FY2018 Budget Requests ERP Planning Group: December 14, 2016

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1 FY2018 Budget Requests ERP Planning Group: December 14, 2016 Summary of Budget Requests for FY2018 The following table lists the budget requests that are described throughout this document. You can use this document as a worksheet during our discussions to note which initiatives were approved and their priority. Initiative Year 1 Amount Ellucian Elevate $106,507 Approved? Priority esignature and Workflow $107,604 Banner Document Retention $30,203 Enterprise Services Staff: Document Control Manager $90,147 Enterprise Services Staff: ERP Analyst IV $93,912 Enterprise Services Staff: Business Analyst IV $86,892 Process Improvement Assessments $62,100 Student Advising and Scheduling Improvements $56,800 Total FY2018 Budget Request $634,165 Although not listed here, one additional initiative that may be approved is the implementation of Banner Human Resources to facilitate Payroll and Salary Planner for the Texas State University System office. This initiative will be reviewed and approved by the TSUS office.

2 Ellucian Elevate New Initiative Budget Request for Fiscal Year 2018 Description Ellucian Elevate is a system for managing Continuing Education and Workforce Development programs that will help SHSU achieve the 60x30TX Higher Education Plan, which is a new initiative of the Texas Higher Education Coordinating Board (THECB) that focuses on a common goal of striving for 60 percent of the 25 to 34 year old Texas population to hold a certificate or degree by While Banner is used for tracking all credit based academic history, SHSU does not track all continuing education related activity within Banner, which also means that we cannot efficiently fulfill reporting requirements in fulfillment of 60x30TX. The implementation of Ellucian Elevate, which integrates with Banner Student academic history, will allow SHSU to begin centralizing the collection of all academic history so that we can fulfill reporting requirements. The following SHSU departments participated in a demonstration of Ellucian Elevate in December 2016: SHSU Continuing Education (CE); Law Enforcement Management Institute of Texas (LEMIT); Bursar; and IT Enterprise Services. Correctional Management Institute of Texas (CMIT) staff were not in attendance, but spoke with LEMIT staff and are watching pre recorded webinars available from Ellucian. Based on the demo and feedback, SHSU CE, LEMIT and CMIT have committed to using the application to manage their Continuing Education and Workforce Development programs because they believe the features within the system will benefit their programs significantly. The anticipated benefits include: Mobile first design and accessibility; An integrated registration, communication, and reporting platform; Integration with Banner Student for academic history; Integration with TouchNet and the Banner General Ledger, which bypasses the A/R system and application of payment process. Implementation of Ellucian Elevate will allow SHSU to migrate off of the end of life Flexible Registration module. Four Year Budget Summary Item Year Cost SaaS Subscription 1 $37,500 $60,000 $60,000 $60,000 $217,500 Professional Services 2 $75,690 $75,690 Ellucian TouchNet Gateway $3,250 $3,250 Implementation TouchNet Payment Point $7,500 $1,500 $1,500 $1,500 $12,000 Flexible Registration Renewals 3 ($17,433) ($17,956) ($18,495) ($19,050) ($72,934) Total $106,507 $43,544 $43,005 $42,450 $235,506 1 Licensing costs include a 30% discount for Year 1 because for Flexible Registration, and a 20% discount for TCC members for Years Professional Services amounts are estimates only and are pending a detailed scoping call with Ellucian and SHSU. 3 Current renewals of Flexible Registration would be reallocated to help fund Ellucian Elevate. Estimates projected at 3% annual increase.

