Enterprise Resource Planning (ERP) / UT Administrative Systems Steering Committee Meeting

1. Enterprise Resource Planning (ERP) / UT Administrative SystemsSteering Committee Meeting Initial Planning Meeting June 6, 2006

2. ERP/UT Administrative Systems • Purpose of project • Environmental Scan • Communication Strategies • Timeline • Housekeeping

3. Purpose of Project Comparatively analyze UT Austin Administrative IT systems, environment, dependencies, & strengths with major off-the-shelf ERP software packages and recommend a 5-10 year strategy to optimally posture the university's future administrative systems.

4. Environmental Scan Analysis will primarily be of the software but will touch on Processes and Infrastructure: Processes Software Infrastructure

5. Environmental Scan • PeopleSoft and SCT Banner • UT Austin Administrative (Financial/HR) Systems (a part of which is known as *DEFINE) and SIS • Other UT Institutions

6. Environmental Scan - PeopleSoft and SCT Banner • Obtain varying perspectives on PeopleSoft and SCT Banner features, functionality, infrastructure, version updates, reporting capabilities and implementations: • Their documentation, demos, and first hand experience if possible • Implementation stories – • Implementation + 2-4 years • Implementation + <= 1 year • Started implementation but rejected • Did comparison but decided against

7. Environmental Scan - PeopleSoft and SCT Banner • Obtain perspectives from other large, research institutions; our peers. • Delve into such issues relating to implementation including how much they had to change their business processes to accommodate the software, training, ERP customization required, integration of the various modules, personnel resource issues post-implementation etc..

8. Environmental Scan - UT Austin Administrative Systems • “UT Austin Administrative Systems” • The Departmental Financial Information Network (*DEFINE) – An enterprise-wide application for the Financial and HR functions at UT Austin and numerous other UT institutions. The *DEFINE “system” is made up of a common interface using a set of agreed upon standards focused on ease-of-use and consistency. • See “UT Austin Administrative Systems in Detail” handout for an initial list of Administrative functionality

9. Environmental Scan - UT Austin Administrative Systems • What makes up UT Austin Administrative Systems? • Everything in *DEFINE • Other UT Austin Administrative Systems that may not use *DEFINE as their interface but still qualify as UT Administrative Systems. • Any software application that is commonly found in an ERP, even if it does not meet the above criteria (could be off-the-shelf software).

10. Environmental Scan - UT Austin Administrative Systems • Decisions about what is “in scope” and what is “out of scope” will be ongoing and subject to change in the early stages of the project • In order to perform a meaningful comparison of UT Austin Administrative Systems to off-the-shelf ERP systems, “in scope” and “out of scope” decisions need to be fluid as more is learned about the off-the-shelf ERP’s. • Reference “UT Austin Administrative Systems in Detail” handout for an initial list of Administrative functionality; SIS functionality list is in development

11. Budget HR / Appointments Payroll General Accounting Departmental Accounting Purchasing Asset Inventory Pre and Post Research Award Processing Data Warehousing Facilities Management Ad hoc reporting (e.g. audits) Business Intelligence Software Student Accounts Receivable Faculty Administration Class Scheduling Tuition and Fee Billing Degree Audit Student Registration Admissions Transcript Processing Legislative Reporting B2B Coordinating Board Reporting including: - Day 12 Course Info System - Faculty Workload System - Facilities Usage System Environmental Scan - UT Austin Administrative Systems Examples of included UT Austin Admin. Systems: *** See handout for additional details

12. Development – Endowments, Gift Processing, Alumni Records Auxiliaries Parking and Transportation Environmental Scan -- UT Austin Administrative Systems Examples of areas that *may* be included in “UT Administrative Systems” definition:

13. College Administration Athletics Continuing Education Assessment and Evaluation Instructional Technology General Libraries Environmental Scan - UT Austin Administrative Systems Examples of areas that may be touched on briefly in analysis but will not be analyzed in detail:

14. Environmental Scan - Other UT Institutions • Determine current ERP usage at other UT Institutions. • Determine if they plan to change. • If they use UT Austin Administrative Systems, ascertain their attitude and opinions about UT Austin Systems they use. • If they use PeopleSoft or SCT Banner or are considering using PeopleSoft or SCT Banner, partner with them to gather information for inclusion in final report.

15. Communication Strategy • UT System • Let leadership know our plans to pursue this project. • Ask UT System how they would like to be kept informed and how often they would like updates.

16. Communication Strategy • Other UT Institutions • After initial contact, keep them updated via periodic emails and phone calls. • Inform them about project website. • Use Emails where possible to keep various user groups and leadership groups informed of progress.

17. Communication Strategy • UT Austin Leadership • When web site is available, send brief email telling them about project and pointing them to web site for more info • In introductory email, offer to be available to give updates anytime

18. Communication Strategy • UT Austin Directors • Make contact with them within the next week or two to talk about project and request which of their staff they would like me to contact to gather information on existing functionality in their area. • Keep them updated with frequent emails. • Inform them about project website.

19. Communication Strategy • UT Austin IT Leaders • Meet with them to let them know about project plan and how they can help • Request their assistance in developing a detailed functionality list for their area • Let them know about website

20. Timeline • June’s Focus and Deliverables • Develop plan for the overall project • Begin PeopleSoft and SCT Banner comparison work • Define UT Austin Administrative Systems (what is the scope of this project). • Draft initial UT Austin Administrative functionality lists. • Make contact with UT System, other UT Institutions, and UT Austin Affected Departments and leadership • Create Project Website

21. Timeline • July’s Focus and Deliverables • Refine and finalize UT Austin Administrative Systems functionality lists. • Continue PeopleSoft and SCT Banner investigation.

22. Timeline • August’s Focus and Deliverables • Finalize PeopleSoft and other ERP research • Put costs to UT Administrative Systems

23. Timeline • September’s Focus and Deliverables • Begin in-depth comparison of UT Austin Administrative Systems to PeopleSoft and SCT Banner. • Start initial prep work on 5-10 year Strategic Plan based on work done in past 3 months.

24. Timeline • October’s Focus and Deliverables • Finalize comparison of UT Austin Administrative Systems and PeopleSoft/SCT Banner. • Write initial comparison report . • Continue work on Strategic Plan; involve people all over campus.

25. Timeline • November’s Focus and Deliverables • Final UT Austin Administrative Systems and PeopleSoft/SCT Banner comparison report complete by November 21st. • Continue work on 5 – 10 year strategic plan. • Create draft of 5 – 10 year strategic plan

26. Timeline • December’s Focus and Deliverables • Second Draft IT Strategic Plan complete by December 1st