Academic and Administrative Systems and Processes

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					                          Academic and Administrative Systems and Processes
                                  Administrative Business Systems
                                          June 19, 2003



Reference to Technology Master Plan Outline:

IV.A.    Administrative Business Systems
         1. Upgrade or replace administrative computing systems, including Human Resources,
            Financial, Student Information, Alumni/Development (State Auditor‟s Operations
            Improvement Task Force)

Priority:         First [ X ]       Second [ ]        Third [ ]

Recommendation:

Initiate a modular implementation of an integrated ERP software solution based on the following schedule:
1) Financial, 2) Human Resources, 3) Student Information, 4) Alumni/Development. Within the SI area,
Financial Aid has been identified as the most critical need.

Unit:    Technology

Lead Person:

                                    Action Steps                                        Timeframe

Assemble project team, perform detailed functional area needs analysis, develop         6-8 months
and release formal specifications document, review vendor bid documents,
develop software purchasing and implementation strategy, select solution,
negotiate contracts, purchase solution (software licenses and requisite hardware)

Staff training                                                                          Ongoing

Acquire supplemental staff as needed (approx. 2.0 FTE per functional area)              As Needed

Finance Implementation                                                               12-18 months*
*Implementation should be completed prior to Advantage maintenance termination date of June 30, 2005.

Human Resources Implementation                                                          12-18 months

Financial Aid Implementation**                                                          12-18 months

Student Information Implementation                                                      16-18 months

Alumni/Development Implementation                                                       12-18months

Implementation Resources/Costs***:

Integrated solution software license –
         Student                                               405,000
         Finance                                               262,000
         HR                                                    288,600
         Financial Aid                                         244,490
         Alumni                                                127,000
         Banner Workflow                                       60,000
         e-print Site License                                  65,000
         Banner Executive Self Service                         76,200
         Datamarts (5 systems)                                 140,250
         Luminous Foundation                                   290,000
         SCT Banner XtenderSolutions (Site License)            176,842
         SCT Connection to WebCT & Mercury Messenger           50,000

Total integrated solutions software license - $2,185,382       Annual Maintenance - $403,466
                       Academic and Administrative Systems and Processes (cont.)
                                  Administrative Business Systems
                                           June 18, 2003


Implementation Services - $1,920,430

DBMS License -              $30,000             Annual Maintenance -       $45,000

Hardware -                  $300,000            Annual Maintenance -       $50,000

Staff training (initial) - $1,000,000 (5,000 hrs.) Staff training (annual) - $30,000 (150 hrs.)

Supplemental staff -        not identified

Total One-Time Costs -      $5,435,812          Total Operational Costs - $528,466

***Cost estimates based on SCT Banner/Oracle implementation.



                               **Financial Aid “Best-of-Breed” Alternative


                                      Action Steps                                             Timeframe

**Financial Aid “Best-of-Breed” Alternative                                                    8-12 months

Implementation Resources/Costs****:

Concurrent User Licenses (30) -       $90,000           Annual Maintenance -         $21,000
Web Client Module (30) -              $10,000           Annual Maintenance -         $1,000
Student Inquiry Module (30) -         $16,000           Annual Maintenance -         $1,600
Hardware -                            $10,000           Annual Maintenance -         $1,600
Training (5)                          $6,000

Total One-Time Costs -                $132,000          Total Operational Costs - $25,200


****Cost estimates based on College Board PowerFAIDS/Microsoft SQL Server implementation.
                          Academic and Administrative Systems and Processes
                                  Administrative Business Systems
                                          June 19, 2003



Reference to Technology Master Plan Outline:

IV.A.    Administrative Business Systems (NEW ISSUE)
         7.      Acquire and implement an enterprise-wide collaboration and communication tool.

Priority:         First [ X ]       Second [ ]       Third [ ]

Recommendation:

Implement an integrated calendaring and email solution to service the administrative needs of the
University.

