The CUNY ERP Project Student Administration by : Bahaa abas

Agenda  Examine the Student System Module Phasing  Discuss what happens during a “Fit/Gap Analysis”  Offer you the opportunity to share ideas regarding business processes that could be “re-engineered”  Answer any questions that you have about the CUNY ERP project

Student System Phasing  We intend to phase in the colleges on the new student system in “waves”  The first wave of colleges are referred to as the “Vanguards”  The ERP implementation for these two colleges will examine business processes CUNY-wide, so all colleges will be participating  The Vanguards will be the “model” implementation for the rest of the university in terms of business processes

Student System Phasing  Financial Aid will be implemented for ALL CUNY colleges after the Vanguards are in production  Remaining colleges will be brought onto the ERP student system in waves  Current legacy system state presents some challenges in phasing in the ERP modules

STUDENT RECORDS ADMISSIONS/PROSPECTING STUDENT FINANCIALS FINANCIAL AID HUMAN RESOURCES (HCM) GENERAL LEDGER CAMPUS COMMUNITY Acctg Depts Future State – ERP SINGLE DATABASE AND MULTI-INSTITUTIONAL Financial Aid Not Always Multi-Institutional Admissions Not Always Multi-Institutional AN ERP SYSTEM IS A SET OF FULLY INTEGRATED MODULES

Student Information System (SIMS) Student Records Student Financials Financial Aid Processing (FAP) Financial Aid Student Financials Accounting (SFA) Student Financials Financial Aid Student Payroll Refunds Human Resources (CUPS) General Ledger (FAS/FIS) Disbursements To Student Account Return To Title IV Payments To Student & School Financial Aid Packages (FAPMERGE) Enrollment Status Student Bio/Demo & Awards To Be Disbursed Current State

STUDENT RECORDS (LAYER) UGRD ADMISSIONS STUDENT FINANCIALS (LAYER) FINANCIAL AID (CUNY WIDE) HUMAN RESOURCES (HCM) GENERAL LEDGER CAMPUS COMMUNITY (LAYER) Acctg Depts VANGUARDS PeopleSoft Fully In Production – CC, SR, SF, FA SIMS SCHOOLS Student Records Student Financials PeopleSoft FA In Production Interface Integration Interface SFA For Student Payroll & Refunds ERP Phase 1 Future Waves First Wave

Roles and Responsibilities  Direction and Input  SME Panels  SME Work Teams  Campus Liaisons  Champion  Serve as SME  Secure SME from Campuses  Campus Implementation/Readiness

Fit/Gap Analysis  Examine how ERP software “fits” into our CUNY business processes  Explore the changing of business processes to come up to “best business practices” within higher education (which ERP software delivers), and to enable improvement of student services  If CUNY has a business process not delivered by the software, or a business process unique in higher education, negotiate the “gap”

Fit/Gap Analysis  Software will be ”configured” jointly by vendor consultants working with CUNY subject matter experts (SME’s), who provide CUNY specific knowledge  SME’s will be learning to configure many functions currently maintained by programmers

Sample ERP Software Configuration Example of the future state for end user configuration of a transcript, demonstrating the power of ERP software. Transcript configuration page:

A sample transcript configured by an end user using the PeopleSoft software:

Business Process Re-design  Define Business Process Re-Engineering (BPR)  Reengineering is the fundamental rethinking and redesign of business processes to achieve dramatic improvements in critical measures of performance, such as cost, quality, service, and speed. (Hammer & Champy, 1993)  How can ERP help with BPR?  Our processes will fall into one of three categories:  Processes that can’t be re-designed due to the aging technology of our legacy systems  Processes we could re-design right now, but we’re waiting for ERP to motivate us  Processes that ERP will force us to re-design  Can we come up with some examples of each?

Questions and Answers