EIS Project Status Briefing All Administrators/Supervisors Meeting May 4th, 2007

Project Road Map

Where Are We? - Major Milestones 3/13 Project Kick off 3/14 Brain Storming Forum Opening 4/17 Business Process Review Forum Opening 4/20 Brain Storming Forum Closed Today 5/8 Business Process Review Forum Close 5/14 Functional Requirement Forum Opening 6/11 Functional Requirement Forum Close 6/12 Functional Requirement validation starts 7/9 Release of ITB(RFP) 9/6 Start of vendor ITB review 10/1 Conduct vendor demo 11/16 Release final report and decision 12/31 Complete contract negotiation

Top 10 Benefits Expected from the New System - Feedback from the Brain Storming Forum

Term Definition – Expected Benefits Streamline and Automate Tasks and Processes The new system will automate time and labor intensive tasks and streamline critical business processes; paper-based processes will be reduced or eliminated; reliance or dependency on other people or departments to perform process-critical functions will be reduced or eliminated; operational bottlenecks will be reduced or eliminated. Improved Data Access and Reporting The new system will provide better access to improved data and more customizable/flexible reporting. Increased and Enhanced Functionality The new system will provide new and enhanced functionality. Integrated Information The new system will integrate data from across applications. Multiple disparate and disconnected databases will be replaced with a single comprehensive database. Increased System Access, Self-Service, and Real-Time Data The new system will be more accessible to all users; will enable end-users and customers to achieve a higher degree of self-service; and will deliver more data to critical processes and reports in real-time.

Top 10 Concerns of the New System - Feedback from the Brain Storming Forum

Term Definition – Area of Concerns Project Staffing Concerns that there will not be sufficient staff resources allocated to the planning and implementation of the new system. Concerns that existing staff will have to maintain present workloads while also assuming critical project responsibilities. Concerns that this will lead to a poorly planned and inadequately tested system, time and cost overruns, and possible operational failures. Data Migration Concerns that there will not be an adequate plan for data migration; that data to be migrated will not be cleansed prior to migration; that unmigrated data will be inaccessible to the new system. Project/Technical Execution Concerns that critical elements of the project will be poorly planned and executed. Negative End-User Impact Concerns that end-users will find it difficult to accept and adjust to change, that end users will be frustrated with a new way of doing things or with using the new system. Project Management Concerns that the project will not be managed properly, that project scope, calendar, and responsibilities will not be clearly or realistically defined; that project communication will be lacking; that the project will lack effective project governance and change control; that the project will lack a consistent methodology; that the project will lack accountability for success. Negative Impact on Students Concerns that the new system will be difficult for students to use; that students will be slow in adopting the new system or adapting to new processes.

What Is Next? Business Process Review Forum will be closed on 5/8. Team preparation and training sessions for Functional Requirements are scheduled on 5/3 - 5/4. Functional Requirement knowledge gathering from FHDA teams will continue until 5/11. Functional Requirement Forum will be opened for participation on 5/14.

Conclusion and Concerns Project is on schedule so far. Workload and scheduling may impact individual team’s participation. Project management team is working with individual team to provide assistance. May extend Forum participation deadline to allow more time for participation. Team leadership request for help on staff overtime to keep up with the schedule. Project manager is working with team leadership to collect financial requirements for authorization and approval.

Q & A Any comments or suggestions?