janet linkous – what's next after an erp implementation?

Janet Linkous – What’s Next After an ERP Implementation?

What’s Next After anERP Implementation?

Janet Linkous

Virginia Tech

CUMREC 2001

Janet Linkous – What’s Next After an ERP Implementation?

What is an ERP?

Janet Linkous – What’s Next After an ERP Implementation?

Enterprise Resource Planning

Packaged business software that lets a company:

–Automate and integrate the majority of its business processes–Share common data and practices across the enterprise–Produce and access information in real-time environmentComputerworld, March 01, 1999

Janet Linkous – What’s Next After an ERP Implementation?

By 2001, more than 10,000 new ERP installations will

have gone live

Dean Davison, Program Director

Meta Group, Inc.

(a leading IT Advisory Services firm)

Janet Linkous – What’s Next After an ERP Implementation?

Typically, ERP solutions are selected based on the

following:• Minimal functional requirements

are met

• Necessary functionality exists but might be done differently

• Once deployed, committed to it for years

Janet Linkous – What’s Next After an ERP Implementation?

Long-term commitment

How do you use your resources after the implementation is

complete?

Can you reduce your IT staff?

Janet Linkous – What’s Next After an ERP Implementation?

Project Background

• 25,000 Students• 165,000 Living Alumni• Research and Land-Grant University• Strong background in IT

– Customized In-house developed Administrative systems

• Data stored electronically back to 1976• Large, talented IT staff

Janet Linkous – What’s Next After an ERP Implementation?

SCT Banner Implementation Schedule

• Human Resources – December 1996

• Finance – July 1998

• Alumni Development – October 1998• Admissions – August 1998

• Financial Aid – November 1999

• General Student – November 1999

• Registration – May 2000

Janet Linkous – What’s Next After an ERP Implementation?

Web Interface Products

• Web for Employee

• Web for Faculty

• Web for Student• Web for Applicants

• Web for Alumni – not implemented yet

Janet Linkous – What’s Next After an ERP Implementation?

IT Staff – Old Model

Maintenance and development of administrative systems

Janet Linkous – What’s Next After an ERP Implementation?

IT Staff – Old Model

• Systems Development – 20

• Finance – 17

• Human Resources – 3• Alumni Development – 2

• Student - 14

Janet Linkous – What’s Next After an ERP Implementation?

IT Staff

During implementation phase, teams were larger then people moved onto other implementations

Janet Linkous – What’s Next After an ERP Implementation?

Team Structures

T r a i n e r / d o c u m e n t a t i o n S p e c A d m i n S t a f f

A n a l y s t s P r o g r a m m e r s N e t w o r k S u p p o r t

T e c h n i c a l L e a d e r

P r o j e c t L e a d e r o r I T M a n a g e r

Janet Linkous – What’s Next After an ERP Implementation?

IT Staff – New Model

Maintenance and enhancement of administrative systems

Janet Linkous – What’s Next After an ERP Implementation?

IT Staff – New Model

• Human Resources – 6

• Alumni Development – 10

• Student – 17• General System – 6

• Finance - 14

Janet Linkous – What’s Next After an ERP Implementation?

More Staff?

• Yes and no

• Alumni Development had largest growth– Increased functionality– Increased complexity– Fundraising has grown from ~$20 million to

~$50 million annually

- Goal of ~$100 million by 2004

Janet Linkous – What’s Next After an ERP Implementation?

Tasks of IT Staff

• Modify vendor software• Apply patches and fixes • Develop new modules• Develop reports and processes• Upgrade hardware and provide desktop

support• Upgrade operating systems• Implement new releases from vendor• Clean up bad data

Janet Linkous – What’s Next After an ERP Implementation?

Modify Vendor Software

• Work to get baseline updated

• Have to keep re-applying mods with each new release

• “Cloned” forms and clip-ons used as an alternative to modifications

Janet Linkous – What’s Next After an ERP Implementation?

Apply Patches and Fixes

• Vendor distributes patches and fixes for bugs in software

• Apply to our version of form or report• Technical staff and users test in

develop instance

• Production updated

Janet Linkous – What’s Next After an ERP Implementation?

