Transcript Slide 1

Administrative Systems
Update
Human Resource Information System
Student Enterprise System
Other Major Administrative Systems
May 2005
Program
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Business and System Architecture
Impetus for Change
Transformations
Success Factors
Future Enhancements
Financial System Replacement
Research Data Integration and Access
Data Warehousing
Business and Systems Architecture
• There must be an architecture:
– To support security and compliance
– To simplify the user’s experience
– To support standard access to information
– To streamline software procurements and
reduce maintenance effort
– To capitalize on industry developments
• That improve business processes
• That extend the benefit of investments
Architecture for Computing
Environment
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The Web - collaboration and mobility
Self-service
Central identity
Integrated software systems using
– a standard for inter-system transactions
– a common security framework
• Real-time systems
Self-Service and Portal
• Goal: ease-of-use
• Role-based
presentation
• Open to extension
by schools and
divisions
• Gateway to both
internal and
external services
Business Integration is Crucial
• This integration is not organizational – it is
transactional. A single transaction should initiate
relevant business actions across systems
automatically
• Propagating transactions across systems saves
time, effort, and reduces errors
• Business processes will become encoded and
auditable for compliance
• Staff will handle exceptions – not every case
Current Point-to-Point Integrations (Sample)
Development
Space
Management
HRIS
SES
Student
Affairs
Time Entry
Housing
Services
NetIDs
Course
Management
Library
Parking
Banks
Employee
Verification
Online
Directory
CUFS
University
Services
Wildcard
Regulatory
Agencies
Benefits
Vendors
Applications
External Vendors
Multipoint Integrations
• These point-to-point
integrations cannot
scale or be affordably
maintained
• Industry-backed
approaches should be
deployed
Human
Resources
Student
Systems
Financial
Research
DW
Alumni
Housing
Important Goal : Integration Transaction Bus
University Network
Central Business Functions
Application A
Application B
School
Application
External Partner
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Web-Based Transaction Bus
Application C
Application D
Division
Application
External Partner
Y
Progress
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Architecture is published
Self-service is proving successful
A central identity policy is in discussion
Designs for new systems are complying
Next software releases will allow
transactional integrations to begin
• Community education is ongoing
Initial Impetus for Change
for Human Resource System
and
Student Enterprise System
Initial Impetus for Change
for HRIS & SES
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Y2K solution
Compliance
Old unsupported software
No single authoritative data source
Inability to meet University service expectations
Inability to meet strategic technical directions
But mostly…
Transformation
Prior Process Environment
• Paper processes and
approvals
• In-person transactions
• U.S. Mail/Campus mail
• Redundant data entry
• No single source of data
• Delayed turn around
• Inadequate reporting
processes
• Temporary workers for
peak data entry
• “Wet” signature required
• Labeled or typed card
stock records
• Photocopied documents
• Filing requirements for all
that paper
Transformation Process
1. Implement software to support
administrative office functions
2. Business process re-engineering
3. Real-time enterprise enabled
4. Incremental changes
Transformation by HRIS
HRIS Functional Deployment
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Employee Self-Service
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Paychecks online
Direct Deposit with multiple bank accounts
Address and phone number changes
Effort reporting
Update information to online directory
Conflict of interest
Benefits online
Time-Entry Self-Service
for Employees and Supervisors
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Electronic approvals – employee, supervisor
Electronic notifications - supervisors
View timesheets and history
View leave accruals – supervisor and employee
Change home address - temporary employees
Change check address - temporary employees
Manager Self-Service
• Update funding
• Merit increases
• Update temporary employee information
– Enter terminations, salary adjustments, transfers and supervisor
changes
• View self-service for employees
– Assist employee paycheck, effort reporting, conflict of interest,
online directory
• Prepare faculty effort reports for certification
• View reports online
– Payroll registers, funding suspense, payroll expense distribution
• Queries – run and write
