1. Send Lawyers, Guns, & Money Rapid ERP Implementation Max Davis-Johnson AVP - UTO Session #23334 March 13, 2007 Alliance 2007 Conference Orlando, Florida

2. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y Max Davis-Johnson

3. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y ASU OASIS Project On February 28, 2006 ASU signed their licensing agreement with Oracle for PeopleSoft Campus Solutions, Human Capital Management, and Customer Relations Management On March 1, 2007 ASU started Fall 2007 registration using PeopleSoft

4. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y Environment Principles Practices

5. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y ASU Quick Facts Enrollment 63,238 4 campus 20 colleges and schools 1,000 active majors 60,000 applications a year

6. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y Growth & Change Growth & Change

7. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y Why a new strategy?

8. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y From Context to Core Core processes … are the ones that differentiate you … so that customers select you over your competition. Everything else is context. -- Geoffrey Moore Dealing with Darwin

9. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y From Context to Core

10. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y Managing Context through Strategic Alliance

11. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y Like technology from an advanced alien civilization…

12. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y ASU Strategic Technology Partners

13. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y ERP The ASU Way Adapt Grow Implement Iterative Process

14. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y ERP the ASU Way External Hosting Transparency – The Frankenstein Factor Antidote You can have any flavor you want… Avoiding procurement fatigue

15. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y ERP the ASU Way Standing on the shoulders of others Go towards the sound of the guns Empower Decision Making

16. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y ERP the ASU Way Data and Reports Project Organization

17. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y Best Practice 1 - Executive management endorses and supports the project Best Practice 2 –This is not just a technology project. It is an University project. Best Practice 3 – In the Functional vs. Technical balance, functional weighs more than technical. Functional processes and needs are the core. Technical serves the core. Best Practice 4 – Be cognizant about the need to adapt the organizational changes. Best Practice 5 – A project management team will be assign full-time to the implementation. Best Practice 6 –The project team composition will represent all functional areas. The Sweet Sixteen…

18. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y The Sweet Sixteen… Best Practice 7 – Project team members are full time on the project and normal job responsibilities will be reassigned. Backfill is required. Best Practice 8 – Budget will not be the primary consideration in making project implementation decisions. The ability to track and reallocate budget in a timely manner within the overall project budget is critical. Spending a little more early can literally save you millions later. Best Practice 9 – The project team will be empowered to make decisions. Decision elevation process in place. Best Practice 10 – A separate dedicated work environment specifically created for the project team is required. Best Practice 11 – Reward, praise, and celebrate.

19. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y The Sweet Sixteen Best Practice 12 – Milestones drive the implementation schedule. You adapt the “Lawyers, Guns, and Money” philosophy. Best Practice 13 – Use the software out of the box or re-engineering a business process before changing the ERP software. Best Practice 14 – Use experienced consultants to facilitate implementation efforts and do knowledge transfer. Core functional teams will have a full-time consultant for the duration of the initial implementation project. Best Practice 15 – Implementation information should be continuously communicated to the campus community. Best Practice 16 – Start early on data - conversion and reporting

20. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y Challenges Getting the culture of higher education to embrace a new paradigm Executive commitment Resource commitments ERP Acceptance Curve and the “trough of despair” Acceptance of Role Changes

21. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y How do you do faster, cheaper, better? Align with partners who have administrative technology as part of their core business Use the improvements and reliability of the PeopleSoft software and the maturing and quality of related services Send money early to get it right and meet milestones Define and follow implementation principles Adapt best practices – “A Sweet Sixteen” Organizational issues outweigh software issues- software and methodologies are mature Implement – Adapt – Grow Compressed timelines actually promote success Keep the project team supplied with caffeine Giddy-up!

22. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y Will it be this?

23. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y or this?

24. U n I v e r s I t y T e c h n o l o g y O f f I c e, A r I z o n a S t a t e U n I v e r s I t y www.asu.edu/oasis Email: max.davis-johnson@asu.edu