Center for Planning and Information Technology THE CATHOLIC

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP Systems: Ongoing Support Challenges and Opportunities Copyright James J. Gallamo and Peter J. Murray, 2001. This work is the intellectual property of the author. Permission is granted for this material to be shared for noncommercial, educational purposes, provided that this copyright appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA History of ERP Systems at CUA – Prior to 1997: Mix of home-grown and vendor software and hardware – 1997: Explored “enterprise-wide” system solution – 1997: Begin ERP process – 1997 -98: Begin transition of technology infrastructure – 1998: First ERP system in production – 1999: Second ERP system in production

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Implemented Enterprise-wide Systems • Financials: Implementation Date – General ledger September 1998 – Purchasing September 1998 – Accounts Payable September 1998 – Budgets September 1998

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Implemented Enterprise-wide Systems • Student Administration: Implementation Dates – Campus community October 15, 1999 – Admissions October 15, 1999 – Student Records April 6, 2000 – Student Financials May 1, 2000 – Financial Aid January 2002

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA System Implementations Underway • Institutional Advancement – Completion date: December 2002 • Financial Asset module – Completion date: May 2002 • Financial System Upgrade v. 7. 01 to 7. 02 – Completion date: January 2002

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP System Implementations Planned • Financial System – To version 8. 4; completion date: March 2003 • Student Administration System – To version 8. x; completion date: August 2003 • Human Resource System – Implementation of version 8. x; September 2004

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Critical Need: An ERP Support Model • Reasons for Developing the Plan: – Growing need for a formal plan which addressed all aspects of post-implementation system activities. – Growing need for establishing system ownership by functional offices – Growing need for defining roles and responsibilities for on-going support

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Major Challenges to be Addressed • Instructional Support (on-going training) • Daily service and user support • Supporting the on-going functional and technical maintenance of the systems • Maintaining data integrity • Optimizing the use of the systems

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Desired Outcomes of the Model • Improving systems management – Management structure and participants – Establishing formal roles and responsibilities • Establishing systems support hierarchy – Levels of support, participants, and activities • Optimizing service processes – Processes to deliver effective service to the campus community

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP Systems Management

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Functional Office ERP Staffing

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP Technical Staffing

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Business Process Re-engineering Group Staffing

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP User Group Membership

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP User Group Structure

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP Systems Support Structure (Part 1)

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP Systems Support Structure (Part 2)

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Information Center ERP Support Activities (Level 1)

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Functional Office ERP Support Activities (Level 2)

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA User Group Operations Subcommittee ERP Support Activities (Level 3)

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA IT ERP Support Activities (Level 4)

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP Service Request Process

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP Service Request Process (Power Users)

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP System Customization Process

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA ERP Systems Technical Service Request Process

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Opportunities and Success • Coordinated, yet distributed systems and support • New processes, new ways of working • Clearly understood roles and responsibilities • Successfully adapting the organization to utilize the benefits of contemporary ERP systems

Center for Planning and Information Technology THE CATHOLIC UNIVERSITY of AMERICA Where to Find this Presentation http: //computing. cua. edu/presentations