University at BuffaloStudent Systems Assessment

Project

Project Team Kickoff MeetingApril 25, 2007

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Introductions

Moran Technology Consulting Background

Project Team Roles and Responsibilities

Key UB SSA Team Members

Project Objectives

Project Approach

DecisionDirector Overview

Project Schedule

Critical Success Factors

Project Risks

Project Processes

Questions and Answers

Agenda

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Introductions – Moran Technology Consulting Team

Charlie Moran Project ExecutivePaul Giebel Project Manager / Sr. ConsultantCraig Foley Sr. Consultant

Not here yet….Scott Weyandt Sr. Consultant, Infrastructure and Security

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Moran Technology Consulting Background

Moran Technology Consulting (MTC) is an experienced and proven provider of consulting services to the education, public sector and commercial industries

Our management team has been working together for almost 9 years, with some working together for close to 20 years

Headquartered in Naperville, IL (outside Chicago) We serve clients throughout the entire United States and Canada Our consultants have provided services to 50+ different Higher

Education clients MTC offers a full range of IT and Management Consulting services to

our Higher Education clients:

Strategic Planning and Governance Strategic IT Assessment and PlanningERP Planning and Implementation Process Re-design / TransformationChange Management Sarbanes-Oxley / IT Controls PlanningOrganizational Assessment/Re-Alignment Security Assessment and RemediationBusiness/Technology Continuity Planning Management and Staff OutsourcingInfrastructure / Security Support Applications Portfolio AssessmentInstructional Technology Sponsored Research Management

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Project Team Roles & Responsibilities

The project team is comprised of the key representatives of university student services stakeholder groups and will provide the sounding board for project plans, approaches and deliverables. These team members represent the various appropriate student services communities of the campus.This group will meet at the beginning and end of the project and regularly (every 2 weeks) to help with key deliverable milestones in the project. Meetings will typically last 2 hours each and will be scheduled to minimize the impact on regular work.

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Key UB SSA Team Members

Charlie Moran Project ExecutivePaul Giebel Project Manager / Sr. ConsultantCraig Foley Sr. Consultant

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Project Objectives

These objectives were derived from efforts completed by the Student Systems Assessment Team. Today, we need to validate these objectives and/or define new objectives for this project.Identify and evaluate current student-related business processes and the systems that support them Through a business processes review and an evaluation of our functional requirements, we will develop an understanding of the university’s needs, including student systems requirements, organizational changes, and policy and process adjustmentsGain support and input from all campus constituencies, which is necessary for the success of the organizational and cultural transformations that will be requiredLay the groundwork for a successful implementation, thereby reducing the amount of planning and preparation that will be required prior to engaging in implementation efforts

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Overall Project Approach

Step 1: Project Kickoff

Step 2: Transformation Strategy Development

Step 3: Vendor Preview Demonstrations

Step 4: High Level IT Support Assessment

Step 5: Vision Focused Requirements Development

Step 6: Develop RFP for SIS Vendor Selection

Step 7a: Vendor Evaluation – Establish Evaluation Process Methodology

Step 7b: Vendor Evaluation – Provide Software Demonstration Assistance

Step 7c: Vendor Evaluation – Systems Integration Firm Interviews

Step 7d: Vendor Evaluation – Support Evaluation Process

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Step 1: Project Kickoff

Objective: To establish a clear understanding on the part of the MTC and UB project teams

and UB sponsors regarding the objectives and scope of the project and the approach that will be taken

Approach: MTC will develop a draft Microsoft project plan for the project Conduct a kickoff meetings with the Executive Steering Committee and SSA

Project Team

Deliverables: Project plan (in Microsoft Project) with major milestones Project team assembled and kickoff meeting held Project management processes:

o Status Reporting and Communication Processo Deliverable Approval Process o Scope Change Management Process

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Step 2: Transformation Strategy Development

Objectives: Develop a high-level Transformation Vision for the future delivery of student services Develop a set of Transformation Guiding Principles that define major change themes Identify the set of high-level change inhibitors that face UB’s SSA project and

document the high level set of impacts that these inhibitors will have on the project Develop a communications plan to engage and get buy-in from the project’s

stakeholders

Approach:

Transformation Guiding Principles Conduct a ½ day executive transformation workshop with the ESC to:

o Develop a high level Vision for how student services need to be transformedo Develop a set of Transformation Guiding Principles for this project which will be utilized in

the functional transformation workshopso Define high level ‘Change Inhibitors’ that must be addressed to have a successful SSA

project Distribute the guiding principles to the appropriate stakeholders

Change Assessment Identify and interview select stakeholders of both user and functional departments,

focusing on organization structure, organization behavior, and structural and behavioral enablers

