1. NextGen Update | ASA Conference
October 26, 2018
NextGen Update | ASA Conference
Welcome!

2. Topics of Discussion Overview Project Update Change Management
Key Considerations for the Project: What does a success look like?

3. Overview

4. Overview What is ISRS (Integrated Statewide Records System)?
ISRS plays a critical role in the success of our students – from applicant to graduate and nearly every process in between.
ISRS supports 32 integrated modules, developed using a combination of 5 programming languages and supports more than 430,000 students.
Why do we need to replace ISRS?
The current system lacks the functionality to serve our students, faculty and staff and impedes our ability to be competitive.
The current system is 20 years old, homegrown and utilizes obsolete/end of life technologies.
Colleagues we’re here today to discuss what is the Next Gen ERP project, how we got to this point and most importantly our governance, communication plans and your roles in the process. Additionally, at the end of our conversation, we will ask you to weigh in on the question of “what does kickoff look like”.

5. Overview
Project Objective: Improving the student experience and administrative business processes with the implementation of a modern technology.
Guiding Principles:
Seamless Experience for Students
Integration of “non-core” and third party solutions
Maintain Competitiveness
System-wide software consistency, processes and procedures

6. Overview Phase 1 – Design & ERP Selection (2017 – 2019)
Business process reviews, RFP development and selection, data integration, project management, change management, communications plan, and ISRS platform refresh
Phase 2 – Implementation (2020 – 2025)
Implementation of all new functionality, new reporting and data analytics
Seamless Experience for Students. Enhancing the student experience is foundational to providing extraordinary education in Minnesota. This includes a seamless experience for students across the Minnesota State system, regardless of the Minnesota State institution attended.
Full Integration of “non-core” and third party solutions. To provide the best overall experience, all ERP and ancillary technology solutions must be fully integrated and adequately supported.
Maintain Competitiveness. To provide Minnesota with the highest value and most affordable higher education option, the Minnesota State System must remain competitive with other educational entities within and outside the state, including private and primarily online institutions.
System-wide processes and procedures. To both establish and maintain a consistent user experience, and to leverage cloud-based SaaS technology solutions effectively, future-state processes will need to be defined or re-defined consistently across the system. This may also include the definition or refinement of policies and practices that assure efficient and consistent process are adopted system-wide.
System-wide software consistency. The number and type of technology solutions must be streamlined; duplicative solutions must be minimized or eliminated; and clear, effective governance must be established around the introduction, integration, and maintenance of third party and “non-core” solutions.

7. Overview| Phase 1 Project Structure
Registration, Records, Curriculum & Grading
Accrual, Auxiliary, Grants
Procurement,
Payables,
Fixed Assets
Finance Operation
Budgeting
Facilities
Public Safety, Campus Security, Env. Compliance
Facilities Planning, Capital Project Design & Construction Management, Space Management
Human Resource
Staffing (Recruiting, Hiring, Onboarding)
Personnel Actions (Position Management, Org Charts, Off-boarding)
Faculty Credentialing & Workload
Benefits
Payroll (Time and Leave)
Academic & Student Services
ERP Steering Committee
ERP Program Manager
Project Management Team
Communications Specialist / Coordination Specialist
Business Process PM
Coordinating Committee
Admissions & Recruitment
Student Success & Advising
Academic Records
Financial Aid
Finance
Curriculum & Academic Scheduling
General Ledger, Chart of Accounts, Cost Allocation, Interfund
Information Technology
Data Management
Project / Change Management Coordinator
Change Management
Lead (2)
Procurement, Payables, Fixed Assets
Accounts Receivables
Student Payroll, Taxes
Workforce Solutions
Change Management Team
Instructional Designer
Transition Management Teams(37)
Communications
Reporting Standards

8. Project Update

9. Project Update | BPR & RFP
Experience Workshops
WHEN
April 11, 2018
WHO
Student, Faculty and Staff
WHAT
Desired Student and Employee Experience documents
Current State
April – June 2018
Working Teams
Regional Participants
Analyze Current State
Understanding of needs for future state
Vendor Showcase
June 28, July 10, July 12
Knowledge of features in modern systems
Future State
July 2018 – January 2019
Future State Process Maps to Identify Needs
RFP Review
November 2018 – March 2020
RFP Team (to be selected)
Develop Requirements
Issue RFP
Select Vendor
COMPLETE
COMPLETE
COMPLETE

