University at Buffalo Student Systems Assessment Project Project Team  Kickoff Meeting April 25, 2007
<ul><li>Introductions </li></ul><ul><li>Moran Technology Consulting Background </li></ul><ul><li>Project Team Roles and Re...
Introductions – Moran Technology Consulting Team <ul><li>Charlie Moran Project Executive </li></ul><ul><li>Paul Giebel Pro...
Moran Technology Consulting Background <ul><li>Moran Technology Consulting (MTC) is an experienced and proven provider of ...
Project Team Roles & Responsibilities <ul><li>The project team is comprised of the key representatives of university stude...
Key UB SSA Team Members <ul><li>Charlie Moran Project Executive </li></ul><ul><li>Paul Giebel Project Manager / Sr. Consul...
Project Objectives <ul><li>These objectives were derived from efforts completed by the Student Systems Assessment Team.  T...
Overall Project Approach Step 1: Project Kickoff Step 2: Transformation Strategy Development Step 3: Vendor Preview Demons...
Step 1: Project Kickoff <ul><li>Objective: </li></ul><ul><li>To establish a clear understanding on the part of the MTC and...
Step 2: Transformation Strategy Development <ul><li>Objectives: </li></ul><ul><li>Develop a high-level Transformation Visi...
Step 2: Transformation Strategy Development (cont’d) <ul><li>Approach (cont’d): </li></ul><ul><li>Communications Plan </li...
Step 3: Vendor Preview Demonstrations <ul><li>Objectives: </li></ul><ul><li>Before beginning requirements gathering, provi...
Step 4: High Level IT Assessment <ul><li>Objective: </li></ul><ul><li>Assess the IT environment’s readiness for a new SIS ...
Step 5: Vision Focused Requirements Development <ul><li>Objectives: </li></ul><ul><li>Ensure MTC team has consistent under...
Step 5: Vision Focused Req. Development (cont’d) <ul><li>Approach (cont’d): </li></ul><ul><li>Facilitate Data Reporting/Wa...
Step 6: Develop RFP for SIS Vendor Selection <ul><li>Objective: </li></ul><ul><li>Develop an SIS RFP for UB, including a S...
Step 7a: Establish Evaluation Process Methodology <ul><li>Objective: </li></ul><ul><li>Work with UB to develop the methodo...
Step 7b: Provide Software Demonstration Assistance <ul><li>Objective: </li></ul><ul><li>Support UB in developing vendor de...
Step 7c: Systems Integration Firm Interviews <ul><li>Objective: </li></ul><ul><li>Support UB in developing vendor intervie...
Step 7d: Support Evaluation Process <ul><li>Objective: </li></ul><ul><li>Support UB in evaluating the software and systems...
DecisionDirector Overview Decision  Director ™ Project Knowledge  Base Output Stakeholder Input <ul><li>Assess </li></ul><...
DecisionDirector KnowledgePacks <ul><li>Academic (Student)  </li></ul><ul><li>Financial Management  </li></ul><ul><li>Huma...
DecisionDirector Value to Clients <ul><li>Build client confidence to decide </li></ul><ul><li>Reduce client project cost <...
Project Schedule Project Step Projected Timeframe Step 1: Kickoff April 25 Step 2: Transformation Strategy Development  Ap...
Critical Success Factors <ul><li>We believe that it’s important to understand the factors that will determine if we have a...
Project Risks <ul><li>Any project of this nature has a number of risks associated with it.  We have listed some of the com...
Project Processes <ul><li>Project Planning </li></ul><ul><li>Status  Reporting </li></ul><ul><ul><li>Progress Against Proj...
? ? ? Questions and Answers ? ? ? Wrapup….
