leapforward town hall meeting - … · source: wayne eckerson,“secrets of analytical leaders”...
TRANSCRIPT
LEAPForward
Town Hall Meeting
Meeting
April 5, 2013
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Welcome to the 2nd LEAPForward Town Hall
• Goals for today – Share the past 18 months activities
– Share current status
– Provide an overview of the next steps: most critical to our success
• Quick reminder on overarching approach
– Transparency: web site, newsletters, town halls, College Councils,
monthly meetings with various stakeholders, IT Council, Stewardship Council, etc.
– Inclusiveness: 744 non-duplicated people touched by the project to
date
– Formality: utilizing industry best practices methodology at every step
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Guiding Principles
Streamlined Processes: ISU will have the necessary administrative technologies that allow administrative processes to operate seamlessly, reduce operating costs, increase productivity, implement best practices and enhance accountability Drastically reduce change management operating costs
Drastically reduce the need for duplicative data entry
Drastically reduce the need for paper documents
Holistic Interaction with constituents: ISU will lead its peers on creating, assessing, transferring and integrating administrative technologies that interact with students, faculty and staff, research, teaching, outreach and administrative operations.
Integrated Knowledge: Provide the information necessary to support decision-making and knowledge sharing, eliminating the need for shadow systems while supporting the need for local systems through access to reliable (complete, accurate and timely) data from University systems
LEAPForward in a nut shell
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Timeline
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Initiative Governance
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• Executive Sponsors – VPAA and Provost Sheri Everts
– VPFP Dan Layzell
– VPSA Larry Dietz
– VPA Erin Minne
• Steering Team
– VPAA: Sam Catanzaro, Janet Krejci, Jonathan Rosenthal, Greg Simpson, Mark Walbert, Mardell Wilson, Jeff Wood
– VPFP: Greg Alt, Andrea Ballinger*, Debra Smitley
– VPSA: Brent Paterson, Janet Paterson, Dwayne Sackman
– VPA: Jill Jones
– President’s Office: Rob Blemler, Leanna Bordner, Alice Maginnis
Initiative Project Administration
• Initiative Director – Matthew Helm, Assistant Vice President for AT
• Business Process Lead – Pam Beach, Director for AT-eMerge
• Academic Infrastructure Project Lead – Dina Vaughan, Associate Director for AT-APPS
• Business Intelligence Project Lead – Beth Ladd, Director for AT- AIM
• Marketing and Communications Lead – Molly Hartrup
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Projects To Date
• Academic Information Environment
Requirements
• Business Intelligence Prototype
Identification
• Academic Information Environment RFP
Creation
• Business Intelligence Benchmark
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Projects To Date
• Business Intelligence Tool Selection
Analysis
• Business Intelligence Tool RFP
• Academic Information Environment RFP
Evaluation
• Operationalizing Enterprise Architecture
• Data Standards and Accountability
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Show Me the Numbers
• 744 individuals
• 34,574 hours
• 400 Business and Technical Requirements
• 199 Current and Future State Process Maps
• 27 Business Models
• 78 Use Case Models
• 35 Application Diagrams
• 23 Supporting Documents
• 1 Academic Information Environment and Supporting Systems Request for Proposal
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Initiative Progress
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Project Progress
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Steering Team Activities
• Approved Architectural Principles
• Identified Academic Drivers
• Approved Initiative Projects
• Monitored Initiative Expenditures
• Established Framework for Decision-
Making
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Academic Drivers
• Attract High Quality Students
• Attract High Quality Faculty and Staff
• Advance Student Experience
• Improve Access to Quality Information in a
Timely Manner
• Improve Efficiency
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Academic Drivers
• Advance Brand
• Comply with State and Government
Policies
• Develop Industry and Professional
Partnerships
• Adjust to Economic Conditions
• Minimize Operational Risk
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Architectural Principles
The LEAPForward Steering Team serves as the decision-making authority to
• establish scope
• approve projects
• expend budget
• endorse success measures
• establish architectural principles
• resolve project obstacles
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Architectural Principles
• Changes to the current student information
systems will be limited to compliance and
application defects where no reasonable
workaround exists
• Treat all student data as an institutional
asset
• Database platform utilized by new systems
will be either Oracle or MS SQL Server
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Architectural Principles
• Critical IT services will be architected with
rapid and efficient scalability
• Critical IT systems will be architected for
high availability
• Critical data will be architected for
continuous availability
• Enterprise IT systems will be architected
upon an Intel architecture
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Business Process Management
Our charge:
• Document, analyze, and streamline business processes related to the student lifecycle that utilize the current student information system
• Identify functional requirements for a new student information system that support future state processes, new applications and changes to existing systems
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Process Scope
Analysis of 9 major process areas:
Held 266 workshops with 281 SMEs
Created 137 current state maps with 641 pain points
Identified 54 future state processes with 1,001 key requirements
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Current State Process
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Future State Process
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Involvement with LEAP
RFP Creation
• 2 Combined Process and System Requirements
• 16 Business System Requirements Use Case Diagrams
• 35 Business Use Case Diagrams based on Future State Process Maps
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Improvements Implemented
Implementation of Commerce Bank’s “virtual
receipt”
• Saves the Cashier’s Office time and expense
• Processed over 8,100 in first 7 months
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Improvements In Progress
Implementation of Commerce Bank’s
DirectCheck card for student refunds and
loan disbursements
• Students may opt-in via the portal
• Facilitates quicker and more secure refunds
than traditional paper checks
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Improvements Implemented
Increased threshold for financial blocks
• Alleviates need for thousands of students and
parents to contact Student Accounts
• Reduces frustration and improves service
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Enterprise Resource Planning
• Enterprise Resource Planning/ERP is a
suite of applications packaged by a
company/vendor for use by the consumer
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Mainframe
• The Mainframe is a computer
• It controls administrative data and applications that were
created by ISU developers (dating back to the
1970/1980’s)
• Navigation between software applications is
accomplished by keyboard driven technology
• Green screen displays are widely used to capture and/or
manipulate data
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Mainframe Screen
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SIS vs. AIE
• Student Information System (SIS) is a set of applications to collect and utilized student data throughout the student life cycle
• Academic Information Environment (AIE) includes the SIS and all necessary applications for the University to function as a business
• Ohio University created a video that highlights a Student Information System ERP: SIS Video*
*Note: This video is an example of an SIS ERP. The system ISU purchases may not resemble or have the same functionality as the system from Ohio University.