Conduct workshops with select members of the UB community to validate and refine the draft change strategies and responsibilities

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Step 2: Transformation Strategy Development (cont’d)

Approach (cont’d):

Communications Plan Develop a project communication plan that includes: Communication Goals,

Stakeholders Identified & People Responsible, Media Identified & Key Project Events

Document the final set of inhibitors, their project plan impact and the strategies and communication plans to address them

Deliverables: A document that outlines:

o Transformation Vision and Guiding Principleso Documented Change Inhibitorso Documented action and communications plan

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Step 3: Vendor Preview Demonstrations

Objectives: Before beginning requirements gathering, provide UB users with the opportunity

to learn about current vendor system capabilities

Approach: Coordinate 3 Student Information Vendors (Oracle, Sungard and SAP) to come to

the campus to demonstrate the types of functionality available to the UB stakeholders through a new/modern SIS system.

Schedule for May 2nd: North Campus South Campus9 – 11 AM Oracle Sungard12 – 2 PM Sungard SAP3 – 5 PM SAP

Oracle

Document the major functions and themes that appeared to interest UB

Deliverables: Documented major functions and themes from each vendor

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Step 4: High Level IT Assessment

Objective: Assess the IT environment’s readiness for a new SIS and make major

recommendations for lowering any risks that are found

Approach: Interview the IT Support managers to gain their perspective on the readiness of

UB’s IT environment to effectively support the new SIS Conduct workshops with IT Support staff to gain their perspective on the

readiness of UB’s IT environment to effectively support the new SIS MTC will develop an initial assessment document MTC will conduct one workshop with IT management to review and refine our

findings and recommendations.

Deliverables: IT Assessment and Risk Mitigation Recommendations Report

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Step 5: Vision Focused Requirements Development

Objectives: Ensure MTC team has consistent understanding of the impact of the transformation

vision on UB’s current strategy, business practices, organization and culture, and supporting technical/application architecture for the targeted process areas

Identify opportunities for improvement across processes Identify critical business objectives, decisions, and other initiatives that may

govern/constrain potential solutions Define the RFP functional and technical requirements

Approach: Collect and review any documentation related to the current state processes,

technology and organization as well as any work that may have been done regarding future state needs (organization charts, past surveys, studies and reports).

Facilitate Process workshops with the UB and MTC SME’s to gain an initial understanding of the core processes that are within scope. These workshops will document the current process flow and identify opportunities to streamline the processes to meet the goals of the transformation vision.

MTC will document the process based on the workshop discussion. Facilitate workshops with the UB and MTC SME’s to review and finalize the

documentation of the current state processes and the opportunities for improvement.

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Step 5: Vision Focused Req. Development (cont’d)Approach (cont’d): Facilitate Data Reporting/Warehouse requirements workshops with the UB and

MTC SME’s to gain an understanding of UB’s reporting requirements and decide the scope of requirements that should be included with the scope of the RFP. These workshops will document the current reporting needs and identify new reporting needs of the UB community.

MTC will combine SIS requirements from our intellectual capital, information from the workshops and the DecisionDirector Knowledge Packs and generate a consolidated set of potential Student Information Requirements.

Conduct workshops with teams from each target functional area, as well as the technology support group, to finalize the DecisionDirector survey and identify stakeholders who will be asked to respond to the DecisionDirector survey.

MTC will analyze the survey results and create a prioritized set of final requirements for each area.

Deliverables: For each functional area, MTC will produce the following:

o Using MS Office tools, documented descriptions of current business processes and process flows

o Documented list of improvement opportunities for each of the business process areaso Final set of RFP requirements

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Step 6: Develop RFP for SIS Vendor Selection

Objective: Develop an SIS RFP for UB, including a Software Vendor Selection Component

and a Systems Integration (SI) Vendor Selection Component

Approach: Utilizing RFP templates from UB, MTC and Advantiv, MTC will draft an RFP that

includes all the needed functionality and resources that are in scope. MTC will work closely with the SRT, which will have responsibility to edit the draft

documents and work with MTC to finalize them. UB Purchasing will be responsible for creating and editing all standard RFP

contractual sections of the RFP. MTC can advise UB Purchasing, as requested.

Deliverables: In Microsoft Word and Excel and in Advantiv DecisionDirector, the final SIS RFP

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Step 7a: Establish Evaluation Process Methodology

Objective: Work with UB to develop the methodology for evaluating the vendor RFP responses

Approach: MTC will conduct one (1) workshop with UB representatives to discuss ideas for how

the responses should be evaluated. MTC will develop a draft evaluation methodology and scoring model for both the

Software Vendor and System Integration Vendor proposals, including typical components such as:o Functional criteriao Data compatibility and migration criteria o Technology environment/Requirements criteria o Vendor / Product references o Vendor Financial Viability o Vendor Customer Service Record

MTC will conduct up to two (2) workshops with UB representatives to finalize the draft evaluation methodology and model.

