Information Technology: Administrative Systems Roadmap

Transcription

1 Information Technology: Administrative Systems Roadmap John Gohsman VC for IT/Chief Information Officer University Management Team December 8, 2015

2 Strategic IT Governance Structure 12/08/ Washington University in St. Louis Office of the CIO 2

3 IT Guiding Principles Mission First Serve the needs of faculty, students, patients first. Intentional Service Design Determine when to plan for scale or innovation. Appropriate Solutions Approach Look to acquire/buy before build. Integration over best of breed. Data is an Asset Data should be managed as an institutional asset. Secure, Sustainable, Maintainable, Reliable, Available Keep IT Skills, Knowledge and Collaboration Current Focus on staying ahead and knowledge sharing with customers. 12/08/ Washington University in St. Louis Office of the CIO 3

4 Administrative Domain Strategy Current State: Admin systems are generally old and difficult to maintain Do not meet current and future needs Cannot access data for decision making and analysis Difficult to find IT skills to work with the old technology Plan: Assess market Develop roadmap Replace all major administrative systems over time (reference IT Guiding Principle Appropriate Solutions Approach ) buy before build Value: Meet university and external requirements Improve data quality and analytics Improve efficiency Improve reliability Modernize (e.g., mobile, workflow) 12/08/ Washington University in St. Louis Office of the CIO 4

5 Roadmap for Admin Systems Replacement Key Systems Replacement Projects In Process SYSTEM SUB-DOMAIN STATUS PAAMCO (Pre-Award, Award management, conflict of interest) Undergraduate Admissions Research Admin Student Administration In process. Contract awarded to InfoEd. Additional work on hold pending student system decision. Graduate and Professional Admissions Student Administration Most schools/departments moving to common system. Led by Graduate School. Business Intelligence/Data Warehouse Administrative/All In process. Team created. Data warehouse development and Data Governance/Policy drafted. Physical Resources Physical Resources In process. Integrating Danforth and WUSM solutions. Eliminating redundancies. 12/15/ Washington University in St. Louis Office of the CIO 5

6 Roadmap for Admin Systems Replacement Key Systems Replacement Projects in Planning Human Capital Management SYSTEM SUB-DOMAIN STATUS Financial Management Student Administration Alumni & Development Human Resources Finance Student Administration Alumni & Development Exploring integrated vs. best of breed approach. Meetings with Workday and Oracle complete Sent RFP out for implementation readiness and business case development. Considering options. Would like to replace between campaigns. 12/15/ Washington University in St. Louis Office of the CIO 6

7 HR, Finance & Student Roadmap Considerations APPLICATION LIFE CYCLE Most of our administrative systems are homegrown, near end-of-life, not integrated Human Resources is current exception (PeopleSoft) and Finance was moved to same technology Difficult and costly to maintain Difficult to access data for decision making Out of date chart of accounts and ledger structure CLOUD VENDOR MATURITY Integrated HR, Finance and Student Solutions Workday winning more corporate and higher ed business Oracle PeopleSoft solutions losing dominance in the market. Oracle is building cloud offering Best of Breed Many options exist; requires integration strategy, which we need regardless, but will result in multiple user experiences CAMPUS READINESS Sponsorship/Funding Capacity in IT and functional areas Capacity of schools to change Skills Structure needed to implement new technology (many require clear organizational structures and execute on business process) 12/15/ Washington University in St. Louis Office of the CIO 7

8 Vendors with Higher Education Integrated Solutions The leading providers of integrated cloud solutions for Human Capital Management (HR) and Finance are Workday and Oracle. Both are developing Student Administration solutions. Workday Gaining market share as preferred provider of integrated solutions for Human Capital Management and Financial Management Automated business processes. Workflow. Embedded analytics & reporting. Mobile enabled. Developing end-to-end student system Oracle Leading provider of on-premise solutions On premise (PeopleSoft) has declining customer base built from multiple acquisitions and partnerships Oracle Higher Education Cloud Developing Student solution. Integrates with Oracle HCM Cloud and Oracle Financials Cloud Automated business processes. Workflow. Embedded analytics & reporting. Mobile enabled. 12/15/ Washington University in St. Louis Office of the CIO 8

9 Workday Student Strategic Advisor Program Developing end-to-end student system Partnering with higher ed thought leaders Recruiting & Admissions modules currently available Modules under development: Financial Aid, Curriculum Management, Student Records & Registration, Advising & Degree Audit, Student Billing Workday has invited us to participate in Strategic Student Advisor Program to help design student application (Nov Dec. 2016) Admin domain support; Provost and Dean support Will create teams (travel & campus) to participate (Erin Schuettpelz to lead) No obligation to purchase Ability to opt-in or opt- out in Sept Deep price discount if we opt in 12/15/ Washington University in St. Louis Office of the CIO 9

10 Workday Student Strategic Advisor Program Key Design Partners Yale University University of Rochester University of Texas Louisiana State University Key Strategic Influencers Georgetown University University of Missouri Iowa State University 12/15/ Washington University in St. Louis Office of the CIO 10

11 Admin Systems Replacement Decision Timeline Integrated or Best of Breed Decision (HR, Finance, Student) STUDENT SYSTEM IDEAL ROADMAP Participate in Workday Student Strategic Advisor Program: Travel team, campus team, campus engagement NOV 2015 JUNE 2016 SEPT 2016 NOV 2016 DEC 2016 Develop RFP for campus readiness and business case Conduct assessment: Business case Campus readiness System maps Process Standardization Develop RFP for software and implementation partner * Opt in? Select software vendor and implementation partner * * Ideal situation from negotiating standpoint; believe this is too aggressive given our current situation 12/15/