Division of Planning, Performance and Information Systems Reorganizing for Performance Board Retreat - PowerPoint PPT Presentation

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Division of Planning, Performance and Information Systems Reorganizing for Performance Board Retreat

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Strengthen PALS & Help Desk services. Strengthen IT-related security at District and Colleges. ... Install classroom scheduling software. Provide training (3 levels) ... – PowerPoint PPT presentation

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Title: Division of Planning, Performance and Information Systems Reorganizing for Performance Board Retreat


1
Division of Planning, Performance and Information
SystemsReorganizing for PerformanceBoard
Retreat June 28, 2008
2
Agenda
1. Overview - Information Services 2.
Information Technology 3. Banner 4. CIP
Initiatives 5. Institutional Research 6.
Strategic Planning 7. Summary 8. Q A
3
Information 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
4
StrategicPlanningInstitutionalResearchInformat
ionTechnology
5
SPIRIT
Strategic Planning, Institutional Research,
Information Technology
6
Information Technology Services
7
IT 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

8
Top 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

9
Top 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

10
ITS Profile StaffingDirect IT Personnel
11
(No Transcript)
12
ITS 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.

13
The BIG Picture
  • Technology is about people.
  • Everyone is the Help Desk.
  • The District can only be successful if the
    Colleges are successful.

14
Banner Project Services
15
What 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)

16
ACCs History with Banner
17
ERP software must be implemented, not merely
installed.
18
Top 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

19
Audit 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

20
Banner 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)

21
Banner Timeline
22
BPA/BPI (Phase A) Co-Source / Partner(s) HR
Implementation Financial Aid Implementation Studen
t Implementation Finance Enhancements Project
Management Banner Training
23
Projected Banner Investment
24
BPS 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?

25
Key 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)

26
Going live is not the end, it is only another
beginning.
27
Project 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

28
Other 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

29
1. Reorganize BPS and Develop Staff
2. Begin Project Plan
12 Steps to Banner Success
30
IT CIP Initiatives
31
CIP Initiatives Overview
  • 18,000,000
  • Five Domains
  • Connectivity
  • Data Control
  • Distance Learning
  • E-Communication
  • Data Security
  • 17 Original Projects
  • Scope Redefinition Process
  • Prioritizing

32
IT CIP Summary
33
IT CIP Update
34
IT CIP Update continued
35
IT CIP Update continued
36
IT CIP Update continued
37
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