ais status report · though originally planned for november, scheduling conflicts with peoplesoft...

AIS Status ReportAcademic Information Systems, Fall 2002

20 November 2002Version 1.3

UNIVERSITY OF CALIFORNIA, SANTA CRUZ AIS Status Report i

Document Control

Change Record

Date Author Version Change Reference11/17/02 Mark Cianca 1.0 Document Created

11/18/02 Mark Cianca 1.1 Added sections from Petersonand Sebastian

11/19/02 Mark Cianca 1.2 Added Appendices and edits

11/20/02 Mark Cianca 1.3 Added Budget Summary table

Reviewers

Name PositionBonita Sebastian Training & Communication Manager

Lance Peterson Technical Project Manager

Distribution

Copy No. Name LocationAIS Executive Committee UC Santa Cruz

AIS Steering Committee UC Santa Cruz

AIS Web Site AIS.UCSC.EDU

UNIVERSITY OF CALIFORNIA, SANTA CRUZ AIS Status Report ii

Table of Contents1 EXECUTIVE SUMMARY ............................................................................................3

2 MILESTONES AND TIMELINE..................................................................................4

2.1 Licensing and Service Contract Negotiation......................................................................42.1.1 Scope of Work..............................................................................................................42.1.2 Outputs........................................................................................................................5

2.2 Technical Milestones .............................................................................................................52.2.1 Scope of Work..............................................................................................................52.2.2 Outputs........................................................................................................................6

2.3 Strategy Workshops ...............................................................................................................62.3.1 Scope of Work..............................................................................................................62.3.2 Outputs........................................................................................................................7

2.4 Fit-GAP...................................................................................................................................72.4.1 Scope of Work..............................................................................................................82.4.2 Outputs........................................................................................................................8

2.5 Implementation Plan Development....................................................................................82.5.1 Scope of Work..............................................................................................................82.5.2 Outputs........................................................................................................................8

2.6 Training and Communication Efforts ................................................................................92.6.1 Scope of Work..............................................................................................................92.6.2 Outputs......................................................................................................................11

3 BUDGET SUMMARY............................................................................................... 13

3.1 Major Expenditures .............................................................................................................13

3.2 Summary Budget Information ...........................................................................................13

4 NEXT PHASE OF WORK........................................................................................ 15

4.1 RFI Process and Deadlines.................................................................................................15

4.2 Evaluation Criteria ...............................................................................................................15

4.3 RFI ‡ RFP Timeline ..........................................................................................................16

1 Executive SummaryThe work conducted by AIS project management, project teams, and consultingservices staff during this reporting period is best characterized as the finalpreparatory phase of work prior to actual implementation.

The scope of work ranged from the process of recruiting, hiring, and trainingkey project staff to an overhaul of the technical hardware architecture toaccommodate the PeopleSoft environment, to significant time spent planningfor implementation phase activities.

As a result of this work, the campus has been able to articulate and prioritize itsneeds in relation to the PeopleSoft Student Administration software, and tofurther develop the discipline required to move into the full implementationphase of work.

With one exception, all deliverables forecast for completion during this phaseof work have been on completed on time. As detailed in this report, the PortalStrategy Workshop has been delayed until December; consequently, thedeliverable from that workshop will not be ready until mid-December.

The project is on budget. No variances from projected expenses for this scopeof work have occurred. We projected consulting service expenses of $397,000plus reimbursable travel/expenses. Of this amount, $22,000 was for applicationinstallation work, and the remaining $375,000 was for Fit-GAP andImplementation Plan development.

We have paid PeopleSoft $153,250 to date. Of that amount $22,000 was forinstallation services, and $131,250 covered a portion of the Fit-GAP work. Thefinal payment of $243,750 will be withheld until we sign off on all deliverablesfor this phase of work. The final deliverable will be the Portal StrategyWorkshop output.

Significant recruiting and hiring has been undertaken during this phase of work.We were able to hire our first Database Administrator, a Business ProcessCoordinator, the Web/Portal programmer/analyst, and the backfill positionsfor Financial Aid, Student Business Services, Admissions and UniversityRegistrar.