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Create / Review “As Is” Maps
Create / Review “To Be” Maps
Craft RFP
RFP Evaluation
BPCC develop current state process maps of each functional area
Functional areas approve final maps
“As Is” baseline used to improve process flow requirements
BPCC develop future state process maps of each functional area
Functional areas approve final maps
Extract business requirement from “To Be” maps applicable for ERP
Extract technical requirements from “To Be” maps
Normalize Requirements to ERP level of detail and wording
ERP team inserts approved requirements into RFP template.
RFP will be reviewed by vendors
Vendor bids will be reviewed
Functional teams will assist in reviewing options for their areas
Best vendor options will be identified
Prioritize Extract RFP Academic
Requirement
Functional teams will review and prioritize requirements
Identify associated academic drivers
Selection
Steering team will approve vendor selection
RFP Academic Requirements - Approach to create, review, extract, approve, evaluate and select
Add Technical Questions
/Requirements
Technical teams will review and prioritize industry standard requirements
Create technical questions for vendor response
RFP Evaluation – AIE Timeline 2013
February March April May June July
Develop Detailed Scorecards
Feb 4th – Apr 12th
Functional
Team - Drafts
Mar 12th–29th
BPCC - Review
Mar18th–Apr5th
AT - Identify Population Data
Mar 25th– Apr 26th
Scripted Scenarios
CET Review
Apr5th– Apr 26th
Scri
pte
d
Sce
nar
ios
Sco
reca
rds
Vendor
Questions
Mar 4th-22nd
ISU Responses
Mar18th–Apr5th
Vendor RFP Responses
Mar 4th– Apr 12th
Eval
uat
ion
& I
den
tifi
cati
on
Schedule
Vendor Pres.
May 3rd
Review Responses +
Identify Demo finalists
Apr 5th– Apr 26th
Release
Vendor list
May 3rd
Vendor
Presentations
May27th–Jun14th
Final Evaluation
Recommendation
Jun 14th-Jun 28th
CET Present findings
to Steering Team(July)
BOT Meeting July 26th
Teams Involved : Central Evaluation Team (CET) Functional Team Technical Team
Forecasted Events
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2013
January February March April May June July August September
RFP Review
RFP Evaluation Selected Vendor(s) Contract Negotiations
Master Data Management – Data Assessment & Migration Planning
RFP Preparation
Implementer Vendor RFP
ITSM Tool Implementation
Organization Change Readiness Assessment & Change
Management Plan Creation
Interface Specifications Gathering (EA)
TOGAF Documents
Implementation Planning ERP Team Resource Planning (External, Internal & SME)
ADIN Data Assessment ADIN Data Migration
TAPS/PR Data Assessment TAPS/PR Data Assessment
FIT Gap Analysis with
Implementer and Vendor
What is Business Intelligence?
• Business intelligence (BI) as an umbrella term, describes the people, processes, and technologies that turn data into insights that drive business decisions and actions.
Source: Wayne Eckerson,“Secrets of Analytical Leaders” © 2012
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Capabilities of BI
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What does BI look like?
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How Will We Get there?
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How Will We Get there?
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University Business Intelligence Ecosystem
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Demonstrate Potential
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Demonstrate Potential
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Demonstrate Potential
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Next Steps • Discussions with campus units
• BI Town Hall sessions (December and January)
• Analysis of the market – vendors, tools and capabilities
• Write and release an RFP (April)
• Wrap up prototypes (Summer 2013)
• Analysis & Design of BI ecosystem
• Vendor selection process
• Install and configure business intelligence tool
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LEAPForward Across Campus
• Town Hall Spring 2012
• Festival ISU
• Homecoming
• Parents Weekend
• Faculty Focus Groups
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• PDB Open House
• ACM meeting at PDB
• CTLT 2013 Teaching/
Learning Symposium
• Founders Day
Events
Initiative Web Site
• https://leapforward.illinoisstate.edu/
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Questions
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