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AIM with Purpose:. Leveraging your ERP to Align with your Business Needs. Enterprise 2008 The EDUCAUSE Enterprise & Technology Conference March 28-29, 2008 Chicago, Illinois.

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aim with purpose

AIM with Purpose:

Leveraging your ERP to Align with your Business Needs

Enterprise 2008

The EDUCAUSE Enterprise & Technology Conference

March 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."


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.

did you hear
Did you hear?…



#2 Administrative/ERP

Information Systems

Volume 43, Number3

May/June 2008


Funding IT

agree or disagree
Agree or Disagree
  • Agree
  • Disagree
top 10 current issues 2008
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): 36–61

Top-Ten IT Issues, 2008

Debra H. Allison, Peter B. DeBlois, and the 2008 EDUCAUSE Current Issues Committee

your top it issues 2008
Your Top IT Issues 2008
  • Staffing
  • Disaster Recovery
  • Identity Management
  • Funding
  • Security
  • ERP
  • Change Management
  • Other

Chicago’s Oldest University - Founded 1846

Catholic, Founded by the Sisters of Mercy

Growth Since ERP “go live” = 31%

Enrollment 2007/2008

  • Under Graduate = 3,288 (78% FT)
  • Graduate = 2,390
  • Resident Students
    • 1998F = 308
    • 2007F = 824

Campuses in Chicago and Orland Park

carnegie classifications
Carnegie Classifications
  • Doctorate–granting institutions
  • Master\'s Colleges and Universities
  • Baccalaureate Colleges
  • Associate\'s Colleges [AA]
  • Specialized Institutions
which erp are you using
Which ERP are you using?
  • Jenzabar
  • Datatel
  • Banner/SCT
  • Oracle
  • SAP
  • PeopleSoft
  • Blackbaud
  • Other



Student Systems

  • HR/Payroll

Web Advisor = 2002

more flashback erp a brief history
(More) Flashback…ERP a Brief History
  • Go Live on Datatel’s Colleague System = 1998
life after go live
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
“Only the Shadow knows…”

“A figure never seen , only heard…become invisible with his famous ability to ‘cloud men’s minds’.”

The Shadow Database

my institution shadow databases
My institution __ shadow databases.
  • has
  • does not have
  • has a lot of
  • is cracking down on
lessons learned
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
AIM = Advancing Information Management

Business Advisory Services 2006

Strategic Planning Staffing Study 2006

internal audit
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
  • Datatel Colleague is under-utilized
strategic plan staffing study
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
  • Technology is under-utilized
  • Hatch/Attach/Detach/Reattach
  • Support/Intervention from Cabinet-level leadership needed.
  • Champion = CIO
  • Add to the Action Plan  ERP + Other Technologies

Freshman Orientation




ERP record not

reflecting payment from individual


General Ledger



Electronic Application



listing payments




Manual Excel

Doc Created

Student payments

manually recorded in excel spreadsheet


Receipts submit

to Student

Accounts as


Data pulled

from Colleague

Invitations Mailed

to Student

have you implemented a study
Have you implemented a study?
  • ERP & Staffing
  • ERP
  • Staffing
  • Not at this time
  • Will soon
  • No
connecting the dots transforming data information
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)
  • 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 of information sharing
Building a CORE Culture ofInformation Sharing
  • IT is not an afterthought!

IT = partnership

  • Collaborate with Employee Services (HR)
  • High performance team-building
  • Leadership development






leveraging tool sets to manage data
Leveraging Tool Sets to Manage Data

Curriculum Architecture







SXU’s Moment of Truth

How do we make sure we accommodate the students we either have or recruit to admit?




Student Systems

  • HR/Payroll

Web Advisor = 2002


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.)

Understand Current Conditions & Adjust for Future Direction

  • Pull Data from ERP and bring it into Office tools to facilitate analysis






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 sociallyembedded. 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.”

Ineffective organizations


Maggie Eaheart – [email protected]

Calvin Williams – [email protected]