Transcript ERP at UF - University of Florida

ERP at UF
PeopleSoft and the
Data Center
What is ERP?
The UF Enterprise Resource Planning Project
is a multi-year effort to improve UF business
processes. The project will implement an
ERP computing system from PeopleSoft
(www.peoplesoft.com) to provide integrated
real-time information using common tools
across a wide-range of university activities.
ERP systems provide web-based, real-time
access to work processes and information.
Why is UF doing this?
Most major universities have already
implemented ERP systems and business
process changes to improve services and
benefit from real-time information. With the
changes in university governance in Florida,
existing administrative systems provided by
the state and used by UF must be replaced.
Who is doing this?



Fred Cantrell is the UF ERP Project Manager. UF is
working with Florida State University (Russ
Henderson, Project Manager) and Florida
Agricultural and Mechanical University (Beverly
Barrington, Project Manager) as a consortium to
obtain savings on licenses, maintenance and
implementation costs.
Mike Conlon is coordinating the IT efforts related to
ERP.
The Data Center will be hosting the UF ERP system.
How will the work be done?


Each university has ten project teams and a project
manager. Each school has a vision team to provide
project oversight. Final decisions are made by the
vice presidents for finance and administration of the
three schools.
The ten project teams are University Management,
Payroll, Human Resources, Vendor Relationships,
Sponsored Research, Property and Facilities,
Students, Technical Architecture, IT Infrastructure
and User Training and Communication.
Technical Architecture



Technical architecture is concerned with design and
implementation of processes and data structures for
development and data management involving the
ERP
Warren Curry ([email protected]) is the consortium
team leader for technical architecture
Team members include Mike Conlon, Scooter Willis,
Janice Devlin, Bryan Cooke, Matt Herring, TBAs
IT Infrastructure



IT Infrastructure is concerned with the hosting of the
ERP system, including hardware, software, staffing,
training, processes leading to scalability, high
availability, survivability, throughput.
Mike Conlon ([email protected]) is the consortium
team leader for IT Infrastructure.
Infrastructure team members include John Bevis,
Steve Ware, Andy Olivenbaum, Dick Elnicke, Warren
Curry, TBAs.
UF in a Nutshell
Full-time employees
Faculty
Temporary Employees
Undergraduate Students
Graduate Students
Annual new hires
Campus acreage
Campus buildings
Administrative units
Colleges
Academic departments
13,000
4,000
13,000
35,000
12,000
7,500
2,000
800
400
23
125
Annual expenditures $1857 M
HSC
$605 M
E&G
$571 M
Student Aid
$238 M
IFAS
$204 M
Auxiliaries
$190 M
Athletics
$44 M
Student Government
$4 M
Endowment
$635 M
UF Vision Statement
1.
2.
3.
4.
5.
UF requires 10 systems and 10 system integrations
The UF standard user interface is the ERP system’s
web portal
UF self-serve transactions and financial
transactions are processed by the ERP system.
The UF master databases are maintained by the
ERP system
The UF numbering schema is the ERP system’s
numbering schema
UF Vision Statement, Part 2
6.
7.
8.
9.
10.
The UF data dictionary is the ERP system’s data
dictionary
UF will eliminate the use of printed reports for
management information
UF is to be self-sufficient in providing user training
and maintaining the ERP system
UF will adopt the ERP system’s configuration tool
set
UF will continue to support the Northeast Regional
Data Center
Scope – ITN
A. This Invitation to Negotiate (ITN) invites qualified Proposers to submit
proposals for providing the following products and services to the universities:
Comprehensive computer systems to support the University's Financial,
Budgeting, Purchasing, Human Resource, and Student Management functions.
B. Appropriate and complimentary data warehousing, query, reporting, OLAP and
decision support tools.
C. Integrated system administration facilities including navigation, security,
workflow processing, auditing and job scheduling and interfacing to other
university systems
D. Comprehensive management, user and technical training on these systems,
tools and facilities.
E. Ongoing technical support for these systems, tools and facilities.
F. Ongoing software maintenance and upgrades of these systems, tools and
facilities.
G. Comprehensive and complete documentation for these systems, tools and
facilities.
H. The option of offering either an ORACLE or DB2 relational database
management system server software, application development and
administrative tools adequate for the support of these systems in an
environment of the size, complexity and user base of the universities
Scope – Functionality










New accounting processes inc budget, treasury
New personnel processes inc hiring, classification, training,
payroll
New purchasing methods
New student services inc registration, records, financial aid
New facilities, inventory and capital projects processes
New sponsored research processes inc pre-award, post-award
New personalized portal access to all services
New institutional data stores for reporting and decision support
New processes for securing access to applications and data
New methods for providing and maintaining software and
infrastructure
Scope – Organizations





