All Hands MeetingAll Hands Meeting

September 8, 2008September 8, 2008

What are the goals for this meeting?What are the goals for this meeting?

Celebrate where we areCelebrate where we are Talk about the project/big pictureTalk about the project/big picture Understand the calendar betterUnderstand the calendar better Perform a checkpoint at the end of a phase (Lessons Perform a checkpoint at the end of a phase (Lessons

Learned)Learned) Share mid-game adjustmentsShare mid-game adjustments Get set for the next phaseGet set for the next phase

Where have we been?Where have we been?

Where are we?Where are we?

We have completed the Structure phaseWe have completed the Structure phase Fit/gapFit/gap Business CasesBusiness Cases Functional Design DocsFunctional Design Docs

Currently in the Construct phaseCurrently in the Construct phase ConfigurationConfiguration Business Process DocumentationBusiness Process Documentation Development of CEMLI’sDevelopment of CEMLI’s Unit TestingUnit Testing

Do we have anything in production yet?Do we have anything in production yet?

CRM is Live!!CRM is Live!!

Where are we going?Where are we going? Transition PhaseTransition Phase

Build help desk/knowledge baseBuild help desk/knowledge base Load and execute conversionsLoad and execute conversions Perform SITPerform SIT Determine production readinessDetermine production readiness Prepare production environmentsPrepare production environments Disaster recovery planningDisaster recovery planning

Deploy phaseDeploy phase Train end usersTrain end users Go-livesGo-lives Go-live supportGo-live support

What is our Mission?What is our Mission?

The mission of the SIS Replacement Project The mission of the SIS Replacement Project (MetamorphoSIS) is to successfully replace CU’s current (MetamorphoSIS) is to successfully replace CU’s current student information system, and its components, within student information system, and its components, within budget and on schedule, taking advantage of new features budget and on schedule, taking advantage of new features and technology to improve services to students, faculty, and technology to improve services to students, faculty, staff, and others.  To achieve this mission, the Project must staff, and others.  To achieve this mission, the Project must develop the knowledge and skills that staff will need to develop the knowledge and skills that staff will need to implement the system and to support it in the future. implement the system and to support it in the future.

What are the project objectives?What are the project objectives?

There are twelve of themThere are twelve of them Refer to your handout for the specificsRefer to your handout for the specifics Derived from pre-project meetings and town hallsDerived from pre-project meetings and town halls Based on the project principlesBased on the project principles

What are the Project Principles?What are the Project Principles?

Formal project management structure – includes project teams, Formal project management structure – includes project teams, advisory & steering committees, etc.advisory & steering committees, etc.

Inclusive governance – faculty, staff and students as well as Inclusive governance – faculty, staff and students as well as campus administrators and executives.campus administrators and executives.

Decision making at multiple levels.Decision making at multiple levels. Open and effective communications. Open and effective communications. Balance between technology replacement and business Balance between technology replacement and business

improvement.improvement.

What products are we implementing?What products are we implementing?

Campus Solutions (CS)Campus Solutions (CS) Customer Relationship Management (CRM)Customer Relationship Management (CRM) Enterprise Performance Management, Campus Enterprise Performance Management, Campus

Solutions Warehouse (EPM-CSW)Solutions Warehouse (EPM-CSW) PeopleSoft Enterprise PortalPeopleSoft Enterprise Portal Oracle Fusion MiddlewareOracle Fusion Middleware Seibel Uniform Customer Model (UCM) for Master Data Seibel Uniform Customer Model (UCM) for Master Data

Management (MDM) Management (MDM) User Productivity Kit (UPK)User Productivity Kit (UPK) Degree Audit (DARS)Degree Audit (DARS) Document Management SystemDocument Management System

ObjectivesObjectives

Implement a system that gives CU a single system of Implement a system that gives CU a single system of record for all students with the flexibility to accommodate record for all students with the flexibility to accommodate distinct processes of campus offices to support different distinct processes of campus offices to support different student populations and campus policies. Such a student populations and campus policies. Such a system will support the needs of undergraduate and system will support the needs of undergraduate and graduate programs, professional schools, continuing graduate programs, professional schools, continuing education, and extended study programs.education, and extended study programs.

