CUNY Board of Trustees Committee on Fiscal Affairs

CUNY Board of Trustees Committee on Fiscal Affairs: Briefing on CUNYfirst April 3, 2017

CUNYfirst: the replacement of aging, fragmented legacy systems into a single integrated platform • Create a system that reflects higher education best practices • Create a system that can be enhanced to meet CUNY’s evolving programs and needs • Enable a business analytics to support decision making • Reduce risk from aging systems, aging technology, aging workforce • Replace 25 systems and 17 databases on old/unsupported platforms • Create a system that supports CUNY business processes and services • Establish role-based security and replace social security numbers as the key identifier for employees and students • Integrate all data (financial, personnel, student) into one database • Simplify user-support through an adopted shared services model April 3, 2017 Briefing on CUNYfirst 2

CUNYfirst is… Largest ERP implementation in higher education • 250, 000 students and 50, 000 employees daily • 24 community, senior and professional/honors colleges with diverse academic calendars and requirements • 1. 5 million student applicant records since 2010 • 41. 3 million logins in 2016 • Hosting and Disaster Recovery (DR) services delivered offsite by a third party service provider Busiest (peak usage) during first week of academic semesters Fall 2016 Semester Spring 2017 Semester Logins: 1, 130, 856 Transactions: 217, 531 Logins: 1, 235, 799 Transactions: 164, 148 April 3, 2017 CUNYfirst Briefing 3

CUNYfirst University-wide Functions Financials Student Administration Human Capital Management • • • • • • General Ledger Budgeting Purchasing Accounts Payable Expense Management Fixed Assets Student Records Transcripts Grading Financial Aid Bursar Functions Registrar Functions Class Roster Academic Advisement Admissions (Planned) Human Resources Recruiting Time and Attendance Faculty Workload Payroll Benefits Administration (Planned) CUNYfirst also supports: • Global Class Search • Pathways April 3, 2017 • e. Permit • Virtual Bookstore Briefing on CUNYfirst 4

Procuring a Solution for CUNY • Four Potential Higher Education ERP solutions in 2007 – People. Soft – 600+ higher education users – SAP – global presence, no financial aid component – Banner – widely used, not scalable to CUNY’s size / complexity – Oracle E-business Suite – small users base in higher education Oracle acquired People. Soft in December 2004. April 3, 2017 Briefing on CUNYfirst 5

CUNY RFP Process and Milestone Dates • CUNY RFP issued on December 19, 2005 • Over 3, 000 specific business and technical requirements • More than 190 CUNY subject matter experts participated in the requirements gathering and procurement evaluation • Only Oracle and SAP responded to the RFP • Oracle recommended People. Soft • Oracle Selected in January 2007 • Contract Awarded on May 15, 2007 Key Milestone Dates: • Project Start Date May 2007 • Finance General Ledger Go-Live on July 2008 • Human Capital Management (HCM) Go-Live on July 2009 • Queens and Queensborough student module Go-Live on November 2010 • Oracle delivers additional colleges on student module and other functionality from June 2011 — July 2016 • CUNY takes over the delivery of remaining CUNYfirst work - July 2016 April 3, 2017 Briefing on CUNYfirst 6

Key Components of the Oracle Contract • Fixed Price Contract • Contract scope included finance, HR and student module requirements, data conversion, change management support, training, documentation, and hosting and disaster recovery (DR) services • Hosting services had a 10 -year term • Oracle was hired to deliver core functionality and configure the system based on RFP requirements and further refined by business process owners and users of the system • Core finance and HR modules were launched university-wide with additional functions rolled-out over time (procurement, asset management, payroll) • Phased in launch of the student module – launched colleges in waves and deploy additional functions (financial aid) after the colleges were stabilized on CUNYfirst system • Oracle consulting services for the implementation work ended July 8, 2016 • Oracle hosting services scheduled to end on May 2017 April 3, 2017 Briefing on CUNYfirst 7

CUNYfirst Faculty Center Key faculty information at one place: • Schedule • Rosters • Grades • Textbooks • Student advisees Teaching schedule Exam schedule April 3, 2017 Briefing on CUNYfirst 8

CUNYfirst Student Center Search for classes Links to key student activities Pending holds Student To Dos Schedule Finances Personal contact information April 3, 2017 Briefing on CUNYfirst 9

CUNYfirst Status • Original scope of CUNYfirst is nearly complete – HR and Finance is in use University-wide – now system of record – Campus Solutions is in use at 23 colleges – now system of record – Payroll Interface is in use at 2 colleges – CUNY is implementing the following functions: • Student module at the Graduate School, School of Journalism, CUNY BA and Macaulay Honors College – 2 nd half of 2017 • Payroll Interface for the remaining colleges and central office – 2017 and 2018 • Undergraduate and graduate admissions – roll-out plans are being developed • 85 changes and enhancements to the system that were submitted by user and business owners are currently being reviewed for scope and requirements analysis, under development, or in testing • Identity Management System (IMS) upgrade in progress – 2017 • CUNYSmart – business intelligence and analytics system in pilot now and moving to production in Spring 2017 • Award new hosting contract – Spring 2017 • Upgrade to People. Soft version 9. 2 – planned start to occur in 2018 April 3, 2017 Briefing on CUNYfirst 10