3 esignature and Workflow New Initiative Budget Request for Fiscal Year 2018 Background Sam Houston State University has joined a Texas State University System consortium agreement for Adobe Sign 4, which provides capabilities for electronic and digital signatures, workflow routing for signatures, mobile accessibility, and APIs for integration with enterprise systems such as Banner. In Spring 2016, SHSU estimated that there are over 100,000 forms received annually that require at least one physical signature. Examples include: Major Changes Alcoholic Beverage Service Request Grade Changes Course Prerequisite Update Request Tuition Rebates Student Leave Request Form Degree Plan Exceptions Discontinue Utility Service Course Add/Drop Form Utility Request Student Resignation Forms Vehicle Mileage Application Fee Waiver Request Smith Hudson Application Direct Deposit Changes Release of Information FO 19 Food & Beverage Verification Documents Parking Permit Payroll Deductions Appeal Forms Direct Deposit Vendors Dependency Overrides idrive Dependency Overrides Renewal idrive Registration Special Circumstances Membership Request While Adobe Sign boasts workflow capabilities, these workflows primarily enable signature routing only. Action on data within signed/approved forms requires manual data entry or custom developed integrations with authoritative systems. SHSU also owns Banner Workflow and PerfectForms that can each offer some level of workflow automation. However, experiences with both systems have proven to be less than ideal because each system: Requires a high degree of familiarity with the system; Lacks key usability features that are necessary in a modern, mobile environment; and Lacks key features that are expected in modern workflow systems (e.g., automated reminders). As we evaluate areas for further enhancing workflow, we have identified the following needs: 1. A workflow product that is easy to use and contains key features for integrations with all ERP systems. 2. A retention system that can help facilitate the records retention schedule with electronic documents. 3. A retention system that can help facilitate the records retention schedule with database records. 4 Adobe Sign:

4 Ellucian Workflow Powered by ProcessMaker.com Ellucian Workflow Powered by ProcessMaker.com is a Software as a Service (Saas) workflow system. As the name suggests, Ellucian has licensed an existing workflow system from ProcessMaker.com. This vendor partnership is relatively new, so little information is available from Ellucian currently. However, ProcessMaker.com has an overview of features available on their website as well as other documentation about their platform. 5 The main benefits we see are: API capabilities for improved integration Outlook integration Mobile interfaces SLA Manager for tracking service level fulfillment Standards based system using BPMN so adequate training available Proposed Budget Item Total SaaS Subscription $111,798 $115,152 $118,606 $122,165 $125,830 $593,551 TCC Discount $22,360 $23,030 $23,721 $24,433 $25,166 $118,710 Professional $28,050 $0 $0 $0 $0 $28,050 Services Banner Workflow $9,884 $10,181 $10,486 $10,801 $11,125 $52,475 Renewals Total $107,604 $81,941 $84,399 $86,931 $89,539 $450, comparison

5 Banner Document Retention The Records Retention policy and schedule apply equally to paper documents, electronic documents, and the electronic data within systems that equates to either paper or electronic documents. While Adobe Sign and Ellucian Workflow can improve the processes around collecting documents, they have little impact on the retaining documents for an approved amount of time corresponding to the business rules defined by our records retention schedule Banner Document Retention is a plug in for Banner that facilitates the disposition of documents in BDM based on institutional policy. 6 While this recommendation only addresses documents stored in BDM, we do recognize the need for records retention management for systems other than BDM (e.g., SciQuest, StarRez). We will continue investigating options that exist to help manage records across systems. Banner Document Retention Budget Proposal Item Total BDR License $12,650 $0 $0 $0 $0 $12,650 BDM Connector $4,315 $0 $0 $0 $0 $4,315 Annual Maintenance $3,140 $3,234 $3,331 $3,431 $3,534 $16,671 Professional Services $10,098 $0 $0 $0 $0 $10,098 Total $30,203 $3,234 $3,331 $3,431 $3,534 $43, Document Retention/

