Transcript OM Proj. Mgmt. Methodology

Department Chairs Meeting
OneMontclair Program Update, October 2014
SCOPE & OBJECTIVES
•1: Review and optimize business processes for each of the key University divisions.
•2: Determine where improvements in technology can provide tangible business
benefits and value.
•3: Implement technology providing process efficiencies, integrated operations and
robust reporting and analytics capabilities. This will first begin with replacement of
existing outdated systems as a core.
Budgeting
and Planning
Finance
Human
Resources
Student and
Campus
Services
Institutional
Reporting
(Enterprise
University
Advancement
Reporting/
(CRM)
Analytics)
Enterprise Technology Platforms
• Identity Management
• Data Warehouse, Portal
Work to Date
Team Definitions Developed and High Level Scoping and Timeline Defined
September 2012
Project Methodology Defined
September 2012
Budget and & Planning System Request For Proposal
October 2012
Request for Proposal for Consulting Vendors to build Project Management Office
November 2012
Establishment and Hiring of Project Management Office Team Members (Project Managers for
Finance, HR and Student, Process Engineer for Student, PMO Coordinator, Enterprise Architect,
Quality Manager, Business Analyst)
Budget and Planning System Contract Finalization
November 2012 – March 2013
Software as a Service and Security Assessment Checklist Developed
February 2013
Student, HR and Finance Market Study
March 2013
Budget and Planning Software as a Service (SaaS) System Go Live
April 2013
Finance and Student, Software Vendor Selection Completed
May 2013
Completion of Business Process Re-engineering Analysis for Finance
May 2013
Completion of Business Process Re-engineering Analysis for Human Resources
July 2013
Development of Standard Legal Templates including key provisions, terms and conditions and fallback
positions for Master Software Licensing, Implementation Services, Software as a Service (SaaS) and
Support Agreements
July 2013
Chart of Accounts Redefined and Revised
July 2013
Preliminary Systems Designs
July 2013
Quality Management Methodology Entry and Exit Criteria Defined
August 2013
RFQs and BAFOs Returned for Finance Implementer, Student System and Student System
Implementer
September 2013
Implementer Vendor Selections for Finance
September 2013
TCO Estimation and Proposals for Board of Trustees
September 2013
HR Systems Selection Finalization
October 2013
Finance Implementation Board Approval
October 2013
January 2013
Work to Date (cont’d)
Data Governance Committee Formed
Grants Process Review Complete
Finance Master Services Agreement Complete
November 2013
December 2013
December 2013
Integration PM Hired
January 2014
HCM Product ‘Workday’ Selected
Project Team Training Plan Completed and Begun (PM Lite, Testing, Requirements, Etc.)
January 2014
February 2014
Workspace Plans Developed
February 2014
Finance System Hardware Environment in Place
February 2014
Data Conversion Group Established
March 2014
Finance Implementer on Site
March 2014
Student Contracts Completed
March 2014
Chart of Accounts Mapping Completed (Old to New)
Finance System Up and Running
Student System (Ellucian) Board Approval
Student Hardware Planning Complete
Identity Management Planning Begun
April 2014
Data Warehousing Requirements Gathering Begun
June 2014
Workday, Touchnet, 25-Live and Courseleaf Board Approvals
Student Project Kickoff and Systems Configuration and Data Migration Workshops Begun
July 2014
August 2014
Human Resources Contract Completed
August 2014
Finance Conference Room Pilots Round 1 of 2 Completed
September 2015
Finance, HR and Student Information Systems All ‘Up and Running’ for configuration, integration and
data migration planning and detailed design activities upcoming.
