NextGen Update | ASA Conference October 26, 2018 NextGen Update | ASA Conference Welcome!

Topics of Discussion Overview Project Update Change Management Key Considerations for the Project: What does a success look like?

Overview

Overview What is ISRS (Integrated Statewide Records System)? ISRS plays a critical role in the success of our students – from applicant to graduate and nearly every process in between. ISRS supports 32 integrated modules, developed using a combination of 5 programming languages and supports more than 430,000 students. Why do we need to replace ISRS? The current system lacks the functionality to serve our students, faculty and staff and impedes our ability to be competitive. The current system is 20 years old, homegrown and utilizes obsolete/end of life technologies. Colleagues we’re here today to discuss what is the Next Gen ERP project, how we got to this point and most importantly our governance, communication plans and your roles in the process. Additionally, at the end of our conversation, we will ask you to weigh in on the question of “what does kickoff look like”.

Overview Project Objective: Improving the student experience and administrative business processes with the implementation of a modern technology. Guiding Principles: Seamless Experience for Students Integration of “non-core” and third party solutions Maintain Competitiveness System-wide software consistency, processes and procedures

Overview Phase 1 – Design & ERP Selection (2017 – 2019) Business process reviews, RFP development and selection, data integration, project management, change management, communications plan, and ISRS platform refresh Phase 2 – Implementation (2020 – 2025) Implementation of all new functionality, new reporting and data analytics Seamless Experience for Students. Enhancing the student experience is foundational to providing extraordinary education in Minnesota. This includes a seamless experience for students across the Minnesota State system, regardless of the Minnesota State institution attended. Full Integration of “non-core” and third party solutions. To provide the best overall experience, all ERP and ancillary technology solutions must be fully integrated and adequately supported. Maintain Competitiveness. To provide Minnesota with the highest value and most affordable higher education option, the Minnesota State System must remain competitive with other educational entities within and outside the state, including private and primarily online institutions. System-wide processes and procedures. To both establish and maintain a consistent user experience, and to leverage cloud-based SaaS technology solutions effectively, future-state processes will need to be defined or re-defined consistently across the system. This may also include the definition or refinement of policies and practices that assure efficient and consistent process are adopted system-wide. System-wide software consistency. The number and type of technology solutions must be streamlined; duplicative solutions must be minimized or eliminated; and clear, effective governance must be established around the introduction, integration, and maintenance of third party and “non-core” solutions.

Overview| Phase 1 Project Structure Registration, Records, Curriculum & Grading Accrual, Auxiliary, Grants Procurement, Payables, Fixed Assets Finance Operation Budgeting Facilities Public Safety, Campus Security, Env. Compliance Facilities Planning, Capital Project Design & Construction Management, Space Management Human Resource Staffing (Recruiting, Hiring, Onboarding) Personnel Actions (Position Management, Org Charts, Off-boarding) Faculty Credentialing & Workload Benefits Payroll (Time and Leave) Academic & Student Services ERP Steering Committee ERP Program Manager Project Management Team Communications Specialist / Coordination Specialist Business Process PM Coordinating Committee Admissions & Recruitment Student Success & Advising Academic Records Financial Aid Finance Curriculum & Academic Scheduling General Ledger, Chart of Accounts, Cost Allocation, Interfund Information Technology Data Management Project / Change Management Coordinator Change Management Lead (2) Procurement, Payables, Fixed Assets Accounts Receivables Student Payroll, Taxes Workforce Solutions Change Management Team Instructional Designer Transition Management Teams(37) Communications Reporting Standards

Project Update

Project Update | BPR & RFP Experience Workshops WHEN April 11, 2018 WHO Student, Faculty and Staff WHAT Desired Student and Employee Experience documents Current State April – June 2018 Working Teams Regional Participants Analyze Current State Understanding of needs for future state Vendor Showcase June 28, July 10, July 12 Knowledge of features in modern systems Future State July 2018 – January 2019 Future State Process Maps to Identify Needs RFP Review November 2018 – March 2020 RFP Team (to be selected) Develop Requirements Issue RFP Select Vendor COMPLETE COMPLETE COMPLETE

Please encourage others to attend! Project Update | Future State Regional Reviews East Region: Saint Paul College Tuesday, October 16 – Thursday, October 18 West Region: St. Cloud Technical & Community College Tuesday, October 23 – Thursday, October 25 North Region: Central Lakes College Tuesday, October 30 – Thursday, November 1 South Region: South Central College Tuesday, November 6 – Thursday, November 8 Skype Sessions: Nov 13 – 1:30-4:30pm Online Documents Available - http://tiny.cc/NextGenDocs Please encourage others to attend!

