Title: Division of Planning, Performance and Information Systems Reorganizing for Performance Board Retreat
1Division of Planning, Performance and Information
SystemsReorganizing for PerformanceBoard
Retreat June 28, 2008
2Agenda
1. Overview - Information Services 2.
Information Technology 3. Banner 4. CIP
Initiatives 5. Institutional Research 6.
Strategic Planning 7. Summary 8. Q A
3Information Services Overview
Old
New
Information Technology Services
Information Technology
Banner Office
Banner Project Services
Institutional Research/Effectiveness Services
Student Outcomes, Assessment and Research
Strategic Planning and Performance Services
Strategic Planning
4StrategicPlanningInstitutionalResearchInformat
ionTechnology
5SPIRIT
Strategic Planning, Institutional Research,
Information Technology
6Information Technology Services
7IT Challenges
- Centralized-decentralized-distributed structure
- Fiscal control
- Governance
- Communication
- Resource-centric
- Performance metrics
- Customer service
- Staff technical managerial aptitude
- Lack of policies and procedures
- Professional protocols
- Accountability
- Prioritizing
- Cross-training
8Top Ten IT Issues in Higher EducationEducause
(2008)
- Security
- Administrative Systems
- Funding
- Infrastructure
- Identity/Access Management
- Disaster Recovery/Business Continuity
- Governance, Organization, Leadership
- Change Management
- E-Learning
- Staffing and Training
9Top Ten IT IssuesACCD
- Administrative Systems
- Governance, Organization, Leadership, Alignment
- Security
- Customer Service
- Planning, Prioritizing, Communicating
- Staffing and Training
- E-Learning
- Infrastructure
- Disaster Recovery/Business Continuity
- Change Management
10ITS Profile StaffingDirect IT Personnel
11(No Transcript)
12ITS Moving Forward
- Reorganize unit. Align staff with functions.
- Establish/distribute financial control.
- Strengthen PALS Help Desk services.
- Strengthen IT-related security at District and
Colleges. - Implement a shared-governance model (ITLC).
- Respond to consultancy/audit findings.
- Install technology in new buildings.
- Upgrade bandwidth capacity.
- Install classroom scheduling software.
- Provide training (3 levels).
- Roll out Microsoft 2007 suite (with associated
training) - Respond to Digital Divide challenge.
- CIP initiatives.
13The BIG Picture
- Technology is about people.
- Everyone is the Help Desk.
- The District can only be successful if the
Colleges are successful.
14Banner Project Services
15What is Banner?
- Application software
- Integrated MIS recordkeeping and productivity
tool - All data reside in one database
- Primary modules
- Finance
- Student
- HR/Payroll
- Financial Aid
- Advancement
- Secondary modules (grants, fixed assets,
enrollment management)
16ACCs History with Banner
17ERP software must be implemented, not merely
installed.
18Top 10 Barriers to ERP Success
- Resistance to change
- Data issues
- Customizations
- Lack of understanding of software capabilities
- Lack of internal expertise
- Alignment between software business practices
- Conflicts with other priorities
- Scope creep
- Personnel turnover during project
- Funding
19Audit Issues
- System evaluation process (is Banner the right
choice?) - Project budgeting
- Project planning
- Project management
- Vendor oversight
- Issues list
- Change management process
- Technical skills set
- BPA
- Security (3)
- Data migration
- Documentation
- Training
- Legacy system exit strategy
20Banner Restart Plan
- Realign BPS with ITS
- Make staffing adjustments
- Educate staff (audit, expectations, roles)
- Secure financing
- Establish governance
- Develop project plan
- Co-sourcing with partner(s)
- Conduct BPA/BPI
- Resolve technical issues
- Bring in experience/expertise on staff
- Develop schedules, communication tracking plans
- Go! Concurrent migrations (student, human
resources/payroll, financial aid modules)
21Banner Timeline
22BPA/BPI (Phase A) Co-Source / Partner(s) HR
Implementation Financial Aid Implementation Studen
t Implementation Finance Enhancements Project
Management Banner Training
23Projected Banner Investment
24BPS 2008-09 Budget
- 3.25 million
- Personnel
- Fill 3 open positions
- Bring in Banner experience
- Operating Expenses
- Partnering
- Project management
- Implementation services
- Training services
- Data conversion
- Stipends/Backfill?
25Key Strategic Issues
- Making Banner an Institutional Priority
- Governance
- Sponsorship (overall at colleges)
- Standardization (BPAs)
- Database Configuration / Data Conversion
- Project Plan (scope creep)
- Big Bang vs Phased-in Approach
- Change Management
- Communication Plan
- Documentation and Test Plans
- Training
- Customization (plain vanilla)
26Going live is not the end, it is only another
beginning.
27Project Staffing Issues
- Governance teams
- Consultants / partners
- SMEs from each college / district
- Temporary Staff (backfill)
- Adjusting workloads
- Train-the-trainer approach (positives and
negatives) - Risk of losing key personnel
- Redundancy approach
28Other Banner Initiatives
- Banner 8
- Site visits
- End-user reporting tool
- Revisit finance module architecture
- Issues list
- Training training material
- TCC (reporting)
- Grants module (SMART)
- Banner security
- Audit issues
291. Reorganize BPS and Develop Staff
2. Begin Project Plan
12 Steps to Banner Success
30IT CIP Initiatives
31CIP Initiatives Overview
- 18,000,000
- Five Domains
- Connectivity
- Data Control
- Distance Learning
- E-Communication
- Data Security
- 17 Original Projects
- Scope Redefinition Process
- Prioritizing
32IT CIP Summary
33IT CIP Update
34IT CIP Update continued
35IT CIP Update continued
36IT CIP Update continued
37Questions?