6 New ES Staff: Document Control Manager New Initiative Budget Request for Fiscal Year 2018 Background Since transitioning to Banner in 2010, we have seen continual increase in the use of the Banner Document Management (BDM) system for storing imaged documents. As SHSU decommissions the legacy document management system on the Nell mainframe, we have observed a lack of adherence to record retention policies. Moreover, as the ERP Planning Group has learned more about records retention policies, we have learned that the data in electronic records (i.e., databases) should be held to the same record retention policies as paper records. However, electronic records present more complications in complying with records retention policies because of the distributed ways in which data is stored (i.e., multiple tables may be used to store data from a single form) and that distributed data may be linked to other records (e.g., a person s name is linked to their employment record, their admissions application, and their academic history). With the growth of our university population and the shift to electronic systems, the volume and complexity of the data has increased dramatically necessitating a dedicated centralized staff member to focus on the planning and coordination of our records system, and the coordination and implementation of the records retention policies. Position Overview Document control managers oversee document management systems for an organization. They manage the accuracy and integrity of business documents throughout the document life cycle, which includes filing, archiving, retrieving, purging, and destroying. The document control managers must maintain internal and legal privacy rules, as they may encounter confidential and sensitive information through the course of their work. They must be proficient with scanning equipment and software applications, as document management systems increasingly involve scanning and electronic archiving. A document control manager must be self directed and possess a high level of attention to detail and accuracy. He or she must be able to monitor the larger document control systems and troubleshoot areas of inefficiency. The document control manager must be well versed in industry specific terminology and have a comprehensive understanding of industry relevant workflows and processes. Document control managers also must have a solid grasp of relevant regulations and understand legal implications of document storage and retention periods. They must possess excellent interpersonal skills, since they will coordinate with different departments and external stakeholders. Specific Responsibilities Write, review, or execute plans for testing new or established document management systems. Analyze, interpret, or disseminate system performance and usage data. Propose recommendations for improving content management system capabilities and processes. Coordinate records and document management activities to maintain regulatory compliance. Develop document management policies and procedures to facilitate efficient, legal, and secure access to electronic content. Consult with end users regarding problems in accessing electronic content.

7 Sam Houston State University Conduct needs assessments to identify document management requirements of departments. Coordinate the development of document or content classification taxonomies to facilitate information capture, search, retrieval, and destruction. Administer document and system access rights and revision control to ensure security of system and integrity of master documents. Proposed Budget Expense Category One Time Ongoing Total Salary $65,000 $65,000 Benefits $19,500 $19,500 Phone $137 $137 O&M $5,510 $5,510 Total $5,510 $84,637 $90,147

8 New ES Staff: ERP Analyst IV New Initiative Budget Request for Fiscal Year 2018 Background Over the last three fiscal years, SHSU has increased its ERP software inventory by an average rate of 20.32% annually. During the same time period, campus support requests have also increased. For FY2016, service requests increased 4.92%. While improvements in operational efficiency have increased customer satisfaction and reduced mean time to resolution, the increase in ticket request resolutions has only increased by 1.42% for the same timeframe. SHSU functional departments have increased their acquisition of enterprise software, but staff support positions have not increased at an equivalent rate. A trend analysis of ticket resolutions compared to customer satisfaction indicates the optimum ticket load for the currently budgeted positions is 750 resolutions per quarter or about 3000 ticket resolutions annually. This equates to 24 budgeted staff positions producing 125 successful resolutions each annually. However, with regular staff turnover, the department has averaged only 21 filled resolutionproducing positions over the last three fiscal years. Staff turnover appears to be primarily due to job burnout and/or seeking personal advancement both on and off campus. In spite of staff vacancies, ES staff have produced an average of 148 resolutions each per year with the primary load being carried by more experienced staff while novice staff are acquiring training and experience. In order to adjust to the increase in supported systems and ticket submissions, it is necessary to add an additional Business analyst and an additional ERP analyst to continue the current levels of success as measured by meantime to resolution and customer satisfaction rates. ERP Analyst Request ERP Analysts 7 develop deep knowledge of one or more functional areas with an understanding of the relationship between business processes, supporting technological processes and underlying data structures required to successfully process records for the given area. As such, ERP Analysts are primarily assigned to those requests where the problem is better defined and specific to a particular existing functional area and technology. Both the requested positions (ERP Analyst and Business Analyst) allow Enterprise Services to meet existing increases in service requests while also being prepared to support the planning and implementation of new software systems. We are requesting appropriate funding to scale to existing system and request loads. Proposed Budget Expense Category One Time Ongoing Total Salary $67,896 $67,896 Benefits $20,369 $20,369 Phone $137 $137 O&M $5,510 $5,510 Total $5,510 $88,402 $93,912 7 ERP Analyst job description: 13c a71b b198de62aade.pdf