ObjectivesObjectives

Minimize customizations to the system as much as possible. Minimize customizations to the system as much as possible. Consider modifications to the new student system only when they Consider modifications to the new student system only when they are required for compliance reasons or to support core functionality, are required for compliance reasons or to support core functionality, or if it can be proven that the work cannot be accomplished by or if it can be proven that the work cannot be accomplished by adjusting business practices, and that any modification significantly adjusting business practices, and that any modification significantly enhances the delivery of services to system stakeholders. Consider enhances the delivery of services to system stakeholders. Consider revising business processes and adopting best practices where revising business processes and adopting best practices where appropriate. Take advantage of new features, technology, and appropriate. Take advantage of new features, technology, and opportunities in the system to improve service and enable more opportunities in the system to improve service and enable more efficient operations. Enhance self-service functions for students and efficient operations. Enhance self-service functions for students and faculty while maintaining comparable levels of service found in the faculty while maintaining comparable levels of service found in the existing system.existing system.

ObjectivesObjectives

Improve inter-operability between SIS and satellite Improve inter-operability between SIS and satellite systems, in particular, more real-time inter-operability systems, in particular, more real-time inter-operability using industry standards.using industry standards.

ObjectivesObjectives

Provide University administrators with comprehensive Provide University administrators with comprehensive data for planning and analysis, using both easy-to-use data for planning and analysis, using both easy-to-use reporting tools and more sophisticated tools for analysis. reporting tools and more sophisticated tools for analysis. Improve data quality and timeliness when and where Improve data quality and timeliness when and where possible. possible.

ObjectivesObjectives

Develop the IT infrastructure for high availability and Develop the IT infrastructure for high availability and reliability, driving toward 24/7 availability, 365 days per reliability, driving toward 24/7 availability, 365 days per year. Establish a cost-effective disaster recovery and year. Establish a cost-effective disaster recovery and business continuity program including processes, business continuity program including processes, systems, and an off-site recovery facility.systems, and an off-site recovery facility.

ObjectivesObjectives

Develop robust documentation of business processes Develop robust documentation of business processes using a model and tools that allow for on-going updates using a model and tools that allow for on-going updates to keep documentation current.to keep documentation current.

ObjectivesObjectives

Develop a robust training program that provides training Develop a robust training program that provides training at the right time for a given audience. Provide different at the right time for a given audience. Provide different types of training to suit different audiences and needs types of training to suit different audiences and needs (web-based training, face-to-face training, just-in-time (web-based training, face-to-face training, just-in-time training labs). Find the appropriate balance of resources training labs). Find the appropriate balance of resources of campus experts and other experts to provide training. of campus experts and other experts to provide training. Develop training materials that can be sustained after Develop training materials that can be sustained after the initial go-live period.the initial go-live period.

ObjectivesObjectives

Ensure that any significant changes to workload or shifts Ensure that any significant changes to workload or shifts in workload are properly planned, budgeted, and staffed in workload are properly planned, budgeted, and staffed for success. Ensure that any functions that require for success. Ensure that any functions that require increased training or effort from departmental staff are increased training or effort from departmental staff are appropriately identified and supported.appropriately identified and supported.

ObjectivesObjectives

Implement the system using well-defined, proven Implement the system using well-defined, proven methodologies and processes. Implement the methodologies and processes. Implement the necessary tools and support processes for thorough and necessary tools and support processes for thorough and effective testing and data quality. Make sure that key effective testing and data quality. Make sure that key stakeholders at all levels and places at the University are stakeholders at all levels and places at the University are appropriately engaged and informed about the Project.appropriately engaged and informed about the Project.

ObjectivesObjectives

Establish processes and structures to enable cost-Establish processes and structures to enable cost-effective support after the Project end date. Bring effective support after the Project end date. Bring forward best practices from the Project implementation forward best practices from the Project implementation into the on-going support and upgrade cycle. into the on-going support and upgrade cycle.

