Future Forward: Brandon ERP Modernization

1. Future Forward: Brandon ERP Modernization Needs Assessment Final Presentation– March 26, 2019

2. Agenda • Summary • Gap Analysis By Function • What Does It Mean • Next Steps

3. Assessment Team Interview Team • Julie Falconer, Senior Optimization Executive and Program Manager • Dr. Joy Hatch, Senior IT Executive • Linda Champion, Senior Optimization Executive • Rick Olson, Senior Optimization Executive Observation Team • Scott Doxey, Executive Team Lead • Jon Hazelgren, VP Client Development • Allison Leonard, VP Client Development

4. Summary • Assessment feeds the PRR, PRR feeds the RFP • Focused on 10 areas of PRRs, all areas in report • Grouped by solution • Workflow and automation • Integration • Risk mitigation • Process changes • New functionality

5. Human Resources • Positives • Avanti – easy to access info and create reports • Avanti applicant tracking (retain this functionality) • Employee self-service easy to use • Employee degree information up to date • Challenges Workflow and Automation Improvements • Manual • Promotion process, performance evaluation process, special situation payroll processing, monthly budget reconciliation, onboarding and offboarding, approvals tracking for job evaluation, tracking assignment end dates, tracking increment dates • Paper-based • Promotion process, budget management

6. Human Resources Integration Improvements • With Finance – approvals and corrections, salary budgeting, changes to direct deposit • With student system – term end dates, workshop registrations Risk Mitigation and Control Improvements • Performance evaluations edited after the fact • Server with archived annual data failing more frequently • Tracking equity data for Sessionals and NOC code tied to position • EmpCenter many versions behind (replace functionality in new system) Process Improvements • Employee pay periods (current and arrears) • Notification of contract extensions New Functionality • Ability to export primary and subsequent assignments to EmpCenter • Ability to track learning and development activities • Ability to capture and report on employee equity data • Ability to track gender

7. Financial and Registration Services • Positives • Good teamwork and communication • Know our students • Can make it work during service outages • Detail-oriented staff • General Ledger coding system • Challenges Workflow and Automation Improvements • Manual • Finding and viewing invoices and purchases, budget analysis, salary budgeting, budget creation, benefits costing, tuition waivers, payment plans, collections, AP – all of it, reciprocity, sponsored billing • Paper-based • Copies of invoices, procurement signatures

8. Financial and Registration Services Integration Improvements • With Payroll – promotions, new hires, salary changes • With HR – position budgeting validation • With HR/Payroll– research reporting, posting benefits Risk Mitigation and Control Improvements • Service outages during high demand • Can’t restrict purchases prior to purchase • Duplicate payments • Substitute approval authority • Unauthorized payroll transactions • Accuracy of student loan information • Accuracy of tuition tax receipts • Accuracy of tuition rate based on student type (student code) • Back-dating to accommodate registration rules

9. Financial and Registration Services Process Improvements • Preferred supplier purchasing • Aligning budget with financial expenditures • Fee assessment, especially during add/drops • Project accounting • Allocate by budget line item versus bottom line New Functionality • Electronic viewing of invoice payment status • Ability to see same view as student • Personalized communication and automated notifications to students • Historical view of general ledger • Multi-year budget management (research projects)

10. Financial and Registration Services New Functionality • Holds and hold communication/information • Transaction number tracing • Ability to manage drop/refund dates by course for non-traditional course dates • Easy to understand student financial statements • Electronic purchase requisition/purchase order and approvals • Integration with receiving to track receipt of ordered goods • Manage non-traditional dates and multiple registration rules • Online budget access for budget managers/research • Access to financial data for other departments to use in reporting

11. Advancement and External Relations • Positives • Raiser’s Edge email communication tool • Interactions with Financial Services, Scholarship, Senate Office and Marketing • Challenges Workflow and Automation Improvements • Manual • Requests for scholarship recipients, requests for deceased employees, verification of alumni from 1950s-1960s, student records on hard cards in storage • Integration Improvements • New ERP with Raiser’s Edge (especially addresses and personnel changes)

12. Advancement and External Relations New Functionality • Access to budget and scholarship fund data (role-based security) • Access to employee data (role-based security) • Improved ease for donations and event payments • Ability to identify legacy students, former scholarship recipients • Ability to track student affiliations (clubs, athletics) • Ability to track in-kind donations and their location • Event management registration and attendance tracking

13. Recruitment and Retention • Positives • Communications with other departments • Online chat ability for international students • Post-acceptance checklist • Challenges Workflow and Automation Improvements • Manual • Merge spreadsheet to personalize communications, event registration and attendance, waitlist status/enrollment posting, student accessibility information • Paper-based • Degree audit, transfer credits • Student communications managed with spreadsheets

