CUNY IT Conference

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CUNY IT Conference Next Steps December 5, 2008
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Agenda
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CUNYfirstPROJECT MISSION

• To implement a University-wide suite of
  policies, processes and technologically advanced
  information systems that will enable the
  University to streamline its processes and use
  its resources more efficiently to meet the needs
  of our students, faculty and staff.

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Accomplishments
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CUNYfirst Facilties
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Building Up
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Whats Ahead

• Next Fall 2009
• New CUNY-wide Processes
• HR/Recruitment
• Purchasing/AP/Expenses
• Planning Budgeting
• Vanguard Colleges
• Admissions
• Registration
• Bursar

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CUNYfirstCampus Implementation Schedule
2008/2009
2011/2012
2010/2011
2009/2010
BMCC
CUNY Law
Graduate Center Other Professional Programs
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Purchasing Accounts Payable
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Procurement

• Currently at CUNY
• Campuses often must reinvent the wheel
• Timely transmission of and access to information
  is lacking
• Large variety of procurement processes and
  systems used throughout CUNY

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Its May 20, 2011 . . .
Procurement
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Lifespan of a Requisition
Requisition is Active
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Lifespan of a Requisition
Approval Process - Completed
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Lifespan of a Requisition
Requisition now a Purchase Order
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Lifespan of a Requisition
Shipment Received
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Procurement

• Coming to CUNY
• This LifeSpan will always be available for
  secured users to see the status of transactions.
• CUNYfirst allows Management to have access to a
  consolidated set of statistics for all CUNY
  purchases and payments
• This consolidated analysis will give insight to
  such data as, buying patterns and aging of
  payables, which will lead to opportunities to get
  economies on business practices

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Student Services Campus Solutions
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Its September 20, 2009
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Student Services Staff

• The Bursars and the Business office are in sync
• Real-time view of registration flexibility
• Everyone sees one record per student
• Simultaneous access to information
• Know issues ahead of time increasing service

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Campus Staff

• The business office is getting real time data for
  their reports, as are the Bursars
• Tuition and fees are now being automatically
  uploaded to the General Ledger All business
  units are in GL
• Budgeting against tuition is more streamlined
• Better reporting

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Students/Faculty

• Students
• See their bill and know what was paid and what is
  owed
• On line real time registration shopping cart
• Real time information courses available
• Faculty
• Access to students information
• Connections to advisees

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Human ResourcesHuman Capital Management
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Recruitment Today

• Manual approval for recruitment of position
• Creation of job postings and approval by Central
  Office
• Applicants apply to each job at each campus and
  must reapply for every vacancy
• Manual collection of resumes by mail or email,
  distribution of materials to the search committee
  and correspondence to applicants
• Tracking, review and screening of candidates is
  time consuming
• Delayed processing of offers due to multiple
  approvals

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Its September 20, 2009
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Recruitment CUNYfirst

• Positions drive the system and managers view
  approved vacancies and begin the recruitment
  process
• Recruiter accesses Job Posting Library with
  standardized descriptions streamlines campus
  posting of job openings
• Allows employees and external applicants to
  search, view and apply for jobs on-line
• Search committees on-line review, interview
  scheduling, correspondence with applicants
• Job offers and approvals processed on-line
• Applicant tracking allows managers to focus on
  identifying and hiring talent faster and more
  efficiently

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Future State for other Functional Areas

• Budget Office
• Control funding at the position level and has
  ability to approve, freeze or reactivate
  positions
• Managers
• Initiate certain personnel transactions with
  automated workflow for approvals including online
  reappointment of faculty and staff.
• View employee summary data online including
  across campus/department employment.

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Manager Self Service
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Future State for other Functional Areas

• Employees
• Access to view personal information and see that
  it is correct.
• Able to apply to new job opportunities on-line.
• Able to make certain personal changes on-line
  such as emergency contact information.

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Employee Self Service
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Organizational Readiness
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Training

• Within the next year, we will train approximately
  63,000 people to use CUNYfirst
• HR All CUNY employees
• Vanguard Colleges
• Procurement
• Planning and Budgeting

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Training

• Train the Trainer
• Experts from across the university
• Standardized learning
• Focused on day to day job process
• Borough-based Training
• They will be the experts!

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Training

• Instructor Led
• Wont be everyone!
• Focused on those who need to touch the system as
  part of their daily responsibilities
• Focused on those who need to be in service to
  their population
• Focused on those who need additional assistance
• Well train you until you get it.

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Training

• On-line/Other methods
• Focused for those who interact with the system
  infrequently
• For students who have higher technology skills
  just tell me where to go
• Used for supplemental training
• All documentation on line for reminders/job aids

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Change

• Focuses on 3 key indicators
• People
• Process
• Technology
• CUNY is in transition
• Moving toward a future state

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Change
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Communications

• Emphasize CUNYfirst Project communications to
  drive understanding and acceptance by affected
  users
• Take the pulse of campuses

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Metrics

• Outcomes/Measures
• Number of people completing Training
• Reduction of Shadow Systems
• Help Desk Percentage of calls resolved vs.
  outstanding tickets
• Community Survey Employee attitudes on key
  indicators

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