Project OrganizationProject Organization

SIS Executive Steering CommitteeSIS Executive Steering Committee• Vice Chancellors and Associate Vice Chancellors for Academic Vice Chancellors and Associate Vice Chancellors for Academic

Affairs, Administration and Student ServicesAffairs, Administration and Student Services• Vice Presidents for Administration, Budget and Finance, and Vice Presidents for Administration, Budget and Finance, and

Academic AffairsAcademic Affairs• Chair, Faculty CouncilChair, Faculty Council• Chair, Staff CouncilChair, Staff Council• Project management teamProject management team

SIS Project Advisory CommitteeSIS Project Advisory Committee• Student service directors, all campusesStudent service directors, all campuses• Associate DeansAssociate Deans• Institutional ResearchInstitutional Research• Faculty Council representativeFaculty Council representative

Project OrganizationProject Organization

Campus Review Teams (at each campus)Campus Review Teams (at each campus)• Student servicesStudent services• Faculty Assembly representativesFaculty Assembly representatives• Associate DeansAssociate Deans• TechnologyTechnology• Institutional ResearchInstitutional Research

Campus LiaisonsCampus Liaisons• UCB – Barb ToddUCB – Barb Todd• UCCS – Steve EllisUCCS – Steve Ellis• UCD – Kaye Orten, Teri Burleson, Ingrid EschholzUCD – Kaye Orten, Teri Burleson, Ingrid Eschholz

What is the organization?What is the organization?

Project OrganizationProject Organization

Special Interest GroupsSpecial Interest Groups Academic AdministratorsAcademic Administrators Data WarehouseData Warehouse System ArchitectureSystem Architecture

Project Teams Project Teams (project managers, student service experts, IT experts)(project managers, student service experts, IT experts) Admissions/CRMAdmissions/CRM Campus CommunityCampus Community Financial AidFinancial Aid Student FinanceStudent Finance Student RecordsStudent Records Degree AuditDegree Audit Application ProgrammingApplication Programming Document ManagementDocument Management PortalsPortals Data Warehouse/ReportingData Warehouse/Reporting IT InfrastructureIT Infrastructure

Consulting PartnerConsulting Partner Oracle/CiberOracle/Ciber

Major ComponentsMajor Components

Campus SolutionsCampus Solutions including Admissions, Student Records and including Admissions, Student Records and Registration, Financial Aid, Student Financials (billing and Registration, Financial Aid, Student Financials (billing and collections), Campus Community, self-service for students and collections), Campus Community, self-service for students and faculty.faculty.

Customer Relationship Management (CRM) for student recruitingCustomer Relationship Management (CRM) for student recruiting Degree AuditDegree Audit Document ManagementDocument Management Data ConversionData Conversion Data Warehouse, reporting, and analysisData Warehouse, reporting, and analysis Master Data Management for ID management and data qualityMaster Data Management for ID management and data quality New portal for faculty, staff, and studentsNew portal for faculty, staff, and students Classroom schedulingClassroom scheduling Web-based training and on-line help systemWeb-based training and on-line help system Software systems to support improved integration of systems Software systems to support improved integration of systems

and automated workflowand automated workflow

Go-Live Target Term and DatesGo-Live Target Term and Dates

Customer Relationship Management Pilot (September 2008). Customer Relationship Management Pilot (September 2008). Now “live” for CU Denver undergraduate programs and School of Now “live” for CU Denver undergraduate programs and School of Nursing Nursing

Degree Audit, Fall 2008 on a phased roll-out, all campusesDegree Audit, Fall 2008 on a phased roll-out, all campuses Admissions and full deployment of CRM to all campuses, Admissions and full deployment of CRM to all campuses,

Summer 2009Summer 2009 Financial Aid, January 2010Financial Aid, January 2010 Registration for Fall, April 2010Registration for Fall, April 2010 Tuition Calculation and Billing, Summer 2010Tuition Calculation and Billing, Summer 2010 Full “go-live,” Fall 2010Full “go-live,” Fall 2010

What does that schedule look like?What does that schedule look like?

What do the next few months look like?What do the next few months look like?

Why did we have to do that incredibly Why did we have to do that incredibly long survey??long survey??

