1. Towards a New ERP: Status Update
March 7, 2018
Chris A. McCoy Associate Vice Chancellor for IT / CIO

2. ERP What’s an E-R-P? Finance HCM & Payroll Student Admin. Procurement
Project Mgmt.

3. Our ERP Picture

4. Project Background

5. Project History Aug 2015 Sep 2015 Oct 2015 – Jan 2016 May 2016
Board of Trustees charged President to proceed
Sep 2015
Chancellors initiate
Oct 2015 – Jan 2016
RFP for Advisory Services
ISG selected
May 2016
Project officially starts
Jun – Aug 2016
Requirements gathered across all institutions
Oct 2016 – Dec 2016
RFP for Software
Jan 2017
Finalists selected
Oracle, Workday, SAP
Feb 2017
Vendor presentations

6. Project History Mar – Aug 2017 Aug 2017 Sep – Oct 2017 Nov – Dec 2017
BAFO & Negotiations
Aug 2017
Intent to Award – Workday
Sep – Oct 2017
Oracle protest
Nov – Dec 2017
RFP for Implementation Services
Nov – present (ongoing)
Governance, consensus
Jan 2018
Board, legislative review
Finalists selected
Accenture, Deloitte, Sierra-Cedar
Feb 2018
Vendor presentations

7. Key Principles Same software across all institutions in UAS
Single software solution for Fin, HR, Student
Single-instance, multi-tenant across UAS
Streamlined business processes across UAS
Single General Ledger Chart of Accounts across UAS
Maintain institutional branding, autonomy

8. Key Principles, Cont’d
Focus on analytics & decision-making, rather than advanced logging & transaction recording
Want modern interface that supports mobile
Cloud-based is the target (software-as-a-service)
Removes administrative burden for software upgrades, hardware refresh, daily administration
Single identity for students & employees
IAM – “Identity and Access Management”

9. Major Implications BASIS and UAConnect will be replaced
Business processes will change
Will focus on efficiency and best practice
Data access will change
Required coordination for bolt-ons to ERP
Shadow systems likely will not be allowed
Direct access to data likely will not be allowed
Some bolt-on solutions might change
We all get to learn a new system!
New software will cause us to think differently

10. Project Leadership

11. UA System Board of Trustees President – Executive Sponsor
Steering Committee
High-level stakeholders (14), UAF has 4
Advisory Groups
CFOs, CIOs, etc.
Project Team
Mainly ISG at this point

12. UA Fayetteville Campus Project Steering Committee
Provide alignment between system office & campus
Meets quarterly or as needed
Provost, VCFA, Dean (Grad School), CIO, AVC-HR, Registrar, Associate Controller, Asst VC-BASIS, ACIO- BASIS, ACIO-UAConnect
Campus Project Management Team
Lead project execution, including ad-hoc teams
Registrar, AVC-HR, ACIO-UAConnect, ACIO-BASIS, AsstVC-BASIS, Associate Controller, IT PM, Faculty Senate Rep, Staff Senate Rep, ASG Rep

13. Project Timeline

14. RFP Implementation Services
Major Phases of Work
RFP & IAM Software
RFP Implementation Services
ERP
IAM
Req’s
RFP Dev. PM
Multi-Year Impl.
RFP Advisory Services

15. Rough Timeline FY2016 FY2017 FY2018 FY2019 FY2020 FY2021 FY2022
Advisory Services
RFP
Requirements
ERP Software Selection
RFP for Software
Committee Evaluation
Vendor Presentations
BAFO, Legal, Leg. Review
Final Selection
IAM Selection
BAFO, Legal, Review
IAM Implementation
Implementation Services
RFP for Impl. Services
Selection, BAFO, Legal, etc.
Phase IA Implementation
Phase 2A Implementation

16. Current Status

17. Current Status Mar 7, 2018 Workday selected as ERP solution
Contract not signed
Implementation Services RFP
Accenture & Deloitte
Confidential work by evaluation committee
Vendor follow-ups, feedback review, reference checks, BAFO, contract negotiation, etc.
Legislative review

18. Campus Preparation Data & application inventory
Examine options for data warehouse
Define campus reporting & analytics standards
Develop enterprise application development framework
Develop data governance (dictionary, policy)
Catalog business processes

19. Campus Engagement Emerging website Stakeholder visits
ERP.UARK.EDU
Stakeholder visits
Provost Exec, RAP, ASG, Faculty Senate, Staff Senate, department heads, etc.
As RFPs come to close, increased communication in NewsWire, s, website, and other forms
Various teams and workgroups will be formed at different levels as the project gains momentum

20. Dates to Keep in Mind Consider these “CIO best guess” at this time.
Apr – May
Announcement of Implementation partner
Mar
IAM implementation begins
Jul
ERP software implementation (HCM & Finance) begins a 2-year journey!

21. Q&A Chris McCoy, Associate Vice Chancellor for IT / CIO cam@uark.edu
campusit.uark.edu
@ChrisAlanMcCoy