HRIS/Finance Systems Project Project History Project teams representing functional areas including finance, budget, payroll, purchasing human resources and grants were formed in June 2003 for the purpose of seeking a Title III Grant to assist in funding the Human Resource Information System (HRIS) & Finance Project. The Project Teams accomplished the following major tasks: 1. Surveyed current system users identifying numerous concerns and weakness in our current operating systems 2. Documented workflows, interfaces and reporting needs 3. Reviewed vendor websites and identified current software functionality beyond our current systems 4. Conducted informational sessions with 4 Vendors (SCT, Oracle, PeopleSoft, & DATATEL) allowing the project teams to experience current software capabilities The need to replace the payroll system, have a full fledged human resource information system, and an updated finance system, was shared with the Board at the 2003 August Board Retreat. The Board supported the project and directed that the focus be on a fully integrated software solution that supported the Board’s multi-institution structure similar to STUDENT. In late 2003, in working with an expert on Title III Grants, it was determined that the grant proposal was not likely to be funded as it was too administrative in nature and not directly linked to students, a major focus of Title III grants. At that time, the project began to be re- structured as a technology project in support of the efficiency and enhanced services goals identified in the Opportunities for South Dakota report. After discussing the project again with the Board in January 2004, it was agreed that the replacement of the systems was necessary to make progress on the administrative efficiencies in the finance and human resource areas. The replacement of the systems was to be considered along with all other projects on the System IT Plan. The project was accelerated when Dr. Perry and Dr. Alley reviewed the System Information Technology Plan with the Council of Presidents and Superintendents in February of 2004. The Council of Presidents discussed the Board of Regents’ Plan for System-wide Information Systems. The installation of a Human Resource Information System including the replacement of PayPerS with a new payroll system, and the upgrade of our Financial Information System were identified as the next major priorities on the plan, following the implementation of STUDENT. With a renewed focus and commitment to the project at all levels, the first task was to identify project leadership and appropriate campus and system involvement. Monte Kramer was identified as the Project Director. A full-time special projects manager, Elaine Hayes, was hired to work full-time in developing materials, coordinate project communication, schedule and identify project milestones and deliverables. The project was to be led by a Steering Committee made up of subject matter experts identified by the Project Director. The supervisors of the individuals asked to serve on the Steering Committee were very supportive of the project and agreed to commit their employees to the project. The Steering Committee members all volunteered to serve on the project knowing they would still be expected to fulfill their regular duties. The members of the steering committee and their subject matter of expertise follow: Monte Kramer, BOR – Project Director Elaine Hayes, BOR – Project Manager Jeff Siekmann, SDSU – Finance Darby Ganschow, USD – Purchasing Marilyn Fowle, DSU – Budget Sharon Reid, SDSM&T – Grants Janice Price, BOR – Human Resources/Payroll Jan Wiersma, SDSU – Human Resources/Payroll Dave Hansen, RIS – Technology The institutions were also asked to identify members to serve on module groups in support of the functional areas on the Steering Committee. The Module Group members would be responsible for developing the Request for Information (RFI) and reviewing software functionality. The committees were easily staffed with subject matter experts with full support from supervisors and university administration. The process of identifying vendors interested in partnering with the South Dakota Regental System to bring to realization the goals of efficiency and enhanced services identified in the Opportunities for South Dakota report has included the following milestones: • A project website was developed to provide on-going updates on the project to the campus community and other interested parties. The link to the project information can be found on the Board’s homepage by going to System Administration and then Finance and Administration. The address is http://www.sdbor.edu/administration/finance_administration/HRIS/index1.htm • The project team held a kick-off meeting on April 21, 2003 from 3:00 to 5:00 p.m. CST on the state-wide DDN system to announce the project to the university community. Approximately 60 personnel from the campuses participated in the kick-off. The PowerPoint presentation used during the meeting can be found on the BOR website for anyone else that is interested. • A six month timeline was developed that identified the deliverables. One of the issues driving the aggressive timeline was a software