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  1. 1. University at Buffalo Student Systems Assessment Project Project Team Kickoff Meeting April 25, 2007
  2. 2. <ul><li>Introductions </li></ul><ul><li>Moran Technology Consulting Background </li></ul><ul><li>Project Team Roles and Responsibilities </li></ul><ul><li>Key UB SSA Team Members </li></ul><ul><li>Project Objectives </li></ul><ul><li>Project Approach </li></ul><ul><li>DecisionDirector Overview </li></ul><ul><li>Project Schedule </li></ul><ul><li>Critical Success Factors </li></ul><ul><li>Project Risks </li></ul><ul><li>Project Processes </li></ul><ul><li>Questions and Answers </li></ul>Agenda
  3. 3. Introductions – Moran Technology Consulting Team <ul><li>Charlie Moran Project Executive </li></ul><ul><li>Paul Giebel Project Manager / Sr. Consultant </li></ul><ul><li>Craig Foley Sr. Consultant </li></ul><ul><li>Not here yet…. </li></ul><ul><li>Scott Weyandt Sr. Consultant, Infrastructure and Security </li></ul>
  4. 4. Moran Technology Consulting Background <ul><li>Moran Technology Consulting (MTC) is an experienced and proven provider of consulting services to the education, public sector and commercial industries </li></ul><ul><li>Our management team has been working together for almost 9 years, with some working together for close to 20 years </li></ul><ul><li>Headquartered in Naperville, IL (outside Chicago) </li></ul><ul><li>We serve clients throughout the entire United States and Canada </li></ul><ul><li>Our consultants have provided services to 50+ different Higher Education clients </li></ul><ul><li>MTC offers a full range of IT and Management Consulting services to our Higher Education clients: </li></ul><ul><li>Strategic Planning and Governance Strategic IT Assessment and Planning </li></ul><ul><li>ERP Planning and Implementation Process Re-design / Transformation </li></ul><ul><li>Change Management Sarbanes-Oxley / IT Controls Planning </li></ul><ul><li>Organizational Assessment/Re-Alignment Security Assessment and Remediation </li></ul><ul><li>Business/Technology Continuity Planning Management and Staff Outsourcing </li></ul><ul><li>Infrastructure / Security Support Applications Portfolio Assessment </li></ul><ul><li>Instructional Technology Sponsored Research Management </li></ul>
  5. 5. Project Team Roles & Responsibilities <ul><li>The project team is comprised of the key representatives of university student services stakeholder groups and will provide the sounding board for project plans, approaches and deliverables. </li></ul><ul><li>These team members represent the various appropriate student services communities of the campus. </li></ul><ul><li>This group will meet at the beginning and end of the project and regularly (every 2 weeks) to help with key deliverable milestones in the project. </li></ul><ul><li>Meetings will typically last 2 hours each and will be scheduled to minimize the impact on regular work. </li></ul>
  6. 6. Key UB SSA Team Members <ul><li>Charlie Moran Project Executive </li></ul><ul><li>Paul Giebel Project Manager / Sr. Consultant </li></ul><ul><li>Craig Foley Sr. Consultant </li></ul>
  7. 7. Project Objectives <ul><li>These objectives were derived from efforts completed by the Student Systems Assessment Team. Today, we need to validate these objectives and/or define new objectives for this project. </li></ul><ul><li>Identify and evaluate current student-related business processes and the systems that support them </li></ul><ul><li>Through a business processes review and an evaluation of our functional requirements, we will develop an understanding of the university’s needs, including student systems requirements, organizational changes, and policy and process adjustments </li></ul><ul><li>Gain support and input from all campus constituencies, which is necessary for the success of the organizational and cultural transformations that will be required </li></ul><ul><li>Lay the groundwork for a successful implementation, thereby reducing the amount of planning and preparation that will be required prior to engaging in implementation efforts </li></ul>
