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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:

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."


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Organizational dysfunction and the inability to adapt have impeded the successful implementation of our ERP.

successful

The University is at a tipping point where change is necessary and inevitable.


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I can relate to that impeded the successful implementation of our ERP.

  • Yes

  • No


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Did you hear?… impeded the successful implementation of our ERP.

#1

Security

#2 Administrative/ERP

Information Systems

Volume 43, Number3

May/June 2008

#3

Funding IT


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Agree or Disagree impeded the successful implementation of our ERP.

  • Agree

  • Disagree


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Top 10 Current Issues, 2008 impeded the successful implementation of our ERP.

“…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


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Your Top IT Issues 2008 impeded the successful implementation of our ERP.

  • Staffing

  • Disaster Recovery

  • Identity Management

  • Funding

  • Security

  • ERP

  • Change Management

  • Other


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Which? impeded the successful implementation of our ERP.


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Flashback…How did we get here? impeded the successful implementation of our ERP.SXU a Brief History


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Chicago’s Oldest University - Founded 1846 impeded the successful implementation of our ERP.

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


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Carnegie Classifications impeded the successful implementation of our ERP.

  • Doctorate–granting institutions

  • Master's Colleges and Universities

  • Baccalaureate Colleges

  • Associate's Colleges [AA]

  • Specialized Institutions


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Which ERP are you using? impeded the successful implementation of our ERP.

  • Jenzabar

  • Datatel

  • Banner/SCT

  • Oracle

  • SAP

  • PeopleSoft

  • Blackbaud

  • Other


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CORE impeded the successful implementation of our ERP.

Financials

Student Systems

  • HR/Payroll

Web Advisor = 2002


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(More) Flashback… impeded the successful implementation of our ERP.ERP a Brief History

  • Go Live on Datatel’s Colleague System = 1998


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Life After Go Live impeded the successful implementation of our ERP.

  • Participation levels vary among administrative and academic departments.

  • Some = Adopted and Adapted

  • Others = Living in a world apart


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“Only the Shadow knows…” impeded the successful implementation of our ERP.

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

The Shadow Database

http://www.mysterynet.com/shadow/


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My institution __ shadow databases. impeded the successful implementation of our ERP.

  • has

  • does not have

  • has a lot of

  • is cracking down on


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Are you thinking about implementing new a new ERP impeded the successful implementation of our ERP.

  • Yes

  • No


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Lessons Learned impeded the successful implementation of our ERP.

  • Implementation is Continuous

  • Adaptation is Essential

  • Power is in People

The University is at a tipping point where change is necessary and inevitable.


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AIM = Advancing Information Management impeded the successful implementation of our ERP.

Business Advisory Services 2006

Strategic Planning Staffing Study 2006


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Internal Audit… impeded the successful implementation of our ERP.

  • 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


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Conclusion impeded the successful implementation of our ERP.

  • Datatel Colleague is under-utilized


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Strategic Plan Staffing Study… impeded the successful implementation of our ERP.

  • 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


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Conclusion impeded the successful implementation of our ERP.

  • Technology is under-utilized

  • Hatch/Attach/Detach/Reattach

  • Support/Intervention from Cabinet-level leadership needed.


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Enter… impeded the successful implementation of our ERP.

  • Champion = CIO

  • Add to the Action Plan  ERP + Other Technologies


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Freshman Orientation impeded the successful implementation of our ERP.

FOCUS

Shadow

Database

ERP record not

reflecting payment from individual

student

General Ledger

Admission

Admits

Electronic Application

Colleague

GL

listing payments

Student

Registered

+

Manual Excel

Doc Created

Student payments

manually recorded in excel spreadsheet

+

Receipts submit

to Student

Accounts as

Paid

Data pulled

from Colleague

Invitations Mailed

to Student


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Have you implemented a study? impeded the successful implementation of our ERP.

  • ERP & Staffing

  • ERP

  • Staffing

  • Not at this time

  • Will soon

  • No


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Connecting the Dots… impeded the successful implementation of our ERP.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)


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Results impeded the successful implementation of our ERP.

  • 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


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Building a CORE Culture of impeded the successful implementation of our ERP.Information Sharing

  • IT is not an afterthought!

    IT = partnership

  • Collaborate with Employee Services (HR)

  • High performance team-building

  • Leadership development

!!!

!!!

!!!

!!!

!!!


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CORE Team impeded the successful implementation of our ERP.


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Leveraging Tool Sets to Manage Data impeded the successful implementation of our ERP.

Curriculum Architecture

PROSPECTING

Comprehensive

Institutional

View

FORECASTING

RETAINING

SXU’s Moment of Truth

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


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CORE impeded the successful implementation of our ERP.

Financials

Student Systems

  • HR/Payroll

Web Advisor = 2002


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FORECASTING impeded the successful implementation of our ERP.


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Understand Current Conditions & Adjust for Future Direction impeded the successful implementation of our ERP.

  • Improved forecasting

    • Improving Evaluation of

      • Student Progress (program, class level, transfer #’s, etc.)

      • Shared Resources (space, parking, etc.)


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Understand Current Conditions & Adjust for Future Direction impeded the successful implementation of our ERP.

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


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Understand Current Conditions & Adjust for Future Direction impeded the successful implementation of our ERP.

  • Foundation for Educational Planning


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Enrollment impeded the successful implementation of our ERP.

Communication

Retention

Advancement


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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

http://books.nap.edu/openbook.php?record_id=11999&page=111


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Q&A Technology: The United States Air Force Experience with Y2K (2007)

Maggie Eaheart – eaheart@sxu.edu

Calvin Williams – williams@sxu.edu