Student Administration Finance Human Resources Research Administration Mosaic Improving Business and Administrative Processes at McMaster University

What is Mosaic  Mosaic is McMaster’s project to modernize its business processes and replace its current business systems with an enterprise resource planning (ERP) system.  Modernizing business and administrative processes first  The new ERP system enacts process improvements

Current Administrative Systems McMaster has more than 20 administrative information systems which:  are obsolete and expensive to maintain  were designed for a smaller, simpler university  are ill equipped to accommodate increasing regulatory compliance requirements McMaster has grown and changed. Its current systems no longer meet the University’s needs.

Mosaic’s Scope  Student Administration  Includes admissions, registration, financial aid, etc.  Finance  Includes general ledger, chart of account, and accounts payable, etc.  Research Administration  Includes pre-award and post-award  Human Resources  Includes payroll, benefits, etc.  Business Intelligence

Mosaic: the Next Steps  Fit-Gap stage now finished  Design and Build stage underway  An end user testing phase is included in this stage  Multiple go-live dates over the next two years  A detailed schedule was released on March 27, 2013

Timeline

Launch Schedule for Mosaic December 2013Finance (including budgeting and post-award research finance) May 2014Research Administration (pre-award) May 2014Human Resources 1 (including payroll and benefits) September 2014Human Resources 2 (including recruitment and succession planning) October 2014Student Administration 1 (including admissions and supporting modules) December 2014Student Administration 2 (including course catalogue and scheduling) January 2015Human Resources 3 (enhances the self-service tools introduced in HR phase 1) March 2015Student Administration 3 (including registration, academic advisement, student records, financial aid and student financials)

High Level Benefits  Enhance student service  Give researchers better tools to manage their research accounts  Give staff better tools to do their jobs  Deliver better business intelligence to guide University planning  Easier to support and improve over the long-term

Examples of End User Benefits  Improved capabilities of system will reduce the need for parallel and shadow systems  Paperwork, redundant manual processes and duplicate data entry will be reduced or eliminated  Self-service capabilities will empower students, faculty and staff

New with Mosaic  Central data repository that is the definitive “Book of Record”  Electronic Workflow  Reduce or eliminate paper forms for some processes  Real-time system  New Chart of Account  New account codes will be longer with more sub-fields enhancing users capabilities to track finances

The Mosaic Difference  This project will be the most open and transparent administrative project in McMaster’s history  The project team is consulting widely with the McMaster community at each stage.  Hundreds of people have attended events, workshops and talks, providing valuable feedback  Input will inform design decisions  Additional opportunities for input through the design, build and test process  Change management

Change Management  Communication  Gathering input  Impact Assessment  Proactively identifying changes that end users will encounter so that they can be informed and/or trained as needed  Readiness Assessment  Checklist style process to ensure units are ready for transition  Training

Training  Provide the right training to the right people at the right time so that McMaster’s staff and faculty are able to use the new system when they need to  Training will be designed to meet the needs of user groups  Schedules will be released in advance to ensure that end users are aware of training opportunities  Multiple training methods (class, web, etc.)

Questions