The following positions are under recruitment and should be hired shortly:Data Services Manager, Advising/Degree Audit Process Manager, Reportsprogrammer, four other programmer/analysts, and the Training &Communication Assistant.

UNIVERSITY OF CALIFORNIA, SANTA CRUZ AIS Status Report 4

2 Milestones and Timeline

The timeline illustration, below, lists the major milestones of work undertakenduring this reporting period. Each milestone is discussed briefly in its ownsubsection.

Figure 2.1 summarizes major milestones during this reporting period

2.1 Licensing and Service Contract NegotiationLicense and Consulting Services negotiation with PeopleSoft was completedjust prior to the reporting period covered in this report. The scope of workundertaken was reported previously. (See “PeopleSoft License Negotiation,Final Report”, Cianca, 6/28/02.) Summary information is recapped below.

2.1.1 Scope of WorkUC Santa Cruz, represented by a negotiation team including Larry Merkley,Patrick LeCuyer, Kevin Browne, and Mark Cianca, negotiated a comprehensivesoftware license and maintenance agreement for a suite of PeopleSoft softwareapplications to support Academic Information Systems.

As part of this negotiation, held on Friday, June 21, 2002, we included otherrelated expense items in the discussion. These included:

ß Maintenance for a seven year period, the price for which is predicated upon afive year prepayment of maintenance fees

ß Initial training for technical and functional staff on the implementation team

ß Web-based end user training kits


ß Additional software that supports AIS but which can be used in other businessfunctions supporting UC Santa Cruz.

2.1.2 OutputsThe following list represents a high level summary of the applications includedin the scope of negotiation with PeopleSoft.

Student Administration

ß All Modules

ß PeopleTools (to support Student Admin and Portal)

ß Back Office applications

Customer Relationship Management (CRM)

ß Support

ß Marketing

ß Telemarketing

ß Online Marketing

PeopleTools Enterprise License (unlimited use)

End User Training Kits

2.2 Technical Milestones

2.2.1 Scope of WorkReference installations of the purchased PeopleSoft applications were created inAugust by a team consisting of a PeopleSoft consulting installation engineer,UCSC systems engineers, database administrators, developers, and the technicalproject manager. The purpose of this installation was to create an example fromwhich to build and install all future development and production instances andto serve as a functionality reference for UCSC during Fit-GAP.

The reference installations were created in an ad hoc "Reference Environment".They are consequently of short-term use. Although they will stay up at leastuntil the end of Fit-GAP, they will be "taken down" after their reinstallation in acompleted, properly designed “Development Environment”.

In September, members of the technical Operations Team met to determinehow to best use existing AIS hardware resources (purchased for the Exeterproduct) in a PeopleSoft "Development Environment". In early November, thesame team (in consultation with PeopleSoft and Sun) created an acquisitionplan for the hardware needed for a "Production Environment" (includingsecurity and storage). This plan is currently under review.


2.2.2 OutputsThe primary output for the Reference Installation work was the availability of afunctioning instance of Student Administration and Enterprise Portal duringthe Fit-GAP sessions. The instance was available throughout the exercise.PeopleSoft Consulting has suggested we update the Student Administrationinstallations with a recent major service pack released since our Augustinstallation.

A 2002-2003 Hardware and Software Acquisition Plan was the major output ofthe development and production hardware architecture work. This document inturn provides inputs for the next phase of work, the next major technicalmilestone: the acquisition, deployment and testing of a “ProductionEnvironment”.

The build out of a proper “Development Environment” using hardwareacquired by AIS for the Exeter product is ongoing and should be completed bylate December 2002. The “Reference Environment” should bedecommissioned by mid-January.

2.3 Strategy WorkshopsThree planning workshops were completed during this reporting period. Anadditional workshop will be completed in early December.

2.3.1 Scope of WorkEach workshop, with distinct audiences, provided opportunities for participantsto learn more about the PeopleSoft environment, to bring critical assumptionsand expectations into discussion, and to formulate strategies or objectives basedon those discussions.