We heard you. It was long. You wanted more time to We heard you. It was long. You wanted more time to complete it. The tool didn’t let you save and come back. complete it. The tool didn’t let you save and come back. It wasn’t anonymous. Etc.It wasn’t anonymous. Etc.

We REALLY appreciate the candid feedback. We can’t We REALLY appreciate the candid feedback. We can’t change the things that bug you if you don’t tell us about change the things that bug you if you don’t tell us about them. We also can’t reinforce the things you like if you them. We also can’t reinforce the things you like if you don’t tell us about them. We also have to do a better job don’t tell us about them. We also have to do a better job of helping the team understand the constraints within of helping the team understand the constraints within which we are working so we can get past them and which we are working so we can get past them and focus on the pieces we can affect.focus on the pieces we can affect.

We will do it again.We will do it again.

What are the facts about the survey?What are the facts about the survey?

We invited 72 people to participateWe invited 72 people to participate We had 35 responses by the deadlineWe had 35 responses by the deadline We focused on the 7 areas involved in the DLR processWe focused on the 7 areas involved in the DLR process

1. Project Governance1. Project Governance

2. Communications2. Communications

3. Scope3. Scope

4. Schedule4. Schedule

5. Resources5. Resources

6. Technical considerations6. Technical considerations

7. Issue and Risk Management7. Issue and Risk Management

Overall impressions: What are we Overall impressions: What are we doing well?doing well?

The teams like each otherThe teams like each other Teamwork is evident everywhereTeamwork is evident everywhere The teams recognize they are all committed to the The teams recognize they are all committed to the

timeline, everyone is working hard, no finger-pointingtimeline, everyone is working hard, no finger-pointing Folks feel they have grown in skills and knowledgeFolks feel they have grown in skills and knowledge A-team, knowledgeable consultantsA-team, knowledgeable consultants Well-supported, good front-line leadershipWell-supported, good front-line leadership Like getting into the systemLike getting into the system Video conferencingVideo conferencing Decision-making processDecision-making process Have gotten “a ton” doneHave gotten “a ton” done

Overall impressions: What do we need Overall impressions: What do we need to improve?to improve?

Communication—internal, project leadershipCommunication—internal, project leadership Communication—to campus teamsCommunication—to campus teams Communication—external, marketingCommunication—external, marketing Business Case processBusiness Case process Project OrientationProject Orientation Concern about timing of conversion and academic Concern about timing of conversion and academic

structure final decisionsstructure final decisions IsolationIsolation Technical issues, but are slowly getting betterTechnical issues, but are slowly getting better

What are the findings around Project What are the findings around Project Governance?Governance?

Teams want better information about the 3-6 month Teams want better information about the 3-6 month horizonhorizon

Teams need better information about the chain of Teams need better information about the chain of command, decision-making, executive steering command, decision-making, executive steering committee processcommittee process

Teams want to be together, in one locationTeams want to be together, in one location Feeling concern over cross-module, cross-functional Feeling concern over cross-module, cross-functional

issuesissues Feeling appreciated is a relative term. Responses differ Feeling appreciated is a relative term. Responses differ

based on “appreciated by whom”based on “appreciated by whom” There are distinct differences in satisfaction by campusThere are distinct differences in satisfaction by campus

What are the findings around What are the findings around Communications?Communications?

Internal project communications:Internal project communications: Feel disconnected from project management officeFeel disconnected from project management office Feel disconnected from other teamsFeel disconnected from other teams Not sure about ESC process/communicationsNot sure about ESC process/communications

Campus communicationsCampus communications Disparity among campusesDisparity among campuses IsolationIsolation

External communicationsExternal communications Feel the lack of a public communication strategyFeel the lack of a public communication strategy Want regular communications and fora Want regular communications and fora

What are the findings around Scope?What are the findings around Scope?

Concern over Professional SchoolsConcern over Professional Schools Questions around the associated projects (DARS, Questions around the associated projects (DARS,

Document Management, etc.)Document Management, etc.) Worried about reporting and portalWorried about reporting and portal What if we continue to find new business cases? (new What if we continue to find new business cases? (new

BC deadline is 9/9)BC deadline is 9/9) Keeping SIS and other campus development in synch, Keeping SIS and other campus development in synch,

business case processbusiness case process Strong emotion around Dynamic Dating and workflowStrong emotion around Dynamic Dating and workflow

What are the findings around What are the findings around Schedule?Schedule?

