0
Limited Resources & Limited Budgets Successful Student Information System Implementation Strategies for Small Institutions...
About Us <ul><li>Keith Williams   (facilitator) </li></ul><ul><ul><li>University Registrar </li></ul></ul><ul><ul><li>Univ...
About the Institutions <ul><li>The Chicago School </li></ul><ul><li>Certs.,MA, EdS & doctoral degrees (PsyD) </li></ul><ul...
Basis for Upgrading <ul><li>The Chicago School </li></ul><ul><li>SIS relied on old technology </li></ul><ul><li>Wasn’t sca...
Basis for Upgrading <ul><li>National University of Health Sciences </li></ul><ul><li>Records were managed via use of Excel...
Limited Budgets <ul><li>The Chicago School </li></ul><ul><li>~$750,000 </li></ul><ul><li>Included hardware, software, trai...
Limited Resources <ul><li>The Chicago School </li></ul><ul><li>Limited technical support (3 staff) </li></ul><ul><li>No de...
Limited Resources <ul><li>National University of Health Sciences </li></ul><ul><li>Seriously behind the times with technol...
Things to Consider <ul><li>Cost-Benefit Analysis </li></ul><ul><li>Strategic Planning  </li></ul><ul><li>Review of Busines...
Cost-Benefit Analysis <ul><li>Financial repercussions </li></ul><ul><li>Impact on productivity </li></ul><ul><li>Staffing ...
Strategic Planning <ul><li>Institutional goals/objectives </li></ul><ul><li>Institutional culture </li></ul>::
Review of Business Process <ul><li>Prepare to make changes! </li></ul><ul><li>Take a serious look at how you manage your o...
Risk Management <ul><li>Impact analysis </li></ul><ul><ul><li>Better or worse after the change? </li></ul></ul><ul><li>Pit...
Gap Analysis <ul><li>What functionalities are not satisfied by new SIS? </li></ul><ul><li>What previous functionalities wi...
Timing <ul><li>When to implement? </li></ul><ul><ul><li>Backward timeline from key events/priorities </li></ul></ul><ul><u...
RFP <ul><li>Request for proposal </li></ul><ul><li>“ The formal mechanism by which a company conveys its business requirem...
What’s Next? <ul><li>Vendor & system selection </li></ul><ul><ul><li>Research vendors: who are their clients? </li></ul></...
Implementation Strategy <ul><li>Target timeline </li></ul><ul><li>Alternate timeline </li></ul><ul><li>Negotiable vs. non-...
Contract Negotiation <ul><li>List price is not the price you pay </li></ul><ul><li>Deal-breakers </li></ul><ul><li>Support...
Project Management <ul><li>Designate project manager </li></ul><ul><li>Establish committee </li></ul><ul><ul><li>Include m...
Budget Management <ul><li>Manage schedule to maximize consultants’ billable hours </li></ul><ul><li>Maintenance costs </li...
Org. Change Management <ul><li>How will various sectors of community react? </li></ul><ul><ul><li>Turnover </li></ul></ul>...
Communication Plan/PR <ul><li>Community-wide announcements </li></ul><ul><ul><li>Generate excitement while managing expect...
Tech. Support Services <ul><li>Help Desk </li></ul><ul><ul><li>Online, phone, in-person support </li></ul></ul><ul><li>Imp...
Data Validation <ul><li>Thorough data validation </li></ul><ul><ul><li>Saves time </li></ul></ul><ul><ul><li>Saves money <...
Training <ul><li>Scale back on over-implementing: train first and start out “vanilla” </li></ul><ul><li>Vendor support </l...
If Only We Knew Then… <ul><li>Upgrades/future releases </li></ul><ul><ul><li>Add functionalities, provide fixes </li></ul>...
 
