Administrative Computing Strategy Project Update Week of April 11, 2005

Agenda Purpose for Project Goals & Objectives Project Process & Status Common Themes Outcomes & Deliverables Next steps

We Are Doing This Project To… Develop a comprehensive view of the administrative computing landscape over the next 3-5 years Work more closely with Business Process Owners, and create the opportunity to improve business processes within and across central administrative units Enable IS&T to better meet the business and technology needs of MIT Maximize MIT’s ability to achieve the Institute’s overall mission 

This project is focused on: Goals and Objectives Business processes and systems that are used across the enterprise Goals and Objectives Inventory and assess the existing enterprise systems portfolio Review existing administrative legacy systems and their long-term viability Evaluate the existing systems against MIT's business and SAP's long-term strategies Assure that existing and future administrative applications are compatible with MIT's systems architecture Identify business needs and new opportunities for administrative computing at MIT in collaboration with business process owners Organize and structure a comprehensive plan to best sequence the work Identify and measure risks (people, process, and technology) associated with this plan

Project Process and Status Continuous business involvement in project Preparation Jan 05 Start Business & Technical Data Collection Strategic Planning Process Supports Ongoing: Prioritization & Decision Making Process Integration with Business Initiatives Strategic & Transition Planning Customer Input Iterative Refinement Phase 1 Check-in with Sponsors Mar 16 Data Analysis & Refinement with Customers Phase 2 Check-in with Sponsors Apr 27 Focus is on understanding business needs Systems decisions will be driven from the business needs Business process owners will be establishing priorities Draft Strategy Strategy Report Check-in with Sponsors Jun 20

What Are Admin Computing Customers Saying? “… the regulatory environment is constantly changing. We continue to have to react to federal changes…” “… there needs to be some kind of ‘centralized ownership’ of the data that circulates around the institute; which would help minimize the duplicate records or improve the staleness of the data.” “There will continue to be demands for new technology relating to wireless communications, web-based communications and hardware and software improvements.” “Strategically, we are interested in leveraging any Institute-wide developments or best practice improvements” “Would like to be able to focus on what is being purchased not on who can approve purchases” “Improve financial reporting for our primary users by making the reports themselves more informative, more analytical, and more in line with the needs of the users” “Would like more IT and Business unit integration” “Department based IT limits integration” “Constrained resources create a challenge to offering the most modern, supportive I/T resources, which, if available, could enhance our productivity in pursuing our core objectives of maximizing corporate investment in MIT.” “Continuous upgrade of skills and training is demanding”

Common themes from the data Focus on the Institute’s Mission Improve / Standardize Business Processes Willingness to participate in standardizing business processes Some Existing Systems are Outdated Demand for Emerging Technologies Need for Integration Business Processes Organizational Implications Systems and Data Internal Pressures & Changes (e.g., budget) External Pressures & Changes (e.g., regulatory) IT Spending Decisions

Outcomes & Deliverables Primary Deliverable: Administrative Computing Strategic Plan Document (includes Major Enterprise Systems) Key Strategic Components: Technology Strategy Optimize MIT's implemented SAP Application Deployment to Users Portal Strategy Maintaining Integrity of SAP System Reporting Strategy Document Management Strategy (incl. Imaging) eCommerce Strategy Project Management Sample Strategy Statement: Reporting In all cases Administrative Computing will first look to the MIT developed Data Warehouse for reporting solutions. In certain cases where reporting requires real-time data solutions or drill down capabilities, reports may be developed in the transactional system Enabling the strategy will involve the participation of DLC community members in addition to those already collaborating with the Departmental Database Applications Development Project Team.

Questions, Comments or Suggestions? Next Steps Finalize Key Strategic Components “Check-in” with ASPCC - April 27th Align or Integrate Strategic Plans with other MIT Strategic Plan efforts (e.g., Sloan School Strategic Plan) Integrate data from peer institutions into the Administrative Computing Strategic Plan Draft strategy document for June 05 presentation Questions, Comments or Suggestions? Contact: Wturner@mit.edu or x8-8229