
  annually depends on the rate of the effort
  expended, final costs of consultants, staff, etc.
• The baseline costs for UM IT will be determined
  annually as well.
• We are asking you to approve the appropriation of
  these funds (Approx. 10.5M) based upon our plan
  and the information presented today

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Questions?

• Thank you for your time
• We appreciate your support