9 New ES Staff: Business Analyst IV New Initiative Budget Request for Fiscal Year 2018 Background Over the last three fiscal years, SHSU has increased its ERP software inventory by an average rate of 20.32% annually. During the same time period, campus support requests have also increased. For FY2016, service requests increased 4.92%. While improvements in operational efficiency have increased customer satisfaction and reduced mean time to resolution, the increase in ticket request resolutions has only increased by 1.42% for the same timeframe. SHSU functional departments have increased their acquisition of enterprise software, but staff support positions have not increased at an equivalent rate. A trend analysis of ticket resolutions compared to customer satisfaction indicates the optimum ticket load for the currently budgeted positions is 750 resolutions per quarter or about 3000 ticket resolutions annually. This equates to 24 budgeted staff positions producing 125 successful resolutions each annually. However, with regular staff turnover, the department has averaged only 21 filled resolutionproducing positions over the last three fiscal years. Staff turnover appears to be primarily due to job burnout and/or seeking personal advancement both on and off campus. In spite of staff vacancies, ES staff have produced an average of 148 resolutions each per year with the primary load being carried by more experienced staff while novice staff are acquiring training and experience. In order to adjust to the increase in supported systems and ticket submissions, it is necessary to add an additional Business analyst and an additional ERP analyst to continue the current levels of success as measured by meantime to resolution and customer satisfaction rates. Business Analyst Request Business Analysts 8 are primarily assigned to those requests where the problem is ill defined and little planning and engagement has been facilitated with the requesting functional area and Enterprise services. Business Analysts facilitate the development of appropriate planning documents with the requesting functional area, initiate solution development with appropriate technical staff and outline the functional and technical requirements for new projects or initiatives. Both the requested positions (ERP Analyst and Business Analyst) allow Enterprise Services to meet existing increases in service requests while also being prepared to support the planning and implementation of new software systems. We are requesting appropriate funding to scale to existing system and request loads. Proposed Budget Expense Category One Time Ongoing Total Salary $62,496 $62,496 Benefits $18,749 $18,749 Phone $137 $137 O&M $5,510 $5,510 Total $5,510 $81,382 $86,892 8 Business Analyst job description: c7 b9e4fbf9f6db.pdf

10 Process Improvement Assessments New Initiative Budget Request for Fiscal Year 2018 Both of the companies we use to provide staffing services, Ellucian and Strata Information Group (SIG), suggest that universities review engage in Process Improvement Assessments every 5 7 years. These engagements evaluate existing use of licensed software in relation to existing business processes, and make recommendations about potential improvements that institutions can make to better use the systems they own. Additionally, recommendations may include additional professional services and/or products that may further enhance efficient operations. SHSU implemented Banner in , so we are within the recommended timeframe for these standard reviews. Additionally, since that implementation, several organizational changes contribute to the recommendation that SHSU engage in these PIAs: Continued growth in enrollment. Changes in staffing including institutional leadership. Changes in software (i.e., SHSU has acquired additional applications since ). In Spring 2017, SHSU is engaging Ellucian to perform a Process Improvement Assessment for departments administering portions of the HR module (i.e., Human Resources, Payroll, and Budget Office). We recommend proceeding with assessments for Finance, Student (including Financial Aid), and Accounts Receivable. Budget Proposal Area Hours Rate Professional Travel Total Services Finance 100 $187/hour $18,700 $2,000 $20,700 Student (including Financial Aid) 100 $187/hour $18,700 $2,000 $20,700 Accounts Receivable 100 $187/hour $18,700 $2,000 $20,700 Total 300 $56,100 $6,000 $62,100