2.3.1.1 Executive Strategy Workshop

This workshop took place on September 12, 2002 and engaged the AISExecutive Committee in a discussion of assumptions and business driversregarding this project. Through a process moderated by Janine Allison ofPeopleSoft Consulting, the Executive Committee articulated business drivers,critical success factors, assumptions and risks, and a go-forward strategy.

2.3.1.2 Implementation Planning and Strategy Workshop

The PeopleSoft Implementation workshop, facilitated by PeopleSoft consulting,was held September 30 – October 3, 2002. The focus of this workshop was tofamiliarize the core project team with implementation specific processes andflow as well as to validate project objectives and high level scope.

This charter covers the fundamental elements of the Phase I project that willserve as an agreement between project team and user community, as a guide tocontrol project scope and implementation approach, and as a set of boundariesto gauge project success.


2.3.1.3 Academic Structure Workshop

The Academic Structure Workshop was held October 7 – 10, 2002 and engagedover forty individuals from among the core implementation teams and fromother campus departments including Institutional Research, Internal Audit,Summer Session, and more. Mary McKeever, PeopleSoft’s facilitator, providedthe team with highlights of academic structure and campus community in termsof functions, features, and required decisions.

2.3.1.4 Portal Strategy Workshop

Though originally planned for November, scheduling conflicts with PeopleSoftstaff resources prevented this workshop from proceeding as scheduled. ThePSW has been rescheduled to take place December 5-6, 2002.

2.3.2 OutputsEach of the three completed workshops produced a summary documentoutlining work completed, objectives and strategic directions, and issues. Thedocument from the Executive Strategy workshop is complete. The AcademicStructure Workshop deliverable in near-final form.

Least complete is the output of the Implementation Planning and StrategyWorkshop; work on this document, also known as the Project Charter, willcontinue in the period from the end of Fit-GAP to the beginning of actualimplementation work. The Project Charter is an organic document and will berevised as we progress through implementation activities.

Output documents include:

ß Executive Strategy Outline

ß Project Charter

ß Academic Structure Outline

2.4 Fit-GAPFit-GAP work for the project commenced on October 17, 2002. Myriadconcurrent sessions were conducted across campus with teams representing theStudent Records, Admissions, Student Financials, Financial Aid, and AcademicAdvising business areas.

Fit-GAP is a process by which existing functionality in the PeopleSoft StudentAdministration product is tested against the business process needs of UCSanta Cruz. The output of this work is a list of known “gaps” between what thesoftware provides and what we need to accomplish in our work.

The gaps and issues that were identified will help determine the complexity ofthe implementation portion of the project, scheduled to commence in lateMarch 2003.


2.4.1 Scope of WorkFit-GAP was approached from two related directions: work related directly to afunctional office, and work that was cross-functional in nature.

First, teams and workgroups representing each of the major application areas –Admissions, Student Records, Financial Aid, Student Financials, and AcademicAdvising - engaged in direct Fit-GAP activities.

In a typical session, UC Santa Cruz staff followed business process scriptscreated by PeopleSoft consultants. These scripts followed typical, “vanilla”processes from beginning to end. During the course of this review, participantslogged fits, gaps, and “issues” surrounding the functionality.

Second, UC Santa Cruz teams created opportunities for “cross-functional” fit-GAP explorations. In several cases, functionality in the PeopleSoft productresides in locations other than where SIS maintains it. For instance, tuitioncalculation resides in the Student Financials portion of PeopleSoft, not inStudent Records as it does in SIS.

Process Managers are now working to examine the results of their work on across-functional basis to ensure that GAPS articulated in one area don’t conflictwith FITS from another area.

2.4.2 OutputsThe primary outputs of this work include Fit-GAP matrices for all functionalareas and detailed worksheets that provide analysis of each of the GAPSidentified throughout the Fit-GAP sessions.

2.5 Implementation Plan DevelopmentWork conducted in the 2001-02 Academic Year focused on the development ofan implementation plan for the Exeter Student Suite of software. In many cases,portions of this work were sufficiently general to be applied to the PeopleSoftenvironment. In some cases, the work had to be recast to make it applicable tothe needs of PeopleSoft’s application.