 
If Only We Knew Then… <ul><li>Vendor Relations </li></ul><ul><ul><li>Know how their support mechanisms work </li></ul></ul...
AACRAO Publication <ul><li>Student Information Systems:  A Guide to Implementation Success </li></ul><ul><ul><li>Sharon F....
Final Thoughts & Questions? <ul><li>Ana del Castillo </li></ul><ul><ul><li>The Chicago School of Professional Psychology <...
Upcoming SlideShare
Loading in...5
×

Student System Implementations for Limited Budgets and Resources

948

Published on

Published in: Education, Business
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total Views
948
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
22
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide
  • Transcript of "Student System Implementations for Limited Budgets and Resources"

    1. 1. Limited Resources & Limited Budgets Successful Student Information System Implementation Strategies for Small Institutions AACRAO 94 th Annual Meeting Orlando, Florida Tuesday, March 25, 2008- Session 226 4:15-5:15- Room: Atlanta/Boston
    2. 2. About Us <ul><li>Keith Williams (facilitator) </li></ul><ul><ul><li>University Registrar </li></ul></ul><ul><ul><li>University of Vermont </li></ul></ul><ul><li>Ana del Castillo </li></ul><ul><ul><li>Registrar & Associate Director of Student Services </li></ul></ul><ul><ul><li>The Chicago School of Professional Psychology, Chicago, IL </li></ul></ul><ul><li>Keith Werosh </li></ul><ul><ul><li>University Registrar </li></ul></ul><ul><ul><li>National University of Health Sciences, Lombard, IL </li></ul></ul>
    3. 3. About the Institutions <ul><li>The Chicago School </li></ul><ul><li>Certs.,MA, EdS & doctoral degrees (PsyD) </li></ul><ul><li>On ground and online offerings </li></ul><ul><li>Founded 1979 </li></ul><ul><li>Multiple campuses </li></ul><ul><li>1,400+ students </li></ul><ul><li>National University </li></ul><ul><li>AA through first professional degrees (chiropractic & naturopathy) </li></ul><ul><li>Founded 1906 </li></ul><ul><li>550 students </li></ul>
    4. 4. Basis for Upgrading <ul><li>The Chicago School </li></ul><ul><li>SIS relied on old technology </li></ul><ul><li>Wasn’t scalable to allow for the institution’s rapid growth </li></ul><ul><li>Wasn’t user friendly or flexible to allow for tailoring to institutional needs </li></ul><ul><li>Vendor technical support wasn’t reliable and consistent </li></ul>::
    5. 5. Basis for Upgrading <ul><li>National University of Health Sciences </li></ul><ul><li>Records were managed via use of Excel spreadsheets </li></ul><ul><li>Technology in registrar’s office was nonexistent </li></ul><ul><li>No use of technology to share relevant information between departments </li></ul><ul><li>Data management was labor intensive </li></ul>
    6. 6. Limited Budgets <ul><li>The Chicago School </li></ul><ul><li>~$750,000 </li></ul><ul><li>Included hardware, software, training and support. </li></ul><ul><li>National University of Health Sciences </li></ul><ul><li>~$200,000 </li></ul><ul><li>Included hardware, software, training and support. </li></ul>
    7. 7. Limited Resources <ul><li>The Chicago School </li></ul><ul><li>Limited technical support (3 staff) </li></ul><ul><li>No dedicated SIS manager </li></ul><ul><li>Little knowledge of successful system implementations </li></ul><ul><li>Busy office created a challenge to divert attention to implementation </li></ul>::
    8. 8. Limited Resources <ul><li>National University of Health Sciences </li></ul><ul><li>Seriously behind the times with technology (used Excel for everything!) </li></ul><ul><li>No technical support on staff– outsourced IT support help </li></ul><ul><li>Nobody on staff to provide perspective or guidance </li></ul><ul><li>Were we truly ready to accept a change? </li></ul>
    9. 9. Things to Consider <ul><li>Cost-Benefit Analysis </li></ul><ul><li>Strategic Planning </li></ul><ul><li>Review of Business Process </li></ul><ul><li>Competitive Analysis </li></ul><ul><li>Risk Management </li></ul><ul><li>Gap Analysis </li></ul><ul><li>Timing </li></ul><ul><li>RFPs </li></ul>