10. Please encourage others to attend!
Project Update | Future State Regional Reviews
East Region: Saint Paul College Tuesday, October 16 – Thursday, October 18
West Region: St. Cloud Technical & Community College Tuesday, October 23 – Thursday, October 25
North Region: Central Lakes College Tuesday, October 30 – Thursday, November 1
South Region: South Central College Tuesday, November 6 – Thursday, November 8
Skype Sessions: Nov 13 – 1:30-4:30pm
Online Documents Available -
Please encourage others to attend!

11. Project Update | ERP RFP Dates
RFP Planning & Map Requirements: November 2018 – February 2019
RFP Issued: June / July 2019
Vendor Demos: September 2019 – October 2019
Selection / Negotiations: November 2019 – March 2020

12. Project Update | RFP & Implementation
FY18
FY19
FY20 Q1 Q2 Q3 Q4
JUL 2017
AUG 2017
SEP 2017
OCT 2017
NOV 2017
DEC 2017
JAN 2018
FEB 2018
MAR 2018
APR 2018
MAY 2018
JUN 2018
JUL 2018
AUG 2018
SEP 2018
OCT 2018
NOV 2018
DEC 2018
JAN 2019
FEB 2019
MAR 2019
APR 2019
MAY 2019
JUN 2019
JUL 2019
AUG 2019
SEP 2019
OCT 2019
NOV 2019
DEC 2019
Project Update | RFP & Implementation
Business Process Reviews (HR, Finance & Student)
Planning
Current State
Future State & Gap Analysis
RFP for BPR and ERP Consulting Services
RFP Process, Evaluation, Vendor Selection for ERP Solution
Planning
Post RFP, Evaluation, Vendor Selection, Contract Negotiations
Legacy Technology Preperation

13. Change Management

14. Defining Change Management
Change management is defined as: “the application of processes and tools to manage the people side of change from the current state to a new future state so that the desired results of the change are achieved.” (Hiatt & Creasey, 2012)
We Change for a Reason
Major change requires individual change
Outcomes are the collective result of individual change
Change Management is an enabling framework for managing the people side of change
We apply change management to realize the benefits and desired outcomes of change
Jeff Hiatt’s 5 fundamental tenants for change management.

15. Preparing People for Change
Change Management vs. Transition Management
William Bridges, “Managing Transitions”

16. Change Management Strategy
STRATEGY OBJECTIVES
PLANNED DELIVERABLES
NextGen Change Transition Management
Local transition management teams
Local NextGen activity coordination
Transition monitoring and reporting feedback
Issue mitigation and resolution
Leadership equipped with NextGen Change Management tool kits
Supervisors trained in NextGen Change Management
Curriculum development (LMS) for NextGen Change  Management training modules
NextGen Change Management Training
Engage Institutional Presidents and Vice Chancellors
Stakeholder Conference, forums, and meetings
Experience Workshops
Future State process development
Gather input through surveys and other vehicles
Institutional Readiness Assessment Plan
NextGen Change Management Readiness & Engagement
Change Management
Sustainability
Long-term Change Management structure
Change Management strategy for ERP implementation
NextGen software training approach

17. Minnesota State Readiness Assessment Survey
The NextGen Readiness Assessment Survey is designed to assess the change readiness of Minnesota State faculty, staff and institutions as they prepare for the NextGen project.  This survey is designed for every employee of Minnesota State regardless of position. Information from the survey will be analyzed and used in planning NextGen activities and resources. The goal is to recognize the capacity for change, and design strategies for NextGen’s implementation.
Take the Readiness Assessment Survey <Link>
Survey Due Date: Friday, November 2, 2018

18. Key Considerations for Implementation: What does a success look like?

19. Key Considerations for the Project | What does a success look like?
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20. How can I stay informed?

21. Learn More… Check out our NextGen Site for… - NextGen Updates
- Project artifacts
- Sign-up for Friends of NextGen to receive NextGen updates!
Faculty / Staff Access: username password your StarID password
Student Access: username password your StarID password

22. Thank you for your continued support!
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