ProposedERPStrategyfortheBCPublicPost-
SecondarySector
ForBCNETITConferenceApril27,2016
BarryCoulson,ASDTExecuFveLead
JagMadan,ChiefInformaFonOfficer,LangaraCollegeTrevorHurst,ChiefInformaFonOfficer,AVED
ERPVisionStatement
Increasealignmentandintegra/onofSectorERPsolu/onstoenableenhancedservicedeliverytostudentpopula/ons,improvedcostmanagementandareduc/onofoverallrisk.
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Ø Background,driversandconsideraFons
ERPStrategyBackgroundØ ERPsystemsintheBCpublicpost-secondarysectorconsistofmulFple
soluFonsandconfiguraFons
Ø Somealignmentexistswithinthesector,butthereisanopportunityforincreasedcollaboraFonandefficiency
Ø Overthenext7-10years,allinsFtuFonswillneedtoimplementeitheracompletechangeofERPsystem,versionupgrades,orareplacementofcomponents
Ø FormanyinsFtuFons,thisworkincursconsiderableriskduetothelackofITresourcecapacity
Ø ASDTstruckaworkinggrouptorecommendaSectorERPStrategybyMarch31,2016–thispresentaFonrepresentstheworkinggroup’soutput
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DriversforasectorERPStrategyØ Businessrisk:
Ø manyinsFtuFonsreportthatsomebusinessrequirementsarenotbeingmetbytheircurrentERPsoluFon
Ø Somepartsofpurchasedproductsarenotbeingused
Ø Technologyrisk:Ø DependenceonaginginfrastructureandlegacycustomERPsystemsthatarenolongersustainable
Ø Challengeofa[racFngandretainingexperttechnicalresources
Ø CustomizaFonhasincreasedthecomplexiFesofdatamanagementandcreatedabacklogofneededchanges
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DriversforasectorERPStrategy–ConFnued
Ø Costandriskofreplacementorupgrade–replacementsystemswillbeasignificantcostandchangemanagementchallenge.ManyinsFtuFonswillapplyextensiveupgradesinthenearfuture.
Ø TheriskofnothavingaSectorstrategy–SomeSectorcollaboraFonoccursthroughBCNETworkinggroupsandtheColleagueASCconsorFum,howeverwithoutaformalSectorERPStrategythereisariskofincreasedduplicaFonofeffortanddivergenceofsoluFons,witharesultantincreaseinSector-widemaintenanceandsupportcosts.
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AnFcipatedChange
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FromanERPperspecFvetheSectorisabouttoembarkuponsignificantchange:ChangeItem Ins?tu?on(s)Impacted EST.Timeframe
ThereplacementofLegacycustombuiltsystems
VIU,Selkirk 2016-2018
TheupgradetoBannerExtensibleEcosystem(XE)
AllBannerinsFtuFons 2016–2018
ThereplacementofanSISPeopleSoeupgrades/addiFons(withreducFonofcustomizaFons)
UBCUBC,SFU(upgradein-process)
2015-2019
Theroll-outofColleaguetoFinanceandHR JIBC 2018-2019
TheuptakeofBCNET’sEducloud UBC,NIC,CSBmembers,others… 2016………..
TransiFoningfromPLNETtoBCNET Okanagan,EmilyCarr,others… 2016
ImplemenFngfuncFonalitytosupportP2P PilotinsFtuFons(TBA) 2017
ImplemenFngfuncFonalitytosupportCOAP All 2018-19
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Ø ProposedERPStrategy
StrategyConsideraFonsFromaSectorperspecFveastrategicroadmapthatoutlinesprogresstowardsincreasedcollaboraFonandopFmizaFonisbeneficial.TherateofprogressforanindividualinsFtuFon,however,willbetemperedby:
Ø InsFtuFonalandGovernmentinvestmentplans.Ø TheneedforflexibilitytoenabledifferenFaFonandallow
InsFtuFonstosupportspecificprogramofferings.Ø ThedifferentcapabiliFestoabsorbchangewithinthe
Sector.Ø AvailablefundingandtheinsFtuFonalcostandbenefitsof
incrementalchange.Ø AninsFtuFon’ssenseofurgencytochange.
