AIM with Purpose: Enterprise 2008 The EDUCAUSE Enterprise & Technology Conference March 28-29, 2008 Chicago, Illinois "Copyright Calvin Williams and Maggie Eaheart, This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author." Leveraging your ERP to Align with your Business Needs

Organizational dysfunction and the inability to adapt have impeded the successful implementation of our ERP. The University is at a tipping point where change is necessary and inevitable. successful

I can relate to that 1.Yes 2.No

Did you hear?… Volume 43, Number3 May/June 2008 #1 Security #2 Administrative/ERP Information Systems #3 Funding IT

Agree or Disagree 1.Agree 2.Disagree

Top 10 Current Issues, 2008 “…rising student expectations and increasing recruiting competition may drive more institutions to invest in ways of getting strategic value out of ERP data—data that is now usually oriented toward purely transactional use.” EDUCAUSE Review, vol. 43, no. 3 (May/June 2008): 36–61 TOP-TEN IT ISSUES, 2008 DEBRA H. ALLISON, PETER B. DEBLOIS, AND THE 2008 EDUCAUSE CURRENT ISSUES COMMITTEE

Your Top IT Issues Staffing 2.Disaster Recovery 3.Identity Management 4.Funding 5.Security 6.ERP 7.Change Management 8.Other

Which?

SecurityERPFunding

Flashback…How did we get here? SXU a Brief History

Chicago’s Oldest University - Founded 1846 Catholic, Founded by the Sisters of Mercy Enrollment 2007/2008 Resident Students 1998F = F = 824 Growth Since ERP “go live” = 31% Under Graduate = 3,288 (78% FT) Graduate = 2,390 Campuses in Chicago and Orland Park

Carnegie Classifications 1.Doctorate–granting institutions 2.Master's Colleges and Universities 3.Baccalaureate Colleges 4.Associate's Colleges [AA] 5.Specialized Institutions

Which ERP are you using? 1.Jenzabar 2.Datatel 3.Banner/SCT 4.Oracle 5.SAP 6.PeopleSoft 7.Blackbaud 8.Other

Financials HR/Payroll Student Systems Web Advisor = 2002 CORE

(More) Flashback… ERP a Brief History Go Live on Datatel’s Colleague System = 1998

Life After Go Live Participation levels vary among administrative and academic departments. Some = Adopted and Adapted Others = Living in a world apart

“Only the Shadow knows…” “A figure never seen, only heard…become invisible with his famous ability to ‘cloud men’s minds’.” The Shadow Database

My institution __ shadow databases. 1.has 2.does not have 3.has a lot of 4.is cracking down on

Are you thinking about implementing new a new ERP 1.Yes 2.No

Lessons Learned Implementation is Continuous Adaptation is Essential Power is in People The University is at a tipping point where change is necessary and inevitable.

AIM = Advancing Information Management Business Advisory Services 2006 Strategic Planning Staffing Study 2006

Internal Audit… ERP-specific Environmental Scan Are we fully using the tools we have? Method = Series of mini surveys and focus group discussions Datatel Business Advisory Services Result = Action Plan – Specific Items to address

Conclusion Datatel Colleague is under-utilized

Strategic Plan Staffing Study… Institutional Environmental Scan Are we staffed appropriately to meet the needs of our current growth rate and future goals? 3 rd Party – Interviews and Focus Groups Result = “State of the University” – Recommendations for development

Conclusion Technology is under-utilized Hatch/Attach/Detach/Reattach Support/Intervention from Cabinet-level leadership needed.

Enter… Champion = CIO Add to the Action Plan  ERP + Other Technologies

Shadow Database FOCUS Freshman Orientation Admission Admits Electronic Application Data pulled from Colleague Invitations Mailed to Student Student Registered + Manual Excel Doc Created Student payments manually recorded in excel spreadsheet + Receipts submit to Student Accounts as Paid Colleague GL listing payments ERP record not reflecting payment from individual student General Ledger

Have you implemented a study? 1.ERP & Staffing 2.ERP 3.Staffing 4.Not at this time 5.Will soon 6.No

Connecting the Dots… Transforming Data  Information ERP is not just an electronic file cabinet The purpose of an ERP – Maintain Clean Information – Retain Complete Information (History & Scope) – Facilitate Business Processes (Where policy becomes practice) – Informs Business Planning (Where policies are formulated)

Results Shifts role of information gathering from IT to departments Departments drive planning  Departments drive ERP development Learning to “ask the right questions” – “Know your data” to drive thoughtful analysis Positions IT in a Collaborative Role

Building a CORE Culture of Information Sharing IT is not an afterthought! IT = partnership Collaborate with Employee Services (HR) High performance team-building Leadership development !!!

CORE Team

Leveraging Tool Sets to Manage Data SXU’s Moment of Truth Curriculum Architecture How do we make sure we accommodate the students we either have or recruit to admit? PROSPECTING FORECASTING RETAINING Comprehensive Institutional View

Financials HR/Payroll Student Systems Web Advisor = 2002 CORE

FORECASTING

Understand Current Conditions & Adjust for Future Direction  Improved forecasting – Improving Evaluation of Student Progress (program, class level, transfer #’s, etc.) Shared Resources (space, parking, etc.)

 Pull Data from ERP and bring it into Office tools to facilitate analysis Understand Current Conditions & Adjust for Future Direction

 Foundation for Educational Planning Understand Current Conditions & Adjust for Future Direction

Communication Advancement Retention Enrollment

Strategic Management of Information and Communication Technology: The United States Air Force Experience with Y2K (2007) “Thus, a key perspective reinforced by this study is that technology is socially embedded. It exists in the context of people and organizations. Ineffective organizations with great technology will usually produce ineffective results, while effective organizations with less than state-of-the-art technology can get by just fine.” Ineffective organizations

Q&A Maggie Eaheart – Calvin Williams –