Whats Next After an ERP Implementation Janet Linkous

What’s Next After an ERP Implementation? Janet Linkous Virginia Tech CUMREC 2001 Janet Linkous – What’s Next After an ERP Implementation?

What is an ERP? Janet Linkous – What’s Next After an ERP Implementation?

Enterprise Resource Planning Packaged business software that lets a company: –Automate and integrate the majority of its business processes –Share common data and practices across the enterprise –Produce and access information in real-time environment Computerworld, March 01, 1999 Janet Linkous – What’s Next After an ERP Implementation?

By 2001, more than 10, 000 new ERP installations will have gone live Dean Davison, Program Director Meta Group, Inc. (a leading IT Advisory Services firm) Janet Linkous – What’s Next After an ERP Implementation?

Typically, ERP solutions are selected based on the following: • • • Minimal functional requirements are met Necessary functionality exists but might be done differently Once deployed, committed to it for years Janet Linkous – What’s Next After an ERP Implementation?

Long-term commitment How do you use your resources after the implementation is complete? Can you reduce your IT staff? Janet Linkous – What’s Next After an ERP Implementation?

Project Background • • 25, 000 Students 165, 000 Living Alumni Research and Land-Grant University Strong background in IT – Customized In-house developed Administrative systems • Data stored electronically back to 1976 • Large, talented IT staff Janet Linkous – What’s Next After an ERP Implementation?

SCT Banner Implementation Schedule • • Human Resources – December 1996 Finance – July 1998 Alumni Development – October 1998 Admissions – August 1998 Financial Aid – November 1999 General Student – November 1999 Registration – May 2000 Janet Linkous – What’s Next After an ERP Implementation?

Web Interface Products • • • Web for Employee Web for Faculty Web for Student Web for Applicants Web for Alumni – not implemented yet Janet Linkous – What’s Next After an ERP Implementation?

IT Staff – Old Model Maintenance and development of administrative systems Janet Linkous – What’s Next After an ERP Implementation?

IT Staff – Old Model • • • Systems Development – 20 Finance – 17 Human Resources – 3 Alumni Development – 2 Student - 14 Janet Linkous – What’s Next After an ERP Implementation?

IT Staff During implementation phase, teams were larger then people moved onto other implementations Janet Linkous – What’s Next After an ERP Implementation?

Team Structures Janet Linkous – What’s Next After an ERP Implementation?

IT Staff – New Model Maintenance and enhancement of administrative systems Janet Linkous – What’s Next After an ERP Implementation?

IT Staff – New Model • • • Human Resources – 6 Alumni Development – 10 Student – 17 General System – 6 Finance - 14 Janet Linkous – What’s Next After an ERP Implementation?

More Staff? • Yes and no • Alumni Development had largest growth – Increased functionality – Increased complexity – Fundraising has grown from ~$20 million to ~$50 million annually - Goal of ~$100 million by 2004 Janet Linkous – What’s Next After an ERP Implementation?

Tasks of IT Staff • • • Modify vendor software Apply patches and fixes Develop new modules Develop reports and processes Upgrade hardware and provide desktop support • Upgrade operating systems • Implement new releases from vendor • Clean up bad data Janet Linkous – What’s Next After an ERP Implementation?

Modify Vendor Software • Work to get baseline updated • Have to keep re-applying mods with each new release • “Cloned” forms and clip-ons used as an alternative to modifications Janet Linkous – What’s Next After an ERP Implementation?

Apply Patches and Fixes • Vendor distributes patches and fixes for bugs in software • Apply to our version of form or report • Technical staff and users test in develop instance • Production updated Janet Linkous – What’s Next After an ERP Implementation?

Develop New Modules • May partner with vendor – Develop specifications – Modifications Center creates module – Users and developers test – Users approve – Goes into production Janet Linkous – What’s Next After an ERP Implementation?

Develop New Modules • Develop ourselves – Develop specifications – Create tables, forms, processes and reports – Developers and users test – Users approve – Goes into production Janet Linkous – What’s Next After an ERP Implementation?

Develop Reports and Processes • Against the production system – Update programs and batch loads – Real-time reports • Using warehouse data – For time dimension reporting – For easier ad-hoc reporting – Refreshed nightly Janet Linkous – What’s Next After an ERP Implementation?

Upgrade Hardware • DEC unix machines to E 10000 Sun Unix machine • Servers and domains • Printers Janet Linkous – What’s Next After an ERP Implementation?

Provide Desktop Support • • Client machines Migrate to Windows 2000 Improve desktop security Expand options for on-line user backup and support Janet Linkous – What’s Next After an ERP Implementation?

Operating System Upgrades Oracle RDMS – Version 8. 1. 6 going to 8. 1. 7 – Forms 4. 5 going to Forms 6. 0 – Requires us to test everything including peripheral software Janet Linkous – What’s Next After an ERP Implementation?

Implement New Releases from Vendor • Coordination and planning for full-suite upgrades • Point releases for individual modules (e. g. , HR and Fin Aid compliance releases) • Review Release and Upgrade Guides • Table Changes • New or enhanced functionality Janet Linkous – What’s Next After an ERP Implementation?

Implement New Releases from Vendor • New data – incorporate into existing processes and reports • Test plan – coordinate user testing • Train users Janet Linkous – What’s Next After an ERP Implementation?

Clean Up Bad Data • Conversion data • Duplicates • Data created by forms missing edits Janet Linkous – What’s Next After an ERP Implementation?

Training • Most teams have a dedicated trainer and documentation specialist • Create procedures based on policies • Train all users before granted access to systems • Bi-monthly “boot camps” • One-on-one training Janet Linkous – What’s Next After an ERP Implementation?

Training • Update training • Report training • Detailed documentation, help guides and quick reference guides Janet Linkous – What’s Next After an ERP Implementation?

Vendor Relationships • • Participate in focus groups Host site visits Attend vendor conferences Host regional conferences Beta test new releases Partner with vendor Form alliances with other users Janet Linkous – What’s Next After an ERP Implementation?

Consultants • On-site director for consultants • Several on each team during conversion and for 1 st year of production • Phasing out consulting staff Janet Linkous – What’s Next After an ERP Implementation?

Survey Results • 3 responses – 1 SCT Banner Student, Human Resources, Alumni/Development, Finance – 2 Peoplesoft Financials (Accounts Payable, Purchasing, General Ledger and Budget) Janet Linkous – What’s Next After an ERP Implementation?

Survey Results • Implementation times ranged from 18 months to 4 years • Reduce staffing? 2 -no, 1 -yes – How? Functional staff returned to jobs and use the system, technical staff reduced by 2 -3 people Janet Linkous – What’s Next After an ERP Implementation?

Survey Results • How are they using their IT staff? – Upgrades to hardware and operating systems – New releases of vendor software – Corrections to vendor software – Developing new modules – Developing new reports Janet Linkous – What’s Next After an ERP Implementation?

Survey Results Only one respondent is modifying the vendor software. Janet Linkous – What’s Next After an ERP Implementation?

Survey Results • Terrie Rowe, Oakland University • Becky King, Baylor University • Nadine Stern, The College of New Jersey Janet Linkous – What’s Next After an ERP Implementation?

References Enterprise Resource Planning: A New Approach for University IT Services Richard A. Mendola & Richard L. King University of Illinois Fast Facts: Enterprise Resource Planning Computerworld, March 01, 1999 Janet Linkous – What’s Next After an ERP Implementation?

Questions and Comments Janet Linkous – What’s Next After an ERP Implementation?