Unit:    Technology

Lead Person:

                                    Action Steps                                         Timeframe

Select solution and negotiate licensing terms                                            1 month

Acquire and install hardware resources                                                   1 month

Software implementation and testing                                                      1 month

Solution rollout and end-user training                                                   2-4 months

Implementation Resources/Costs:

Discussions in progress with Novell Corporation in support of GroupWise collaborative software offering.
                        Academic and Administrative Systems and Processes
                                    Space Utilization System
                                         June 19, 2003



Reference to Technology Master Plan Outline:

IV.D.   Course Management System (WebCT, Blackboard)
        1. Integrate course management systems and other academic systems with administrative
           systems.

Priority:       First [ X ]       Second [ ]      Third [ ]

Recommendation:


Unit:   Technology

Lead Person:

                                  Action Steps                                     Timeframe



Implementation Resources/Costs:
                          Academic and Administrative Systems and Processes
                                        Degree Audit System
                                           June 19, 2003



Reference to Technology Master Plan Outline:

IV.A.   Administrative Business Systems
        2. Implement a degree audit system (DARS)


Priority*:        First [ X ]      Second [ ]        Third [ ]
*In progress.


Recommendation:

Continue to dedicate necessary human and financial resources to DARwin implementation.


Unit:   Office of the Provost, Technology


Lead Person:      Marie Cullen


                                   Action Steps                                     Timeframe

Load current students into DARS/Oracle                                              Early Apr „03

Finalize data backup and recovery procedures                                        Apr „03

Conduct Health & Human Services pilot in support of fall registration               Late Apr „03

Complete University-wide pilot                                                      Fall Semester


Implementation Resources/Costs:

None identified
                          Academic and Administrative Systems and Processes
                                      Document Management
                                          June 19, 2003



Reference to Technology Master Plan Outline:

IV.B.    Document Management
         3. Invest in a high-volume document storage and retrieval system indexed (State Auditor‟s
            Operations Improvement Task Force)

Priority:         First [ ]         Second [ X ]       Third [ ]

Recommendation:

Implement an integrated report and document management solution. The solution should provide a web
interface for the viewing, distributing, printing, archiving and retention of reports and documents as well as
providing indexing and work flow.

Unit:    Technology

Lead Person:

                                    Action Steps                                            Timeframe

Assemble project team, perform detailed functional area needs analysis, develop             4-6 months
and release formal specifications document, review vendor bid documents,
develop software purchasing and implementation strategy, select solution,
negotiate contracts, purchase solution (software licenses and requisite hardware)

Staff training                                                                              Ongoing

Acquire supplemental staff as needed                                                        As Needed

Conversion of existing hard copy paper documents to electronic images                       1-2 months*
* if outsourced

Implementation by functional area                                                           2-4 months**
** per area

Implementation Resources/Costs***:

License and implementation -        not identified
Supplemental staff -                not identified

Total One-Time Costs -     $180,000 - $400,000         Total Operational Costs - up to $180,000

*** Cost estimates is a range based on input from multiple vendors
    A larger conversion of existing documents would increase the one-time cost substantially

Potential Funding Source(s):

Savings realized by the implementation of an Electronic Filing System over the Traditional Method of
Filing. Traditional Method of Filing costs $1.84 per document to find while an Electronic Filing System
cost $0.11 per document received (Cost comparison supplied by 3SG Corporation).
                          Academic and Administrative Systems and Processes
                                 Integrated Web-based Applications
                                            June 19, 2003



Reference to Technology Master Plan Outline:

IV.A.    Administrative Business Systems
         6. Integrate administrative and academic systems, moving to web-based applications

Priority:         First [ X ]       Second [ ]        Third [ ]

Recommendation:

Recognizing the dynamic and on-going nature of systems development, upgrades and acquisitions, and
respectful of the magnitude and impact of the current Technology Master Plan efforts and the length of
time consumed for implementations, transitions and conversions, a point-in-time in which administrative
and academic systems can move from their current state to an integrated state on the web will not present
itself. Therefore, achievement of this goal is critically dependent upon identification of, and adherence to,
standards. These standards, properly identified, can provide a highly accessible system architecture,
compliant with the OSI standard for distributed computing. This in turn can ensure that systems installed
independently can integrate and move to the web. It is important to note that mandating standards does not
dictate the product solutions required but rather serves as a common set of bridges between physical
hardware architecture and client software services. The following is a non-exhaustive list of categories in
which standards are necessary to achieve the stated goal along with example international, non-vendor
specific standards created and/or condoned by various standards organizations:
          a. Network Protocol       - TCP/IP
          b. Data Exchange          - SQL, XML, ODBC
          c. Directory Services     - LDAP
          d. Web Development        - HTML (as sufficient), JAVA (as necessary)
          e. Security               - SSL
          f. Etc.