September 2015
April 2014
May 2014
June 2014
GENERAL TEAM DESIGN
THE OVERALL STRATEGIC INTENT
WILL BE DEFINED BY THE
EXECUTIVE STEERING
COMMITTEE
THE OVERALL PROGRAM
DELIVERY WILL BE THE
RESPONSIBILITY OF THE
PROGRAM EXECUTIVE
THE BUSINESS AREA, PROJECT
MANAGEMENT, TECHNOLOGY
AND SOLUTION (VENDOR) LEADS
WILL BE ACCOUNTABLE FOR
RELEVANT ESTIMATION,
DELIVERABLES, TIMELINES AND
BUDGETS
THE CORE TEAM MEMBERS
WILL BE RESPONSIBLE FOR
PLANNING, EXECUTION AND
DELIVERY
PLANNING
EXECUTION
Program Goverance Model
Board of Trustees
Susan A Cole
President,
Montclair State University
Executive Committee
(K. Barrack, Chair)
Program Executive: Delivery Timeline and Budget, Execution Methodology, Executive Alignment
Sam Bakane
Program Management
OneMontclair
PMO
(Cross Functional Roles)
OneMontclair Executive Committee: Program Strategy, Cross Functional Collaboration and Divisional Execution
(+ Executive Committee Members: Maria Anderson, Greg Bressler, John Shannon, Keith Barrack(Chair), Sam Bakane)
Jerry Cutler, VP of Human
Resources
Human Capital Management
Don Cipullo, CFO
Financial Management
David Josephson Budget and
Planning Executive Director
Budget and Planning Module
Willard Gingrich and Karen
Pennington
Student and Campus Services
Ed Chapel, CIO
Single Sign On, Portal,
Institutional Reporting and
Analytics
Team Leads: Planning and Execution for Respective Areas
Catherine Bongo
Team Lead
Human Resources
Catherine Rush
Team Lead
Finance
David Josephson
Team Lead
Budget and Planning
Kathleen Ragan
Team Lead
Student and Campus Services
(+ Alyson Straker Banks, Joane Cote Bonano)
Jeff Giacobbe
Integration,
Single Sign on
And Portal
Steven Johnson
Institutional Reporting
and Data Analytics
Program Road Map
System Landscape
STU (Banner)
Budgeting
(Adaptive)
FI(PeopleSoft)
HR (Workday)
Student / Banner
Banner Student System – Serves the Student Administrative Life-cycle
Recruiter
Admissions
Student
Retention
Performance
DegreeWorks
HR/Payroll
Recruiting
and Admissions
Performance
Luminis Portal
Financial Aid
Ellucian Mobile
Course
Signals
Reporting and Analytics
Course
Catalog
Document Imaging
Finance
Academic
History
TouchNet
(electronic
payment/
refunds)
Workflow
Student Accounts
Receivable
Class
Schedule
Registration
Student and Campus Services System Landscape
CourseLeaf –
curriculum
management
and course
catalog
25Live –
classroom
scheduling
and event
management
9
Project Plan – Student Project
As of Month-end September, 2014
Apr
May
Jun
Jul
2014
Aug Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
2015
Jun Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
2016
Mar Apr
May
Contract Signed
Project Planning
HW & SW Installation
Business Process Workshops
Student Modules
Implement Admissions
Implement Course Catalog
Implement Recruiter
Implement Financial Aid
Implement DegreeWorks
Implement Student Registration
Implement Course Schedule and Academic History
Implement Student Accounts Receivable
Additional Ellucian Products (Course Signals, Ret. and Perf., others)
Major 3rd Party Systems
Other Ellucian Products
Impl. TouchNet P1
Implement TouchNet P2
Implement 25Live P1
Implement 25Live P2
Implement CourseLeaf (w/Student Catalog)
Implement Operational Data Store and Cognos Reporting (rolling deployment)
Implement Banner Document Management System (rolling deployment)
Implement Luminis Student Portal
Implement Banner Communication Management
Implement Workflow
Ellucian Implementation Services
Project Management
Hardware Planning, Technical Architecture/Software Installation/Load Testing
System Integration Requirements Gathering, Design, Development, Deployment
Data Conversion Planning, Requirements Gathering, Design, Development, Execution
Management Consulting: Reporting Review, Identity Management
Student Project Timeline with Product Streams
2
Jun
Student Project
“Team” extends to the entire University. . .
Executive
Sponsors
Project Management
Academic/
Administrative
Officers/Reps.
Core Project Team
Faculty and
Student Reps.