  8. 8. Overall Project Approach Step 1: Project Kickoff Step 2: Transformation Strategy Development Step 3: Vendor Preview Demonstrations Step 4: High Level IT Support Assessment Step 5: Vision Focused Requirements Development Step 6: Develop RFP for SIS Vendor Selection Step 7a: Vendor Evaluation – Establish Evaluation Process Methodology Step 7b: Vendor Evaluation – Provide Software Demonstration Assistance Step 7c: Vendor Evaluation – Systems Integration Firm Interviews Step 7d: Vendor Evaluation – Support Evaluation Process
  9. 9. Step 1: Project Kickoff <ul><li>Objective: </li></ul><ul><li>To establish a clear understanding on the part of the MTC and UB project teams and UB sponsors regarding the objectives and scope of the project and the approach that will be taken </li></ul><ul><li>Approach: </li></ul><ul><li>MTC will develop a draft Microsoft project plan for the project </li></ul><ul><li>Conduct a kickoff meetings with the Executive Steering Committee and SSA Project Team </li></ul><ul><li>Deliverables: </li></ul><ul><li>Project plan (in Microsoft Project) with major milestones </li></ul><ul><li>Project team assembled and kickoff meeting held </li></ul><ul><li>Project management processes: </li></ul><ul><ul><li>Status Reporting and Communication Process </li></ul></ul><ul><ul><li>Deliverable Approval Process </li></ul></ul><ul><ul><li>Scope Change Management Process </li></ul></ul>
  10. 10. Step 2: Transformation Strategy Development <ul><li>Objectives: </li></ul><ul><li>Develop a high-level Transformation Vision for the future delivery of student services </li></ul><ul><li>Develop a set of Transformation Guiding Principles that define major change themes </li></ul><ul><li>Identify the set of high-level change inhibitors that face UB’s SSA project and document the high level set of impacts that these inhibitors will have on the project </li></ul><ul><li>Develop a communications plan to engage and get buy-in from the project’s stakeholders </li></ul><ul><li>Approach: </li></ul><ul><li>Transformation Guiding Principles </li></ul><ul><li>Conduct a ½ day executive transformation workshop with the ESC to: </li></ul><ul><ul><li>Develop a high level Vision for how student services need to be transformed </li></ul></ul><ul><ul><li>Develop a set of Transformation Guiding Principles for this project which will be utilized in the functional transformation workshops </li></ul></ul><ul><ul><li>Define high level ‘Change Inhibitors’ that must be addressed to have a successful SSA project </li></ul></ul><ul><li>Distribute the guiding principles to the appropriate stakeholders </li></ul><ul><li>Change Assessment </li></ul><ul><li>Identify and interview select stakeholders of both user and functional departments, focusing on organization structure, organization behavior, and structural and behavioral enablers </li></ul><ul><li>Conduct workshops with select members of the UB community to validate and refine the draft change strategies and responsibilities </li></ul>
  11. 11. Step 2: Transformation Strategy Development (cont’d) <ul><li>Approach (cont’d): </li></ul><ul><li>Communications Plan </li></ul><ul><li>Develop a project communication plan that includes: Communication Goals, Stakeholders Identified & People Responsible, Media Identified & Key Project Events </li></ul><ul><li>Document the final set of inhibitors, their project plan impact and the strategies and communication plans to address them </li></ul><ul><li>Deliverables: </li></ul><ul><li>A document that outlines: </li></ul><ul><ul><li>Transformation Vision and Guiding Principles </li></ul></ul><ul><ul><li>Documented Change Inhibitors </li></ul></ul><ul><ul><li>Documented action and communications plan </li></ul></ul>
  12. 12. Step 3: Vendor Preview Demonstrations <ul><li>Objectives: </li></ul><ul><li>Before beginning requirements gathering, provide UB users with the opportunity to learn about current vendor system capabilities </li></ul><ul><li>Approach: </li></ul><ul><li>Coordinate 3 Student Information Vendors (Oracle, Sungard and SAP) to come to the campus to demonstrate the types of functionality available to the UB stakeholders through a new/modern SIS system. </li></ul><ul><li>Schedule for May 2 nd : North Campus South Campus </li></ul><ul><li>9 – 11 AM Oracle Sungard </li></ul><ul><li>12 – 2 PM Sungard SAP </li></ul><ul><li>3 – 5 PM SAP Oracle </li></ul><ul><li>Document the major functions and themes that appeared to interest UB </li></ul><ul><li>Deliverables: </li></ul><ul><li>Documented major functions and themes from each vendor </li></ul>
