ubc it integrated reporting governance committee

UBC IT

Integrated Reporting Governance Committee

March 6th, 2012

Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Finance & Student Core Student Finance & ISI Considerations

Budget Update: (Dave Truong, 10 min)

Core Financials Project Charter (Andrea Milne, 30 min)

Next Steps and Wrap Up (Dave Truong, 5 min)

Agenda

Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Core Finance & Student Data Student Revenue & ISI Analytics Considerations



Next Steps and Wrap Up (Dave, 5 min)

Agenda

FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16Phase 1

(Initiation)Phase 2

(Discovery)Phase 3

(Foundation)Phase 4

(Transformation)• Conduct RFP to

choose BI vendor

• Secure approval & initial funding from program sponsors

• Mobilize program team

• Establish program governance

• Establish solution blueprint

• Prototype solution

• Confirm Release 1 Detailed Scope

• Implement enterprise data warehouse foundation

• Initial integration of core Student & Financial base data

• Student Revenue Analytics

Release 1:• Finance (FMS)• Student Bio (SIS)• Student Records

& Reg. (SIS)• Student

Revenue (SIS)

• Continue integration of remaining core Student & Financial data

• Campus Solution Student Analytics

Release 2:• Employee

(HRMS)• Admission (SIS)• Recruitment

(SIS)• Procurement

• Begin integration of broader sets of campus data subject areas and analytics

*Release 3:• Learning (SEoT)• Budget &

Planning• Classroom

Scheduling• Grad Studies

• Continue integration of broader sets of campus data subject areas and anayltics

*Release 4:• Research (RISE)• Land & Building• Alumni

Based on Discovery analysis and current program funding, the following roadmap is being proposed:

* Funding and Scope of Releases 3 and 4 to be confirmed with Governance committee in FY13/14Current Focus

Release 1:• Finance (FMS)• Student Bio (SIS)• Student Records & Reg. (SIS)• Student Revenue (SIS)

Release 2:•Employee (HRMS)•Admission (SIS)•Recruitment (SIS)•Procurement

Release 3 & 4:•Learning (SEoT)•Budget & Planning•Classroom Scheduling•Grad Studies•Research (RISE)•Land & Building•Alumni

The Foundation Phase follows Enterprise Data Warehouse best practice of focusing on the core data subject areas

Current Focus

Student Revenue

Student Records & RegistrationAdmissions

StudentBiographical

Recruitment

To establish the core set of Financial and Student data, 7 subject areas need to be integrated:

Recruitment

Student Revenue

Student Records & Registration

Admissions

Employee

StudentBiographical

Finance& Procurement

Finance& Procurement

Employee

Student Financials and Recruitment make up the final building blocks

Student Biographical

Admissions

RecruitmentStudent Financials


While Finance & Procurement and Employee are stand-alone, the Student data architecture requires a building block approach:

Start with Person Biographical as it’s the start of the student lifecycle process

Records & Registration and Admission form the core of the SIS system currently supported by Enrolment Services

• Name• Address• Email Address• Phone No.

• Country of Citizenship• Visa Status• SIN

• Campus• Faculty• Department

• Specialization• Course• Grade• Sessional Average

• Application• Intention

(Choices 1/2/3)

• High School Grades

• Previous Institution(Secondary/Post-Secondary)

• Broad BasedAdmission Score

• Personal Profile

• Campus Tours• Institution• Recruiter Assignment• Country

• Assessment• Installment• Payment• Awards


Admissions



ISI has recently asked for Recruitment to be considered in Release 1 scope and a decision by the Governance committee is needed to determine the initial set of core Student data to include:

• Name• Address• Email Address• Phone No.

• Country of Citizenship• Visa Status• SIN

• Campus• Faculty• Department

• Specialization• Course• Grade• Sessional Average

• Application• Intention

(Choices 1/2/3)

• High School Grades

• Previous Institution(Secondary/Post-Secondary)

• Broad BasedAdmission Score

• Personal Profile

• Campus Tours• Institution• Recruiter Assignment• Country

• Assessment• Installment• Payment• Awards

Student Revenue Analytics

Common

ISI

Option 1: Focus on Student Revenue AnalyticsPros: -supports faculty funding model and integration between student & finance-aligns to current scope and budget

Cons:-does not provide meaningful core data to ISI

Options to consider for Release 1 Student Foundation:


Admissions




Admissions

Student Financials



Admissions



RecruitmentOption 2: Focus on ISI AnalyticsPros: -addresses entire core data needs of ISI