Project Update | ERP RFP Dates RFP Planning & Map Requirements: November 2018 – February 2019 RFP Issued: June / July 2019 Vendor Demos: September 2019 – October 2019 Selection / Negotiations: November 2019 – March 2020

Project Update | RFP & Implementation FY18 FY19 FY20 Q1 Q2 Q3 Q4 JUL 2017 AUG 2017 SEP 2017 OCT 2017 NOV 2017 DEC 2017 JAN 2018 FEB 2018 MAR 2018 APR 2018 MAY 2018 JUN 2018 JUL 2018 AUG 2018 SEP 2018 OCT 2018 NOV 2018 DEC 2018 JAN 2019 FEB 2019 MAR 2019 APR 2019 MAY 2019 JUN 2019 JUL 2019 AUG 2019 SEP 2019 OCT 2019 NOV 2019 DEC 2019   Project Update | RFP & Implementation Business Process Reviews (HR, Finance & Student) Planning Current State Future State & Gap Analysis RFP for BPR and ERP Consulting Services RFP Process, Evaluation, Vendor Selection for ERP Solution Planning Post RFP, Evaluation, Vendor Selection, Contract Negotiations Legacy Technology Preperation

Change Management

Defining Change Management Change management is defined as: “the application of processes and tools to manage the people side of change from the current state to a new future state so that the desired results of the change are achieved.” (Hiatt & Creasey, 2012) We Change for a Reason Major change requires individual change Outcomes are the collective result of individual change Change Management is an enabling framework for managing the people side of change We apply change management to realize the benefits and desired outcomes of change Jeff Hiatt’s 5 fundamental tenants for change management.

Preparing People for Change Change Management vs. Transition Management William Bridges, “Managing Transitions”

Change Management Strategy STRATEGY OBJECTIVES PLANNED DELIVERABLES NextGen Change Transition Management Local transition management teams Local NextGen activity coordination Transition monitoring and reporting feedback Issue mitigation and resolution Leadership equipped with NextGen Change Management tool kits Supervisors trained in NextGen Change Management Curriculum development (LMS) for NextGen Change  Management training modules NextGen Change Management Training Engage Institutional Presidents and Vice Chancellors Stakeholder Conference, forums, and meetings Experience Workshops Future State process development Gather input through surveys and other vehicles Institutional Readiness Assessment Plan NextGen Change Management Readiness & Engagement Change Management Sustainability Long-term Change Management structure Change Management strategy for ERP implementation NextGen software training approach

Minnesota State Readiness Assessment Survey The NextGen Readiness Assessment Survey is designed to assess the change readiness of Minnesota State faculty, staff and institutions as they prepare for the NextGen project.  This survey is designed for every employee of Minnesota State regardless of position. Information from the survey will be analyzed and used in planning NextGen activities and resources. The goal is to recognize the capacity for change, and design strategies for NextGen’s implementation. Take the Readiness Assessment Survey <Link> https://mnscu.co1.qualtrics.com/jfe/form/SV_aahIh6oP2SPd6eN Survey Due Date: Friday, November 2, 2018

Key Considerations for Implementation: What does a success look like?

Key Considerations for the Project | What does a success look like? General Ledger TOI Functional - 19 19

How can I stay informed?

Learn More… Check out our NextGen Site for… - NextGen Updates - Project artifacts - Sign-up for Friends of NextGen to receive NextGen updates! https://mnscu.sharepoint.com/sites/NextGenERP/ Faculty / Staff Access: username YourStarID@MinnState.edu, password your StarID password Student Access: username YourStarID@go.MinnState.edu, password your StarID password  

Thank you for your continued support! General Ledger TOI Functional - 22 22