  13. 13. Step 4: High Level IT Assessment <ul><li>Objective: </li></ul><ul><li>Assess the IT environment’s readiness for a new SIS and make major recommendations for lowering any risks that are found </li></ul><ul><li>Approach: </li></ul><ul><li>Interview the IT Support managers to gain their perspective on the readiness of UB’s IT environment to effectively support the new SIS </li></ul><ul><li>Conduct workshops with IT Support staff to gain their perspective on the readiness of UB’s IT environment to effectively support the new SIS </li></ul><ul><li>MTC will develop an initial assessment document </li></ul><ul><li>MTC will conduct one workshop with IT management to review and refine our findings and recommendations. </li></ul><ul><li>Deliverables: </li></ul><ul><li>IT Assessment and Risk Mitigation Recommendations Report </li></ul>
  14. 14. Step 5: Vision Focused Requirements Development <ul><li>Objectives: </li></ul><ul><li>Ensure MTC team has consistent understanding of the impact of the transformation vision on UB’s current strategy, business practices, organization and culture, and supporting technical/application architecture for the targeted process areas </li></ul><ul><li>Identify opportunities for improvement across processes </li></ul><ul><li>Identify critical business objectives, decisions, and other initiatives that may govern/constrain potential solutions </li></ul><ul><li>Define the RFP functional and technical requirements </li></ul><ul><li>Approach: </li></ul><ul><li>Collect and review any documentation related to the current state processes, technology and organization as well as any work that may have been done regarding future state needs (organization charts, past surveys, studies and reports). </li></ul><ul><li>Facilitate Process workshops with the UB and MTC SME’s to gain an initial understanding of the core processes that are within scope. These workshops will document the current process flow and identify opportunities to streamline the processes to meet the goals of the transformation vision. </li></ul><ul><li>MTC will document the process based on the workshop discussion. </li></ul><ul><li>Facilitate workshops with the UB and MTC SME’s to review and finalize the documentation of the current state processes and the opportunities for improvement. </li></ul>
  15. 15. Step 5: Vision Focused Req. Development (cont’d) <ul><li>Approach (cont’d): </li></ul><ul><li>Facilitate Data Reporting/Warehouse requirements workshops with the UB and MTC SME’s to gain an understanding of UB’s reporting requirements and decide the scope of requirements that should be included with the scope of the RFP. These workshops will document the current reporting needs and identify new reporting needs of the UB community. </li></ul><ul><li>MTC will combine SIS requirements from our intellectual capital, information from the workshops and the DecisionDirector Knowledge Packs and generate a consolidated set of potential Student Information Requirements. </li></ul><ul><li>Conduct workshops with teams from each target functional area, as well as the technology support group, to finalize the DecisionDirector survey and identify stakeholders who will be asked to respond to the DecisionDirector survey. </li></ul><ul><li>MTC will analyze the survey results and create a prioritized set of final requirements for each area. </li></ul><ul><li>Deliverables: </li></ul><ul><li>For each functional area, MTC will produce the following: </li></ul><ul><ul><li>Using MS Office tools, documented descriptions of current business processes and process flows </li></ul></ul><ul><ul><li>Documented list of improvement opportunities for each of the business process areas </li></ul></ul><ul><ul><li>Final set of RFP requirements </li></ul></ul>
