Administrative Systems Modernization Program

ASMP 2.0

Town Hall

April 1, 2014

It all started…

2012Administrative Systems

Master Plan (ASMP)2009

Strategic IT AccountabilityBoard (SITAB) Report2006

Core Application Strategy for the Enterprise (CASE)

ASMP- Case for Change

• Desire to take advantage of technological advancements

• Mitigate risks of relying on aging technology toolset (Adabas/Natural are reaching end of life)

• Integration with third party open standard systems is very difficult and expensive in the current environment

• Up-to-date standards and best practices are difficult with current toolset

• Difficulty attracting and retaining workforce

4

• Create Business Driven Systems and Data Management

• Modernize the Administrative IT Infrastructure

• Strengthen the Systems Development Processes

ASMPAdministrative Systems

Master Plan

2012

• Implement Workday for HR/Payroll and Finance. Student-TBD.

• Transition distributed systems off mainframe.

• Develop Strategic Reporting Master Plan and Enhance IQ

• Implement Open Systems Technical Architecture (Integration and Development)

• Develop, Test and Deploy Standards and Methodology Processes

• Create Business Driven Systems and Data Management

• Modernize the Administrative IT Infrastructure

• Strengthen the Systems Development Processes

ASMPAdministrative Systems

Master PlanAdministrative Systems

Modernization Program

2012 2014

7

Guiding Principles• Open and transparent communication

• Involvement of key stakeholders

• Strong governance

• Adoption of best practice business processes

• Customization used only where needed for operational or

competitive advantage

• Opportunities for career development

Current Activities

• Integration Partner Contract Negotiations

• Preliminary Planning

• Governance

• Staffing

ERP Implementation

Jim Daniel

ERP ImplementationScope

• Replace HR/Payroll and Finance systems with Workday

• Replace the full suite of Student systems

Status• Filling lead and project team positions• Project team training underway• Preliminary planning to prepare for requirements

discovery, business process review and chart of accounts design

• Preliminary planning to orient integration partner to our environment

ERP ImplementationVision

• Streamline and simplify business processes

• Provide seamless integration

• Optimize system flexibility to support dynamic functional and technical requirements

• Intuitive modern user experience

• More robust self service

• Enhanced mobile capabilities

• Better analytics and access to data for decision-making

Student Systems

Jody Couch

Student SystemsScope

• Select and implement the Student ERP system

Status• Workday Design Partner• Requirements gathering starting this summer• Projected timeline (dates will be adjusted as needed)

Recruiting/Admissions 8/2017 Financial Aid 2/2018 Student Records 4/2018 Student Billing 6/2018 Term-End Activities 12/2018

Vision• Engage the campus community to select and implement

the best-fit student information system for UT

Enterprise Data and Applications Modernization

Dana Cook

Distributed Software Systems

Scope - Planning Objectives• Inventory of all Administrative Systems on

campus

• Develop a master road map for all administrative systems on the mainframe by compiling road maps from all units and reconciling dependencies, resource needs, etc.

Note: Student Administration mainframe-based non-ERP systems planning and road mapping will take place on a separate timeline. More details to come.

Distributed Software Systems

Status - Planning• Inventory of all Administrative Systems on campus:

100% participation; Completed! Some interesting stats…

– 1,569 administrative systems; 1,024 run or use mainframe resources

– 450 student systems; 399 shadow and supplemental– 205 financial systems; 74 shadow and supplemental– 137 HR/Payroll systems; 55 shadow and supplemental

• Develop a master road map for all administrative systems on the mainframe: Received 60-70% unit-level road maps; expect to

have a draft master road map by the end of April

Distributed Software Systems

Status - Implementation• Staffing the lead and team for this area• Defining initial list of transition support offerings for

campus• Best practice documentation starting (i.e. vendor

product selection, suggested contract language, etc.)• Beginning to work with areas who are transitioning

early (i.e. Development)• Starting to pull together work groups around common

needs and/or identifying units who can participate in efforts that are starting (i.e. Faculty Recruiting, Room Scheduling)

Distributed Software Systems

Vision• Overall coordination of the modernization

transitions throughout the ASMP 2.0 Program (sans ERP components)

• Provide transition support to units across campus (i.e. tools, best practices, help resolving issues, design, etc.)

