Development%20of%20Administrative%20Systems%20IT%20Master%20Plan

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Development of Administrative Systems IT Master
Plan
Project Kick Off

• July 17, 2001

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Project Objectives
Primary Plan Purpose - Develop a thoughtful
evaluation of the optimal structure for ADP
within the USHE in the context of overall IT needs

• Specific Goals -
• Assess current status/adequacy of administrative
  systems/infrastructure/staffing
• Consider total USHE infrastructure needs based on
  input from a separate academic system planning
  process
• Establish vision, principles and goals framework
• Evaluate options for administrative systems
  focusing on efficiency and functionality (i.e.
  centralization, common systems, hosted,
  outsourcing)
• Identify potential vendors
• Assess realistic resource and funding
  requirements
• Determine manageable scope and timeline
• Develop and present findings and recommendations

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Project High-level ScopeAdministrative Systems
USHE IT Master Plan
Academic Systems Project
Administrative Systems Project
Other Systems Projects
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Project ScopeAdministrative Systems
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Project Team
Project Management

• Robert M. DePalma, Andersen
• Norman C. Tarbox, USHE
• Jerry H. Fullmer, USHE

Project Team

• 9 Institution Representatives
• Joe Taylor, UofU
• Barbara White, USU
• Don Gardner, WSU
• Glen Pryor, SUU
• Gary Koeven, Dixie
• Mark Spencer, UVSC
• Marlin Mason, Snow
• Eric Mantz, CEU
• Bob Teague, SLCC

• USHE
• Gary Wixom

• Other Institutional Reps
• Brad Winn, UVSC
• Kim Marshall, USU

• Utah State Legislative
• Jonathan Ball, LFA
• Boyd Garriott, LFA

• Andersen
• Steven J. Maxfield
• Jason R. Schober
• Cindy DeNamur

• Governors Office
• Jeannie Watanabe, GOPB

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Project Team Responsibilities
Project sponsors who provide insights for major
issues decisions. Meet every 3-4 weeks with
Project Management to provide direction monitor
project.
Project Advisors/ Quality Assurance
Conduct independent reviews for progress and
improvements. Provide Subject Matter Experts
(SME).
Meets with Executive Steering Committee every
3-4 weeks. Provides on-site project management
for team.
Project Team
USHE Team members provide institution
representation, participate in central focus
groups, setup coordinate all on-site
institution visits receive knowledge
transfer. Andersen Team members collect
information, provide support, participate in
sessions begin knowledge transfer.
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Project ApproachUSHE Approach, Deliverables and
Goals
Approach
Deliverables
Goals

• Establish vision, principles and goals framework

• Project objectives and goals
• Project Plan

Milestone 1
Develop Business Understanding and Shared Vision

• Assess current status/adequacy of administrative
  systems/infrastructure

• Discussion of applicable Higher Education trends,
  strategies and solutions

Milestone 2
Assess External Environment HE IT Trends and
Strategies

• Assess current status/adequacy of administrative
  systems/infrastructure

• Assessment of current administration systems and
  IT infrastructure
• Opportunities and potential benefits of new
  system and infrastructure

Milestone 3
Assess Processes, Technology Strategies, and
Identify Opportunities

• Identify potential vendors
• Evaluate cost-savings options for administrative
  systems

• Analysis of alternatives and strategy for
  applications and IT infrastructure
• Impact to current operations

Milestone 4
Identify Application, Technology, and IT Model
Alternatives

• Assess realistic resource and funding
  requirements
• Determine manageable scope and timeline

• Implementation roadmap including Priorities,
  Action Plan, Timeline, Resource and Funding
  Requirements

Milestone 5
Develop Implementation Roadmap

• Develop and present findings and recommendations

Milestone 6

• Final USHE ADP IT master plan
• Compilation of all analyses and deliverables
• Presentation of business case

Develop Business Case/ Management Presentation
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Project Timeline
Project Timeline
Wk 2 7/23
Wk 4 8/6
Wk 5 8/13
Wk 6 8/20
Wk 7 8/27
Wk 8 9/3
Wk 9 9/10
Wk 10 9/17
Wk 11 9/24
Wk 12 10/1
Wk 1 7/16
Wk 3 7/30
Develop Business Understanding Shared
Vision Investigate Higher Education Trends
Strategies - Administrative Systems
Infrastructure Complete Current Administrative
System Environment Assessment Identify
Application, Technology IT Model
Alternatives Develop Implementation Action
Plan Develop Business Case/ Management
Presentation
Steering Committee Checkpoint meetings
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What Are Key Challenges and Issues?

• Diverse multi-institution environment
• The autonomy and unique concerns of each
  institution need to be addressed
• The balance of central control/coordination and
  local control
• Implications of different levels of complexity
  across USHE institutions
• Implications of fiscal realities
• Adequate representation of all USHE stakeholders
• Ability to implement an effective decision-making
  process that results in consensus across all
  stakeholder groups
• The ability of technical architectures to extend
  across schools, systems and geographies

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What Are Key Challenges and Issues?

• Concerns over current system ownership
• The ability/desire to adopt standard business
  processes across institutions
• Acceptance of opportunities for shared solutions,
  services and experience (knowledge sharing)

• The ability to communicate and manage change
  across hundreds of geographically dispersed users
• Impact of recent implementations of different
  administrative solutions at some USHE
  institutions
• USHE member schools ability to absorb change (at
  what pace)
• Impact of Administrative initiatives on Academic
  initiatives
• Achieving balance between institution needs and
  standard system

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Key Success Factors

• Top university management ownership, sponsorship
  and funding support
• USHEs best resources committed to the project
• Optimize utility of available resources
• Effective communication between USHE and Andersen
• Clearly define business vision and impact on
  central and local IT organizations
• Rigorous project management and strong project
  leadership
• Solid/realistic plans and flexibility in
  approaches
• Effective issue identification and issue
  resolution management

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Key Success Factors

• Comprehensive integration of change management,
  process and technology - not just about software
• Willingness to change business processes and
  accept new operating models
• Trust between USHE and Utah State Legislature
• Clear plan for each institution (Administrative
  Systems, Infrastructure and Staffing)
• Enough detail to place USHE on the precipice to
  make a decision
• Understanding system level and institutional
  level benefits