  16. 16. Step 6: Develop RFP for SIS Vendor Selection <ul><li>Objective: </li></ul><ul><li>Develop an SIS RFP for UB, including a Software Vendor Selection Component and a Systems Integration (SI) Vendor Selection Component </li></ul><ul><li>Approach: </li></ul><ul><li>Utilizing RFP templates from UB, MTC and Advantiv, MTC will draft an RFP that includes all the needed functionality and resources that are in scope. </li></ul><ul><li>MTC will work closely with the SRT, which will have responsibility to edit the draft documents and work with MTC to finalize them. </li></ul><ul><li>UB Purchasing will be responsible for creating and editing all standard RFP contractual sections of the RFP. MTC can advise UB Purchasing, as requested. </li></ul><ul><li>Deliverables: </li></ul><ul><li>In Microsoft Word and Excel and in Advantiv DecisionDirector, the final SIS RFP </li></ul>
  17. 17. Step 7a: Establish Evaluation Process Methodology <ul><li>Objective: </li></ul><ul><li>Work with UB to develop the methodology for evaluating the vendor RFP responses </li></ul><ul><li>Approach: </li></ul><ul><li>MTC will conduct one (1) workshop with UB representatives to discuss ideas for how the responses should be evaluated. </li></ul><ul><li>MTC will develop a draft evaluation methodology and scoring model for both the Software Vendor and System Integration Vendor proposals, including typical components such as: </li></ul><ul><ul><ul><li>Functional criteria </li></ul></ul></ul><ul><ul><ul><li>Data compatibility and migration criteria </li></ul></ul></ul><ul><ul><ul><li>Technology environment/Requirements criteria </li></ul></ul></ul><ul><ul><ul><li>Vendor / Product references </li></ul></ul></ul><ul><ul><ul><li>Vendor Financial Viability </li></ul></ul></ul><ul><ul><ul><li>Vendor Customer Service Record </li></ul></ul></ul><ul><li>MTC will conduct up to two (2) workshops with UB representatives to finalize the draft evaluation methodology and model. </li></ul><ul><li>Deliverables: </li></ul><ul><li>Documented evaluation methodology and scoring model using Microsoft Office tools </li></ul>
  18. 18. Step 7b: Provide Software Demonstration Assistance <ul><li>Objective: </li></ul><ul><li>Support UB in developing vendor demonstration scripts and coordinating the actual on-site demonstrations </li></ul><ul><li>Approach: </li></ul><ul><li>MTC will conduct one (1) workshop with UB representatives to determine which functional processes should be demonstrated by the vendors. </li></ul><ul><li>MTC will develop draft demonstration scripts for each of the agreed upon functional processes. </li></ul><ul><li>MTC will conduct up to three (3) workshops to review, refine, and finalize the demonstration scripts. </li></ul><ul><li>MTC will coordinate the on-site vendor demonstrations. This would include helping to schedule the demonstrations and managing the vendor’s during their demonstrations </li></ul><ul><li>Deliverables: </li></ul><ul><li>Documented demonstration scripts </li></ul><ul><li>Demonstration meeting coordination and management </li></ul>
  19. 19. Step 7c: Systems Integration Firm Interviews <ul><li>Objective: </li></ul><ul><li>Support UB in developing vendor interview guides and coordinating the interviews </li></ul><ul><li>Approach: </li></ul><ul><li>MTC will conduct up to two (2) workshops with appropriate UB representatives to develop the SI Vendor interview guides. These guides will include common questions for all vendors and unique questions for each vendor, based on their RFP response. </li></ul><ul><li>MTC will conduct up to three (3) vendor interviews to help UB select the ‘best’ vendor. </li></ul><ul><li>Deliverables: </li></ul><ul><li>Documented SI Vendor Interview Guides </li></ul><ul><li>SI Vendor Interview meeting coordination and management </li></ul>
