Enterprise Systems Committee
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1 Enterprise Systems Committee Project Prioritization Meeting February 15,
2 Agenda Follow up from previous meeting Project Prioritization Process Charter Review FY16 Portfolio Ranking Worksheet Next Meeting: March 21,
3 Dec. & Jan Charter Votes Charter Ref ID Project ID Project Name / Phase Description Requestor ESC Member 754 myukmobile Tagger Student engagement tracking systems Vince Kellen Vince Kellen 1 ESC Priority 755 CRMExplr Customer Relationship Management Workgroup Exploratory project to evaluate options for university wide CRM tools. Don Witt Don Witt ACAGrad ACA Changes for Graduate Students Changes to the requirements for handling graduate student health coverage based on ACA regulations necessitate changing the way the ACA engine works. We must now evaluate graduate students who may have other positions within the university to determine whether they are eligible for the employee plan. Joey Payne Kim Wilson WrkSched Update Work Schedules for Kronos Create new work schedules in SAP to support the scheduling module being implemented by UKHC. Chad Burton Cecilia Page 2 Charter Ref ID Project ID Project Name / Phase Description Requestor ESC Member Total Cost ESC Priority 759 EmOnBrd Employee On-Boarding Process Design Document and make recommendations for improvement to Michelle Cassin Vince Kellen 2 the UKAT Employee On-boarding process 770 Qsite Qsite CTV Charge Capture Initiative Cecilia Page W W Update 2015 W-2 forms for printing and submission Ronda Beck Kim Wilson 5, S S 2015 Update S forms for printing and submission Ronda Beck Kim Wilson 5,
4 Project Prioritization Process 4
5 Charter Review Charter Ref ID Project ID Project Name / Phase Description Requestor Data Metric Development, Reporting & Data Collection Support for UK Strategic Plan Metric Development, Reporting & Data Collection Support for UK Strategic Plan ESC Member Lisa Wilson Total Cost Benefit / Cost Ratio 775 Kaufman Hall LRP and Budgeting Angie Martin 777 PRT PRT Usage with Measurement points and task lists Expand the usage of measurement points to work with PRT's to do preventative maintenance more precisely and to provide better reporting. Andrew Blues Mary Vosevich 5
6 FY16 Project Portfolio (Sorted by ESC Ranking) Portfolio Review
7 Thank you for Your Time Today
8 Enterprise Systems Committee Membership Comprised of the principal University administrators responsible for the major administrative computing systems. Committee Chair: Lisa S. Wilson Major Administrative Systems & Committee Member Financials & Accounting (Ronda Beck) Human Resources (Kim Wilson) Materials Management (Bill Harris) Campus Management (Don Witt) Plant Maintenance (Mary Vosevich) Faculty Effort (GT Lineberry) Business Warehouse (Vince Kellen) Budget (Angie Martin) Research (Lisa Cassis) Office of Associate Provost for Academic Administration (GT Lineberry) IT Enterprise Applications Group (Michelle Cassin) CIO, University of Kentucky (Vince Kellen) CIO, UK HealthCare (Cecilia Page) Chair of Academic Computing Committee (Stacey Greenwell) Graduate School (Susan Carvalho) 8
9 Approved FY16 Changes Definitions: Impact Regulatory Institutional Unit Individual Approved Changes in FY16 Compliance, Audit Finding Campus wide Departmental or college One or a few individuals ESC Priority Definition High Start in current Fiscal Year (FY16) Medium Low Planned to start in next Fiscal Year (FY17) Waiting to start until higher priority items are completed 9 5/6/2016
10 Approved FY16 Changes Project Charter Enhancements: Include estimate for non-recurring, recurring & support costs Benefits (aka ROI for project) Allow requestor participate in meeting as necessary 10
11 Project Prioritization Process for FY16) ESC Process Review Charters Impact Benefit Cost Prioritize High Medium Low (FY16) (FY17) (FY18) Review Project Requests Committee Recommendation ESC Roles: Establishing priorities for enterprise systems (including SAP and related operational & administrative systems) Ensuring that the initiatives align with overall enterprise goals and priorities Advocates for the senior University administrators responsible for the major administrative computing systems Recommending projects for funding Project Funding Proposed: ESC funded High Funding Allocation Funding Process Roles: Approve / Deny Funding Allocation based on Project POOL & Priority EAG Plan & Implement EAG Roles: Plan & Implement Funded Requests Hold Unfunded Requests 11
12 Project Prioritization Process (PROPOSED for FY16) ESC Process Review Charters Impact Benefit Cost Prioritize High Medium Low Review Project Requests Committee Recommendation ESC Roles: Establishing priorities for enterprise systems (including SAP and related operational & administrative systems) Ensuring that the initiatives align with overall enterprise goals and priorities Advocates for the senior University administrators responsible for the major administrative computing systems Recommending projects for funding Project Funding ESC funded High Cost Sharing Medium/Low Funding Allocation Funding Process Roles: Approve / Deny Funding Allocation based on Project POOL & Priority EAG Plan & Implement EAG Roles: Plan & Implement Funded Requests Hold Unfunded Requests 12
13 Project Prioritization Process (CURRENT) ESC Process Review Charters Prioritize: H / M / L Institutional Departmental Nice-To-Have Forward for Funding Monthly Review Project Requests Committee Approval ESC Roles: Establishing priorities for enterprise systems (including SAP and related operational & administrative systems) Ensuring that the initiatives align with overall enterprise goals and priorities Advocates for the senior University administrators responsible for the major administrative computing systems Recommending projects for funding TBD Funding Approval Funding Process Roles: Review ESC Recommendation Approve / Deny Funding Institutional vs Departmental EAG Plan & Implement EAG Roles: Plan & Implement Funded Requests Hold Unfunded Requests 13
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