Enterprise Systems and Process Renewal Project

From the Desk of the Project Manager June 2012

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. For more information, visit www.bsu.edu/erp.

Summary

The systems previously implemented under the ERP project umbrella are working well and transitioning to normal operational status. Student Accounts Receivable, HigherOne, Adirondack, DegreeWorks, and R25 are in various stages of implementation but are all moving ahead as scheduled. Migration of the hosted Banner systems to the new environment in the IUPUI data center was accomplished the weekend of June 16. Advancement is working with Campus Management to implement targeted CRM functionality, while also participating in the new fundraising system development currently underway with Campus Management and Indiana University.

Other details

Finance Team: Work continues with Ellucian to prepare for the first year-end close in Banner.

HR/Payroll Team: Work continues with Ellucian on Phase 2 items and refinement of processes.

Student Team (Academic History): The team continues to work through various data clean up issues.

Student Team (Student Accounts Receivable): This area continues to progress smoothly. The current timeline is in sync with the HigherOne implementation and with non-student accounts receivable for Finance. The timeline calls for system readiness for accounts receivable and CashNet cashiering (HigherOne) to be mostly complete in late June, but the actual data conversion and cutover will not occur until July 16, after the end of the fiscal year. The other HigherOne components such as eBill, epayment, and payment plans are schedule to go live in August.

Student Team (Registration): Normal registration activities, including drop/add, are taking place as scheduled. Registration for new freshmen will occur during the orientation sessions that started June 4.

Student Team (Housing): The StarRez system continues to be used for new fall students. Integration of student information between StarRez and Banner is in place. Development of the additional integration to process fees is underway.

Student Team (Student Conduct): This area is on track with Adirondack for an August go-live.

Student Team (DegreeWorks): Implementation and team training activities are underway and will continue throughout the summer and into early fall. DegreeWorks is scheduled to go live in October to support Spring 2013 advising.

Student Team (R25): Academics Systems staff are working through setup and configuration of Schedule 25, including integration with Banner, to support initiatives related to optimization of instructional space.

Student Team (Reporting): A significant group of staff members from multiple departments, including Institutional Effectiveness, participated in joint training and development sessions using Argos. They plan to continue this effort with working sessions on a weekly basis.

Advancement Team (CRM): The team has started working with Campus Management to implement basic CRM functionality. The timeline provided by Campus Management projects a go-live of this communications-focused release in early October.

Advancement Team (Fundraising): The team has been reviewing the scope and requirements documentation for the development project underway between Campus Management and Indiana University. The team is also charged with providing feedback to Campus Management relative to gaps or additional requirements specific to Ball State. Campus Management currently projects availability of the beta release of the new system for evaluation near the end of 2012.

Conclusion

The successful conclusion of the formal project activities is not the end of the journey. While bringing these new systems online, within deadline and budget constraints, is a huge accomplishment for everyone involved, the workload on key staff members will remain at a high level for some time. Continued attention to collaboration, communication, and shared governance of the new systems will be critical to Ball State's successful efforts to extend systems functionality and leverage the ERP project investment.