College Information System Update NC Association of Community College Business Officers March 10, 20

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College Information System UpdateNC Association
of Community College Business OfficersMarch 10,
2003

• Saundra W. Williams, Ed. D.
• Vice President for Administration
• N.C. Community College System

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College Information System Update

• Project Timetable
• Current Status
• Issues
• Resolution Process
• Key Decisions and Dates

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College Information System Update

• Project Timetable
• Phase 2A
• Phase 2B
• Phase 2C

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College Information System Update Project
Timetable

• Phase 2A go live
• Financial (GL, AP/PU) July, 2002
• Human Resources January, 2003
• Student (rescheduled) summer, 2004 (for fall,
  2004 term)

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College Information System Update Project
Timetable (cont.)

• Phase 2B go live
• Financial (GL, AP/PU) July, 2003
• Human Resources January, 2004
• Student (rescheduled) spring 2005 (for summer
  fall, 2005 terms)

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College Information System Update Project
Timetable (cont.)

• Phase 2C go live
• Financial (GL, AP/PU) July, 2004
• Human Resources January, 2005
• Student (rescheduled) spring 2006 (for summer
  fall, 2006 terms)

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College Information System Update

• Current Status
• Phase 2A
• Phase 2B
• Phase 2C

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College Information System UpdateCurrent Status
- Phase 2A

• Re-planning training and implementation for Phase
  2A student
• Meet with Phase 2A college Project Managers on
  April 10th

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College Information System UpdateCurrent Status
- Phase 2B

• Training for Financial go live continuing
• Final Decision by May 15th
• Human Resources go live in January, 2004
• Meet with Phase 2B college Project Managers on
  April 8th

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College Information System UpdateCurrent Status
- Phase 2C

• Planning Sessions with College Project Managers
  (April / May, 2003)
• Campus Implementation Team
• Equipment Requirements
• Training
• Project Management
• Alphanumeric Systems meeting with colleges to
  assess equipment needs

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College Information System Update

• Issues
• Cash- AR/CR
• Financial Management Reporting
• Human Resources

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College Information System Update Issues (cont.)

• State Auditors Office
• State Controllers Office

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College Information System Update

• Resolution Process
• Requirements Definition
• Analysis, Design, Programming
• Implementation Testing
• Acceptance

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College Information System Update Resolution
Process

• AR/CR Requirements Definition
• Build Teams Workgroups
• AR/CR
• Finance (GL)
• Financial Aid
• ACS Datatel Consultants
• System Office Finance Bus. Div.

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College Information System Update Resolution
Process (cont.)

• AR/CR Requirements Definition - Business
  Objectives
• Cash basis AR/CR system that reports revenue
  when payments are applied to invoices.
• Create Automated GL entries based on cash
  reporting

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College Information System Update Resolution
Process (cont.)

• AR/CR Analysis, Design, Programming
• Datatel Consultants, senior analysts
  programmers
• Based on Approved Definition of Requirements

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College Information System Update Resolution
Process (cont.)

• AR/CR Implementation Testing
• All Phase 1 Colleges
• Two months including Registration Cycle

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College Information System Update Resolution
Process (cont.)

• AR/CR Acceptance
• Based on Successfully Meeting Requirements
  Through Testing at Eight Phase 1 Colleges

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College Information System Update Resolution
Process

• Finance HR Requirements Definition
• Build Teams Workgroups
• Finance
• Human Resources
• ACS Datatel Consultants
• System Office Finance Bus. Div.

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College Information System Update Resolution
Process (cont.)

• Finance HR Analysis, Design, Programming
• ACS analysts programmers
• Based on Approved Definition of Requirements

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College Information System Update Resolution
Process (cont.)

• Finance HR Implementation Testing
• One or more Phase 1 Colleges

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College Information System Update Resolution
Process (cont.)

• Finance HR Acceptance
• Based on Successfully Meeting Requirements
  Through Testing at Phase 1 Colleges

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College Information System Update

• Key Decisions and Dates
• AR/CR
• Development Plan - Finance HR Requirements

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College Information System UpdateKey Decisions
and Dates

• AR/CR
• March 4 AR/CR Requirements Document Received
  Distributed
• March 13-14 20-21 AR/CR Workgroup Review
  Requirements Document
• March 21 AR/CR Requirements Doc. Approved

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College Information System UpdateKey Decisions
and Dates (Cont.)

• AR/CR
• March 31 ACS/Datatel Solution Concept Document
  Received
• Multiple Solution Options
• Budgetary Costs and Preliminary Schedules
• April 1-3 Review of Solution Options by Build
  Team Workgroup
• April 4 Solution Option Selected

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College Information System UpdateKey Decisions
and Dates (Cont.)

• AR/CR
• November, 2003 Software Delivered to Phase 1
  Colleges
• Nov. 2003 - Jan. 2004 Implement Test at Phase
  1 Colleges
• Feb. 2004 Decision re go live for Phase 2A
  student (summer, 2004)
• March - June, 2004 Implement student system at
  Phase 2A college

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College Information System UpdateKey Decisions
and Dates (cont.)

• Development - Finance HR Requirements
• Feb. - March Prioritize and Plan Critical
  Development Needs
• March 31 Build Team / Work Group Review (RFP,
  Issues, SCRs) Complete

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College Information System UpdateKey Decisions
and Dates (cont.)

• Development - Finance HR Requirements (cont.)
• April 4 ACS Detailed Plan for Completing
  Development
• April 25 NCCCS Approval of Development Plan

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College Information System UpdateKey Decisions
and Dates (cont.)

• Phase 2B Financial Go Live
• May 15 Determine Resolution of Required Issues
  for Phase 2B Go Live in July, 2003.

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• College Information System Update
• NC Association of Community College Business
  Officers March 10, 2003