    10. 10. Cost-Benefit Analysis <ul><li>Financial repercussions </li></ul><ul><li>Impact on productivity </li></ul><ul><li>Staffing </li></ul><ul><li>Data management </li></ul><ul><li>Technological needs </li></ul>
    11. 11. Strategic Planning <ul><li>Institutional goals/objectives </li></ul><ul><li>Institutional culture </li></ul>::
    12. 12. Review of Business Process <ul><li>Prepare to make changes! </li></ul><ul><li>Take a serious look at how you manage your operation </li></ul><ul><li>Think about how technology can make things more efficient </li></ul><ul><li>Don’t just document what you do, think about what you want to be able to do </li></ul><ul><li>Non-negotiable functionalities </li></ul><ul><li>Document, document, document </li></ul>
    13. 13. Risk Management <ul><li>Impact analysis </li></ul><ul><ul><li>Better or worse after the change? </li></ul></ul><ul><li>Pitfalls </li></ul><ul><ul><li>Prepare for problems </li></ul></ul><ul><ul><li>Develop work-arounds </li></ul></ul><ul><ul><li>Have a contingency plan in place </li></ul></ul>::
    14. 14. Gap Analysis <ul><li>What functionalities are not satisfied by new SIS? </li></ul><ul><li>What previous functionalities will be missed? </li></ul><ul><li>Financial repercussions </li></ul><ul><ul><li>Need for additional software/hardware </li></ul></ul><ul><ul><li>Extra modules </li></ul></ul>
    15. 15. Timing <ul><li>When to implement? </li></ul><ul><ul><li>Backward timeline from key events/priorities </li></ul></ul><ul><ul><li>Build in extra time for problems or additional training </li></ul></ul><ul><li>Consider term processes: </li></ul><ul><ul><li>Financial aid </li></ul></ul><ul><ul><li>Course registration </li></ul></ul><ul><ul><li>Exam period </li></ul></ul><ul><ul><li>Grading period </li></ul></ul>::
    16. 16. RFP <ul><li>Request for proposal </li></ul><ul><li>“ The formal mechanism by which a company conveys its business requirements during the search for a new application system” 1 . </li></ul><ul><li>Consider boilerplate version </li></ul><ul><li>Useful to thoroughly document needs and solicit formal response from vendor </li></ul><ul><li>1 Source: Georgetown University UIS </li></ul>
    17. 17. What’s Next? <ul><li>Vendor & system selection </li></ul><ul><ul><li>Research vendors: who are their clients? </li></ul></ul><ul><ul><li>Research other schools’ systems (what’s popular?) </li></ul></ul><ul><li>Vendor sales </li></ul><ul><ul><li>Salesperson is usually not a system expert </li></ul></ul><ul><ul><li>Beware of guarantees; do your homework </li></ul></ul><ul><li>Sources </li></ul><ul><ul><li>Colleagues </li></ul></ul><ul><ul><li>Professional associations, listservs </li></ul></ul><ul><ul><li>Request for Proposal (RFP) </li></ul></ul>::
    18. 18. Implementation Strategy <ul><li>Target timeline </li></ul><ul><li>Alternate timeline </li></ul><ul><li>Negotiable vs. non-negotiable </li></ul><ul><li>Pace of implementation </li></ul>
    19. 19. Contract Negotiation <ul><li>List price is not the price you pay </li></ul><ul><li>Deal-breakers </li></ul><ul><li>Support level </li></ul><ul><li>Evaluate add-ons & modules </li></ul><ul><li>Beta testing (save $$) vs. impact on operations </li></ul><ul><li>Portal (heavily consider systems with student, faculty and alumni portal access) </li></ul>
    20. 20. Project Management <ul><li>Designate project manager </li></ul><ul><li>Establish committee </li></ul><ul><ul><li>Include module leaders, process and data experts </li></ul></ul><ul><li>Involve all constituencies: staff, faculty, students </li></ul>::
    21. 21. Budget Management <ul><li>Manage schedule to maximize consultants’ billable hours </li></ul><ul><li>Maintenance costs </li></ul><ul><li>Additional modules </li></ul><ul><li>Customizations (can do in-house or must be done through vendor?) </li></ul><ul><li>Level of support </li></ul><ul><li>Training </li></ul>
