1. Utah System of Higher Education Development of Administrative Systems IT Master Plan July 17, 2001 Project Kick Off

2. 2 Proprietary & Confidential Project Objectives Specific Goals - Assess current status/adequacy of administrative systems/infrastructure/staffing Consider total USHE infrastructure needs based on input from a separate academic system planning process Establish vision, principles and goals framework Evaluate options for administrative systems focusing on efficiency and functionality (i.e. centralization, common systems, hosted, outsourcing) Identify potential vendors Assess realistic resource and funding requirements Determine manageable scope and timeline Develop and present findings and recommendations Primary Plan Purpose - Develop a thoughtful evaluation of the optimal structure for ADP within the USHE in the context of overall IT needs

3. 3 Proprietary & Confidential Project High-level Scope Administrative Systems Other Systems Projects Academic Systems Project USHE IT Master Plan Administrative Systems Project

4. 4 Proprietary & Confidential Project Scope Administrative Systems

5. 5 Proprietary & Confidential Project Team Executive Steering Committee  Cecelia H. Foxley, USHE  Charles E. Johnson, BOR  John Massey, LFA  President Paul Thompson, WSU  Phillip Windley, State CIO  James H. Roth, Andersen Project Management Project Advisors/ Quality Assurance  Todd N. Thompson, Andersen  TBD, Andersen  TBD, USHE Project Team  Robert M. DePalma, Andersen  Norman C. Tarbox, USHE  Jerry H. Fullmer, USHE 9 Institution Representatives  Joe Taylor, UofU  Barbara White, USU  Don Gardner, WSU  Glen Pryor, SUU  Gary Koeven, Dixie  Mark Spencer, UVSC  Marlin Mason, Snow  Eric Mantz, CEU  Bob Teague, SLCC Utah State Legislative  Jonathan Ball, LFA  Boyd Garriott, LFA USHE  Gary Wixom Andersen  Steven J. Maxfield  Jason R. Schober  Cindy DeNamur Governor’s Office  Jeannie Watanabe, GOPB Other Institutional Reps:  Brad Winn, UVSC  Kim Marshall, USU

6. 6 Proprietary & Confidential Project Team Responsibilities Executive Steering Committee Project Management Project Advisors/ Quality Assurance Project Team USHE Team members: provide institution representation, participate in central focus groups, setup & coordinate all on- site institution visits & receive knowledge transfer. Andersen Team members: collect information, provide support, participate in sessions & begin knowledge transfer. Project sponsors who provide insights for major issues & decisions. Meet every ~3-4 weeks with Project Management to provide direction & monitor project. Conduct independent reviews for progress and improvements. Provide Subject Matter Experts (SME). Meets with Executive Steering Committee every ~3-4 weeks. Provides on-site project management for team.

7. 7 Proprietary & Confidential Project Approach USHE Approach, Deliverables and Goals Milestone 1 Develop Business Understanding and Shared Vision Milestone 2 Assess External Environment HE IT Trends and Strategies Milestone 3 Assess Processes, Technology Strategies, and Identify Opportunities Milestone 4 Identify Application, Technology, and IT Model Alternatives Milestone 5 Develop Implementation Roadmap Milestone 6 Develop Business Case/ Management Presentation ApproachDeliverablesGoals Establish vision, principles and goals framework Assess current status/adequacy of administrative systems/infrastructure Identify potential vendors Evaluate cost-savings options for administrative systems Develop and present findings and recommendations Final USHE ADP IT master plan Compilation of all analyses and deliverables Presentation of business case Discussion of applicable Higher Education trends, strategies and solutions Implementation roadmap including: Priorities, Action Plan, Timeline, Resource and Funding Requirements Analysis of alternatives and strategy for applications and IT infrastructure Impact to current operations Assessment of current administration systems and IT infrastructure Opportunities and potential benefits of new system and infrastructure Project objectives and goals Project Plan Assess current status/adequacy of administrative systems/infrastructure Assess realistic resource and funding requirements Determine manageable scope and timeline

8. 8 Proprietary & Confidential Wk 2 7/23 Wk 4 8/6 Wk 5 8/13 Wk 6 8/20 Wk 7 8/27 Wk 8 9/3 Wk 9 9/10 Wk 10 9/17 Wk 11 9/24 Wk 12 10/1 Wk 1 7/16 Develop Business Understanding & Shared Vision Investigate Higher Education Trends & Strategies - Administrative Systems & Infrastructure Complete Current Administrative System Environment Assessment Identify Application, Technology & IT Model Alternatives Develop Implementation Action Plan Develop Business Case/ Management Presentation Wk 3 7/30 Project Timeline Steering Committee Checkpoint meetings Project Timeline

9. 9 Proprietary & Confidential Diverse multi-institution environment The autonomy and unique concerns of each institution need to be addressed The balance of central control/coordination and local control Implications of different levels of complexity across USHE institutions Implications of fiscal realities Adequate representation of all USHE stakeholders Ability to implement an effective decision-making process that results in consensus across all stakeholder groups The ability of technical architectures to extend across schools, systems and geographies What Are Key Challenges and Issues?

10. 10 Proprietary & Confidential The ability to communicate and manage change across hundreds of geographically dispersed users Impact of recent implementations of different administrative solutions at some USHE institutions USHE member schools’ ability to absorb change (at what pace) Impact of Administrative initiatives on Academic initiatives Achieving balance between institution needs and standard system What Are Key Challenges and Issues? Concerns over current system ownership The ability/desire to adopt standard business processes across institutions Acceptance of opportunities for shared solutions, services and experience (knowledge sharing)

11. 11 Proprietary & Confidential Key Success Factors Top university management ownership, sponsorship and funding support USHE’s best resources committed to the project Optimize utility of available resources Effective communication between USHE and Andersen Clearly define business vision and impact on central and local IT organizations Rigorous project management and strong project leadership Solid/realistic plans and flexibility in approaches Effective issue identification and issue resolution management

12. 12 Proprietary & Confidential Key Success Factors Comprehensive integration of change management, process and technology - not just about software Willingness to change business processes and accept new operating models Trust between USHE and Utah State Legislature Clear plan for each institution (Administrative Systems, Infrastructure and Staffing) Enough detail to place USHE on the precipice to make a decision Understanding system level and institutional level benefits