1. CUNY Board of Trustees Committee on Fiscal Affairs: Briefing on CUNYfirst April 3, 2017

2. Create a system that reflects higher education best practices
CUNYfirst: the replacement of aging, fragmented legacy systems into a single integrated platform
Create a system that reflects higher education best practices
Create a system that can be enhanced to meet CUNY’s evolving programs and needs
Enable a business analytics to support decision making
Reduce risk from aging systems, aging technology, aging workforce
Replace 25 systems and 17 databases on old/unsupported platforms
Create a system that supports CUNY business processes and services
Establish role-based security and replace social security numbers as the key identifier for employees and students
Integrate all data (financial, personnel, student) into one database
Simplify user-support through an adopted shared services model
April 3, 2017
Briefing on CUNYfirst

3. Largest ERP implementation in higher education
CUNYfirst is…
Largest ERP implementation in higher education
250,000 students and 50,000 employees daily
24 community, senior and professional/honors colleges with diverse academic calendars and requirements
1.5 million student applicant records since 2010
41.3 million logins in 2016
Hosting and Disaster Recovery (DR) services delivered offsite by a third party service provider
Busiest (peak usage) during first week of academic semesters
Fall 2016 Semester
Spring 2017 Semester
Logins: 1,130,856
Transactions: 217,531
Logins: 1,235,799
Transactions: 164,148
April 3, 2017
CUNYfirst Briefing

4. CUNYfirst University-wide Functions
Financials
Student Administration
Human Capital Management
General Ledger
Budgeting
Purchasing
Accounts Payable
Expense Management
Fixed Assets
Student Records
Transcripts
Grading
Financial Aid
Bursar Functions
Registrar Functions
Class Roster
Academic Advisement
Admissions (Planned)
Human Resources
Recruiting
Time and Attendance
Faculty Workload
Payroll
Benefits Administration (Planned)
CUNYfirst also supports:
Global Class Search
Pathways
ePermit
Virtual Bookstore
April 3, 2017
Briefing on CUNYfirst

5. Procuring a Solution for CUNY
Four Potential Higher Education ERP solutions in 2007
PeopleSoft – 600+ higher education users
SAP – global presence, no financial aid component
Banner – widely used, not scalable to CUNY’s size / complexity
Oracle E-business Suite – small users base in higher education
Oracle acquired PeopleSoft in December 2004.
April 3, 2017
Briefing on CUNYfirst

6. CUNY RFP Process and Milestone Dates
CUNY RFP issued on December 19, 2005
Over 3,000 specific business and technical requirements
More than 190 CUNY subject matter experts participated in the requirements gathering and procurement evaluation
Only Oracle and SAP responded to the RFP
Oracle recommended PeopleSoft
Oracle Selected in January 2007
Contract Awarded on May 15, 2007
Key Milestone Dates:
Project Start Date May 2007
Finance General Ledger Go-Live on July 2008
Human Capital Management (HCM) Go-Live on July 2009
Queens and Queensborough student module Go-Live on November 2010
Oracle delivers additional colleges on student module and other functionality from June 2011 — July 2016
CUNY takes over the delivery of remaining CUNYfirst work - July 2016
April 3, 2017
Briefing on CUNYfirst

7. Key Components of the Oracle Contract
Fixed Price Contract
Contract scope included finance, HR and student module requirements, data conversion, change management support, training, documentation, and hosting and disaster recovery (DR) services
Hosting services had a 10-year term
Oracle was hired to deliver core functionality and configure the system based on RFP requirements and further refined by business process owners and users of the system
Core finance and HR modules were launched university-wide with additional functions rolled-out over time (procurement, asset management, payroll)
Phased in launch of the student module – launched colleges in waves and deploy additional functions (financial aid) after the colleges were stabilized on CUNYfirst system
Oracle consulting services for the implementation work ended July 8, 2016
Oracle hosting services scheduled to end on May 2017
April 3, 2017
Briefing on CUNYfirst

8. CUNYfirst Faculty Center
Key faculty
information at one
place:
Schedule
Rosters
Grades
Textbooks
Student advisees
Teaching
schedule
Exam
schedule
April 3, 2017
Briefing on CUNYfirst

9. CUNYfirst Student Center
Search for classes
Links to key
student
activities
Pending holds
Student To Dos
Schedule
Finances
Personal
contact
information
April 3, 2017
Briefing on CUNYfirst

10. CUNYfirst Status Original scope of CUNYfirst is nearly complete
HR and Finance is in use University-wide – now system of record
Campus Solutions is in use at 23 colleges – now system of record
Payroll Interface is in use at 2 colleges
CUNY is implementing the following functions:
Student module at the Graduate School, School of Journalism, CUNY BA and Macaulay Honors College – 2nd half of 2017
Payroll Interface for the remaining colleges and central office – 2017 and 2018
Undergraduate and graduate admissions – roll-out plans are being developed
85 changes and enhancements to the system that were submitted by user and business owners are currently being reviewed for scope and requirements analysis, under development, or in testing
Identity Management System (IMS) upgrade in progress – 2017
CUNYSmart – business intelligence and analytics system in pilot now and moving to production in Spring 2017
Award new hosting contract – Spring 2017
Upgrade to PeopleSoft version 9.2 – planned start to occur in 2018
April 3, 2017
Briefing on CUNYfirst