All UF Colleges, departments, admin units,
auxiliaries
UF Foundation
UF Physicians
UF Athletic Association
Other DSOs
What will change




Business processes
Security processes
Development processes
IT infrastructure
Project History







2001 state announces intention to discontinue statewide SUS systems
Mid-2001 – UF begins ERP planning
Feb 2002 – Vision Team formed
March 2002 – Functional teams formed,
implementation objectives, ITN issued
July 2002 – Scripted demos
August 2002 – PeopleSoft chosen
September 2002 – Conference room pilot in
Tallahassee
Project Organization




School project leaders (UF – Fred Cantrell, FSU -Russ Henderson, FAMU – Beverly Barrington)
Schools have vision teams to make decisions
regarding strategy
School VPs of Finance and Admin (UF – Ed Poppell)
have final decision-making authority
Project consultant – Al Enzweiler
(www.enzweiler.com)
Tentative Project Timeline – Next 7 Years







2001 Vision; Commitment
2002 Product selection; Development/Infrastructure
2003 Portal go-live; Facilities go-live; Version
upgrade
2004 Sponsored Research; Financial go-live
2005 HRMS go-live; Payroll go-live
2006 Purchasing go-live; Student go-live
2007 Version upgrade
Project Timeline – Next 7 Weeks






Conference room Pilot
Questions to Vision Team
Vision team meets Sept 26
Contract with PeopleSoft
Infrastructure partnering decisions
Begin foundation implementation
PeopleSoft Internet Architecture
Application
Servers
Server
RDBMS
Server
Services
Processes
Portal
Portal
Web
Servers
Web
Browser
PS 8
External
System
HTTP
HTML
Java
Servlets
Portal
Servlet
Presentation
Relay Servlet
Wireless
Integration
Relay Servlet
T
T
U
U
X
X
E
E
D
D
O
O
Processor
Processor
RDBMS
Instance
User Interface
Generator
Application
Data Tables
App Messaging
Processor
Bus Interlink
Processor
Component
Processor
S
S
Q
Q
L
L
Application
Meta data
Portal
Registry
Process
scheduler
Query
Other
Processor
Services
Application
Search
Engine
Services
Security
Manager
LDAP
Enterprise
Directory
Batch
Processes
Process
Scheduler
Server
Enterprise Performance Management (EPM)
Data
Source
s
Access
Enterprise Warehouse
ODS
Data Warehouse
Student
Finance
Employee
Supplier
Data Marts
ERP
Flat
File
Industry
Data
Curr
DW
External
Data
Data Mart 1
Staging
Enriched
Data
Data Mart n
Reporting
Metadata
PeopleTools
IT Infrastructure Objectives

Standard personal productivity tools aligned with ERP system
Standard messaging system aligned with ERP system
Standard multi-dimensional database management system and
relational database management system aligned with ERP system
Standard desktop hardware and operating systems aligned with ERP
system
Standard server hardware and operating systems aligned with ERP
system
Standard network hardware and operating systems aligned with ERP
system
99.999% IT infrastructure uptime

Least total cost of IT infrastructure ownership






Infrastructure Design Principles











High functionality throughout
High availability
High throughput
High survivability
High security
Plan for upgrades, maintenance and the unexpected
Consistent approach to development, deployment, operations and support
Strong relations w/ PeopleSoft and infrastructure vendors
Strong relations with consortium members
UF will own and operate its infrastructure
Costs – hardware, software, personnel, training, other – in keeping with
the principles
Infrastructure Design – Process







Select infrastructure partners
Select infrastructure design partners
Plan infrastructure deployment including
sizing
Organize for the work
Acquire infrastructure components
Deploy according to principles
Resize as needed
Infrastructure Design – Related
Systems









Kerberos
Web mail
Web calendar
LDAP
Active Directory
NDS
Course Management
Facility Center
Many others
A Note About LDAP



UF Enterprise LDAP will be a critical
component of the production ERP system
PeopleSoft provides mapping and synching
capability (Campus Directory Interface)
between PeopleSoft people databases and
LDAP
Role-based security will be used throughout
the ERP and UF
Project timeline -- Next 7 months







Sep, ’02 -- Conference room pilot
Oct ‘02 – Contract, training begins
Nov ‘02 – Active Directory on-line;
Development environments on-line
Dec ‘02 – Directory services conversions
Jan ‘03 – Production portal assembly
Feb ‘03 – Production portal shakedown
Mar ‘03 – Production portal go-live
To Learn more



Visit the PeopleSoft web site at
www.peoplesoft.com
Visit the project team in operation at Union
Street Station Gainesville, Frank Shaw Bldg
Tallahassee
Visit the project web site at www.erp.ufl.edu