A Comprehensive Reporting Environment for an ERP Implementation University of Notre Dame Dale Carter...

A Comprehensive Reporting Environment for an ERP Implementation

A Comprehensive Reporting Environment for an ERP

ImplementationUniversity of Notre Dame

Dale CarterCarolyn Berzai

Teresa Workman


Agenda

• University of Notre Dame profile (5 minutes)• Reporting before the ERP• Impact of the ERP• New Reporting Environment• Challenges / Lessons Learned• Interviews with key stakeholders (5 minutes)• Demo (5 minutes)• Future plans• Questions (5 minutes)


The University of Notre Dame

The University of Notre Dame, founded in 1842 by a priest of the Congregation of Holy Cross, is an independent, national Catholic university located at Notre Dame, Indiana, adjacent to the city of South Bend and approximately 90 miles southeast of Chicago.

Copyright 2004, University of Notre Dame


• Notre Dame is one of a handful of truly international universities, with a student body drawn from all 50 states and some 106 foreign countries.

• About 80 percent of the undergraduates and 21 percent of advanced students live on campus.

•



Research Milestones


Educause Survey

• 645 institutions completed survey for Educause Core Data Services last year– 13% were considering ERP– 26% were implementing an ERP– 37% had completed an implementation

“Current IT Issues 2004”, Educause Review, May /June 2004


Information Access before ERP

• Previous reporting against legacy system– Non-relational database– IT centered– No end-user reporting tool– Downloads and shadow databases

• MSAccess/Excel users• Operational focus• Past data warehousing efforts


"We are all faced with a series of great opportunities

brilliantly disguisedas impossible situations."

C. R. Swindoll


New Reporting Environment

• Strategic and Operational effort; dependent upon:– ERP implementation schedule– Staff– Products and technologies– Process

• Influenced by culture of the institution


SteeringCommittee

Sub-Committee

Chairs

ProgramLead

FinanceProject Student/

FacultyProject

HR/PayrollProject

AncillaryProjects

Developmt. Project

InfrastructureTeam

InformationDelivery

Team

ChangeManagement

Team

ProgramManagement

OfficeInteg &

Data ConvTeam

Subject Matter Experts

Extended Communications Team

OIT Management (CIO, CTO, ES, O&E, Portal, Security, DSS, ETS)


Information Delivery Team

• Mission– Develop core operational reports for go-live– Develop information access environment

• 2 decision support analyst (report writers)– Point person for each ERP module– Developed the core operational reports– Managed reporting tool environment

• 1 DBA– Managed data warehousing environment

• 1 report writer– Supported ad hoc requests on legacy system


Products

• Oracle 9i • Business Objects (standard reporting tool)• Oracle Warehouse Builder (ETL)• SCT Banner (ERP)• Purchased as part of our ERP purchase

– SCT Banner Self-service query – e~Print

• SCT ODS and SCT EDW


Strategy Document(December 2003)

• Purpose, scope, guiding principles• Deliverables• Objectives• Roles & responsibilities• Methodology• Resources• Risks• Measures of success• Communication plan


Core ERPReports Business

IntelligenceTool

Business Intelligence Evolution

Baseline/Canned Reports

CustomReports• Performed by IT/ Consultants

End-UserReporting• Simplified Access• End-User Rptg Tools• ETL/ODS/Datamart

EnterpriseWarehouse• Trending• OLAP• Data Mining• Self Service

BusinessIntelligence•Forecasting/Planning•Dashboard/Scorecard•Content Management•Intelligent Routing

Institution Adoption

Time

Level 1 Level 2 Level 3 Level 4 Level 5

Years 1-3 Years 4-6

Copyright SunGard SCT


Finance Reports Development Methodology

Identify needed reports

Prioritize

Spec/Mock-up

Test

Does it meet customer

requirement?Roll-out

Develop report

NO

YES


Enhanced Development Methodology

ReportingCenter

Finance Central offices

Business Managers

UnderGrad Admissions

Graduate Admissions

MSAcct

Registrar

CollegesFinancial

Aid

Student Accounts

Human Resources

Payroll

Departments


Immersion with the ERP Team

Stand-up Meetings


Immersion with the ERP Team Stand-up Meetings

•


Challenges..Lessons Learned

• Lost much time getting started on core reports– Developing our report writing methodology

• Learned from other institutions and stayed in touch• Improved our report tracking document

– Lack of time with core Finance team• Point person immersed herself in core team• Engaged report writers from campus offices

– Much time required to drive to consensus • Involved director and ERP program manager earlier and

more often


More Challenges..Lessons Learned

– Difficulty finding good external reporting help• Build strong relationship with contracting vendor

– Vendor training…challenging• Build strong relationship with

– Training vendor– ERP vendor– BI vendor

– Late purchase of ODS• Implement all products as soon as possible


More Challenges..Lessons Learned

• Lack of comprehensive training plan– Develop training for “report writing” around job

functions– Develop Quick Reference Card

• Deployment issues– Lacked focus on end-user campus reporting needs– Late in transitioning report-writing responsibility to

Controller’s office– Late in complete understanding of needs for report

publishing & delivery• Address these issues as early as possible


• Executive sponsor for Finance module of ERP• Associate Controller• Budget Office Analyst• Business Manager – Athletics area

Question:

How has the new reporting environment helped you do your job?

What does our university community really think about our reporting environment?


Drew Paluf, ControllerHow has the new reporting environment helped you do

your job?• Std distribution of static

reports significant to campus end-user

• Offers simplicity of point and click; complementary

• Meets the right need at right time

• Looking forward to drill-down analysis


Tom Guinan, Assoc. ControllerHow has the new reporting environment helped you do

your job?

• Helps end-users adapt to new Chart of Accounts structure

• Gives individuals opportunity to explore for themselves

• New standard reports offered greater visibility into how to manage data access– Allowed for tightened control

of the data access


Matt Simpson, Budget Office Analyst How has the new reporting environment helped you do

your job?• New system is working…office

is not fighting fires

• Offers new ability to rollup by division and officer

• Budget Unit Control report was key in showing departments that their budgets are correct in the new system

• Need to continue evolving reporting…more training… more self-sufficiency


Tom Nevala,Business Manager, Athletics Dept

• Online Telecomm and Payroll distribution reports – very useful to their area

• Big learning curve but “We’re still standing”

• Look forward to learning/using adhoc query in Business Objects


Things they told uswe could have done better

• Identify people who will be most negatively affected and give them special attention– Especially those impacted by numerous restricted

fund accounts– Missing detailed information they got for past 6 years

• Include more user acceptance testing earlier…to address report formatting

• Recognize upfront the large effort needed to define data access for users


Demo

• “Standard” reports

• Ad hoc reporting environment


What’s on our horizon

• Fully implement our ODS• Provide core reports and Business Objects environments

for – Student modules– HR/Payroll modules

• Fully implement our EDW• Develop dashboard for our Finance executives• Roll out ad hoc capability to

– Business Managers– Departments

• Develop BI Steering Committee


Questions

A Comprehensive Reporting Environment for an ERP Implementation University of Notre Dame Dale Carter...

Documents

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