OPEN – GB – INFO 4-1June 13-14, 2013

OPEN – GB – INFO 4-1June 13-14, 2013

Information Technology UpdateGary K. Allen

UM Vice President – Information Technology

MU Chief Information Officer

June 14, 2013

University of Missouri System

OPEN – GB – INFO 4-3June 13-14, 2013

What is UM – IT?

The Information Technology functions of UM, MU, UMKC, UMSL and S&T acting as one geographically dispersed function, while retaining their individual missions

CIOsUM/MU – Gary AllenMUHC – Tiger Institute – Bryan Bliven (interim)Missouri S&T – Greg SmithUMKC – Mary Lou Hines FrittsUMSL – Larry Frederick

3

OPEN – GB – INFO 4-4June 13-14, 2013

What do we do?

Telecom

Network Services

Customer Services

UsersStudents, Faculty,

Staff, Public

Information Security

Applications

Systems and Operations

Research Support

Patient Care

Teaching and Learning

LibrarySupportServices

5b

OPEN – GB – INFO 4-5June 13-14, 2013

Selected UM-wide IT Collaborations

Information security policies and proceduresInformation Technology and Telecom PurchasingDigital Asset Management System for online

learningCommon ticketing system for all help desksData Center Consolidation

5e

OPEN – GB – INFO 4-6June 13-14, 2013

Phase I – Shared Services Initiative, 2010

Benchmark focused on ability to use shared services to gain efficiencies, effectiveness

Processes operating at lean per unit cost, some offer opportunities for more efficiency

Some processes were costly:Policy and other expectations cause large number of

transactions or complicated transactionsRetention of manual processing when not required by

policies/technology IT capabilities not fully utilized

OPEN – GB – INFO 4-7June 13-14, 2013

Operational Excellence Initiative (OEI)

Adopted guiding principles around which projects will be undertaken and evaluated for success

Created Strategic Project Management Office (SPMO) to formalize project management

Created prioritization process inclusive of all relevant functional areas

Develop TQM/CQI Change Management framework in context of shared services characteristics (define, assess, change, evaluate)

OPEN – GB – INFO 4-8June 13-14, 2013

OEI FY13 Goals

Order to Pay Go-live Spring of 2013 Automated, simplified invoice and payment processingCapture early payment discounts from suppliersEstimated savings of >$9.4M/5 yrsVendor enablement is in progress

OPEN – GB – INFO 4-9June 13-14, 2013

OEI FY13 Goals

Electronic Personnel Action Form (ePAF)Early priority initiative – per benchmark, potential

$M’s/yr in cost savingsPhase I – July 2013 for entire new hire process

(estimate 50% effort reduction)Phase II – automate job changes, status changes, and

additional pay processes

OPEN – GB – INFO 4-10June 13-14, 2013

OEI FY13 Goals

COMPASS (Commitment, Planning, and Support Systems) Management reporting to speed data entry and accessExpedite planning and analysis, e.g., tracking spend against

projectionsBridge data from Finance, Budget and HR systemsPer benchmark, should save several $M/yrMultiple subprojects

Hyperion Budget and Planning Financials (FIN) - Live July of 2012 Human Capital Planning (HCP) – Pilot group live Spring of 2013 (remainder in

FY2014) Long-Range Planning (LRP) – Live Spring of 2013

Data Warehouse (DW)

Will benefit from our Global Grading System

OPEN – GB – INFO 4-11June 13-14, 2013

OEI Project Prioritization – Spring 2013

Preliminary Ranking &

Impact

Project Definition &

Proposal

Functional Teams, DoIT and CIO InputBased on strategic and tactical priorities, functional input, needs and resource requirements, as well as

technical and performance requirements, constraints and needs F

inal Ra

nkings

Stage 1: “Must Haves”

Continue or Start and Fund

Stage 2: “Hold”Pending funding,

predecessor project and / or resource conflict

resolution

Stage 3: “Nice to Haves”

Reconsider next year

Project Executives

Prioritization

OEI Review &

Approval of Priorities

DoIT Budget &

Plan

F&A HR

DoIT OtherCampus

CIO’s

Student

OPEN – GB – INFO 4-12June 13-14, 2013

OEI Goals – FY14

Personally Identifiable Information (PII) RemediationRearchitect SSN Vault and related systems that protect PII so as

to simplify maintenance and use

PaymentNet 4 UpgradeUpgrade p–card and travel card applications and policies, and

provide better transaction reporting

OPEN – GB – INFO 4-13June 13-14, 2013

OEI Goals – FY14

Faculty Accomplishments System (FAS)Store faculty education, experience, research, awards,

and productivity for use in reporting, completing grant applications, etc.

Simplify and unify existing multiplicity of systems, improve efficiency for faculty in maintaining their data, enhance ability to apply for grants, improve faculty satisfaction

OPEN – GB – INFO 4-14June 13-14, 2013

OEI Goals – FY14

Comprehensive Retention Initiative (CRI)Coordinate UM-wide program to improve retention

and graduation rates (2 of the 5 State performance measures)

Create a new shared services model to more efficiently support student success on UM campuses

Have completed initial inventory of existing relevant systems and applications

OPEN – GB – INFO 4-15June 13-14, 2013

OEI Goals – FY14

Enterprise Resource Planning (ERP)Use full capability of existing systemIncrease efficiency

Architectural simplificationData management

Enhance functionality to end usersMobile accessDashboards and work centerSystem responsivenessReporting