Deliverables: Documented evaluation methodology and scoring model using Microsoft Office tools

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Step 7b: Provide Software Demonstration Assistance

Objective: Support UB in developing vendor demonstration scripts and coordinating the

actual on-site demonstrations

Approach: MTC will conduct one (1) workshop with UB representatives to determine which

functional processes should be demonstrated by the vendors. MTC will develop draft demonstration scripts for each of the agreed upon

functional processes. MTC will conduct up to three (3) workshops to review, refine, and finalize the

demonstration scripts. MTC will coordinate the on-site vendor demonstrations. This would include

helping to schedule the demonstrations and managing the vendor’s during their demonstrations

Deliverables: Documented demonstration scripts Demonstration meeting coordination and management

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Step 7c: Systems Integration Firm Interviews

Objective: Support UB in developing vendor interview guides and coordinating the

interviews

Approach: MTC will conduct up to two (2) workshops with appropriate UB representatives to

develop the SI Vendor interview guides. These guides will include common questions for all vendors and unique questions for each vendor, based on their RFP response.

MTC will conduct up to three (3) vendor interviews to help UB select the ‘best’ vendor.

Deliverables: Documented SI Vendor Interview Guides SI Vendor Interview meeting coordination and management

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Step 7d: Support Evaluation Process

Objective: Support UB in evaluating the software and systems integration vendor proposals

Approach: MTC will help UB manage the actual evaluation of responses in order to keep the

project on task and moving forward. This work will include:o Validating the content and arithmetic of the financial components of the responses to

ensure that each vendor provides ‘apples-to-apples’ financial data as part of their bid responses.

o Facilitate the proposal review workshops, helping UB understand the ‘gap/fit’ between the RFP requirements and each vendor’s capability to support each requirementAssumption: This will involve up to eight (8) workshops over the course of a four week period to make both the Software selection decision and the systems integration vendor decision.

o Help the UB software selection team prepare materials to present to the UB executive team regarding the selection.

Participate in up to two (2) meetings with the UB executive team to review and finalize the vendor selections.

Deliverables: Completed evaluation process

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•

Decision Director™

Project

Knowledge

Base

OutputStakeholde

r Input

1. Assess2. Select3. Implement4. Verify

ReportsChartsGraphsRFP DocumentsData Exports

DecisionDirector Overview

Knowledge Packs

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DecisionDirector KnowledgePacks

• Academic (Student)

• Financial Management

• Human Resource Management

• Strategic Drivers & Critical Factors Discussion Guides

• IT Requirements ERP Support

• IT Outsourcing

• Room Scheduling

• Philanthropy/Advancement

• Library Management

• Grants Management

• One Card System

• Fleet Management

• Enterprise Information Portals

• CRM

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DecisionDirector Value to Clients

• Build client confidence to decide

• Reduce client project cost

• Ease change management

• Provide project protection

o Reduce scope creep

o Manage expectations

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Project ScheduleProject Step Projected Timeframe

Step 1: Kickoff April 25

Step 2: Transformation Strategy Development April 26 –

May 11

Step 3: Vendor Preview Demonstrations May 2

Step 4: High Level IT Support Assessment May 1 –

May 11

Step 5: Vision Focused Reqs. Development May 3 –

June 30

Step 6: Develop RFP for SIS Vendor Selection June 15 –

July 9

Step 7a: Establish Eval. Process Methodology July

Step 7b: Provide Software Demo. Assistance July /

August

Step 7c: Systems Integration Firm Interviews August

Step 7d: Support Evaluation Process August /

September

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Critical Success Factors

We believe that it’s important to understand the factors that will determine if we have a successful project BEFORE we begin the project….

Individuals may have differ factors that are important to them.

How would YOU answer the following question:

“This project will be considered a success if…..”

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Project RisksAny project of this nature has a number of risks associated with it. We have listed some of the common risks that we believe are associated with this particular project. Are there other risks not listed here that should be identified and discussed before the project begins?

Significant Amount of Work in a Tight Timeframe

Availability of University at Buffalo Subject Matter Experts

Responsiveness of University at Buffalo Subject Matter Experts

Commitment by UB to stay on schedule

?????

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Project Processes

Project Planning

Status Reporting

o Progress Against Project Plan

o Issues Tracking

o Regularly Scheduled Meetings

Change Control, if needed

o Change Request Form

o Change Control Log

Deliverable Sign-off

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Questions and Answers

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Wrapup….