11 Student Advising and Scheduling New Initiative Budget Request for Fiscal Year 2018 Background Several initiatives are driving the need to re evaluate current processes and the supporting technologies around student scheduling and advising. While this proposal does not include software budget requests, the work described here will constitute significant commitment from a minimum of Enterprise Services, the Registrar s office, and the SAM Center. Reimagining the First Year of College Sam Houston State University recently was awarded a Reimagining the First Year of College (RFY) grant. Through the RFY planning process, the following goals and success criteria were identified: Form an inter divisional leadership team to conduct a quarterly review of the student experience in the areas of academics, admissions, financial aid, registration, graduation, advising, student activities and recreation Revise policies and procedures that interfere with students forward momentum. Redesign the central advising system to ensure students are able to easily identify and navigate their course pathways to graduation. Implement a Professional advisor model in the SAM Center. 60x30TX The State of Texas 60x30 plan (60x30TX) 9 calls for improved services, processes, and degree programs to increase student success. Revised scheduling and advising methods will make positive contributions to the 4 goals of the 60x30TX plan: 1. 60x30: At least 60% of year old Texas population to hold a certificate or degree by Completion: At least 550,000 students in 2030 will complete a certificate associate, bachelor s, or master s from an institution of higher education in Texas. 3. Marketable Skills: All graduates from Texas public institutions of higher education will have completed programs with identified marketable skills. 4. Student Debt: Undergraduate student loan debt will not exceed 60 percent of first year wages for graduates of Texas public institutions. Areas for Improvement Possible improvement areas for scheduling and advising include: Departmental scheduling, Academic advising, Student scheduling. 9 A8AF 0900 DE F026A7F

12 Departmental Scheduling Departmental scheduling of sections will be addressed, at least in part, through a space planning committee to be established in Spring Academic Advising and Student Scheduling Evaluating existing tools and processes related to academic advising and student scheduling will include the following existing software: Ellucian Banner Student XE Registration In use Ellucian Banner Student XE Registration Plan Not in use Allows students to build multiple plans for current and future terms; incorporates information from the course catalog, advisor input, and degree audit information; provides easy creation of a course registration plan from a student s existing degree plan and turns courses into sections. Ellucian DegreeWorks o Degree Plans In use o Audits In use o Student Education Planner (SEP) Not in use Additionally, some campus staff have expressed interest in procuring CollegeScheduler Schedule Planner, which assists students in building schedules based on criteria entered by the student. Tutorial videos of College Scheduler may be viewed here: acad/registrar/scheduler.cfm Proposal for Student Advising and Scheduling To improve student academic advising and student scheduling, I propose the following approach: FY2017 (current) o Evaluate existing tools that are not in use (SEP and Registration Plan) o Develop integrations between CourseLeaf CAT and DegreeWorks SEP o Train advising staff to use SEP rather than free form notes field. o Create videos for and market SEP and Registration Plan usage. FY2018 o Train advising staff to use SEP rather than free form notes field. o Create videos for and market SEP and Registration Plan usage. o Monitor usage of SEP and Registration Plan. o Investigate College Scheduler Schedule Planner or equivalent software to assist students with schedule planning, and make FY2019 budget request if needed. Expected outcomes Improved advising experience for students and advisors. Improved scheduling experience for students. Identification of student deviations from recommended plans. Forecasting of class section needs for future terms and years. Forecasting of faculty and skillset needs for future sections, terms, and years. Improved budget forecasting.

13 Model Sam Houston State University CourseLeaf CATalog Format

14 DegreeWorks SEP Format The following example shows how advising notes can be recorded using the Student Education Planner. DegreeWorks Advising Notes The following example shows how advising notes are recorded for student currently. Proposed Budget Area Hours Rate Professional Travel Total Services SEP Guidance 120 $187/hour $22,400 $6,000 $28,400 Registration Plan 120 $187/hour $22,400 $6,000 $28,400 Total 300 $44,880 $12,000 $56,800