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Student Administration Implementation Plan

Student Administration Implementation Plan. September 16, 2005 General Officers Meeting. Why am I here today?. Representing the Executive Sponsors, campus CIOs and UM IT staff

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Student Administration Implementation Plan

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  1. Student AdministrationImplementation Plan September 16, 2005 General Officers Meeting

  2. Why am I here today? • Representing the Executive Sponsors, campus CIOs and UM IT staff • Request approval to spend funds to be allocated by the campuses for additional consulting and related cost to implement PS SA • Request based upon Project Plan developed in conjunction with a consultant and modified by the Exec Sponsors, CIOs and UM IT staff • (Note that the plan is available from your campus Exec Sponsor)

  3. SA Implementation PlanOutline • Goal • Overview • Risk Analysis • General Time Line • Deliverables • Assumptions • Budget • Notes

  4. SA Implementation Plan1.Goal • Student Administration System that is: • Stable • State-of-the-art • Partnership between UM & campuses allowing for a campus-centric approach that is a centrally-administered project with central & campus support • Allows for additional enhancements & expanded service • Added value • Ability to have competitive edge

  5. SA Implementation Plan2. Overview • Status of project • Previous funding approved for staff, hardware, basic UMIT expenses • Today’s requested approvals will be for consulting, project management, & technical support • Investing in organizational infrastructure • Leverage skill sets whether at campus or system for the greater good and ongoing enhancements of the SA system • Building on what we learned from Rolla

  6. SA Implementation Plan2. Overview (continued) • PeopleSoft version 8.9 is a much better software • Why consultants? • Expertise from experience • Knowledge transfer from consulting to campus and System staff • Skills for tasks that only need to be done once, but based upon experience, such as conversion • Consultants have more experience now

  7. Risk Analysis • Academic calendar & windows of opportunity for go-lives • Legacy stability • Cost projections • Staff turnover

  8. SA Implementation Plan3. General time line • Optimal time line • 36 months (August 2005 – August 2008) • Less expensive • See Project Plan for more details • Alternative time line • 48 months (August 2005 – August 2009) • More expensive

  9. SA Implementation Plan4. Deliverables • Foundation for the key student system functions • Recruitment • Admissions • Registration • Student course catalog database • Baseline required reporting • Cashier’s function • Financial aid management & awards • Enhanced 24/7 web access for the University community

  10. SA Implementation Plan5. Timeline and Budget Assumptions • Rates hold (no major market changes that drive costs up) • Talent available when needed • Maintenance of legacy at approximately current costs • Essential reporting needs met at go-live (Cognos) • Resource and effort estimates remain realistic • Don’t encounter too many unanticipated large issues • No loss of key staff • No significant scope changes • Most of the required modifications have been identified • No changes in policies that impact project

  11. SA Implementation Plan6. Budget • Already approved: • Operating expenses FY06 (Approx. $10 M) • Consulting for UMR FA (Approx. $850,000 • Consulting to Upgrade 8.9 (Approx. $260,000) • Requesting approval for anticipated additional funding: • Three year implementation • Ongoing, including multiple instances Total: Approx. $10.5M spread over three years

  12. SA Implementation Plan7. Notes • The implementation plan will provide us with a “vanilla” system to which enhancements will need to be made to provide the necessary services for student & faculty needs. • Costs currently incurred to operate legacy will be shifted to support PS SA. • We anticipate an increase in baseline costs due to unanticipated needs that may add up to as much as 10% to the current baseline, which is approx. $1 M.

  13. Bottom line for you • Each campus will have back fill, training, etc. that is not represented here • The estimated average per campus (business unit) annually depends on the rate of the effort expended, final costs of consultants, staff, etc. • The baseline costs for UM IT will be determined annually as well. • We are asking you to approve the appropriation of these funds (Approx. $10.5M) based upon our plan and the information presented today

  14. Questions? • Thank you for your time • We appreciate your support

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