Enterprise Resource Planning (ERP) / UT Administrative Systems Steering Committee Meeting

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Enterprise Resource Planning (ERP) / UT
Administrative Systems Steering Committee Meeting

• Initial Planning Meeting
• June 6, 2006

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ERP/UT Administrative Systems

• Purpose of project
• Environmental Scan
• Communication Strategies
• Timeline
• Housekeeping

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Purpose of Project

• Comparatively analyze UT Austin Administrative IT
  systems, environment, dependencies, strengths
  with major off-the-shelf ERP software packages
  and recommend a 5-10 year strategy to optimally
  posture the university's future administrative
  systems.

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Environmental Scan
Analysis will primarily be of the software
but will touch on Processes and
Infrastructure
Processes
Software
Infrastructure
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Environmental Scan

• PeopleSoft and SCT Banner
• UT Austin Administrative (Financial/HR) Systems
  (a part of which is known as DEFINE) and SIS
• Other UT Institutions

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Environmental Scan - PeopleSoft and SCT Banner

• Obtain varying perspectives on PeopleSoft and SCT
  Banner features, functionality, infrastructure,
  version updates, reporting capabilities and
  implementations
• Their documentation, demos, and first hand
  experience if possible
• Implementation stories
• Implementation 2-4 years
• Implementation lt 1 year
• Started implementation but rejected
• Did comparison but decided against

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Environmental Scan - PeopleSoft and SCT
Banner

• Obtain perspectives from other large, research
  institutions our peers.
• Delve into such issues relating to implementation
  including how much they had to change their
  business processes to accommodate the software,
  training, ERP customization required, integration
  of the various modules, personnel resource issues
  post-implementation etc..

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Environmental Scan - UT Austin Administrative
Systems

• UT Austin Administrative Systems
• The Departmental Financial Information Network
  (DEFINE) An enterprise-wide application for
  the Financial and HR functions at UT Austin and
  numerous other UT institutions. The DEFINE
  system is made up of a common interface using a
  set of agreed upon standards focused on
  ease-of-use and consistency.
• See UT Austin Administrative Systems in Detail
  handout for an initial list of Administrative
  functionality

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Environmental Scan - UT Austin Administrative
Systems

• What makes up UT Austin Administrative Systems?
• Everything in DEFINE
• Other UT Austin Administrative Systems that may
  not use DEFINE as their interface but still
  qualify as UT Administrative Systems.
• Any software application that is commonly found
  in an ERP, even if it does not meet the above
  criteria (could be off-the-shelf software).

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Environmental Scan - UT Austin Administrative
Systems

• Decisions about what is in scope and what is
  out of scope will be ongoing and subject to
  change in the early stages of the project
• In order to perform a meaningful comparison of UT
  Austin Administrative Systems to off-the-shelf
  ERP systems, in scope and out of scope
  decisions need to be fluid as more is learned
  about the off-the-shelf ERPs.
• Reference UT Austin Administrative Systems in
  Detail handout for an initial list of
  Administrative functionality SIS functionality
  list is in development

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Environmental Scan - UT Austin Administrative
Systems

• Examples of included UT Austin Admin. Systems

• Budget
• HR / Appointments
• Payroll
• General Accounting
• Departmental Accounting
• Purchasing
• Asset Inventory
• Pre and Post Research Award Processing
• Data Warehousing
• Facilities Management
• Ad hoc reporting (e.g. audits)
• Business Intelligence Software
• Student Accounts Receivable

• Faculty Administration
• Class Scheduling
• Tuition and Fee Billing
• Degree Audit
• Student Registration
• Admissions
• Transcript Processing
• Legislative Reporting
• B2B
• Coordinating Board Reporting including
• - Day 12 Course Info System
• - Faculty Workload System
• - Facilities Usage System

See handout for additional details
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Environmental Scan -- UT Austin Administrative
Systems

• Examples of areas that may be included in UT
  Administrative Systems definition

• Development Endowments, Gift Processing, Alumni
  Records
• Auxiliaries
• Parking and Transportation

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Environmental Scan - UT Austin Administrative
Systems
Examples of areas that may be touched on briefly
in analysis but will not be analyzed in detail

• College Administration
• Athletics
• Continuing Education
• Assessment and Evaluation
• Instructional Technology
• General Libraries

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Environmental Scan - Other UT Institutions

• Determine current ERP usage at other UT
  Institutions.
• Determine if they plan to change.
• If they use UT Austin Administrative Systems,
  ascertain their attitude and opinions about UT
  Austin Systems they use.
• If they use PeopleSoft or SCT Banner or are
  considering using PeopleSoft or SCT Banner,
  partner with them to gather information for
  inclusion in final report.

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Communication Strategy

• UT System
• Let leadership know our plans to pursue this
  project.
• Ask UT System how they would like to be kept
  informed and how often they would like updates.

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Communication Strategy

• Other UT Institutions
• After initial contact, keep them updated via
  periodic emails and phone calls.
• Inform them about project website.
• Use Emails where possible to keep various user
  groups and leadership groups informed of
  progress.

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Communication Strategy

• UT Austin Leadership
• When web site is available, send brief email
  telling them about project and pointing them to
  web site for more info
• In introductory email, offer to be available to
  give updates anytime

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Communication Strategy

• UT Austin Directors
• Make contact with them within the next week or
  two to talk about project and request which of
  their staff they would like me to contact to
  gather information on existing functionality in
  their area.
• Keep them updated with frequent emails.
• Inform them about project website.

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Communication Strategy

• UT Austin IT Leaders
• Meet with them to let them know about project
  plan and how they can help
• Request their assistance in developing a detailed
  functionality list for their area
• Let them know about website

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Timeline

• Junes Focus and Deliverables
• Develop plan for the overall project
• Begin PeopleSoft and SCT Banner comparison work
• Define UT Austin Administrative Systems (what is
  the scope of this project).
• Draft initial UT Austin Administrative
  functionality lists.
• Make contact with UT System, other UT
  Institutions, and UT Austin Affected Departments
  and leadership
• Create Project Website

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Timeline

• Julys Focus and Deliverables
• Refine and finalize UT Austin Administrative
  Systems functionality lists.
• Continue PeopleSoft and SCT Banner investigation.

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Timeline

• Augusts Focus and Deliverables
• Finalize PeopleSoft and other ERP research
• Put costs to UT Administrative Systems

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Timeline

• Septembers Focus and Deliverables
• Begin in-depth comparison of UT Austin
  Administrative Systems to PeopleSoft and SCT
  Banner.
• Start initial prep work on 5-10 year Strategic
  Plan based on work done in past 3 months.

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Timeline

• Octobers Focus and Deliverables
• Finalize comparison of UT Austin Administrative
  Systems and PeopleSoft/SCT Banner.
• Write initial comparison report .
• Continue work on Strategic Plan involve people
  all over campus.

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Timeline

• Novembers Focus and Deliverables
• Final UT Austin Administrative Systems and
  PeopleSoft/SCT Banner comparison report complete
  by November 21st.
• Continue work on 5 10 year strategic plan.
• Create draft of 5 10 year strategic plan

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Timeline

• Decembers Focus and Deliverables
• Second Draft IT Strategic Plan complete by
  December 1st