Concern about data mapping, configuration timelinesConcern about data mapping, configuration timelines Question about why we chose the deadlines we didQuestion about why we chose the deadlines we did Complexity of the project is most visible through the lens Complexity of the project is most visible through the lens

of “schedule”of “schedule” Hard to estimate, hard to re-estimateHard to estimate, hard to re-estimate Lack of timeLack of time Conflicting report: want more time with others, and want Conflicting report: want more time with others, and want

more “working” timemore “working” time

What are the findings around What are the findings around Resources?Resources?

Feel need for better project orientation for new folksFeel need for better project orientation for new folks Continue to feel like “I don’t know what I’m Continue to feel like “I don’t know what I’m

doing”/experiencing confidence issuesdoing”/experiencing confidence issues Question about roles and expectationsQuestion about roles and expectations Concern about lack of full-time assignmentConcern about lack of full-time assignment Feel torn between project and legacy responsibilitiesFeel torn between project and legacy responsibilities Conflict between project assignments and campus leadership Conflict between project assignments and campus leadership

expectations (e.g. CC, conversion)expectations (e.g. CC, conversion) Lack of understanding around back-fill funds, strategy, Lack of understanding around back-fill funds, strategy,

expenditureexpenditure Concern over not planning to keep consultants through the Concern over not planning to keep consultants through the

go-livego-live

What are the findings around Technical What are the findings around Technical Considerations?Considerations?

Too many “somewhat” answers to be conclusiveToo many “somewhat” answers to be conclusive Concerned about securityConcerned about security Continue to have concerns about GSD/on-going rolesContinue to have concerns about GSD/on-going roles Perception that CU staff are learningPerception that CU staff are learning Lack of overall understanding around technical issues by Lack of overall understanding around technical issues by

the functional teamsthe functional teams

What are the findings around Issue and What are the findings around Issue and Risk Management?Risk Management?

Folks are comfortable raising issuesFolks are comfortable raising issues Don’t know for certain what happens to issues after Don’t know for certain what happens to issues after

raised.raised.

So what are the mid-game So what are the mid-game adjustments?adjustments?

Communications. Communications.

It is all about communications.It is all about communications.

How do we plan to improve Internal How do we plan to improve Internal Communications?Communications?

Monthly all-hands meetingsMonthly all-hands meetings More frequent informal email from Kari/DaveMore frequent informal email from Kari/Dave Continue to balance meetings with “work” timeContinue to balance meetings with “work” time Post ESC status reports and minutes on SharepointPost ESC status reports and minutes on Sharepoint

How do we plan to address campus How do we plan to address campus team communications?team communications?

Different circumstances exist on each campusDifferent circumstances exist on each campus Will work with each group to indicate where the pain Will work with each group to indicate where the pain

points seem to have beenpoints seem to have been Will heighten awareness of the isolation that is reportedWill heighten awareness of the isolation that is reported New communications person will bear some New communications person will bear some

responsibility to ensure consistent messagingresponsibility to ensure consistent messaging

What about the “marketing” portion of What about the “marketing” portion of the communications?the communications?

We are in the process of posting a communications We are in the process of posting a communications manager jobmanager job

Website revisionsWebsite revisions Standard mechanisms for communication (e.g. CRM, Standard mechanisms for communication (e.g. CRM,

newsletter, opt in communications, etc.)newsletter, opt in communications, etc.) Ensure engagement with constituencies not directly Ensure engagement with constituencies not directly

servedserved

Did this meeting help?Did this meeting help?

The agenda was directly influenced by your feedback. You The agenda was directly influenced by your feedback. You indicated you wanted information from the source about:indicated you wanted information from the source about: Project organizationProject organization Associated projectsAssociated projects Decision makingDecision making CommunicationsCommunications CalendarCalendar PhasesPhases PlansPlans StrategiesStrategies

Questions?