Transformation by SES
SES Functional Deployment
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Student Self-Service
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Admissions
• Facilitate on-line application by students
• Electronic load of student entered data
• E-mail notification and communication
Student Accounts
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Online real-time account status
Electronic student invoice option
Electronic check invoice payments option
Self-service refund requests
Electronic refund to bank account
Financial Aid
• Automated financial aid packaging
• Mass financial aid packaging
• Electronic loading of federal information for
awarding
• Electronic verification
• Electronic communication
• Self-service checklist communication
• Self-service notice of award and award changes
Student Records
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Official transcripts produced electronically
Web registration with enhancements
Self-service for students
• Quarterly class search options
• Student class schedule list or weekly grid
• Official grade reports
• Electronic signature for FERPA release
• Enrollment verifications
• Request of enrollment verifications
• Address/phone changes
• Advisory degree audits
• What-if degree audits
• Unofficial transcripts
• Law school lottery
• Demographic data information including visa information
• View major and school/college advisor
Support for College/School
Advisors
• Electronic advising system shows advisee’s:
– Student class schedule
– Unofficial transcript
– Degree audit
– Student photo
– Quarterly grade report
• Electronic advising comments
• Self-service reports
Support for Faculty
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Online grade entry
Electronic attestation of grade roster
Real-time online class lists
Photos of students on class lists
Course Management System feed
Support for Department Operations
• Self-service reporting – 150 reports that
can be run as needed with prompts for the
data needed
• Electronic permission numbers
• Electronic waitlists
• Online entry of pre-registration class
controls
Success Factors
Success Factors
• Institutional support from the top
• User engagement during design and at all points
thereafter
• Minimal consulting; skilled staff
• Clear, attainable initial goals
• Incremental approach to change
• Just-In-Time training for users
• NUIT/Functional joint leadership
• Strong NU/vendor partnerships
What Have We Learned?
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Manage expectations
Quality is as important as deadlines
Working together rather than in silos
Cross-functional committees essential
Budget for ongoing development
What Have We Learned?
• Recognize the learning curve is steep
• Communicate, Communicate,
Communicate
• Train on procedures and system
• Development is never over
Future Enhancements
for HRIS & SES
Planned for HRIS
• Self-service:
– Employee:
• Enrollment of benefits
• Automate distribution of NetIDs and email
– Manager:
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View Employment Information from one Page
Create and update job descriptions
Create hiring requisition
Review resumes online
Update position and appointment information
– Job applicant: apply online and upload resume
Planned for HRIS
• COBRA
• LOA and retiree billing
• Interface to RDIA, FMSR and Data
Warehouse
• Metrics for staff hiring
Planned for SES
• Self-service:
– Financial aid award letter
– Acceptance of financial aid with electronic
cash management signature
– Transcript requests with credit card payment
– Student emergency contact information for
Student Affairs
– Direct deposit of refunds
– Faculty class schedule & room assignments
Planned for SES
• Expanded quarterly class search options
• Interactive web requests for one-time-event
room assignments
• Work flow for student administrative processes
• Medical school fully into SES
• SCS conversion to quarters and non-degree
programs into SES
• Bidding system for Law School
• Interface to FMSR, RDIA, and Data Warehouse
Continuing Forward
• Exploiting the software and continual
business process re-engineering
• Integrating all systems
Financial System
Replacement
Financial System Project Goals
• Replace NU’s current financial system, CUFS, with a more robust,
easier-to-use tool
• Implement a new system for administration of sponsored research
• Implement new software to provide additional functions, such as for
budgeting
• Gather feedback from representatives at all levels of schools and
departments, ensuring that the project is focused toward the needs of
the NU community
• Re-engineer and improve financial business processes
• Integrate with the existing systems and the RDIA and Data
Warehouse efforts
• Focus on deploying in a web-based portal environment
Financials Project Modules
