1. Towards a New ERP: Status Update
February 28, 2017
Chris A. McCoy Associate Vice Chancellor for IT / CIO

2. ERP What’s an E-R-P? Finance HCM & Payroll Student Admin. Procurement
Project Mgmt.

3. Our ERP Picture

4. Project Background

5. Brief Project History Aug 2015 Sep 2015 Oct 2015 – Jan 2016 May 2016
Board of Trustees charged President to proceed
Sep 2015
Chancellors initiate
Oct 2015 – Jan 2016
RFP for Advisory Services
ISG selected
May 2016
Project officially starts
Jun – Aug 2016
Requirements gathered across all institutions
Oct 2016 – Dec 2016
RFP for Software
Jan 2017
Finalists selected
Oracle, Workday, SAP
Feb 2017
Vendor presentations

6. Key Principles Same software across all institutions in UAS
Single software solution for Fin, HR, Student
Single-instance, multi-tenant across UAS
Streamlined business processes across UAS
Single General Ledger Chart of Accounts across UAS
Maintain institutional branding, autonomy

7. Key Principles, Cont’d
Focus on analytics & decision-making, rather than advanced logging & transaction recording
Want modern interface that supports mobile
Cloud-based is the target (software-as-a-service)
Removes administrative burden for software upgrades, hardware refresh, daily administration
Single identity for students & employees
IAM – “Identity and Access Management”

8. Major Implications BASIS and UAConnect will be replaced
Business processes will change
Will focus on efficiency and best practice
Data access will change
Required coordination for bolt-ons to ERP
Shadow systems likely will not be allowed
Direct access to data likely will not be allowed
Some bolt-on solutions might change
We all get to learn a new system!
New software will cause us to think differently

9. Project Leadership

10. UA System Board of Trustees President – Executive Sponsor
Steering Committee
High-level stakeholders (14), UAF has 4
Advisory Groups
CFOs, CIOs, etc.
Project Team
Mainly ISG at this point

11. UA Fayetteville Campus Project Steering Committee
Provide alignment between system office & campus
Meets quarterly or as needed
Provost, VCFA, Dean (Grad School), CIO, AVC-HR, Registrar, Associate Controller, AsstVC-BASIS, ACIO- BASIS, ACIO-UAConnect
Campus Project Management Team
Lead project execution, including ad-hoc teams
Registrar, AVC-HR, ACIO-UAConnect, ACIO-BASIS, AsstVC-BASIS, Associate Controller, IT PM, Faculty Senate Rep, Staff Senate Rep, ASG Rep

12. Project Timeline

13. RFP Implementation Services
Major Phases of Work
RFP Advisory Services
Req’s
RFP Dev. PM
RFP & IAM Software
ERP
IAM
RFP Implementation Services
Multi-Year Impl.

14. Rough Timeline FY2016 FY2017 FY2018 FY2019 FY2020 FY2021 FY2022
Advisory Services
RFP
Requirements
ERP Software Selection
RFP for Software
Committee Evaluation
Vendor Presentations
BAFO, Legal, Leg. Review
Final Selection
IAM Selection
BAFO, Legal, Review
IAM Implementation
Implementation Services
RFP for Impl. Services
Selection, BAFO, Legal, etc.
Phase IA Implementation
Phase 2A Implementation

15. Current Status

16. Current Status Feb 28, 2017 Three vendor finalists for software RFP
Oracle, SAP, Workday
Vendor presentations completed (Feb)
Confidential work by evaluation committee
Vendor follow-ups, feedback review, reference checks, BOFA, contract negotiation, etc.
Legislative review
RFP development for implementation services
RFP development for IAM software/service

17. Campus Engagement Emerging website Stakeholder visits
ERP.UARK.EDU
Stakeholder visits
Provost Exec, RAP, ASG, Faculty Senate, Staff Senate, department heads, etc.
As RFPs come to close, increased communication in NewsWire, s, website, and other forms
Various teams and workgroups will be formed at different levels as the project gains momentum

18. Dates to Keep in Mind Consider these “CIO best guess” at this time.
Mid-May – June
Announcement of ERP software
Jul – Aug
Selection of implementation partner
Selection of IAM software
Oct – Dec
IAM implementation begins
Dec – Jan
ERP software implementation begins a 2-year journey – Phase 1!

19. Questions? Chris McCoy, Associate Vice Chancellor for IT / CIO
campusit.uark.edu
@ChrisAlanMcCoy