2.5.1 Scope of WorkAs mentioned above, portions of last year’s work had to be re-crafted to makethe information and strategies appropriate for the PeopleSoft environment. Insome cases, information was developed through the workshops cited in section2.3.

2.5.2 OutputsThe following documents will be delivered to bring the current phase of workto closure. The final implementation plan cannot be considered complete untilthe Portal Strategy Workshop is held on December 5-6, and the resulting PortalStrategy Outline is delivered and accepted.


ß Technical Infrastructure Strategy

ß Portal Strategy

ß Change Management Strategy

ß Conversion Strategy

ß Academic Structure Strategy

ß Interface Strategy

ß Reporting Strategy

ß Testing Strategy

ß Security Strategy

ß Workflow Strategy

ß Modifications Strategy

ß Automatic Processes Strategy

ß Production Rollout Strategy

ß Project Administration Processes

ß Project Scope

ß Project Plan

ß Fit-GAP Results

2.6 Training and Communication EffortsTraining and Communication efforts during this time period focused onensuring effective development and implementation of training andcommunication programs to support AIS—including both internal and externaltraining and communication.

Recruitment is currently under way for a Training & Communication Assistant.Interviews are scheduled to begin November 20, 2002, with a proposed startdate in early December.

2.6.1 Scope of Work

2.6.1.1 Training

In addition to the workshops mentioned in section 2.3, training activitiesincluded instructor-led classes, web-based on-demand courses, and less-formalknowledge transfer and on-the-job training.

Instructor-led classes included courses offered through PeopleSoft University(both on and off-site), internal course offerings, PeopleSoft Passport On-Demand Classes, and Fit-GAP knowledge transfer.


PeopleSoft University classes are offered in two varieties—on-site classes andoff-site classes. During this period, UCSC staff attended both.

Class Number of AttendeesIntroduction to StudentAdministration

28

Introduction to Student Enrollment 14

PeopleTools I 7

PeopleTools Overview 2

PeopleTools II 4

PeopleSoft Server Administration 3

Data Management Tools 1

Table 2.1, PeopleSoft University Classes

Internal courses offered included Introduction to Information Tracking System,Introduction to Student Portal Messaging, and PeopleTools Overview.

Class Number of Sessions/Attendees

Introduction to the AIS InformationTracking System

2 Sessions15 Attendees

Introduction to Student PortalMessaging

7 Sessions70 Attendees

PeopleTools Overview 1 Session14 Attendees

Table 2.2, Internal Training Classes

AIS used 35 of its training credits for the PeopleSoft Passport license inOctober. This license entitles up to 50 users at UCSC to access all of the on-lineclass offerings from PeopleSoft University, including seminars and web casts.There are currently more than 60 courses available.

Internal and informal knowledge transfer took place during the Fit-GAPactivities. This has proven an excellent method of overview knowledge transferand will be followed-up and reinforced with additional PeopleSoft Universityclasses and Passport courses. Additional on-the-job training took place in theTechnical area when UCSC technical staff worked with PeopleSoft consultantsduring the PeopleSoft software downloads and installations.

In another project, a small computer lab was set up in the AIS offices withcapacity for 6 participants and one instructor. The lab is currently being usedfor Fit-GAP activities and will facilitate small classes throughout the AISimplementation project.

2.6.1.2 Curriculum Development


Courses developed internally during this phase included the Introduction to StudentPortal Messaging class, updates to the Introduction to the Information Tracking Systemclass, and the Using the PeopleSoft Passport guide.

2.6.1.3 Communication

Communication during this period included events, web site maintenance, andarticles in various campus publications. The Communication subcommitteeconvened one meeting and posted minutes to ITS. The next meeting isscheduled for December 2002.

