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Information Technology Challenges in ERP Duke University

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11,000 undergraduate, graduate and professional students and 1450 faculty. 8 Schools: A&S, Engineering, Divinity, Business, Graduate, Environment, Law, ... – PowerPoint PPT presentation

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Title: Information Technology Challenges in ERP Duke University


1
IT Challenges in ERP
  • Chris Meyer
  • Duke University

2
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3
Profile
  • Durham, North Carolina
  • 11,000 undergraduate, graduate and professional
    students and 1450 faculty
  • 8 Schools AS, Engineering, Divinity, Business,
    Graduate, Environment, Law, Medicine and Nursing
  • PeopleSoft Student Administration

4
Chronology
5
Staffing
6
Project Organization
  • Executive Sponsors Committee
  • Steering Committee
  • Coordinator Team
  • Project Team
  • Functional Team
  • Technical Team
  • Local Functional and Technical Team

7
Technical Architecture
  • Oracle 8i Database Servers
  • Online Transactional Processing System and
    Decision Support
  • PS Application Servers
  • Web Servers
  • Citrix Metaframe Server
  • Novell File Server

8
System Architecture
  • PeopleSoft SA 7.6, Oracle 8i
  • Citrix Metaframe
  • Hahtsite for ACES Web
  • AppWorx Process Scheduler
  • Jetforms Central Server
  • CollegeNet Resource 25
  • BMC Patrol and IBM Tivoli
  • DCE Kerberos Authentication

9
Challenges
10
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11
Senior Administration
  • Mandate university-wide use and acceptance
  • Financial support
  • Final cost was triple original estimate
  • Hardware and consulting services
  • Hold ERP vendor accountable for QA issues

12
Project Management
  • Internal versus External
  • Avoid Scope Creep, use phased approach, e.g.,
    replace current functionality first
  • Technical and functional coordination
  • Over-budget to cover unanticipated costs, e.g.,
    ancillary software and postponed go-lives

13
Staffing
  • Recruit the best internal staff as full-time
    resources and backfill
  • Staff motivation and retention
  • provide incentives to reach milestones
  • Implementation versus Operational

14
Communications
15
Communications
  • Identify key stakeholders
  • Steering Committee
  • Deans, Directors and Business Managers
  • Local Functional and Technical Leaders
  • End-users
  • Communicate with key stakeholders early and
    often, as appropriate

16
Technical Architecture
  • Sizing
  • Lease versus Buy
  • Standardize on fewer technologies
  • Client Server Infrastructure
  • System monitoring

17
Training
  • Technical - ERP Vendor
  • Functional - ERP Vendor
  • End-user
  • Insource versus Outsource
  • Timeliness

18
Implementation
  • Software stability
  • Consolidate and apply upgrades, updates and fixes
    at least quarterly
  • Avoid customizations!
  • Requests are functionally driven
  • Review and approval process
  • Modify business, not the system

19
Implementation
  • Regression and performance testing
  • Implement generic extracts and eliminate shadow
    systems
  • Web-enable to hide system complexity
  • Decision support/reporting strategy

20
Implementation
  • Multiple database instances
  • Big bang versus Phased approach
  • Professional consulting
  • Burst or Cafeteria-style
  • ERP vendor services preferred
  • Use recruiting firms

21
Implementation
  • ERP Account Representative
  • Users must accept system ownership
  • Enabling new technologies, e.g., workflow, OLAP,
    and web
  • Measuring and leveraging ROI
  • Establishing success measures

22
Operational
  • Functional and technical support
  • Adhere to IT Best Practices
  • Change Management
  • Testing
  • Cross-training
  • Outsourcing tedious, mundane tasks, e.g.,
    upgrades?
  • Performance tuning

23
Future
  • Decision Support
  • OLAP
  • Portal Strategy
  • Upgrade to PeopleSoft SA 8.x

24
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25
Questions and Discussion
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