• Facilitate cross-unit collaboration on common needs

• Assist in transition of interfaces to Master Data Repository as historical and cross-area data needs dictate

Data Management

Kristi Fisher

Data ManagementScope

• Enterprise-wide Data Governance • Cross-platform Accessibility

IQ expanded to provide full data integrations (cross-platform and archived data) as well as access point for DSS applications

• Strategic Reporting Continuity Maintain access for strategic and statutory reporting throughout

project lifecycle

• Data Profiling, Mapping, Metadata & Business Glossary

• Master Data Management Tools Provide transparency to authoritative data sources,

transformations, data quality, definitions, business rules

Data Management

Status – just getting started:• Analyzing opportunities and dependencies with DSS

initiative• Reviewing options for leveraging and extending IQ capacity• Evaluating needed staffing, hardware, software, and training• Investigating master data management software tools for

tracking data conversions, mapping, definitions, quality, ownership, etc.

• Reviewing data governance policy work started by Data Management Committee in 2013 and evaluating scope of governance structure

Data ManagementVision

• Deliver “Data as a Service” (DaaS)• Clear data governance policies and procedures will be

established for the ERP and all tools and systems that use institutional data

• Access to authoritative institutional data will be continuous, regardless of source/platform/location

• Movement and meaning of data between platforms will be tracked, known, and transparent

• Data can be integrated across business domains, regardless of current platform

• Ability to produce data for strategic management information and statutory reports will be uninterrupted

• Appropriate tools will be available for accessing institutional data, including mechanisms to support distributed systems

Enterprise Readiness

Penny Snider

Enterprise Readiness

Scope • Prepare the campus for upcoming changes through

training, communication, and change management

Enterprise Readiness

Status• Identifying ways to foster communication and

involvement with the University community throughout the program

• Developing a liaison program with representatives from across campus to help their areas transition to the new systems and business processes

• Focusing on project team training and planning for additional training needs

Enterprise Readiness

ASMP TrainingImplementation Team

University Faculty, Staff, Students

Technical StaffNew technical environment

Ie. Languages, tools, methodologies

Business UsersBusiness functions

ie. Hiring, Onboarding, Financial Transactions

Self-Service Users

Ie. Timesheets, Earnings Statement

NOW

FUTURE

Status - Training

Enterprise Readiness

Vision• Facilitate a positive change experience for the

University community• Provide a variety of tools to prepare for the changes

(training, workshops, communications, job aids)• Foster interaction with the user community throughout

the change journey (liaisons, feedback mechanisms)

Technical Architecture

Julienne VanDerZiel

Technical ArchitectureScope • Support cloud, package and custom applications for

Administrative units and their interfaces.

Production Architecture:- Workflow, ESB, Document Management, SOA Architecture, Database,

Security and Authorization, Batch, Infrastructure, Monitoring- Used by Workday ERP, Application Modernization, and community at

large

Development Architecture: Support standard framework, tools, and environment for application development, configuration, integration, testing, training and staging environments- Configuration Management, tenant and integration environment

management, development and testing tools- Application Development standards and guidelines

Technical ArchitectureStatus

• In negotiations to define Design and Specification Project

• High Level Diagrams and Requirements Completed from prior ASMP workgroups

• Goals: Architecture defined: end of Summer/early Fall,

2014 Design and Build: Fall, 2014 Development environments available: end of

year, 2014– May build out iteratively to have some components

available earlier

Technical Architecture

Vision• Meet the core needs of the administrative

community, now and in the future• Scalable, proven and flexible solutions to meet

changing business and IT needs• Standard, sustainable, and secure• Promote reuse, increase speed and accuracy

Learn more at the FYI session tomorrow: 10:30 a.m. in Avaya Auditorium!

Questions