aim with purpose: enterprise 2008 the educause enterprise & technology conference march 28-29,...
TRANSCRIPT
AIM with Purpose:
Enterprise 2008The EDUCAUSE Enterprise & Technology
ConferenceMarch 28-29, 2008
Chicago, Illinois
"Copyright Calvin Williams and Maggie Eaheart, 2008. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author."
Leveraging your ERP to Align with your Business Needs
Organizational dysfunction and the inability to adapt have impeded the successful implementation of our ERP.
The University is at a tipping point where change is necessary and inevitable.
successful
I can relate to that
0%0%
1. Yes2. No
Did you hear?…
Volume 43, Number3
May/June 2008
#1Security
#2 Administrative/ERP
Information Systems
#3Funding IT
Agree or Disagree
42%
58%
Agree Disagree
1. Agree2. Disagree
Top 10 Current Issues, 2008
“…rising student expectations and increasing recruiting competition may drive more
institutions to invest in ways of getting strategic value out of ERP data—data that is now usually
oriented toward purely transactional use.”
EDUCAUSE Review, vol. 43, no. 3 (May/June 2008): 36–61TOP-TEN IT ISSUES, 2008DEBRA H. ALLISON, PETER B. DEBLOIS, AND THE 2008 EDUCAUSE CURRENT ISSUES COMMITTEE
Your Top IT Issues 2008
6% 0% 11%
28%
0%
50%
6% 0%
Staffing Disaster Recovery
Identity Management Funding
Security ERP
Change Management Other
1. Staffing2. Disaster Recovery3. Identity Management4. Funding5. Security6. ERP7. Change Management8. Other
Which?
Flashback…How did we get here?SXU a Brief History
Chicago’s Oldest University - Founded 1846
Catholic, Founded by the Sisters of Mercy
Enrollment 2007/2008
Resident Students1998F = 3082007F = 824
Growth Since ERP “go live” = 31%
Under Graduate = 3,288 (78% FT)Graduate = 2,390
Campuses in Chicago and Orland Park
Carnegie Classifications
Doct
orat
e–gr
a...
Mas
ter's
Colle
...
Bac
cala
ureat
e...
Ass
ociat
e's
Co...
Spec
ializ
ed In
s...
55%
20%
5%5%
15%
1. Doctorate–granting institutions
2. Master's Colleges and Universities
3. Baccalaureate Colleges 4. Associate's Colleges [AA] 5. Specialized Institutions
Which ERP are you using?
35%
0%
20%
0%
0%
45%
0%
0% 1. Jenzabar2. Datatel3. Banner/SCT4. Oracle5. SAP6. PeopleSoft7. Blackbaud8. Other
Financials
HR/Payroll
Student Systems
Web Advisor = 2002
CORE
(More) Flashback…ERP a Brief History
• Go Live on Datatel’s Colleague System = 1998
Life After Go Live
• Participation levels vary among administrative and academic departments.
• Some = Adopted and Adapted
• Others = Living in a world apart
“Only the Shadow knows…”
“A figure never seen , only heard…become
invisible with his famous ability to ‘cloud men’s
minds’.”
http://www.mysterynet.com/shadow/
The Shadow Database
My institution __ shadow databases.
42%
11%
42%
5%
1. has2. does not have3. has a lot of 4. is cracking down on
Are you thinking about implementing new a new ERP
67%
33%
1. Yes
2. No
Lessons Learned
• Implementation is Continuous• Adaptation is Essential• Power is in People
The University is at a tipping point where change is necessary and inevitable.
AIM = Advancing Information Management
Business Advisory
Services 2006
Strategic Planning
Staffing Study 2006
Internal Audit…
• ERP-specific Environmental Scan• Are we fully using the tools we have?• Method = Series of mini surveys and focus
group discussions• Datatel Business Advisory Services• Result = Action Plan
– Specific Items to address
Conclusion
• Datatel Colleague is under-utilized
Strategic Plan Staffing Study…
• Institutional Environmental Scan• Are we staffed appropriately to meet the
needs of our current growth rate and future goals?
• 3rd Party – Interviews and Focus Groups• Result = “State of the University”
– Recommendations for development
Conclusion
• Technology is under-utilized• Hatch/Attach/Detach/Reattach• Support/Intervention from Cabinet-level
leadership needed.
Enter…
• Champion = CIO• Add to the Action Plan ERP + Other Technologies
Shadow Database
FOCUS
Freshman Orientation
AdmissionAdmits
Electronic Application
Data pulledfrom Colleague
Invitations Mailedto Student
Student Registered
+Manual ExcelDoc Created
Student paymentsmanually recorded
in excel spreadsheet
+Receipts submit
to StudentAccounts as
Paid
ColleagueGL
listing payments
ERP record notreflecting payment
from individual student
General Ledger
Have you implemented a study?
0%
26%
32%
16%16%
11%
1. ERP & Staffing2. ERP3. Staffing4. Not at this time5. Will soon6. No
Connecting the Dots…Transforming Data Information
• ERP is not just an electronic file cabinet
• The purpose of an ERP– Maintain Clean Information– Retain Complete Information (History & Scope)– Facilitate Business Processes
(Where policy becomes practice)– Informs Business Planning
(Where policies are formulated)
Results
• Shifts role of information gathering from IT to departments
• Departments drive planning Departments drive ERP development
• Learning to “ask the right questions”– “Know your data” to drive thoughtful analysis
• Positions IT in a Collaborative Role
Building a CORE Culture ofInformation Sharing
• IT is not an afterthought!IT = partnership
• Collaborate with Employee Services (HR)
• High performance team-building
• Leadership development
!!! !!!!!! !!! !!!
CORE Team
Leveraging Tool Sets to Manage Data
SXU’s Moment of Truth
Curriculum Architecture
Financials
HR/Payroll
Student Systems
Web Advisor = 2002
CORE
FORECASTING
Understand Current Conditions & Adjust for Future Direction
Improved forecasting– Improving Evaluation of
• Student Progress (program, class level, transfer #’s, etc.)• Shared Resources (space, parking, etc.)
Pull Data from ERP and bring it into Office tools to facilitate analysis
Understand Current Conditions & Adjust for Future Direction
Foundation for Educational Planning
Understand Current Conditions & Adjust for Future Direction
Communication
AdvancementRetention
Enrollment
Strategic Management of Information and Communication Technology: The United
States Air Force Experience with Y2K (2007) “Thus, a key perspective reinforced by this
study is that technology is socially
embedded. It exists in the context of people
and organizations. Ineffective organizations
with great technology will usually produce
ineffective results, while effective
organizations with less than state-of-the-art
technology can get by just fine.”
http://books.nap.edu/openbook.php?record_id=11999&page=111
Ineffective organizations