14. Recruitment and Retention Integration Improvements • International prospects have multiple entry points • Residence Hall with Financial Services and student system Risk Mitigation and Control Improvements • Class and program pre-requisite checking for registration • Manual, labor intensive process to communicate with students means some communications just don’t happen Process Improvements • Withdrawal workflow to gather feedback

15. Recruitment and Retention New Functionality • Ability to view student contact notes (role-based) • Ability to view financial data (role-based) • Real time processing of registration and student account • Multiple supported communication methods • Artificial Intelligence question and answer chat tool • Automated notifications for class or room changes • Robust degree audit/student planning • Co-curricular transcript

16. Faculty and Staff, Teaching and Learning, Research • Positives • There is an online registration function • Students are adaptable • Campus culture and commitment to improvement • Cooperation and collaboration in problem solving • Course development assistance available through University of Manitoba • Province will pay for online development • Challenges Workflow and Automation Improvements • Manual • Verification of grant paying payroll, learning space inventory • Paper-based • Signatures for approvals, online forms are printed and signed

17. Faculty and Staff, Teaching and Learning, Research Integration Improvements • ERP and Moodle • Academic calendar and degree planning • Raiser’s Edge and ERP • ROMEO and Finance Risk Mitigation and Control Improvements • Student workers exceeding work hours (especially with multiple jobs) Process Improvements • Classroom technology replacement rotation • Course scheduling to eliminate conflicts between departments

18. Faculty and Staff, Teaching and Learning, Research • New Functionality • Ability to track learning and development activities • Ability to capture and report on employee equity data • Ability to track gender • Ability to view student violations as part of student record • Robust degree audit/student planning • Ability for students to see course offering cycle • Flexible pre-requisite checking • Ability to work with non-traditional dates • Ability to register for future dates during a prior open session • Ability to manage non-traditional students • Online appointment booking • Remote access without VPN • Ability to hold multiple roles in system • Ability to synchronize data and feed changes from system of record • Project accounting • Access to view financial information (role-based)

19. Academic Skills, Career Planning, Counselling and Advising • Positives • Availability to students to get personal help • Everyone cares about the students • Co-location makes it easier to get work done • Email reply for international student applications • Advisors train students on student system use • Challenges Workflow and Automation Improvements • Manual • Count of sessions to determine services provided, Writing Centre workshop attendance • Paper-based • Intake process (repeating same information frustrates students), sign in sheets for attendance and completion certificates, approval for registration overrides Risk Mitigation and Control Improvements • Process knowledge stored in staff’s mind, difficult for new employees to learn

20. Academic Skills, Career Planning, Counselling and Advising New Functionality • Ability to see student contact notes • Online appointment booking with reminders • Ability to track use of services and workshop attendance • Registration for workshops • Degree audit and student planning • Ability to notify student of class time conflicts during registration • Communications management tracks, personalized communication, tracking communication with student • Intuitive online registration • Ability to view live enrollment data • Ability to track self-identified students (for printing) • System training support

21. Financial Assistance • Positives • Financial Services and Registration staff person helps students with loan process • Challenges Workflow and Automation Improvements • Manual • Students self-select the scholarships to which they apply, scholarship calculations of high school data, entry of annual changes to individual scholarships • Integration Improvements • With Finance for invoicing external award providers

22. Financial Assistance Process Improvements • Admissions and Scholarships use different criteria in calculation • Timing of billing and October bursaries • Student search of awards for which they are eligible New Functionality • Increase character limit for Endowment naming on general ledger • Automated selection for awards • Electronic document management for award application • Ability to report on Endowment performance • Ability to reallocate unused awards

23. Residence Life • Positives • Housing directory • Application roommate matching • Integration with meal plan sign up • Challenges Workflow and Automation Improvements • Manual • Room assignments, room changes (three locations), meal plan charges, communication on assignments/charges due/check-in/meal plan usage • Paper-based • Floor plan for room assignments Integration Improvements • With Finance and student system New Functionality • Roommate matching • Student housing/meal plan information available in student portal

24. Registrar’s Office • Positives • Pre-requisite checking improvements • Public transfer database • Status of graduation application available in portal (with deficiency information) • Strategic enrollment discussions started • Challenges Workflow and Automation Improvements • Manual • Compiling data for strategic enrollment, tracking missing admissions requirements, communication followups for student applications, historical course number maintenance in binder, Admissions and Registration data dumps for Excel dashboards, removal from course for failed pre-requisites, removal from courses and housing for students that defer, distributed program admissions

