ACADEMIC AFFAIRS COUNCIL ******************************************************************************

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1 ACADEMIC AFFAIRS COUNCIL AGENDA ITEM: 4 D DATE: April 12, 2017 ****************************************************************************** SUBJECT: Banner Student XE Update During the February 2016 AAC meeting, the council reviewed the status of the discussions underway for the Regental system to move from Colleague to Banner Student XE. Updates had previously been discussed by BAC during their December 2016 and February 2017 meetings, as well as TAC as a part of their December 2016 and February 2017 agendas. Primarily the system continues to field concerns from Colleague Student and the Academic Affairs Council about needed enhancements related to supporting student success and operational expectations and efficiencies. The broader goal is to improve delivery of software enhancements in a timely and cost effective manner. These concerns were raised to Ellucian representatives in Pierre during their visit in August at which time they presented the general functionality of their Multi-Entity Processing (MEP) as a part of the baseline Banner product. Additionally, Ellucian provided an overview of total software, support, conversion and maintenance costs (see Attachment I). Based on the current estimate of $1,958,028, the project provides a payback over a seven-year period, given the savings on maintenance from our current heavily modified student system. The funds to support the implementation services would come from the System Technology Fund which is funded by a $1.50 per credit hour fee, generating around $900,000 per year. The uncommitted balance projection as of November 2016 for that fund is $2,031,092. Additional funds might be available from the Academic Initiative Funds in the board office as well as the RIS capital investment funds maintained for equipment and software investments. It is believed the conversion costs would likely reach $2.5M for direct contract costs and central supplemental staffing costs. The campuses would incur staffing costs and potentially contract costs should they outsource any of their local work. On November 2, the Ellucian team met with leadership and system experts from South Dakota to discuss the Banner solution and to identify additional concerns and strategies regarding a potential conversion. The group included key people from Ellucian, each university, and key functional users 1 of the student ERP system. 1 Roxy Schmit BHSU Data Processing Supervisor (Technical & Reporting) (Continued) ****************************************************************************** RECOMMENDED ACTION Review & Discussion.

2 Banner Student XE Update April 12, 2017 Page 2 of 2 The Ellucian team gave a Banner overview discussing Mobile and Portal, financial aid, integration and reporting, navigation and users, general Banner Student functionality, current modification and MEP functionality, pricing and a conversion timeline. The South Dakota team challenged them with a number of concerns and there were 21 outstanding items for follow-up. Ellucian prepared responses to each of the items and a follow-up meeting was held on November 18 via webinar with the South Dakota representatives. The next major visit occurred on February 2, 2017 with financial aid directors in Sioux Falls due to the significant software modifications resulting in a need to evaluate whether Banner Student could meet our unique requirements. Following the demonstration, the financial aid directors developed a list of outstanding items which were responded to by Ellucian. Most recently all functional unit leads were invited to Sioux Falls on March 7-9, 2017 where each was provided an overview of the software s functionality. From that visit each functional group developed a comprehensive list of functional and technical questions for Ellucian to respond to. Those responses are due back to the functional teams on April 7, During the joint council meeting held during the March 2017 Board of Regents meeting, council representatives raised a number of questions regarding the decision points for moving forward. Since overall functionality for this technology solution directly impacts campus operations under the control of AAC members, the council will be asked to have their functional representatives review the responses to assist in making a recommendation for moving forward with this project, or alternatively evaluating the current slate of customizations that exist in Colleague to accommodate processes/procedures in the Regental system. Marilyn Halgerson DSU Director of Administrative Computing Services (Technical and Reporting) Sharon Kienow NSU Financial Aid Director (Financial Aid) Molly Moore SDSM&T Assoc. Provost for Academic Administration (Admissions) Aaron Aure SDSU Technology and Data Management Coordinator (Registrar) Shelley Brunick USD (Tuition Assessment, collections and accounting) Sheila Gestring USD (BAC)

3 Enabling SDBOR s Goals Standardization, Optimization, Modernization Cindy Martini, Director Strategic Solutions Sue Stern, VP Operations ATTACHMENT I 3

4 Agenda 1 SDBOR Project Goals 2 Proposed Approach 3 Implementation Services 4 Project Governance 5 Software and Maintenance Pricing & Cost Savings 6 Questions ATTACHMENT I 4

5 SDBOR Project Goals Standardize Standardize on a single technology platform, leading to lower total cost of ownership Optimize Extend functionality currently available to drive outcomes and efficiencies Modernize Eliminate customizations that are complicating upgrades to modern software Standardize user experience Student Success ATTACHMENT I 5

6 Project Considerations Banner Knowledge SDBOR has staff knowledgeable on the functional and technical aspects of the Banner solutions Efficiency SDBOR goal is to implement standard, baseline configuration across institutions. Strong Partnership Partners with SDBOR for 20 years, Ellucian understands your unique environment and business requirements. ATTACHMENT I 6

7 Proposed Approach Project Governance Drive adoption and standardization Manage project quality Minimize project risk Manage communications and change Define Future State Define requirements aligned with Ellucian best practices, assuming no customizations and a MEP environment. Solution Deployment Design, configure, test, and deploy Banner Student and Financial Aid in alignment with defined future state Drive change across campuses in light of Banner XE and functional enhancements Deploy modern technology, including Banner XE Deploy new, integrated solutions including DegreeWorks ATTACHMENT I 7

8 Implementation Services Solution Area High Level Approach Banner Student / FA 100% shared service model; A single configuration and business process Baseline functionality only (including XE) Standard data migration services Degree Works 100% shared service model; A single configuration and business process Scribing for Undergraduates Finance / HR XE Services Support deployment of Finance/HR XE Document Management / Luminis / Mobile Implementation Services: $1,884,228 SDBOR extends current configuration to support Student/FA/AR Technical Architecture Advisory level services only Database Administration / Identity Management SDBOR provides all additional DBA and Identity tasks during implementation ATTACHMENT I 8

9 Additional Optional Data Migration Support SDBOR has requested additional services support during the data migration process to mitigate risk and support their data complexities. Additional Optional Data Migration Services: $73,800 Proposed Additional Services Data Migration Assessment Detailed assessment of current data and environment. Proposed Hours 60 hours Colleague Legacy Extract Advisory Services Proposed hours may adjust based on results of assessment service. 350 hours ATTACHMENT I 9

10 Proposed Timeline Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Kickoff Define Requirements Project Management & Governance Close- Out Banner Recruitment / Admissions (Banner XE) Financial Aid NOTES: Financial Aid ISIR pull n February / March per historically traditional model. Banner Recruitment / Admissions usage would begin in December. Approach dependent on desired start date. Registration / Records Accounts Receivable Advising (DegreeWorks) Extend Current Solutions (Luminis, Doc Mgmt, Mobile) ATTACHMENT I 10

11 Project Governance and Alignment Alignment of SDBOR and Ellucian Teams is foundation of strong governance model. System-Wide Executive Sponsor System-Wide Steering Committee Executive Leadership Coordinated Implementation Team Ellucian Regional VP Services (Wesley Matthews) Ellucian Regional Delivery Dir. (Kevin Jones) Executive Team Ellucian SDBOR Ellucian Extended Team Campus Project Admins / Mgrs System-Wide Project Director Ellucian Program Manager Product Management Implementation Team Lead for each Business Area Implementation Team Lead for each Business Area R&D Cross Institution Process Teams Technical Teams Data Migration Teams Subject Matter Experts Technical Consultants Data Migration Consultants Support Services ATTACHMENT I 11

12 Software and Maintenance Pricing & Cost Savings 10

13 Questions ATTACHMENT I 13