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FiveYearGoal&ObjecFves
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BUSINESS TECHNICAL
GOALAlignERP-relatedbusinessprocessesacrosstheSectorwherereasonableandfeasible
Op/mizeERPinfrastructureandplaDormsolu/ons
OBJECTIVES• Increaseresource,knowledgeandlicensesharing• EstablishbestpracFcesandstandards• OpFmizebusinessprocesses
• Replacelegacysystems• ConsolidatehosFng• OpFmizeERPversions(anddatalinkageswhereapplicable)
ERPStrategy:ObjecFves
BusinessObjecFves
ReplacementofLegacySystems
Resource,KnowledgeandLicenseSharing
BestPracFceStandards
BusinessProcessOpFmizaFon
HosFngConsolidaFon
OpFmizingERPVersions
CurrentState
FutureOpFmizaFon
FiveYearPeriod
Inform
edbyBu
sinessC
ase
Supportedby:• ASDTGovernance
• AnASDTadministraFveservicesdeliveryoffice• JointSectorandMinistryfunding(TBD)
TechnicalObjecFves
ERPStrategy:ProposedConFnuumFramework
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Eachins?tu?ondeterminesitsop?mal5yrend-state
(A)Mul?pleERPplaMormswithseparateinstances,somecommoninfrastructure
(B)Mul?pleERPplaMormswithseparateinstances,butcommoninfrastructure,formalizedresourcesharingandconsistencyinbusinessprac?ce
(C)StrategyGoal:Ara?onalized‘op?mal’numberofERPplaMormswithsharedbusinessprocessesandmoduleinstances
PrevalentCommonInfrastructure(e.g.,BCNET’sEducloud)
ResourceSharingSomeBusiness
PracFceconsistency
Other…
.
Colleague
Banner
SomeCommonInfrastructure
PeopleSoe
Colleague
Banner
PeopleSoe
CloudCompuFngwithSaaS
ResourceSharingSharedbusiness
process
Sharedmoduleinstanceandconfig
ERPService#1
ERPService#2
ERPService#N
(A)And(C)canbeconsideredasbookendsoftheconFnuumofpossibleend-states,(B)isanexampleofanendstate.TherearemulFplepossibleendstates
Current Future(beyond5yrs)
ERPStrategicTimeline
UpgradeBannerSystemstoXE
ReplaceLegacysystemswithacommonERP(VIU,Selkirk)
EstablishBCNETEducloud
UpgradePeopleSoe(UBC)
Feasibility&BusinessCase(foreachobjecFve)
2016 2017 2018 2019
ERPStrategy
ReplaceSIS(UBC)
SUPPORTSANDINFORMS
2020
UpgradePeopleSoe(SFU)
ProjectServices
ImplementaFonPlan
Est.aresourcesharingservice
DeterminebestpracFcestandards
Est.avendormgmtservice
OpFmizeERPVersion
Sectorplannedorin-flightacFviFes
AcFviFesTBDbyERPStrategy&ImplementaFonplan
Legend
MigratePSIstoEducloud
Individu
alPSIPar?cipa?
on
OpFmizebusinessprocess
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Ø NextSteps
NextSteps• FinalizeERPStrategythroughsectorinput
• SubmitERPStrategytoASDTSteeringCommi[eeforapproval
• ConfirmfundingforongoingprojectacFviFes:
– ConfirmGovernanceandidenFfyRolesandResponsibiliFesbetweenstakeholderorganizaFons(ASDT,BCNET,PSIs)
– Developahigh-levelprojectplan(inpartnershipwiththeSectorandBCNET)
– DevelopbusinesscaseforeachobjecFve
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Ø AddiFonalInformaFon
SomeDefiniFons
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PlaMorm–anERP‘type’e.g.,Banner,Colleagueanddatabasetypee.g.,Oracle,SQLServerInstance–asingleoccurrenceofanERPsystemanditsdatabase(twoinsFtuFonscanhavethesameplarormandsoeware/databaseversionbutdifferentinstances)Version–avendordeterminedversionofaproducte.g.,BannerXE,PeopleSoev9.2andOracle12cModule–AsetoffuncFonswithinanERPdedicatedtosupportaparFcularbusinessarea(e.g.,ColleagueHR)CloudCompu?ng-CloudcompuFngsoluFonsprovideusersandenterpriseswithvariouscapabiliFestostoreandprocesstheirdataviatheinternetinthird-partydatacentresSaaS–SoewareasaService:isasoewarelicensinganddeliverymodelinwhichsoewareislicensedonasubscripFonbasisandiscentrallyhosted.SoYwareLicensing-isalegalinstrument(usuallybywayofacontract)governingtermsandcondiFonsfortheuseorredistribuFonofsoeware.Upgrade-isgenerallyareplacementofhardwareorsoewarewithanewerorbe[erversion,inordertobringthesystemuptodateortoimproveitscharacterisFcs.
