A Comprehensive Reporting Environment for an ERP Implementation University of Notre Dame Dale Carter Carolyn Berzai Teresa Workman

A Comprehensive Reporting Environment for an ERP Implementation Agenda University of Notre Dame profile (5 minutes) Reporting before the ERP Impact of the ERP New Reporting Environment Challenges / Lessons Learned Interviews with key stakeholders (5 minutes) Demo (5 minutes) Future plans Questions (5 minutes)

A Comprehensive Reporting Environment for an ERP Implementation The University of Notre Dame The University of Notre Dame, founded in 1842 by a priest of the Congregation of Holy Cross, is an independent, national Catholic university located at Notre Dame, Indiana, adjacent to the city of South Bend and approximately 90 miles southeast of Chicago. Copyright 2004, University of Notre Dame

A Comprehensive Reporting Environment for an ERP Implementation Copyright 2004, University of Notre Dame

A Comprehensive Reporting Environment for an ERP Implementation Copyright 2004, University of Notre Dame

A Comprehensive Reporting Environment for an ERP Implementation Notre Dame is one of a handful of truly international universities, with a student body drawn from all 50 states and some 106 foreign countries. About 80 percent of the undergraduates and 21 percent of advanced students live on campus. Copyright 2004, University of Notre Dame

A Comprehensive Reporting Environment for an ERP Implementation Research Milestones

A Comprehensive Reporting Environment for an ERP Implementation Educause Survey 645 institutions completed survey for Educause Core Data Services last year –13% were considering ERP –26% were implementing an ERP –37% had completed an implementation “Current IT Issues 2004”, Educause Review, May /June 2004

A Comprehensive Reporting Environment for an ERP Implementation Information Access before ERP Previous reporting against legacy system –Non-relational database –IT centered –No end-user reporting tool –Downloads and shadow databases MSAccess/Excel users Operational focus Past data warehousing efforts

A Comprehensive Reporting Environment for an ERP Implementation "We are all faced with a series of great opportunities brilliantly disguised as impossible situations." C. R. Swindoll

A Comprehensive Reporting Environment for an ERP Implementation New Reporting Environment Strategic and Operational effort; dependent upon: –ERP implementation schedule –Staff –Products and technologies –Process Influenced by culture of the institution

A Comprehensive Reporting Environment for an ERP Implementation

Steering Committee Sub- Committee Chairs Program Lead Finance Project Student/ Faculty Project HR/Payroll Project Ancillary Projects Developmt. Project Infrastructure Team Information Delivery Team Change Management Team Program Management Office Integ & Data Conv Team Subject Matter Experts Extended Communications Team OIT Management (CIO, CTO, ES, O&E, Portal, Security, DSS, ETS)

A Comprehensive Reporting Environment for an ERP Implementation Information Delivery Team Mission –Develop core operational reports for go-live –Develop information access environment 2 decision support analyst (report writers) –Point person for each ERP module –Developed the core operational reports –Managed reporting tool environment 1 DBA –Managed data warehousing environment 1 report writer –Supported ad hoc requests on legacy system

A Comprehensive Reporting Environment for an ERP Implementation Products Oracle 9i Business Objects (standard reporting tool) Oracle Warehouse Builder (ETL) SCT Banner (ERP) Purchased as part of our ERP purchase –SCT Banner Self-service query –e~Print SCT ODS and SCT EDW

A Comprehensive Reporting Environment for an ERP Implementation Strategy Document (December 2003) Purpose, scope, guiding principles Deliverables Objectives Roles & responsibilities Methodology Resources Risks Measures of success Communication plan

A Comprehensive Reporting Environment for an ERP Implementation Core ERP Reports Business Intelligence Tool Business Intelligence Evolution Baseline/ Canned Reports Custom Reports Performed by IT/ Consultants End-User Reporting Simplified Access End-User Rptg Tools ETL/ODS/Datamart Enterprise Warehouse Trending OLAP Data Mining Self Service Business Intelligence Forecasting/Planning Dashboard/Scorecard Content Management Intelligent Routing Institution Adoption Time Level 1Level 2Level 3Level 4Level 5 Years 1-3Years 4-6 Copyright SunGard SCT