Academic/Administrative Area
Subject Matter Experts
Academic/Administrative Area
Process/System Users
MSU Community of Users
Student Sponsors, Project Team, Stakeholders, and Users
11
Banner Process Users
Internet Native Banner replaces SIS+ green screens
12
Self-Service Banner
Banner Self Service replaces WESS and FASS
13
Recruiter/Admissions
Student Interface
Recruiter/Admissions Officer Interface
Recruiter User Experience
14
CourseLeaf
Curriculum Management
Course Catalog
CourseLeaf Functions
15
CourseLeaf
Curriculum Management
CourseLeaf Functions – Creating Courses
16
CourseLeaf
Curriculum Management
CourseLeaf Functions – Course Approval
17
CourseLeaf
Course Catalog
CourseLeaf Functions – Enriched Catalog
18
CourseLeaf
Course Catalog
CourseLeaf Functions - Workflow
19
DegreeWorks
Degree audit and tracking
Student planning tools
DegreeWorks for Degree Audit and Advising
Transfer equivalency
20
DegreeWorks
Degree audit and tracking
DegreeWorks for Degree Audit and Advising
21
DegreeWorks
Student planning tools
DegreeWorks for Degree Audit and Advising
22
Portal and Mobile
Portal functions and features:
• Active and dynamic content
• Role-based with single sign-on
• Integrates Banner and 3rd party
systems
• Pages and Portlets
• Broadcast to various groups
• Able to personalize
Mobile functions and features:
• Smart phone and tablet agnostic
• User interface to Banner
• “From anywhere, at anytime”
• Dynamic campus resources
• Social media connections
• SaaS model for new features
Portal and Mobile User Interfaces for Students, Faculty, or Administrators
23
Reporting
Information Need Pyramid
24
Reporting
Banner Data Sources support Business Analytics
25
Business Intelligence
Vision for future Business Intelligence
26
Business Intelligence
Vision for future Business Intelligence
27
Banner Student Analytics
Course Signals
• an early intervention system that warns students who are at risk of underperforming in a course
• an intuitive stoplight tells students if they are performing well, holding steady, or underperforming in a
course, and prompts at-risk students to take action
• Faculty can also intervene more easily with suggestions on actions students can take to improve their
grades
• Institutions can identify at-risk students as early as the second week of the semester and help them find
the guidance and support they need to get back on track
Recruiting and Admissions Performance
• a package of scorecards, dashboards, reports, and analytic capabilities that provides admissions and
enrollment managers, institutional researchers, and executives with the information they need to track
progress toward enrollment goals.
• Scorecards can be configured to reflect institution-specific plans, goals, and objectives, helping managers
pinpoint areas that need attention, understand historical trends, or compare performance to goals
• Dashboards provide summary views of information on a single screen, helping managers and staff see
exactly the information they need to do their jobs better
Student Retention Performance
• A package of scorecards, dashboards, reports, and analytic capabilities designed to help improve student
retention and success initiatives
• Staff will be able to examine student success indicators, understand how programs are or aren’t working,
analyze trends over time, and gain the insight needed for more successful strategies
OM_Program_Methodology
28
Course Signals
Course Signals to alert Advisors for students in trouble
29
Course Signals
Course Signals to alert Advisors for students in trouble
30
Course Signals
Course Signals to alert Advisors for students in trouble
31
Course Signals
Course Signals to alert Advisors for students in trouble
32
Recruiting and Admissions
Performance
Recruiting and Admissions Dashboard – via Cognos
33
Student Retention Performance
Student Retention Performance Dashboard – via Cognos
34
Q&A
• Questions?
OM_Program_Methodology
35
Project Plan – HR / Workday
Phase 1 includes Core HCM, Payroll, Benefits, Compensation, Time-Tracking and Absence Management Functionality
Phase 2 includes Recruitment, Talent Management and Succession Planning Functionality
Finance / PeopleSoft
Phase / Milestone Activity
Pre-Planning
StartUp Phase
- Project Kick-Off
- Master Project Plan Docs
Assessment Phase
- Module Review (AR/BI/CM)
- Strategy Documents Complete
- Requirements Gathering
Design Phase
- CRP-1 Activities
- Fit/Gap Solution
- To Be Business Process Flow
- Functional Design for RICEFW
- Config Work Book
- Security Matrix
- Updated RTM
- Conversion mapping document
- Updated Integration Architecture Diagram
-Test Plan
- Technical Design for RICEFW
Build and Test Phase
- CRP 2 Activitities
- Build (conv, interface, rpts, etc.)
- System Int Test - Cycle 1
- System Int Test - Cycle 2
- UAT Testing
Go Live - Phase 1
- Go Live and Cutover Activities
- Go Live
April
May
June
July
August Sept
Oct
Nov
We are
Dec
Jan
Feb
March
Apr
May
June
July