Three major campus-wide events were scheduled during this period. Theyincluded:

Event Number of AttendeesAIS PeopleSoft OrientationAugust 14, 2002

350

AIS Project Kick-OffOctober 21, 2002

250

AIS Town Hall MeetingScheduled for December 10, 2002

Future reporting period

Table 2.3, AIS Event Attendance

The AIS web site is updated on a regular basis. All project communicationdirects the audience to the web site for the most current information.

Articles about AIS have been published in Currents, the Student AffairsNewsletter, and upcoming CUIP articles are planned for Fish Rap and City on aHill.

A call for volunteers was begun in August, 2002. Currently there are 26 campuscommunity members signed up to volunteer for the project.

AIS supports several list serves targeted to specific audiences. The newest, AIS-info is targeted to interested campus constituencies. Current list serves include:

List Serve AudienceAIS Exec AIS Executive Committee

AIS Steering AIS Steering Committee

AIS Team AIS staff, Process Stewards,Team Leads, Process Managers

AIS-info Interested campus constituents

Table 2.4, AIS List Serves

2.6.2 OutputsThe Training and Communication Plan for the current phase was completedand approved by the Steering Committee on November 14, 2002. . This


deliverable is stored in the Information Tracking System of AIS as document753.

Internal training deliverables include the Introduction to Student Portal Messagingclass, updates to the Introduction to the Information Tracking System class, and theUsing the PeopleSoft Passport guide.

Communication deliverables included multiple articles, web updates, emails, andannouncements. Many of the scheduled events incorporated PowerPointpresentations.


3 Budget Summary

3.1 Major ExpendituresSeveral major expenditures that were incurred at the end of the 2001-02Academic Year are incorporated into this report because they were not includedin the former reporting period.

The largest single expenditure incurred covered the costs of applicationlicensing and the prepayment of five years’ maintenance for those applications.License fees for Student Administration, Enterprise Portal, End User TrainingKits and Customer Relationship Management totaled $1,830,750.

The other large line item expenditure during this reporting period was theprepayment of PeopleSoft “training” units in the amount of $225,000.

3.2 Summary Budget InformationThe project is on budget. No variances from projected expenses for this scopeof work have occurred.

We projected consulting service expenses of $397,000 plus reimbursabletravel/expenses. Of this amount, $22,000 was for application installation work,and the remaining $375,000 was for Fit-GAP and Implementation Plandevelopment.

We have paid PeopleSoft $153,250 to date. Of that amount $22,000 was for theinstallation services, and $131,250 covered a portion of the Fit-GAP work. Thefinal payment of $243,750 will be withheld until we sign off on all deliverablesfor this phase of work. The final deliverable will be the Portal StrategyWorkshop output.

This section provides a summary table of expenditures for the period and ispulled from FMW, the Financial Manager’s Workbench.


Table 3.1 summarizes Year To Date expenditures for AIS; Info is pulled from FMW on 11/20/02

C/Fwd Perm. Budget Budget Adj.'s Operating Bdgt Total Actuals Remaining Remaining

680305 CSD/AIS Administration

19900 General State Appropriations 0.00 94,862.00 23,243.58 118,105.58 2,239,412.58 (2,121,307.00) (1796.11%)

20000 University Registration Fee (2,160.00) 100,000.00 0.00 97,840.00 0.00 97,840.00 100.00%

69750 Federal C&G Overhead 0.00 0.00 0.00 0.00 130.00 (130.00) #DIV/0!

Total 680305 CSD/AIS Administration (2,160.00) 194,862.00 23,243.58 215,945.58 2,239,542.58 (2,023,597.00) (937.09%)

680306 CSD/AIS Implementation Preparation

20000 University Registration Fee 583,706.96 0.00 0.00 583,706.96 0.00 583,706.96 100.00%

69750 Federal C&G Overhead 91,296.29 0.00 0.00 91,296.29 26.94 91,269.35 99.97%

Total 680306 CSD/AIS Implementation Preparation 675,003.25 0.00 0.00 675,003.25 26.94 674,976.31 100.00%

680307 CSD/AIS Modules

19900 General State Appropriations 0.00 0.00 0.00 0.00 15,712.02 (15,712.02) #DIV/0!

69750 Federal C&G Overhead 2,223.71 0.00 0.00 2,223.71 0.00 2,223.71 100.00%

Total 680307 CSD/AIS Modules 2,223.71 0.00 0.00 2,223.71 15,712.02 (13,488.31) (606.57%)

680308 CSD/SIS/NES

19900 General State Appropriations 0.00 0.00 0.00 0.00 340.00 (340.00) #DIV/0!

Total 680308 CSD/SIS/NES 0.00 0.00 0.00 0.00 340.00 (340.00) #DIV/0!