Develop New Modules

• May partner with vendor– Develop specifications– Modifications Center creates module

– Users and developers test– Users approve– Goes into production

Janet Linkous – What’s Next After an ERP Implementation?

Develop New Modules

• Develop ourselves– Develop specifications – Create tables, forms, processes and

reports– Developers and users test– Users approve

– Goes into production

Janet Linkous – What’s Next After an ERP Implementation?

Develop Reports and Processes

• Against the production system– Update programs and batch loads– Real-time reports

• Using warehouse data– For time dimension reporting– For easier ad-hoc reporting

– Refreshed nightly

Janet Linkous – What’s Next After an ERP Implementation?

Upgrade Hardware

• DEC unix machines to E10000 Sun Unix machine

• Servers and domains• Printers

Janet Linkous – What’s Next After an ERP Implementation?

Provide Desktop Support

• Client machines

• Migrate to Windows 2000

• Improve desktop security• Expand options for on-line user backup

and support

Janet Linkous – What’s Next After an ERP Implementation?

Operating System Upgrades

Oracle RDMS– Version 8.1.6 going to 8.1.7– Forms 4.5 going to Forms 6.0

– Requires us to test everything including peripheral software

Janet Linkous – What’s Next After an ERP Implementation?

Implement New Releases from Vendor

• Coordination and planning for full-suite upgrades

• Point releases for individual modules(e.g., HR and Fin Aid compliance releases)

• Review Release and Upgrade Guides

• Table Changes

• New or enhanced functionality

Janet Linkous – What’s Next After an ERP Implementation?

Implement New Releases from Vendor

• New data – incorporate into existing processes and reports

• Test plan – coordinate user testing• Train users

Janet Linkous – What’s Next After an ERP Implementation?

Clean Up Bad Data

• Conversion data

• Duplicates

• Data created by forms missing edits

Janet Linkous – What’s Next After an ERP Implementation?

Training

• Most teams have a dedicated trainer and documentation specialist

• Create procedures based on policies• Train all users before granted access to

systems

• Bi-monthly “boot camps”

• One-on-one training

Janet Linkous – What’s Next After an ERP Implementation?

Training

• Update training

• Report training

• Detailed documentation, help guides and quick reference guides

Janet Linkous – What’s Next After an ERP Implementation?

Vendor Relationships

• Participate in focus groups

• Host site visits

• Attend vendor conferences• Host regional conferences

• Beta test new releases

• Partner with vendor

• Form alliances with other users

Janet Linkous – What’s Next After an ERP Implementation?

Consultants

• On-site director for consultants

• Several on each team during conversion and for 1st year of production

• Phasing out consulting staff

Janet Linkous – What’s Next After an ERP Implementation?

Survey Results

• 3 responses– 1 SCT Banner Student, Human Resources,

Alumni/Development, Finance – 2 Peoplesoft Financials (Accounts Payable,

Purchasing, General Ledger and Budget)

Janet Linkous – What’s Next After an ERP Implementation?

Survey Results

• Implementation times ranged from 18 months to 4 years

• Reduce staffing? 2-no, 1-yes – How? Functional staff returned to jobs and

use the system, technical staff reduced by 2-3 people

Janet Linkous – What’s Next After an ERP Implementation?

Survey Results

• How are they using their IT staff?– Upgrades to hardware and operating

systems– New releases of vendor software– Corrections to vendor software– Developing new modules

– Developing new reports

Janet Linkous – What’s Next After an ERP Implementation?

Survey Results

Only one respondent is modifying the vendor software.

Janet Linkous – What’s Next After an ERP Implementation?

Survey Results

• Terrie Rowe, Oakland University

• Becky King, Baylor University

• Nadine Stern, The College of New Jersey

Janet Linkous – What’s Next After an ERP Implementation?

References

Enterprise Resource Planning: A New Approach for University IT ServicesRichard A. Mendola & Richard L. King

University of Illinois

Fast Facts: Enterprise Resource PlanningComputerworld, March 01, 1999

Janet Linkous – What’s Next After an ERP Implementation?

Questions and Comments