Unit:    Technology

Lead Person:


                                    Action Steps                                          Timeframe

Organize a standards committee to decide upon, recommend and implement
appropriate standards.

Develop necessary policies to implement and enforce standards.



Implementation Resources/Costs:

None identified
                         Academic and Administrative Systems and Processes
                                            Printing
                                         June 19, 2003



Reference to Technology Master Plan Outline:

IV.C.   Printing
        1.       Establish institutional printer/printing charges and associated costs

Priority:        First [ ]         Second [ X ]       Third [ ]



Recommendation:

Implement a turnkey solution for management and cost recovery of the printing/printers in the campus
computer labs. Additionally, solutions for departmental printing will include standards for hardware,
software purchases for such equipment including management software.


Unit:   Technology


Lead Person:


                                   Action Steps                                          Timeframe

Assemble a project team, and begin a Pilot Project using the William F. Maag Library     6-9 months
as a test site for time period of two-semesters.


Evaluate the Pilot Project. If deemed successful, proceed to other computer labs
across campus with new software and procedures                                           9-18 months


Recommend duplexing option when purchasing laser printers for all labs and in
other public areas that student printing takes place.



Implementation Resources/Costs:

Pharos Uniprint software (5 printer pilot)                                               $21,161.00
        Includes Pharos Equipment and components ($12,631)
                  (Support is 17.5% of SRP, for first year $1,881.00. Included in
                  above figure)
        Installation Training and assistance ($9,000)
                          Academic and Administrative Systems and Processes
                                     Reporting and Data Needs
                                          June 19, 2003



Reference to Technology Master Plan Outline:

IV.A.    Administrative Business Systems
         3. Provide an enterprise-level information system to address reporting and data needs (i.e.,
            access to data, availability, manipulation, etc.)

Priority:         First [ X ]       Second [ ]        Third [ ]

Recommendation:

Recognizing that currently multiple dissimilar data structure repositories exist at YSU (e.g., Model204,
VSAM for Advantage, SQL for Degree Audit, etc.), realizing that this situation most probably will worsen
before it improves (through the transition to ERP, upgraded software solutions, new and continuing
software purchases) and reviewing conventional wisdom along with results from a recent user survey that
point to resolution of data issues in addition to product improvements as significant to achieving the stated
goal, it is recommended that the necessary polices, processes and products be implemented to:
           a. Employ use-case methodology to ensure future data structures meet business as well as
               system needs
           b. Emphasize and enforce data management to ensure data accuracy, quality and integrity
           c. Implement web-based products, tools and technologies for report generation and delivery
           d. Preserve the current investment in volumes of existing reports and the ability to run them
           e. Promote a web-based information system that reduces the need for programming and detailed
               data knowledge among non-report writing personnel for access to and manipulation of
               information with widespread University appeal
           f. Ensure continued efficient access to all necessary data structures with powerful tools for those
               charged with writing reports/extracting data
           g. Realize that this effort can contribute substantially to the success of systems conversion
               efforts and tempering the impact of data structure transitions

Unit:    Technology

Lead Person:

                                    Action Steps                                           Timeframe

Determine or dispel data warehousing as a need or an option for YSU

Establish Use-Case analysis as a best-practice and educate information producers
and information consumers

Develop educational programs on campus that teach data management principles and
techniques along with the importance of data management to the continued
integrated functionality of integrated systems

Investigate and pursue acquisition of a single set of integrated products necessary to
achieve recommendation points (a) through (f) above

Test and implement products acquired to the extent necessary to utilize the web for
existing reports and reporting activities

Determine the need to augment reporting staff and/or responsibilities of existing
Computer Services staff to effectively create, maintain and periodically augment a
web-based, reports-based information system. Acquire/train staff as necessary

Implement a user-friendly web-based information system buffered from the need for
detailed programming and/or data knowledge
                     Academic and Administrative Systems and Processes (cont.)
                                   Reporting and Data Needs
                                         June 18, 2003


Implementation Resources/Costs:

Base Product and User Licenses (100 users) - $240,000 - $320,000 (platform specific)

Annual Maintenance (est. 16%) - $38,400 - $51,200

Cost estimates based on IBI WebFOCUS.
                           Academic and Administrative Systems and Processes
                                         Control Mechanisms
                                            June 19, 2003



Reference to Technology Master Plan Outline:

IV.A.    Administrative Business Systems
         4.  Develop control mechanisms (i.e., a smart card solution, passwords, etc.)