687810 CATS/AIS/Administration

19900 General State Appropriations 0.00 0.00 248,747.04 248,747.04 47,981.18 200,765.86 80.71%

Total 687810 CATS/AIS/Administration 0.00 0.00 248,747.04 248,747.04 47,981.18 200,765.86 80.71%

727810 CATS/AIS/Adminstration

19900 General State Appropriations 17,395.69 244,721.00 (233,663.45) 28,453.24 71,272.32 (42,819.08) (150.49%)

Total 727810 CATS/AIS/Adminstration 17,395.69 244,721.00 (233,663.45) 28,453.24 71,272.32 (42,819.08) (150.49%)

Total 692,462.65 439,583.00 38,327.17 1,170,372.82 2,374,875.04 (1,204,502.22) (102.92%)


4 Next Phase of Work

4.1 RFI Process and DeadlinesUCSC is using a Request for Information (RFI) process to identify qualifiedconsulting services vendors who will be invited to respond to a fixed-scope,fixed-price AIS Implementation Services Request For Proposal (RFP) inJanuary 2003. Only a small subset of the respondents to this RFI will bedeemed qualified and invited to participate in the RFP.

Components DeadlinesRFI Release November 15

Vendor Response Due December 2

UCSC Review Complete December 16

Respondents Notified December 16+

Table 4.1, UC Santa Cruz RFI Review Deadlines

One of our project goals calls for using the PeopleSoft application to beginFinancial Aid packaging in January 2004.

To accomplish this and other goals, we have created an approach to the vendorselection process that is similarly aggressive, using a compressed timeline toconclude our initial review and pre-qualification process before the holidays.The subsequent RFP process will be equally aggressive.

4.2 Evaluation CriteriaResponses will be evaluated on multiple criteria including but not limited to:ability to meet specifications of this RFI, experience, references, approach andmethodology, professional services support capability, conversion supportprocess, respondent’s ability to execute, support for the technical architecture,financial stability of Respondent, and other factors deemed to be in the UCSC’sbest interest.


4.3 RFI ‡ RFP TimelineThe following graphic illustrates the process UC Santa Cruz will follow inmoving from the RFI process to an RFP. By mid-December, we will havecompleted our initial review and will have submitted a short list ofrecommended RFP participants to the Steering Committee for approval.

Figure 4.1 illustrates a general timeline for RFI/RFP Processing

Vendors on the short list will be invited to respond to the RFP, which weanticipate releasing in the 3rd week of January 2003. In addition to receiving ourformal RFP document, each short-listed firm will be invited to UC Santa Cruzto interview key project staff to gain further insight into project objectives andwork completed to date (development environment, staffing, tools, etc.).

Table 4.2, below, outlines the deadlines associated with the RFP process.Respondents invited to participate in the RFP will be expected to follow thistimeline.

Component DeadlineExecutive Committee approval of Scope January 17

RFP Electronically Issued January 17

Vendor Responses due back February 7

Steering Review of Responses February 10-18

Recommendation to Executive Committee February 21

Approval of Vendor Recommendation February 21

Contract Negotiation with Successful Vendor February 27 – March 5

Projected Start Date for Implementation Services Week of March 17

Table 4.2 illustrates the timeline for RFP Processing

ACADEMIC INFORMATION SYSTEMS1156 HIGH STREETSANTA CRUZ, CA 95064TEL 831.459.4260FAX 831.459.1608

AIS.UCSC.EDU

ais status report · though originally planned for november, scheduling conflicts with peoplesoft...

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