Cons:-departmental BI solution (no integration with non-student data)-additional funding required for increased scope

Option 3: Student Revenue Analytics with partial ISIPros: -achieves student revenue analytics and “integrated” reporting-provides core admission data for ISI

Cons:-additional funding is required to take on increased scope

Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Finance & Student Core Student Revenue & ISI Analytics Considerations




Agenda

Phase 2 - Discovery

Finance 44,751$ 1,182,022$ 1,210,000$ 1,220,000$ 1,350,000$ -$ -$ Staff Salaries 44,751$ 30,417$ 440,000$ 440,000$ 420,000$ -$ -$ Training & Development -$ 120,000$ -$ 50,000$ -$ -$ Professional Fees 180,200$ 250,000$ 350,000$ 350,000$ -$ Capital 971,405$ 400,000$ 430,000$ 530,000$ -$ -$

UBC - IT 285,000$ 545,000$ 690,000$ 690,000$ 690,000$ SW Maintenance 210,000$ 320,000$ 440,000$ 440,000$ 440,000$ HW Rental 75,000$ 75,000$ 100,000$ 100,000$ 100,000$ Staff Salaries -$ 150,000$ 150,000$ 150,000$ 150,000$

Enrollment Services 288,000$ 288,000$ 288,000$ 864,000$ 288,000$ 288,000$ PAIR 24,000$ 24,000$ 24,000$ 72,000$ 24,000$ 24,000$ ISI 50,000$ -$ -$ 50,000$ -$ -$

Total (original plan) 89,502$ 1,182,022$ 1,857,000$ 2,077,000$ 2,352,000$ 7,557,524$ 1,002,000$ 1,002,000$ 2,004,000$

Finance 44,751$ 1,182,022$ 1,075,500$ 1,313,060$ 1,673,060$ 1,173,060$ 1,073,060$ Staff Salaries 44,751$ 30,417$ 413,000$ 669,060$ 669,060$ 669,060$ 669,060$ Training & Development -$ 150,000$ 24,000$ 24,000$ 24,000$ 24,000$ Professional Fees 180,200$ 112,500$ 350,000$ 350,000$ 250,000$ 250,000$ Capital 971,405$ 400,000$ 270,000$ 630,000$ 230,000$ 130,000$

UBC - IT 342,820$ 618,020$ 783,020$ 783,020$ 783,020$ SW Maintenance 210,000$ 320,000$ 460,000$ 460,000$ 460,000$ HW Rental 75,000$ 75,000$ 100,000$ 100,000$ 100,000$ Staff Salaries 57,820$ 223,020$ 223,020$ 223,020$ 223,020$

Enrollment Services 185,850$ 297,360$ 297,360$ 780,570$ 297,360$ 297,360$ 594,720$ PAIR 28,910$ 49,560$ 49,560$ 128,030$ 49,560$ 49,560$ 99,120$ ISI 50,000$ -$ -$ 50,000$ -$ -$ -$

Total (revised plan) 89,502$ 1,182,022$ 1,633,080$ 2,278,000$ 2,803,000$ 7,985,604$ 2,303,000$ 2,203,000$ 4,506,000$

Phase 1 -Initialization

-$

Phase 3 - Foundation

2,246,120$

1,566,040$

Original ScopeAdditional

Scope

5,006,773$

1,520,000$

5,288,393$

1,743,860$

Phase 4 - Transformation

FY15 Plan FY16 Plan

48,000$

-$

1,380,000$

576,000$

FY11 ActualFunding Source

FY12 Plan FY13 Plan FY14 PlanFY10 Actual

Budget Update

IR Budget tied to current roadmap

Current Variance of $281,620 from $5M funding from Comptroller Large Projects

$5M spending accelerated to end of FY14 vs. FY15

Phase 4: Transformation is not currently funded and a check point in FY13/14 will be needed to discuss priorities and options

Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Core Finance & Student Data Student Revenue & ISI Analytics Considerations


IR Financials Project Charter (Andrea Milne, 30 min)


Agenda

IR Financials Project Charter

Objectives

Success Criteria

Scope

Risks


Phase 3 (Foundation)

Release 1

FY 12/13 FY 13/14Phase 3

(Foundation)• Implement

enterprise data warehouse foundation

• Initial integration of core Student & Financial base data

• Student Revenue Analytics

Release 1:• Finance (FMS)• Student Bio (SIS)• Student Records

& Reg. (SIS)• Student

Revenue (SIS)