  20. 20. Step 7d: Support Evaluation Process <ul><li>Objective: </li></ul><ul><li>Support UB in evaluating the software and systems integration vendor proposals </li></ul><ul><li>Approach: </li></ul><ul><li>MTC will help UB manage the actual evaluation of responses in order to keep the project on task and moving forward. This work will include: </li></ul><ul><ul><ul><li>Validating the content and arithmetic of the financial components of the responses to ensure that each vendor provides ‘apples-to-apples’ financial data as part of their bid responses. </li></ul></ul></ul><ul><ul><ul><li>Facilitate the proposal review workshops, helping UB understand the ‘gap/fit’ between the RFP requirements and each vendor’s capability to support each requirement Assumption: This will involve up to eight (8) workshops over the course of a four week period to make both the Software selection decision and the systems integration vendor decision. </li></ul></ul></ul><ul><ul><ul><li>Help the UB software selection team prepare materials to present to the UB executive team regarding the selection. </li></ul></ul></ul><ul><li>Participate in up to two (2) meetings with the UB executive team to review and finalize the vendor selections. </li></ul><ul><li>Deliverables: </li></ul><ul><li>Completed evaluation process </li></ul>
  21. 21. DecisionDirector Overview Decision Director ™ Project Knowledge Base Output Stakeholder Input <ul><li>Assess </li></ul><ul><li>Select </li></ul><ul><li>Implement </li></ul><ul><li>Verify </li></ul>Reports Charts Graphs RFP Documents Data Exports Knowledge Packs
  22. 22. DecisionDirector KnowledgePacks <ul><li>Academic (Student) </li></ul><ul><li>Financial Management </li></ul><ul><li>Human Resource Management </li></ul><ul><li>Strategic Drivers & Critical Factors Discussion Guides </li></ul><ul><li>IT Requirements ERP Support </li></ul><ul><li>IT Outsourcing </li></ul><ul><li>Room Scheduling </li></ul><ul><li>Philanthropy/Advancement </li></ul><ul><li>  Library Management </li></ul><ul><li>Grants Management </li></ul><ul><li>One Card System </li></ul><ul><li>Fleet Management </li></ul><ul><li>Enterprise Information Portals </li></ul><ul><li>CRM </li></ul>
  23. 23. DecisionDirector Value to Clients <ul><li>Build client confidence to decide </li></ul><ul><li>Reduce client project cost </li></ul><ul><li>Ease change management </li></ul><ul><li>Provide project protection </li></ul><ul><ul><li>Reduce scope creep </li></ul></ul><ul><ul><li>Manage expectations </li></ul></ul>
  24. 24. Project Schedule Project Step Projected Timeframe Step 1: Kickoff April 25 Step 2: Transformation Strategy Development April 26 – May 11 Step 3: Vendor Preview Demonstrations May 2 Step 4: High Level IT Support Assessment May 1 – May 11 Step 5: Vision Focused Reqs. Development May 3 – June 30 Step 6: Develop RFP for SIS Vendor Selection June 15 – July 9 Step 7a: Establish Eval. Process Methodology July Step 7b: Provide Software Demo. Assistance July / August Step 7c: Systems Integration Firm Interviews August Step 7d: Support Evaluation Process August / September
  25. 25. Critical Success Factors <ul><li>We believe that it’s important to understand the factors that will determine if we have a successful project BEFORE we begin the project…. </li></ul><ul><li>Individuals may have differ factors that are important to them. </li></ul><ul><li>How would YOU answer the following question: </li></ul><ul><li>“ This project will be considered a success if…..” </li></ul>
  26. 26. Project Risks <ul><li>Any project of this nature has a number of risks associated with it. We have listed some of the common risks that we believe are associated with this particular project. Are there other risks not listed here that should be identified and discussed before the project begins? </li></ul><ul><li>Sig nificant Amount of Work in a Tight Timeframe </li></ul><ul><li>Availability of University at Buffalo Subject Matter Experts </li></ul><ul><li>Responsiveness of University at Buffalo Subject Matter Experts </li></ul><ul><li>Commitment by UB to stay on schedule </li></ul><ul><li>????? </li></ul>
  27. 27. Project Processes <ul><li>Project Planning </li></ul><ul><li>Status Reporting </li></ul><ul><ul><li>Progress Against Project Plan </li></ul></ul><ul><ul><li>Issues Tracking </li></ul></ul><ul><ul><li>Regularly Scheduled Meetings </li></ul></ul><ul><li>Change Control, if needed </li></ul><ul><ul><li>Change Request Form </li></ul></ul><ul><ul><li>Change Control Log </li></ul></ul><ul><li>Deliverable Sign-off </li></ul>
  28. 28. ? ? ? Questions and Answers ? ? ? Wrapup….

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