Towards a New ERP Status Update March 7

Towards a New ERP: Status Update March 7, 2018 Chris A. Mc. Coy Associate Vice Chancellor for IT / CIO

What’s an E-R-P? Finance Project Mgmt. ERP Procurement Student Admin. HCM & Payroll

Our ERP Picture

Project Background

Project History • Aug 2015 • Board of Trustees charged President to proceed • Sep 2015 • Chancellors initiate • Oct 2015 – Jan 2016 • RFP for Advisory Services • ISG selected • May 2016 • Project officially starts • Jun – Aug 2016 • Requirements gathered across all institutions • Oct 2016 – Dec 2016 • RFP for Software • Jan 2017 • Finalists selected • Oracle, Workday, SAP • Feb 2017 • Vendor presentations

Project History • Mar – Aug 2017 • BAFO & Negotiations • Aug 2017 • Intent to Award – Workday • Sep – Oct 2017 • Oracle protest • Nov – Dec 2017 • RFP for Implementation Services • Nov – present (ongoing) • Governance, consensus • Jan 2018 • Board, legislative review • Jan 2018 • Finalists selected • Accenture, Deloitte, Sierra-Cedar • Feb 2018 • Vendor presentations

Key Principles • Same software across all institutions in UAS • Single software solution for Fin, HR, Student • Single-instance, multi-tenant across UAS • Streamlined business processes across UAS • Single General Ledger Chart of Accounts across UAS • Maintain institutional branding, autonomy

Key Principles, Cont’d • Focus on analytics & decision-making, rather than advanced logging & transaction recording • Want modern interface that supports mobile • Cloud-based is the target (software-as-a-service) • Removes administrative burden for software upgrades, hardware refresh, daily administration • Single identity for students & employees • IAM – “Identity and Access Management”

Major Implications • BASIS and UAConnect will be replaced • Business processes will change • Will focus on efficiency and best practice • Data access will change • Required coordination for bolt-ons to ERP • Shadow systems likely will not be allowed • Direct access to data likely will not be allowed • Some bolt-on solutions might change • We all get to learn a new system! • New software will cause us to think differently

Project Leadership

UA System • Board of Trustees • President – Executive Sponsor • Steering Committee • High-level stakeholders (14), UAF has 4 • Advisory Groups • CFOs, CIOs, etc. • Project Team • Mainly ISG at this point

UA Fayetteville • Campus Project Steering Committee • Provide alignment between system office & campus • Meets quarterly or as needed • Provost, VCFA, Dean (Grad School), CIO, AVC-HR, Registrar, Associate Controller, Asst VC-BASIS, ACIO-UAConnect • Campus Project Management Team • Lead project execution, including ad-hoc teams • Registrar, AVC-HR, ACIO-UAConnect, ACIO-BASIS, Asst. VC-BASIS, Associate Controller, IT PM, Faculty Senate Rep, Staff Senate Rep, ASG Rep

Project Timeline

Major Phases of Work Req’s RFP Dev. ERP IAM PM RFP Advisory Services RFP & IAM Software Multi. Year Impl. RFP Implementation Services

Rough Timeline FY 2016 Advisory Services RFP Requirements ERP Software Selection RFP for Software Committee Evaluation Vendor Presentations BAFO, Legal, Leg. Review Final Selection IAM Selection RFP BAFO, Legal, Review IAM Implementation Services RFP for Impl. Services Selection, BAFO, Legal, etc. Phase IA Implementation Phase 2 A Implementation FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022

Current Status

Current Status Mar 7, 2018 • Workday selected as ERP solution • Contract not signed • Implementation Services RFP • Accenture & Deloitte • Confidential work by evaluation committee • Vendor follow-ups, feedback review, reference checks, BAFO, contract negotiation, etc. • Legislative review

Campus Preparation • Data & application inventory • Examine options for data warehouse • Define campus reporting & analytics standards • Develop enterprise application development framework • Develop data governance (dictionary, policy) • Catalog business processes

Campus Engagement • Emerging website • ERP. UARK. EDU • Stakeholder visits • Provost Exec, RAP, ASG, Faculty Senate, Staff Senate, department heads, etc. • As RFPs come to close, increased communication in News. Wire, emails, website, and other forms • Various teams and workgroups will be formed at different levels as the project gains momentum

Dates to Keep in Mind Consider these “CIO best guess” at this time. Apr – May Mar Jul • Announcement of Implementation partner • IAM implementation begins • ERP software implementation (HCM & Finance) begins a 2 -year journey!

Q&A Chris Mc. Coy, Associate Vice Chancellor for IT / CIO cam@uark. edu campusit. uark. edu @Chris. Alan. Mc. Coy