• Continue integration of remaining core Student & Financial data

• Campus Solution Student Analytics

Release 2:• Employee

(HRMS)• Admission (SIS)• Recruitment

(SIS)• Procurement


Provide the foundation for the university’s business intelligence and data warehouse

Establish the integrated reporting architecture and environment

Establish the financial transactional information for the overall IR program

Introduce the self-service reporting tool to the campus community in a non-threatening, easily adopted manner

Objectives of Financials Project


Build confidence and credibility for future IR projects

Improve reporting and look up efficiency of financial transactional information

Learn tools, concepts, data as reporting before analytics

Objectives of Financials Project – cont’d


Success would be measured by:

Providing accurate transactional data in the data warehouse to build the foundation

Reduction of effort in compiling and reporting information

Adoption of IR dashboards over nQuery • eventual decommission of the FMS nQuery service for reporting purposes

Increased requests to discontinue the printing of month-end reports

The deployment for additional projects built within the initial framework

Success Criteria


Scope Inclusions

Establishment of the University’s IR foundation with the implementation of the packaged Business Intelligence Data Warehouse solution from Oracle

Provide a campus view of foundational financial transactional information - based on the combination of the design of:

•Oracle purchased package•Existing web based financials application (nQuery) •Requirements gathered from several campus inquiries

Project Scope


Scope Inclusions – cont’d

The introduction to the campus of the ability to produce analytics or various views of the information by relevant factors

Security based on the existing nQuery design and enhanced with the ability to pre-populate selections (i.e. Fund/Dept/PG) based on each user’s security profile

Foundation for reporting student revenue information – dependency on Student project

Functionality to provide confirmation of data integrity and completeness to satisfy internal and external audit requirements

Project Scope


Scope Exclusions( from Phase 3 release 1)

Integration with other systems i.e. HR, procurement, and student information

Providing extensive KPIs and individual dashboards - the focus of the project will be on campus wide accessible information with the trend towards self service

Minimal data governance will be required on this project - extensive integration is not possible yet.

Project Scope


Scope Exclusions – cont’d

Hyperion forecast and plan data will not be included in the initial deployment – scheduled for a later phase

Rewriting of the Month-end (ME) reports will not be included in this project – subsequent review will be performed once this project is complete

The report server will remain available during implementation - decommissioning the report server is the long term goal

Project Scope


Scope Exclusions – cont’d

Permanently out of scope:

Archived data(prior to FY2004) will not be included in the initial deployment of the financials

Existing PSQuery and nVision reports will not be reviewed or rewritten

Project Scope


1. Adoption Risk

Individuals across campus will not adopt new tools due to inadequate change management approach - too many changes at one time and no confidence in the data

Planned Mitigation

Initial roll out with close familiarity to existing nQuery

Enriched information and intuitive presentation style

Risk Management


2. Completion/Follow Through

Risk that focus will be lost from providing foundation and fundamentals to focus to short term point solutions.

Planned Mitigation

Clear direction was set by delegated Sponsor

Support of working group and management team to ensure that this does not happen

Risk Management – cont’d


3. Resourcing

Risk that required resources will not be available or assigned the dedicated time needed

Planned Mitigation

Acknowledging the fact that operational tasks can and will influence the team in the project plan will help in presenting a realistic time line

Management effort to protect team members as much as possible



4. Collaboration

Challenge with bringing together multiple groups on a shared initiative

Planned Mitigation

Establishment of a working group

Identifying differences in team approach and structure



5. Project expectations

Deliverables being oversold to the campus resulting in disappointment in the short term

Planned Mitigation

Communications to the campus that this is a foundation piece to a larger program



6. Complexity of Data Repository

Resulting in a delay of student project to provide data for pilot integrated student revenue information

Planned Mitigation

Student project scoped to this as a deliverable

Early start at understanding business requirements for presentation



7. Culture clash

Small team approach for financials foundation project may be overwhelmed with ‘Big Project’ overhead

Planned Mitigation

Program manager awareness of difference in team approach and will mitigate as necessary


Roadmap Feedback (Dave Truong, Jessie Hundal, 45 min) Finance & Student Core Student Revenue & ISI Analytics Considerations




Agenda

ubc it integrated reporting governance committee

Documents

student data architecture

sis student revenue

core set of financial

sis system

current program funding

jessie hundal

minnext steps

following roadmap