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Integrated Resource Information Systems The IRIS Project

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Title: Integrated Resource Information Systems The IRIS Project


1
Integrated Resource Information Systems The
IRIS Project
  • Prepared for
  • UKAdvance
  • September 24, 2004

2
What is IRIS?
  • Integrated Resource Information Systems
  • ? The replacement of existing financial, human
    resource, student, purchasing, document
    management, supply chain, development, and
    inventory computer-based management systems with
    an integrated software application that will
    enhance service
  • ? A 4-6 year, 40 million dollar project that will
    touch every part of the University

3
Why does this need to be done?
  • ?Lack of access to information
  • Information is not available
  • Information is not easily accessible
  • ? Technology environment is obsolete
  • Poor integration of systems
  • Inability to maintain the current systems
  • Lack of capacity of the current systems
  • Difficulty in remaining compliant with
    regulations
  • ? Service delivery is ineffective and inefficient
  • ? Business processes are out of date

4
Are other organizations doing similar projects
with SAP?
  • Other institutions with SAP systems include
  • Central Michigan University
  • Duke University
  • Los Angeles Community College District
  • Massachusetts Institute of Technology
  • Texas State University
  • University of Cincinnati
  • University of Mississippi
  • University of Nebraska
  • University of Tennessee

5
What is addressed in Phase One?
  • In Phase One of the IRIS Project, these SAP
    modules will replace the core functionality of
    our legacy systems
  • Finance (FI)
  • Human Resources (HR)
  • Campus Management (CM)
  • Materials Management (MM)

6
Who are our partners?
SAP LSI Sigma
UK
DB2
IBM
7
How is the project organized?
Project Sponsors Steering Committee
Project Management
Functional Teams
Change Management and Communication, Policy and
Reporting, Training Teams
Subject Matter Experts
8
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9
What are the IRIS Teams responsibilities?
  • Project planning and implementation, performance
    and resource management
  • Timely and expedited decision making at all
    levels
  • Documentation of all business policies and
    procedures
  • Change management support
  • Communication and dissemination of information
  • Selection, purchase and maintenance of hardware
    and technical

    Infrastructure
  • Technical Infrastructure (Basis and ABAP)
  • Project Team training
  • Development and delivery of end-user training

10
What are SAPs responsibilities?
  • Manage and direct all project consultants and
    subcontractors (LSI)
  • Cooperate with Sigma Systems on Financial Aid
    software
  • Transfer knowledge and aid in skills development
    needed for early UK self-sufficiency
  • Assist in development of project plan and
    training
  • schedule

11
What methodology is being used to implement SAP?
12
What is UKs timeline for implementing SAP?
We are here.
Dates to be determined during Blueprint
January 2005
August 9 - December 17, 2004
13
What work will be done during the Business
Blueprint?
  • Focuses on documenting the business process
    requirements of the University and
  • Combining them with the SAP functionality in
    order to prepare a Business Blueprint
    document.
  • These steps are accomplished by completing
    questionnaires, developing flow charts of all
    processes, and participating Business
    Blueprint Workshops to
    determine
  • Business Process Requirements
  • Need for Extended Functions
  • Requirements for Reporting, Interfaces, and
    Conversion

14
What Blueprint Workshops are included?
  • Campus Management Workshops
  • Academic Organizational Structure ? Academic
    Calendar
  • Foundations and Master Data ? Fee Calculation
  • Ancillary Charges ? Manual Debits and Credits
  • Billing and Processing Charges ? Installments
  • Student Administration ? Student Master Data
  • Stops/Holds and Cohorts ? Programs and Courses
  • Class Schedule ? Progression and Academic
    Advising ? Grading
  • Sigma Systems Executive Seminar
  • Human Resources Workshops
  • Enterprise Structure ? Organizational Management
  • Personnel Administration ? Compensation
  • Payroll ? Time Management
  • Benefits ? Concurrent Employment
  • Position Budget Control ? Workflow
  • Financial Workshops
  • Organizational Structure ? Master Data
  • General Ledger Accounting ? Funds Management
  • Grants Management

15
What are major issues during Business Blueprint?
  • Transition from Process to Detail Decisions,
    Decisions, Decisions
  • Upcoming Issues
  • Faculty Effort Reporting
  • Data Warehouse/Business Warehouse
  • Data Conversion
  • Identification of needed interfaces and reports

16
What comes next for IRIS?
  • Complete Business Blueprint by December 17
  • Set Go Live dates
  • Develop a statement of work with our
    implementation partners for the remainder of
    implementation
  • Start Realization on January 3, 2005

17
What changes will the SP software bring to the
University of Kentucky?
  • ?Workflow
  • ?Real-time processing and reporting
  • ?Same look and feel for all applications
  • ?Web access
  • ?Built-in best practices for processes
  • ?Self-service (students and employees)
  • ?Opportunity for ongoing improvement

18
How will the SAP Implementation affect you?
  • Youll learn new processes and new technology at
    the same time.
  • Your work will slow down.
  • Youll work harder to get less done.
  • Youll deal with more data entry, duplication
    of effort, testing, and data review
  • Your actions will impact others.
  • In other words, it may be painful

19
IRIS Project Information
  • IRIS Project website www.uky.edu/IRIS
  • IRIS Project
  • 630 South Broadway
  • Telephone 257-3514
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