    22. 22. Org. Change Management <ul><li>How will various sectors of community react? </li></ul><ul><ul><li>Turnover </li></ul></ul><ul><li>Where is there little/no support? </li></ul><ul><li>Managing expectations </li></ul><ul><li>Staff workload </li></ul><ul><li>Seamless services for students </li></ul><ul><li>Formal vs. informal leaders </li></ul>::
    23. 23. Communication Plan/PR <ul><li>Community-wide announcements </li></ul><ul><ul><li>Generate excitement while managing expectations </li></ul></ul><ul><ul><li>Communicate project progress at all levels of implementation from beginning through end </li></ul></ul><ul><li>Targeted communication to different constituencies </li></ul><ul><ul><li>Address unique concerns of each group </li></ul></ul>
    24. 24. Tech. Support Services <ul><li>Help Desk </li></ul><ul><ul><li>Online, phone, in-person support </li></ul></ul><ul><li>Impact on workload </li></ul><ul><li>Technology support staffing </li></ul><ul><li>Consider needs during and after implementation </li></ul><ul><li>Hosted solution for institutions with limited or no technology support staff </li></ul>
    25. 25. Data Validation <ul><li>Thorough data validation </li></ul><ul><ul><li>Saves time </li></ul></ul><ul><ul><li>Saves money </li></ul></ul><ul><ul><li>Prevents data integrity issues </li></ul></ul><ul><li>Create time and separate space for staff to validate data </li></ul><ul><li>Create data validation protocols </li></ul><ul><ul><li>Accountability </li></ul></ul><ul><ul><li>Document data validation </li></ul></ul>::
    26. 26. Training <ul><li>Scale back on over-implementing: train first and start out “vanilla” </li></ul><ul><li>Vendor support </li></ul><ul><li>In-house knowledge of module leaders </li></ul><ul><li>Future releases: training on new functionalities </li></ul><ul><li>Provide adequate support for those less technologically savvy </li></ul><ul><li>Build reference resources as you go </li></ul>::
    27. 27. If Only We Knew Then… <ul><li>Upgrades/future releases </li></ul><ul><ul><li>Add functionalities, provide fixes </li></ul></ul><ul><ul><li>Also break things that worked before </li></ul></ul><ul><li>Shift in job focus for power users </li></ul><ul><li>Managing system permissions/access </li></ul><ul><ul><li>Designate single point-person </li></ul></ul><ul><ul><li>Develop permissions approval protocol </li></ul></ul><ul><li>Post-implementation </li></ul><ul><ul><li>Transition implementation committee </li></ul></ul>
    28. 30. If Only We Knew Then… <ul><li>Vendor Relations </li></ul><ul><ul><li>Know how their support mechanisms work </li></ul></ul><ul><ul><li>How quickly are tech support issues handled? </li></ul></ul><ul><li>Don’t go crazy with customizations </li></ul><ul><li>Identify a well detailed plan for data migration </li></ul><ul><ul><li>Who is responsible? </li></ul></ul><ul><ul><li>What type of information will be migrated? </li></ul></ul><ul><li>Make friends with staff at institutions with the same system installed </li></ul><ul><li>Know how to extract information from the system </li></ul>
    29. 31. AACRAO Publication <ul><li>Student Information Systems: A Guide to Implementation Success </li></ul><ul><ul><li>Sharon F. Cramer, Ph.D. </li></ul></ul><ul><ul><li>$95 non-members / $70 members </li></ul></ul><ul><ul><li>2005, item #0108 </li></ul></ul>
    30. 32. Final Thoughts & Questions? <ul><li>Ana del Castillo </li></ul><ul><ul><li>The Chicago School of Professional Psychology </li></ul></ul><ul><ul><li>(312) 329-6601 </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Keith Werosh </li></ul><ul><ul><li>National University of Health Sciences </li></ul></ul><ul><ul><li>(630) 889-6547 </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul>
    1. A particular slide catching your eye?

      Clipping is a handy way to collect important slides you want to go back to later.

    ×