Towards a New ERP: Status Update March 7, 2018 Chris A. McCoy Associate Vice Chancellor for IT / CIO

ERP What’s an E-R-P? Finance HCM & Payroll Student Admin. Procurement Project Mgmt.

Our ERP Picture

Project Background

Project History Aug 2015 Sep 2015 Oct 2015 – Jan 2016 May 2016 Board of Trustees charged President to proceed Sep 2015 Chancellors initiate Oct 2015 – Jan 2016 RFP for Advisory Services ISG selected May 2016 Project officially starts Jun – Aug 2016 Requirements gathered across all institutions Oct 2016 – Dec 2016 RFP for Software Jan 2017 Finalists selected Oracle, Workday, SAP Feb 2017 Vendor presentations

Project History Mar – Aug 2017 Aug 2017 Sep – Oct 2017 Nov – Dec 2017 BAFO & Negotiations Aug 2017 Intent to Award – Workday Sep – Oct 2017 Oracle protest Nov – Dec 2017 RFP for Implementation Services Nov – present (ongoing) Governance, consensus Jan 2018 Board, legislative review Finalists selected Accenture, Deloitte, Sierra-Cedar Feb 2018 Vendor presentations

Key Principles Same software across all institutions in UAS Single software solution for Fin, HR, Student Single-instance, multi-tenant across UAS Streamlined business processes across UAS Single General Ledger Chart of Accounts across UAS Maintain institutional branding, autonomy

Key Principles, Cont’d Focus on analytics & decision-making, rather than advanced logging & transaction recording Want modern interface that supports mobile Cloud-based is the target (software-as-a-service) Removes administrative burden for software upgrades, hardware refresh, daily administration Single identity for students & employees IAM – “Identity and Access Management”

Major Implications BASIS and UAConnect will be replaced Business processes will change Will focus on efficiency and best practice Data access will change Required coordination for bolt-ons to ERP Shadow systems likely will not be allowed Direct access to data likely will not be allowed Some bolt-on solutions might change We all get to learn a new system! New software will cause us to think differently

Project Leadership

UA System Board of Trustees President – Executive Sponsor Steering Committee High-level stakeholders (14), UAF has 4 Advisory Groups CFOs, CIOs, etc. Project Team Mainly ISG at this point

UA Fayetteville Campus Project Steering Committee Provide alignment between system office & campus Meets quarterly or as needed Provost, VCFA, Dean (Grad School), CIO, AVC-HR, Registrar, Associate Controller, Asst VC-BASIS, ACIO- BASIS, ACIO-UAConnect Campus Project Management Team Lead project execution, including ad-hoc teams Registrar, AVC-HR, ACIO-UAConnect, ACIO-BASIS, AsstVC-BASIS, Associate Controller, IT PM, Faculty Senate Rep, Staff Senate Rep, ASG Rep

Project Timeline

RFP Implementation Services Major Phases of Work RFP & IAM Software RFP Implementation Services ERP IAM Req’s RFP Dev. PM Multi-Year Impl. RFP Advisory Services

Rough Timeline FY2016 FY2017 FY2018 FY2019 FY2020 FY2021 FY2022 Advisory Services RFP Requirements ERP Software Selection RFP for Software Committee Evaluation Vendor Presentations BAFO, Legal, Leg. Review Final Selection IAM Selection BAFO, Legal, Review IAM Implementation Implementation Services RFP for Impl. Services Selection, BAFO, Legal, etc. Phase IA Implementation Phase 2A Implementation

Current Status

Current Status Mar 7, 2018 Workday selected as ERP solution Contract not signed Implementation Services RFP Accenture & Deloitte Confidential work by evaluation committee Vendor follow-ups, feedback review, reference checks, BAFO, contract negotiation, etc. Legislative review

Campus Preparation Data & application inventory Examine options for data warehouse Define campus reporting & analytics standards Develop enterprise application development framework Develop data governance (dictionary, policy) Catalog business processes

Campus Engagement Emerging website Stakeholder visits ERP.UARK.EDU Stakeholder visits Provost Exec, RAP, ASG, Faculty Senate, Staff Senate, department heads, etc. As RFPs come to close, increased communication in NewsWire, emails, website, and other forms Various teams and workgroups will be formed at different levels as the project gains momentum

Dates to Keep in Mind Consider these “CIO best guess” at this time. Apr – May Announcement of Implementation partner Mar IAM implementation begins Jul ERP software implementation (HCM & Finance) begins a 2-year journey!

Q&A Chris McCoy, Associate Vice Chancellor for IT / CIO cam@uark.edu campusit.uark.edu @ChrisAlanMcCoy