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Student Administration Finance Human Resources Research Administration Mosaic Improving Business and Administrative Processes at McMaster University
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What is Mosaic Mosaic is McMaster’s project to modernize its business processes and replace its current business systems with an enterprise resource planning (ERP) system. Modernizing business and administrative processes first The new ERP system enacts process improvements
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Current Administrative Systems McMaster has more than 20 administrative information systems which: are obsolete and expensive to maintain were designed for a smaller, simpler university are ill equipped to accommodate increasing regulatory compliance requirements McMaster has grown and changed. Its current systems no longer meet the University’s needs.
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Mosaic’s Scope Student Administration Includes admissions, registration, financial aid, etc. Finance Includes general ledger, chart of account, and accounts payable, etc. Research Administration Includes pre-award and post-award Human Resources Includes payroll, benefits, etc. Business Intelligence
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Mosaic: the Next Steps Fit-Gap stage now finished Design and Build stage underway An end user testing phase is included in this stage Multiple go-live dates over the next two years A detailed schedule was released on March 27, 2013
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Timeline
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Launch Schedule for Mosaic December 2013Finance (including budgeting and post-award research finance) May 2014Research Administration (pre-award) May 2014Human Resources 1 (including payroll and benefits) September 2014Human Resources 2 (including recruitment and succession planning) October 2014Student Administration 1 (including admissions and supporting modules) December 2014Student Administration 2 (including course catalogue and scheduling) January 2015Human Resources 3 (enhances the self-service tools introduced in HR phase 1) March 2015Student Administration 3 (including registration, academic advisement, student records, financial aid and student financials)
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High Level Benefits Enhance student service Give researchers better tools to manage their research accounts Give staff better tools to do their jobs Deliver better business intelligence to guide University planning Easier to support and improve over the long-term
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Examples of End User Benefits Improved capabilities of system will reduce the need for parallel and shadow systems Paperwork, redundant manual processes and duplicate data entry will be reduced or eliminated Self-service capabilities will empower students, faculty and staff
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New with Mosaic Central data repository that is the definitive “Book of Record” Electronic Workflow Reduce or eliminate paper forms for some processes Real-time system New Chart of Account New account codes will be longer with more sub-fields enhancing users capabilities to track finances
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The Mosaic Difference This project will be the most open and transparent administrative project in McMaster’s history The project team is consulting widely with the McMaster community at each stage. Hundreds of people have attended events, workshops and talks, providing valuable feedback Input will inform design decisions Additional opportunities for input through the design, build and test process Change management
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Change Management Communication Gathering input Impact Assessment Proactively identifying changes that end users will encounter so that they can be informed and/or trained as needed Readiness Assessment Checklist style process to ensure units are ready for transition Training
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Training Provide the right training to the right people at the right time so that McMaster’s staff and faculty are able to use the new system when they need to Training will be designed to meet the needs of user groups Schedules will be released in advance to ensure that end users are aware of training opportunities Multiple training methods (class, web, etc.)
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Questions www.mcmaster.ca/mosaic mosaic@mcmaster.ca
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