A Comprehensive Reporting Environment for an ERP Implementation Finance Reports Development Methodology

A Comprehensive Reporting Environment for an ERP Implementation Enhanced Development Methodology

A Comprehensive Reporting Environment for an ERP Implementation Immersion with the ERP Team Stand-up Meetings

A Comprehensive Reporting Environment for an ERP Implementation Immersion with the ERP Team Stand-up Meetings

A Comprehensive Reporting Environment for an ERP Implementation Challenges..Lessons Learned Lost much time getting started on core reports –Developing our report writing methodology Learned from other institutions and stayed in touch Improved our report tracking document –Lack of time with core Finance team Point person immersed herself in core team Engaged report writers from campus offices –Much time required to drive to consensus Involved director and ERP program manager earlier and more often

A Comprehensive Reporting Environment for an ERP Implementation More Challenges..Lessons Learned –Difficulty finding good external reporting help Build strong relationship with contracting vendor –Vendor training…challenging Build strong relationship with –Training vendor –ERP vendor –BI vendor –Late purchase of ODS Implement all products as soon as possible

A Comprehensive Reporting Environment for an ERP Implementation More Challenges..Lessons Learned Lack of comprehensive training plan –Develop training for “report writing” around job functions –Develop Quick Reference Card Deployment issues –Lacked focus on end-user campus reporting needs –Late in transitioning report-writing responsibility to Controller’s office –Late in complete understanding of needs for report publishing & delivery Address these issues as early as possible

A Comprehensive Reporting Environment for an ERP Implementation Executive sponsor for Finance module of ERP Associate Controller Budget Office Analyst Business Manager – Athletics area Question: How has the new reporting environment helped you do your job? What does our university community really think about our reporting environment?

A Comprehensive Reporting Environment for an ERP Implementation Drew Paluf, Controller How has the new reporting environment helped you do your job? Std distribution of static reports significant to campus end-user Offers simplicity of point and click; complementary Meets the right need at right time Looking forward to drill-down analysis

A Comprehensive Reporting Environment for an ERP Implementation Tom Guinan, Assoc. Controller How has the new reporting environment helped you do your job? Helps end-users adapt to new Chart of Accounts structure Gives individuals opportunity to explore for themselves New standard reports offered greater visibility into how to manage data access –Allowed for tightened control of the data access

A Comprehensive Reporting Environment for an ERP Implementation Matt Simpson, Budget Office Analyst How has the new reporting environment helped you do your job? New system is working…office is not fighting fires Offers new ability to rollup by division and officer Budget Unit Control report was key in showing departments that their budgets are correct in the new system Need to continue evolving reporting…more training… more self-sufficiency

A Comprehensive Reporting Environment for an ERP Implementation Tom Nevala, Business Manager, Athletics Dept Online Telecomm and Payroll distribution reports – very useful to their area Big learning curve but “We’re still standing” Look forward to learning/using adhoc query in Business Objects

A Comprehensive Reporting Environment for an ERP Implementation Things they told us we could have done better Identify people who will be most negatively affected and give them special attention –Especially those impacted by numerous restricted fund accounts –Missing detailed information they got for past 6 years Include more user acceptance testing earlier…to address report formatting Recognize upfront the large effort needed to define data access for users

A Comprehensive Reporting Environment for an ERP Implementation Demo “Standard” reports Ad hoc reporting environment

A Comprehensive Reporting Environment for an ERP Implementation

What’s on our horizon Fully implement our ODS Provide core reports and Business Objects environments for –Student modules –HR/Payroll modules Fully implement our EDW Develop dashboard for our Finance executives Roll out ad hoc capability to –Business Managers –Departments Develop BI Steering Committee

A Comprehensive Reporting Environment for an ERP Implementation Questions