Fleming Systems Renewal Project

Project Evolve

An update on Core Information Systems at Fleming

Fleming CollegeDecember, 2005

Project Timeline Update

Application Module Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb

Campus Community/Admissions

Student Records

Student Financials

Self Service

Financial AidAcademic Advisement General LedgerAccounts Payable/PurchasingCampus Community/Admissions

Human ResourcesPartial Position ManagementContractsBase BenefitsPayrolleProfileePay

Technical ( all streams)General Project Management

2007

Campus Solutions

HCM

Financials

2005 2006

• Project Charter complete and signed off.• Planning and scoping is complete.• Communication plan in progress.• Configuration of all modules is in progress.• Legacy data conversion is in progress.• Testing to begin early in the new year.

Project Major Milestone Dates

• Campus Solutions

• Finance

• Human Capital Management

Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Technical Project Kick-OffProject Charter Data Iteration 1 Data Iteration 2 Config. Test User Acceptance Training Material Training DeliveryPlanning Scoping Configuration Integration Test Test Go-Live

Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Technical Project Kick-off Project Charter Configuration Config. Test Integration Test Year End User Acceptance Go-LivePlanning Scoping Training Material Test

Training Delivery

Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Technical Project Kick-off Project Charter Configuration Config. Test Data Conversion Training Delivery Parallel TestPlanning Scoping Training Material Go-Live

General Benefits

• Enhanced on-line, self-service transaction processing for students and staff;

• Increased time for handling exceptions;

• Enhanced data analysis and reporting capabilities (integrated database);

• Unified visual experience in all systems with single sign-on capability;

• Commonality and standardization of information;

• Technology support integration (common platform);

• Leveraging vendor support and functionality enhancements.,

Student Benefits

Student Benefits

Campus Solutions Benefits

• Enhanced on-line transactions between students and the campus community;

• Access a full student view, including Financial Aid (i.e., bursary information);

• Access student and academic information easily through ad-hoc tools, reports and on-line functionality;

• Automatically evaluate all applications, reducing errors / quicker response;

• Communicate with students in many different ways and track all communications (Comments, Communications & Checklists);

• Manage course based and program based registrations and academic planning;

• Track historical program versions as courses are added/dropped from curriculum;

Campus Solutions Benefits

• Effectively manage data and resources with extensive analysis and reporting capabilities;

• Effectively manage and monitor students from prospect to alumni;

• Integrate student financials with accounts payable for refund processing and Financial Aid;

• Support unique offerings – Continuing Education, Specialized Programs, etc.;

• Perform an integrated Degree Audit.

• Ensure compliance with legislative reporting requirements;

Process Changes

• On-line student transaction processing;

• Change in front-line functions/skills from data processing to analysis;

• Integrated database – one ID per person (i.e., students or employees);

• Move to a standardized credit system for calculating level and load;

• Use of GPA in academic progression rules;

• Auto-evaluation of applicants;

• Managing and streamlining communications with students;

• On-line view of all student information, including financial aid;

Quick Enrolment

Service Indicators

Finance Benefits

• Flexible Chart of Accounts structure enhances reporting capabilities;

• Streamlining the purchasing process (automated approval process);

• Online receiving; improving the accounts payables process;

• Handling and managing vendor contracts online;

• Track and record vendor conversations enhancing vendor relationships;

• Automated disbursement reconciliation process reducing processing time;

• Integrated finance systems improves reconciliation and reduces manual intervention;

• Reduce month end / year end processing time allowing Fleming to meet the new government Financial Consolidation Reporting.

Finance Process Changes

• More flexible Chart of Accounts structure enhances reporting capabilities;

• Automated purchasing requisitioning and approval process;

• On-line budget enquiries with drill-down capability;

• Consistent reporting tools (nVision);

• Broader access to vendor data.

Finance – eProcurement Requisitions

Finance – Create a Voucher

HOD Benefits

• Employee self service functionality (ePay, eProfile);

• Enhanced Human Resource planning tools;

• Complement tracking through Position Management;

• Integrated product suite improves financial reconciliation processes;

• Integrated database (Campus Solutions, HCM) reducing maintenance;

• Basis for future HR planning modules (Recruiting, Manager Self-Service)

HOD Process Changes

• Self-service for employees;

• Driving the hiring from the position management perspective rather than a payroll perspective;

• Use of reporting and analytical tools to support HR planning, given the integrated database capabilities.

• Integrated part-time contract bolt-on.

HCM - ePay

HCM - eProfile

Change Management Timeline

Timing Project College CommunityDecember > Configuration Complete > Introduction to PeopleSoft Functionality

> Benefits to End Users> Communication Plan

January > Configuration Testing > Begin fucntional demosthrough > Knowledge Transfer Plans > Discussions with stakeholders on business process changesMarch > Finance Stream - End User training material > Conference Room Pilots

> Report Development

April > User Acceptance Testing > Selected staff/faculty involved in User Acceptance Testing>Training Material Development

May > Planning Cut-over activity > Participate in End User training> Delivering End User training

June > Go Live > Participate in End User training Finance - June 5 Human Capital Management - June 26 Campus Solutions - June 26

Challenges

• Individuals and departments must be prepared to embrace some significant work process change;

• Integrated databases require institution-wide data management rigor and cooperation;

• With all large system changes there will be a difficult adjustment period right after the new system is launched;

• Single-expert syndrome. In some cases only one individual really knows the business process;

• Establishing “best practices” - modify business processes (versus customize).

Supporting the Change

• Training – Our approach with the consultant will be to train core staff, before, during and after the transition. Plus we will use a train-the-trainer approach in an ongoing way;

• Cut-over day front line support;

• Backfill and overtime support where appropriate;

• Communication – we have a formal plan, it will be frequent and transparent;

• Feedback – formal feedback mechanisms to help us deal with issues and improve the process;

• A formal project implementation methodology to lower risk.

Questions & Answers