Project AURORA

Town Hall

August 2017

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Project AURORA

1. What is AURORA Refresher

2. Guiding Principles Refresher

3. Project Status

4. Vendor Announcement

5. Scope Update

6. Timeline Update

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AURORA RefresherWhat?• Replace VIU’s core legacy support systems:

– Finance– Human Resources/Payroll– Student Records and Registration

• Business process review of related functions

Why?• Significant risk associated with sustainability of our current

systems• Limits advancement of Academic Plan – limited platform for

innovation and data-driven decisions

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AURORA Guiding Principles

• Promote a culture of collaboration• Acknowledge AURORA is an Institutional Project facilitated

by IT• Configuration trumps customization• Not a workforce rationalization strategy• No individual will be left behind• Manage the project professionally• Lead the people side of change with compassion and

patience

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SponsorshipExecutive Sponsor Ralph Nilson

Co-Sponsors Dave Witty and Shelley Legin

Sponsorship Coalition Members of President’s Council

Project AURORA Advisory Committee

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Advisory CommitteeMarianne Roden Instructional Representative

Shannon McKenzie Staff Representative

Vacant Student Representative

Alanna Williams Faculty Representative

Warren Weir Cowichan Campus Academic Administrator

Don Noakes Dean of Science & Technology

Glynis Steen Dean, Trades & Applied Technology

Graham Pike Dean, International Education

William Litchfield Director, Advancement and Alumni Relations

Carrie Chassels Executive Director, Student Affairs

Wendy Young Director, Finance

Brenda McKay Director, Human Resources

Fred Jacklin Registrar

David Rees Director, University Planning and Analysis

Andrew Speed Director, Enterprise Systems

Aubrey Robertson Project Coordinator

Elfie Smith Chief Transformation Manager

David Witty Provost and Vice-President Academic

Shelley Legin Chief Financial Officer and VP Administration

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Project TeamMembership will evolve during each project phase

Elfie Smith Chief Transformation Manager

Aubrey Robertson Project Coordinator

Andrew Speed Director, Enterprise Systems

Karen Blackman International Education

Tracy Zandee Payroll Manager

Kathryn Snow Manager, Planning and Analysis

Fred Jacklin Registrar

Diane Rembold AURORA Human Resources Functional Lead

Joanne Brocklebank AURORA Finance Functional Lead

Lorrie Baildham Manager, Enterprise Systems

Tanya Reiber Coordinator, Trades & Applied Technology Enrolment Services & Operations

Kate Jennings Director, International Student Services

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Project Status

• Business Process Mapping (in progress)

• Data Dictionary (in progress)

• Exploring Change workshops (complete)

• Project team resourcing (in progress)

• Benefits Realization (in planning)

• Implementation support services obtained (complete)

• Vendor selection (complete)…

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Vendor Announcement

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Unit4

Modules:

• Business World On! (Finance, HR, Payroll)

• Student Management

In the Cloud (SaaS = Software as a Service)

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Unit4• International company based in the Netherlands with

offices in Victoria and Vancouver.

• Over 4,200 employees globally.

• Finance, Human Resources, and Payroll modules used across Canada, including in both public and private sector.

• Established, mature vendor, with existing higher education clients around the world.

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Unit4 Higher Education Clients

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Unit4

Why is this the best choice for VIU?

• Student-centric design

• Built for the Cloud

• Best met VIU’s requirements

• Flexibility

• User interface

• Communication functionality

• Workflow tools

• Competitively priced

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What is the Cloud?

• Uses remote servers hosted on the Internet to store, manage, and process data

• We are not buying software, but instead paying a yearly subscription fee to use the software

• VIU data will be stored in Canada

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Project Scope(current, subject to changes as required)

• In addition to the core systems in Finance, HR, and Student…

• Degree Audit system will be replaced

• CRM system will be replaced

• CESB will be replaced

• SAWS will be replaced:

– Some functionality within Unit4 system. No decision about a separate course scheduling system at this time.

• Many integrations required for other systems currently used at VIU

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Scope Exclusions(current, subject to changes as required)

• D2L

• Bookstore system

• Point of Sales systems

• Library systems

• Health Clinic system

• Facilities Management system

• Alumni & Advancement (continue using Raiser’s Edge and Fledger at this time)

• Residence Management system (continue using StarRez at this time)

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Note that it is still preliminary and subject to change.

Timeline Update

5/1/2017 12/31/20197/1/2017 10/1/2017 1/1/2018 4/1/2018 7/1/2018 10/1/2018 1/1/2019 4/1/2019 7/1/2019 10/1/2019

Preparation

Finance System Implementation

HR & Payroll System Implementation

Student System Implementation*

9/1/2017

Start Finance, HR, Payroll Implementation

1/1/2019

HR & Payroll Go Live

1/3/2018

Start Student Implementation

10/1/2018

Finance Go Live

10/1/2019

Student Go Live

*Includes Reporting and the Ministry Data Warehouse Re-write

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What Can We Expect Next?

• Planning and Preparation

• System Configuration

• Data Conversion

• Testing

• Training

• Ongoing Communication

Project AURORA

Questions & Discussion

viu.ca/project-aurora