25. Registrar’s Office Integration Improvements • Input of course calendar change requests (repeat data entry five times for five uses) Risk Mitigation and Control Improvements • System crashes at start of term • Repeating course numbers after five years • Internet issues would impact a cloud deployment • Destruction of student records after (3 to 5 years of) separation Process Improvements • Drop for non-payment with identified funding source • Graduate candidate review, selection and admission New Functionality • Online view of application status for students • Electronic import of high school grades and college/university transcripts • Dynamic application for non-traditional students, including information for PLAR • PLAR transfer database • Ability for students to confirm intention to enroll

26. Ancillary Learning Programs • Positives • MiniU operations are flexible • Ability to receive credit card payments • Challenges Workflow and Automation Improvements • Manual • MiniU - grant reporting, required monthly reports, allocation to proper funds of payments received • Conservatory – assessing tuition rate to student/course, instructor scheduling • Paper • Conservatory – private lesson/course agreements, payments, additional course forms are walked to Business Office

27. Ancillary Learning Programs Risk Mitigation and Control Improvements • Conservatory and EAP – credit card payments are taken on paper and walked to office for processing Process Improvements • Access for EAP students to Library, HLC, printing • Conservatory – prepayment of instructors New Functionality • Online registration • Non-traditional student records part of the system • Self-service reporting • Electronic application for hiring staff • Electronic timesheet and approval • Mobile expense submission and reimbursement for intructors • Ability to view Financial and HR data (role-based)

28. Ancillary Learning Programs New Functionality • Ability for parents to register student and create a student record • Ability to collect student data during registration • Communication management • User defined fields • Ability to export reports in multiple formats • Dashboards • Role-based security • Automatically enforced registration capacity and waitlists • Ability to receive credit card payments • Batch/group registrations

29. Student Forum • Positives • Email • Ability to take courses outside of program • Weekly dining hall message • Bus pass • Challenges Workflow and Automation Improvements • Manual • Notification of campus events • Sorting through University emails • Paper • waivers

30. Student Forum Integration Improvements • Parking pass application and payment • Courses and activities that require payment separate from student bill • Degree audit and registration Process Improvements • change fee names to represent fee (don’t call it course materials fee if there are no course materials) • Timely and targeted communication • Course overload messages and registration restrictions delay registration • International student mentor program • Capture concerns and act early for troubled students

31. Student Forum New Functionality • Ability to communicate through many modes • Show course options in registration system • Calendar display of schedule • Simplify international student application • User friendly billing statement • Ability to search for individual classes • Ability to view course capacity before submitting • Mid-term grades • Degree audit and student planning, including “what if” scenarios for major changes • Ability to view application requirements and status in a checklist • Easy to use course transfer database

32. Information Technology, Institutional Data Analysis • Positives • ERP is hosted, no hardware to support • Lots of teamwork and cooperation • Using a ticket system • Care about students • Cleaning up legacy code • System documentation is available • “buck-stops-here” service philosophy • Working on data field definition, data dictionary

33. Information Technology, Institutional Data Analysis • Challenges Workflow and Automation Improvements • Manual • Free/open text fields create reporting challenges • Budget • Class scheduling • Course lookup • Realtime reporting requires working with the data owner • Reporting on non-traditional students Integration Improvements • Processes are developed in siloes Risk Mitigation and Control Improvements • Reusing numbers for courses, students, vendors • OpenVMS and COBOL expertise retiring • Hardware compliance and end-of-life issues • Extended periods of downtime • Time and Attendance going off maintenance • Notification of employee separation, accounts disabled • Common understanding of data

34. Information Technology, Institutional Data Analysis Process Improvements • Data refresh timeline • Data dictionary, data governance • IT governance • IT responsible for creating and making changes to all custom reports • Inactive account purging, lifecycle management of accounts • Staff support model for new system New Functionality • Ability to view Finance and HR data (role-based) • Intuitive online registration, optimized for mobile access • Self-service reporting • Ability to pull more information from student applications • Ability to track workshop attendance • Unified system for traditional and non-traditional students

35. What does it mean? • Workflow and automation (manual and paper processes) • Solution is electronic functionality in new system • Integrations • Functional requirements to seamlessly move information between systems • Profile of future state system: • Workflow (approvals and appeals) • Integrated modules • Communication management • Document imaging • CRM • Reporting • Room scheduling

36. Start Now “At least when we had microfiche we could look it up!” • Transition management • Think and talk about the future • Viewing demos • Policy reviews • Data governance and data dictionary • Record archiving and record retention • Identify shadow systems • Identify reporting needs • Build new chart of accounts

37. Next Steps • Send your feedback by the end of this week • Any corrections, any priority items we missed • jfalconer@campusworksinc.com or Susan • Incorporate feedback, deliver final report • PRR workshops – Financial Assistance, Residence Life • Begin drafting requirements for RFP • Start thinking about policy changes and implementation decisions