ERPStrategy:ObjecFves
BusinessObjecFves
ReplacementofLegacySystems
Resource,KnowledgeandLicenseSharing
BestPracFceStandards
BusinessProcessOpFmizaFon
HosFngConsolidaFon
OpFmizingERPVersions
CurrentState
FutureOpFmizaFon
FiveYearPeriod
Inform
edbyBu
sinessC
ase
TechnicalObjecFves
Descrip?on:AnexercisetoreviewSectorBestPracFcesandcompileasetofBestPracFceStandards.Thisisapre-cursortoenableInsFtuFonstobeinformedwhenopFmizingbusinessprocessesBusinessDrivers- EstablishesthegroundworkforbusinessprocessopFmizaFon
Descrip?on:ReplacementoflegacyERPsystemsfortwoInsFtuFons.Workincludes:- ProblemStatement- RiskAssessment- Business&TechnicalRequirements- ProcessImprovements- EstablishingInterimMeasures(forbusinessconFnuity)- SecuringFunding&Resourcing- IssuingRFPBusinessDrivers-CurrentsystemisincreasinglyunsupportableandarisktoserviceconFnuity
ERPStrategy:ObjecFves
BusinessObjecFves
ReplacementofLegacySystems
Resource,KnowledgeandLicenseSharing
BestPracFceStandards
BusinessProcessOpFmizaFon
HosFngConsolidaFon
OpFmizingERPVersions
CurrentState
FutureOpFmizaFon
FiveYearPeriod
Inform
edbyBu
sinessC
ase
TechnicalObjecFves
Descrip?on:InsFtuFonscollaboratetoshare:- Knowledge- LicensingCostsandVendormanagement
BusinessDrivers- Reducecostsandrisks;Be[ervendoraccess- IncreaseeffecFvenessduetosharedknowledge- IncreasedcapacityforapplicaFonsupportandchanges- Improvedquality;IncreasedSectorstandardizaFon- IncreasedstaffretenFon
Notes:-SomeinvestmentwillberequiredtosupportcrossteamcommunicaFon-sharedresourcingwillrequireanalignmentand/orcoordinaFonofprioriFes-governancemaybeachallenge
Descrip?on:InsFtuFonsmigratetheirERPsystemstocommonhosFngservicespotenFallyleveragingcloudtechnologyBusinessDrivers:- Enablessystemalignment- Enablesenhancedresourcesharing(e.g.,DBAs,)- Lesssystem/serviceriskfortheinsFtuFon- Increasedscalabilityandavailability-AsharedTCONotes:-TheremaybemulF-tenancycontenFon,governancewillbeachallenge-Therewillneedtobeanupfrontinvestmentincludinganarchitectureeffort
ERPStrategy:ObjecFves
BusinessObjecFves
ReplacementofLegacySystems
Resource,KnowledgeandLicenseSharing
BestPracFceStandards
BusinessProcessOpFmizaFon
HosFngConsolidaFon
OpFmizingERPVersions
CurrentState
FutureOpFmizaFon
FiveYearPeriod
Inform
edbyBu
sinessC
ase
TechnicalObjecFves
Descrip?on:InsFtuFonsusethebestpracFcestandardstoestablishcommonbusinessprocessesBusinessDrivers- Enablessystemalignment- CouldenablesharedfuncFonalityandreducedmaintenancecosts
Descrip?on:InsFtuFonssharethesameversionofanERPplarorm(samecodebasebutnotnecessarilythesameconfiguraFon–i.e.,thisisnottantamounttothesameinstance)BusinessDrivers:- Simplifiesmaintenanceandupgrades(althoughconfiguraFondifferenceswillsFllneedtobeaccommodatedfor)- Enablesenhancedtechnicalresourcesharing- Enablessharedmaintenance- Costsavings
