Enterprise Systems and Process Renewal Project

From the Desk of the Project Manager: December 2011

Introduction

This is part of a series of monthly Enterprise Resource Planning (ERP) project updates based on the assessment of Bill Reed, project manager. Reed works with the various teams involved in implementing the ERP systems, as well as supporting the Executive Committee in managing and tracking the overall project. To receive these updates automatically in your inbox, subscribe to the ERP category at www.bsu.edu/commcenter. For more information, visit www.bsu.edu/erp.

Summary

Steady progress continued through November. More than 9,000 undergrad applications have been loaded into Banner for processing. Academic history records are being converted and validated in testing mode, and the fall 2012 course schedule is nearing completion in Banner. The first simulation of course registration processes has been completed. Financial Aid remains on schedule to launch for office staff in mid-January (student access will begin in mid- to late February). The HR/Payroll team also is entering the final month of preparation and testing.

Other details

Advancement: Introductory discussions have been scheduled with Campus Management to begin planning for the fundraising system development project.

Student Team (Admissions): First-time freshman applications from CollegeNet and Royall were successfully loaded into Banner just before the Thanksgiving holiday. The team is working through issues related to processing and e-mail communications with applicants, along with procedures for loading additional applications as they arrive from the online service providers. Undergrad applications for transfer and returning students will be addressed next. International applications are now being entered manually into Banner, and graduate applications are being entered into the legacy system. Discussions of conversion options and timing constraints for the graduate applications are being scheduled.

Student Team (Financial Aid): Training for staff in the Office of Scholarships and Financial Aid is essentially complete, and the team is completing some final testing and prep work for the mid-January “go-live” date.

Student Team (Catalog/Schedule): The overall status in this area is good. Specific departments have received training in schedule building and have been working diligently to complete the fall 2012 course schedule in Banner.

Student Team (Academic History): The conversion and validation in this area are ongoing. The team is making good progress resolving issues as they arise.

Student Team (Registration): This area is on track with no significant issues. Creation of test cases, test data, and process documentation will continue to be a priority as the team works through its internal processes. The first registration test cycle was completed this week.

Student Team (Housing): Significant progress was made last month with the setup of the hosted StarRez systems. Housing has begun working with StarRez and integrations with Banner are being defined. The anticipated “go-live” for StarRez is now April.

Finance Team: Finance and SciQuest are being heavily used and are operating normally. Outstanding issues with the travel and expenses system continue to be evaluated. The “approver” workflow was successfully tested and should be reintroduced within the next few weeks after user documentation is updated. Contract negotiations are under way with the provider of the recommended payment gateway/cashiering system.

Luminis Team: The portal is scheduled to go live with the Human Resources system in January (employee access only). Student access will follow as Financial Aid and Registration go live.