General Ledger
Accounts Receivable
Grants
Expenses
Accounts Payable
ESA Portal Pack
Asset Management
Budgeting
eSettlements
Financial Portal Pack
Billing
Purchasing
Internal Controls Enforcer
eSupplier Connection
Cash Management
eProcurement
Deal Management
Catalog Management
Supply Chain Portal Pack
Project Costing
Contracts
Financials Project Timeframe
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January 2005
– Begin convening advisory committees and workgroups
– Hire staff
– Begin planning vendor site visits
February 2005
– Begin requirements gathering
– Begin software demonstrations at NU
Spring 2005
– Have initial installation of PeopleSoft financials certified by PeopleSoft
– Begin gap-fit analysis
Summer 2005
– Publish first targeted draft of gap-fit and requirements documents
– Begin detailed Business Process Improvement/ Re-engineering data gathering
– Begin mapping gap-fit and requirements documents to software test environment
– Make a recommendation on the purchase of a pre-award administration solution
(proposed)
– Recommend module phasing/ implementation plan
Financials Project Timeline
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September 2005
– Hire remainder of team
– Bring full-time representatives from user areas onto project
October 2005
– Begin detailed requirements gathering based on phasing document
November 2005
– Begin first demonstrations on how NU requirements might be met in the software
September 2007
– Go-live date of core functions (proposed)
Research Data Integration & Access
S N U P E R
Purpose
 Develop a web-based
application that will
provide faculty and
administrators with
access to research data
from existing and
planned systems
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Using a three-Phase
approach - integrate
financial, human
resources, student, and
research data
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Improve access to
information for planning,
analysis and management
decision making
What Can You Do In Phase I?
 View the information from your PC or Mac
 View using Netscape, Firefox, Safari, etc.
 View your account balances for authorized accounts
 Choose the date ranges by which you view the data
 Download the data
 Drill down by object code to individual expenses
 Proxy authorized access to others
 Search data by name, sponsor, text field, etc.
 Create and save ad hoc reports
 Sort your information
Coming in Phase II
Expanded authorization (roles and rules)
 Expanded integration of data
 Roll-up of associated accounts
Additional protocol information
 Other expanded research areas including
effort, student, etc.
Data Warehousing Initiative
Goals
• Facilitate decision-making and planning across the
University
• Provide a simplified, consistent, and robust method of
accessing timely and validated data integrated from
multiple enterprise systems that supports a variety of
purposes and perspectives
• Fit data warehousing solution into an overall reporting
and decision support strategy
• Coordinate data warehousing with other initiatives
including RDIA and financial systems replacement
Strategy
• Engage stewards and stakeholders across the University
• Utilize ADC as advisory group
• Establish RDIA and data warehousing alignment and
sequencing
• Build data warehouse solution incrementally
• Planning and project implementation under Change
Management
• Current sponsorship under Institutional Research
Recommendations for
Academic Year 2005-06
• Deliver a ‘foundation’ for a warehousing solution:
– Prioritize sources of University business information and define
the data across the sources
– Provide a structure for balancing security with access (data
classification policy and roles/responsibilities for access)
• Define and develop an institutional reporting strategy in
collaboration with the other initiatives and systems:
– Technology, development approach, and process to access data
• Establish longer-term governance and organizational
structure
• Develop a more detailed set of expected outcomes
including longer-term deliverables, resources,
sequencing, and timeframe
Web Sites
• Architecture
– http://www.it.northwestern.edu/isa/
• HRIS
– http://www.northwestern.edu/hr/hris/hris/
• SES
– http://www.it.northwestern.edu/SES/
• FMSR, RDIA, Data Warehouse
– http://www.northwestern.edu/changemanagement/adminsystems/
Contact Information
• Tom Board, Director, Information Systems Architecture,
[email protected]
• Suzanne Anderson, University Registrar and Director,
Student Enterprise System, [email protected]
• Kathryn Tessendorf, Director, Human Resources
Information System, [email protected]
• Jeff Mundt, Director, Financial Management System
Project, [email protected]
• Candy Poolman, Project Director, RDIA,
[email protected]
• Bill Hayward, Director, Analytical Studies,
[email protected]
Questions?