discount offer from SCT allowing us to move our current SCT Plus finance system to the current SCT Banner system. This was also the reason why we used an RFI rather than an RFP. Trying to preserve this offer and being able to determine the best systems replacement software are being balanced. • Preparation and issuance of a Request for Information (RFI) - The Steering Committee members working with their module groups completed the work on the Request for Information (RFI). The RFI was released on April 23 and ended up being 96 pages long providing the detailed functional requirements as well as the specific Board goals and direction for an integrated systems approach. The RFI can be found on the Board’s project website. • Eight vendors had indicated their intent to submit an RFI response. In the end, only those vendors that had been identified last fall as having fully-integrated Enterprise Resource Planning (ERP) solutions and servicing the higher education market responded to the RFI. The Steering Committee completed the review of the RFI responses received from SunGard SCT, Peoplesoft, Datatel, and Oracle. • A thorough analysis of Lawson, the state’s HRIS, was conducted as part of the review for a new system. While the system will not offer us an integrated systems solution, it would provide significant efficiencies for interfacing data with the state and would be very inexpensive as the state already has purchased the software and has sufficient licenses. The criteria for evaluating this system will be different than the other systems we will investigate and will likely focus on the opportunities that would be lost from not having integrated systems. Lawson was asked to submit an RFI response as well as to demonstrate their software. • A contract was signed with Advantiv, a vendor that has developed a highly-successful web-based collaboration system and associated databases to facilitate ERP system assessment, planning, and acquisition within Higher Ed. The need to purchase and utilize such a tool became necessary with the tight timeframe and workload. The Decision Director tool proved to be powerful and adaptable, and the Steering Committee and module groups across the System used it to evaluate each vendor following their presentation. It will be used by the Steering Committee members to make their final assessment and recommendations to the Board. • RFI responses from DATATEL, Lawson, Oracle, SCT, and PeopleSoft were analyzed through use of Decision Director. Response codes provided by the vendor for each item of functionality requested were loaded into Decision Director. Summary analysis reports were prepared for the Steering Committee’s initial RFI response review. • The project Steering Committee invited Peoplesoft, SCT, Lawson, Datatel and Oracle for formal vendor presentations to the Steering Committee, Module Groups and interested campus personnel. The scheduled visits were as follows: o PeopleSoft - June 2 & 3 at DSU o SCT - June 8 & 9 with HR repeated on the 10th at BHSU o Lawson – June 17 & 18 at USDSU o DataTel - July 1 & 2 at USD o Oracle - July 6 & 7 at SDSU • Approximately 60 participants from the system attended each of the vendor demonstrations. Campus staff including module members and steering committee members participated in assessing software functionality through use of Decision Director. Each campus was allowed to record their assessment of software functionality according to the functionality requirements identified in the RFI. • Steering Committee members recorded their evaluation of “General Vendor Criteria” designed to give an overall evaluation of each vendor considering the project goals, again using Decision Director. These criteria include items such as ability to satisfy the SD Board of Regent’s Integrated System’s Approach, track record in delivering successful higher education solutions, reference checks, ability to provide multi-institution functionality required, overall vendor demonstrations, implementation services, ability to satisfy reporting needs, RFI response, and commitment to higher education. • Steering Committee members conducted general reference checks as well as functional reference checks (HR, Payroll, Finance, Budget, Technical, Grants) with an emphasis on multi-institution functionality and similar size installations. Decision Director was used to record the detailed comments as well as rankings based on the overall interviews. • The project manager, Elaine Hayes, finalized the analysis from Decision Director based on assessment of functionality by university personnel and Steering Committee members. The analysis included the detailed votes and summary reports for software functionality, general vendor criteria and references • The Steering Committee met on July 28, 2004 to review the summary results from Decision Director. The committee used a 75% overall functionality requirement as the cutoff for vendors to be further considered. The members met for a full day discussing pros and cons of each vendor and the vendor’s ability to meet the requirements of the project. In September 2004, Sungard SCT was approved by the Board as the preferred vendor for the HRIS/Finance systems project.