OPEN – GB – INFO 4-1 June 13-14, 2013 OPEN – GB – INFO 4-1 June 13-14, 2013 Information Technology Update Gary K. Allen UM Vice President – Information Technology MU Chief Information Officer June 14, 2013

OPEN – GB – INFO 4-3 June 13-14, 2013 What is UM – IT?  The Information Technology functions of UM, MU, UMKC, UMSL and S&T acting as one geographically dispersed function, while retaining their individual missions  CIOs  UM/MU – Gary Allen  MUHC – Tiger Institute – Bryan Bliven (interim)  Missouri S&T – Greg Smith  UMKC – Mary Lou Hines Fritts  UMSL – Larry Frederick 3

OPEN – GB – INFO 4-4 June 13-14, 2013 What do we do? Telecom Network Services Customer Services Users Students, Faculty, Staff, Public Information Security Applications Systems and Operations Research Support Patient Care Teaching and Learning Library Support Services 5b

OPEN – GB – INFO 4-5 June 13-14, 2013 Selected UM-wide IT Collaborations  Information security policies and procedures  Information Technology and Telecom Purchasing  Digital Asset Management System for online learning  Common ticketing system for all help desks  Data Center Consolidation 5e

OPEN – GB – INFO 4-6 June 13-14, 2013 Phase I – Shared Services Initiative, 2010  Benchmark focused on ability to use shared services to gain efficiencies, effectiveness  Processes operating at lean per unit cost, some offer opportunities for more efficiency  Some processes were costly:  Policy and other expectations cause large number of transactions or complicated transactions  Retention of manual processing when not required by policies/technology  IT capabilities not fully utilized

OPEN – GB – INFO 4-7 June 13-14, 2013 Operational Excellence Initiative (OEI)  Adopted guiding principles around which projects will be undertaken and evaluated for success  Created Strategic Project Management Office (SPMO) to formalize project management  Created prioritization process inclusive of all relevant functional areas  Develop TQM/CQI Change Management framework in context of shared services characteristics (define, assess, change, evaluate)

OPEN – GB – INFO 4-8 June 13-14, 2013 OEI FY13 Goals  Order to Pay  Go-live Spring of 2013  Automated, simplified invoice and payment processing  Capture early payment discounts from suppliers  Estimated savings of >$9.4M/5 yrs  Vendor enablement is in progress

OPEN – GB – INFO 4-9 June 13-14, 2013 OEI FY13 Goals  Electronic Personnel Action Form (ePAF)  Early priority initiative – per benchmark, potential $M’s/yr in cost savings  Phase I – July 2013 for entire new hire process (estimate 50% effort reduction)  Phase II – automate job changes, status changes, and additional pay processes

OPEN – GB – INFO 4-10 June 13-14, 2013 OEI FY13 Goals  COMPASS (Commitment, Planning, and Support Systems)  Management reporting to speed data entry and access  Expedite planning and analysis, e.g., tracking spend against projections  Bridge data from Finance, Budget and HR systems  Per benchmark, should save several $M/yr  Multiple subprojects  Hyperion Budget and Planning  Financials (FIN) - Live July of 2012  Human Capital Planning (HCP) – Pilot group live Spring of 2013 (remainder in FY2014)  Long-Range Planning (LRP) – Live Spring of 2013  Data Warehouse (DW)  Will benefit from our Global Grading System

OPEN – GB – INFO 4-11 June 13-14, 2013 OEI Project Prioritization – Spring 2013 Preliminary Ranking & Impact Project Definition & Proposal Functional Teams, DoIT and CIO Input Based on strategic and tactical priorities, functional input, needs and resource requirements, as well as technical and performance requirements, constraints and needs Final Rankings Stage 1: “Must Haves” Continue or Start and Fund Stage 2: “Hold” Pending funding, predecessor project and / or resource conflict resolution Stage 3: “Nice to Haves” Reconsider next year Project Executives Prioritization OEI Review & Approval of Priorities DoIT Budget & Plan F&A HR DoIT Other Campus CIO’s Student

OPEN – GB – INFO 4-12 June 13-14, 2013 OEI Goals – FY14  Personally Identifiable Information (PII) Remediation  Rearchitect SSN Vault and related systems that protect PII so as to simplify maintenance and use  PaymentNet 4 Upgrade  Upgrade p–card and travel card applications and policies, and provide better transaction reporting

OPEN – GB – INFO 4-13 June 13-14, 2013 OEI Goals – FY14  Faculty Accomplishments System (FAS)  Store faculty education, experience, research, awards, and productivity for use in reporting, completing grant applications, etc.  Simplify and unify existing multiplicity of systems, improve efficiency for faculty in maintaining their data, enhance ability to apply for grants, improve faculty satisfaction

OPEN – GB – INFO 4-14 June 13-14, 2013 OEI Goals – FY14  Comprehensive Retention Initiative (CRI)  Coordinate UM-wide program to improve retention and graduation rates (2 of the 5 State performance measures)  Create a new shared services model to more efficiently support student success on UM campuses  Have completed initial inventory of existing relevant systems and applications

OPEN – GB – INFO 4-15 June 13-14, 2013 OEI Goals – FY14  Enterprise Resource Planning (ERP)  Use full capability of existing system  Increase efficiency  Architectural simplification  Data management  Enhance functionality to end users  Mobile access  Dashboards and work center  System responsiveness  Reporting