Priority*:        First [ ]          Second [ ]        Third [X]
*Priority should be reevaluated if solution proves revenue generating.

Recommendation:

Explore feasibility of implementing smart cards (plastic identification cards with imbedded chips as
opposed to magnetic strip, bar codes or nothing) in a phased approach to control the administration of
access to systems. System access covers a wide variety of applications including computer hardware,
software, buildings, parking lots, and services (debit/credit cards, eligibility for benefits, tickets, library
checkouts, lab use, etc.). Implementation costs could be controlled by first implementing a debit/credit
card program that could be revenue-generating by partnering with a financial institution.


Unit: Coordination required among Technology, Human Resources, Registrar, Student Affairs,
Kilcawley Center, Facilities (Key Control), Parking, and to some degree any area that utilizes existing
identification cards (Athletics, Library, Housing, etc.).

Lead Person:


                                      Action Steps                                              Timeframe

Assemble project team, perform detailed needs analysis and develop formal                       6 – 8 months
specifications document, review vendor bid documents, develop software
purchasing and implementation strategy, select solution, negotiate contracts,
purchase solution.

Investigate the feasibility of including smart cards in the Administrative
Business System implementation.


Implementation Resources/Costs:

Cost estimate would require detailed site analysis.
                          Academic and Administrative Systems and Processes
                                      Space Utilization System
                                           June 19, 2003

Reference to Technology Master Plan Outline:

IV.A.    Administrative Business Systems
         2. Determine space utilization software/system needs, deferred maintenance software/system
            needs

Priority*:        First [ X ]        Second [ ]         Third [ ]
*In progress.

Recommendation:

Recognizing that multiple data sources have existed for some time which electronically define YSU space
and further that recent purchases in response to consultant reports have resulted in a third and different data
structure to define YSU space, and considering the long-standing goal of acquiring an integrated, multi-
iteration software tool to model scenarios for the effective and efficient use of classroom space combined
with the reliance on the existing Space Reservation system, it is recommended that the necessary policies,
processes and products be implemented to:
          a. Effectively integrate the multiple dissimilar data sources (i.e., AutoCAD drawings, Model204
              and the recently acquired Access database) to synchronize the data into a single cohesive
              source
          b. Provide the appropriate systems support to ensure the availability and integrity of the resulting
              data source
          c. Identify the requirements satisfied by the existing scheduling system and any additional
              requirements
          d. Acquire the products and tools necessary to model classroom space utilization and determine
              and respond to the ability of such products to supplant the current reservation system
          e. Address the ownership and sharing of space at YSU in a manner that maximizes utilization
          f. Facilitate existing and future efforts to deliver space and reservation information to the web

Unit:    Technology, Facilities, Registration, Events Management, Room Scheduling

Lead Person:

                                     Action Steps                                           Timeframe

Continue to review and collect information concerning the need for the use and
scheduling of space and resulting data related to such through the combined efforts
of the TMP subcommittee and the Facilities audit team.

Contact/visit other sites where drawings, electronic space records and automated
scheduling software are successfully used and integrated.

Participate in web demos and arrange for a live demo to assess the current state-of-
the-art related to scheduling software.

Address and implement policy on the academic and non-academic priority and use of
space that promotes and maximizes effective reservation and use of the same.

Develop requirements for, acquire and implement necessary scheduling software.

Work to integrate source space data and implement and establish system
hardware/software necessary to ensure the reliability and integrity of the same.

Train staff in the effective use of products acquired

Develop/implement web components for posting of events at YSU

Implementation Resources/Costs:

None identified

				
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