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Division of Planning, Performance and Information
Systems
Reorganizing for Performance
Board Retreat: June 28, 2008
Agenda1. Overview - Information Services2. Information Technology3. Banner4. CIP Initiatives5. Institutional Research6. Strategic Planning7. Summary8. Q & A
Information Services Overview
Old New
Information TechnologyInformation Technology
Services
Banner Office Banner Project Services
Student Outcomes, Assessment and Research
Institutional Research/Effectiveness
Services
Strategic PlanningStrategic Planning and Performance Services
StrategicPlanningInstitutionalResearchInformationTechnology
Strategic Planning, Institutional Research, Information Technology
Information Technology
Services
IT Challenges• Centralized-decentralized-distributed structure
• Fiscal control
• Governance
• Communication
• Resource-centric
• Performance metrics
• Customer service
• Staff: technical & managerial aptitude
• Lack of policies and procedures
• Professional protocols
• Accountability
• Prioritizing
• Cross-training
Top Ten IT Issues in Higher EducationEducause (2008)
1. Security
2. Administrative Systems
3. Funding
4. Infrastructure
5. Identity/Access Management
6. Disaster Recovery/Business Continuity
7. Governance, Organization, Leadership
8. Change Management
9. E-Learning
10. Staffing and Training
Top Ten IT IssuesACCD
1. Administrative Systems
2. Governance, Organization, Leadership, Alignment
3. Security
4. Customer Service
5. Planning, Prioritizing, Communicating
6. Staffing and Training
7. E-Learning
8. Infrastructure
9. Disaster Recovery/Business Continuity
10. Change Management
ITS Profile – StaffingDirect IT Personnel
Positions Colleges District Total
Management 7 2 9
Help Desk 10 6 16
Technical Support 15 11 26
Network/Operations 23 16 39
Programmers/Analysts 4 18 22
Client Services 0 5 5
Lab Support 30 0 30
Multimedia Specialists 2 2 4
Webmasters 1 0 1
DBA 1 1 2
Other 9 9 18
Total 102 70 172
IT as a % of Budget
EDUCAUSE KC Green Kaludis ACCD
5%
6%
7%
8%
9%
7.0%
8.2%
7.5%
6.3%
ITS “Moving Forward”1. Reorganize unit. Align staff with functions.
2. Establish/distribute financial control.
3. Strengthen PALS & Help Desk services.
4. Strengthen IT-related security at District and Colleges.
5. Implement a shared-governance model (ITLC).
6. Respond to consultancy/audit findings.
7. Install technology in new buildings.
8. Upgrade bandwidth capacity.
9. Install classroom scheduling software.
10. Provide training (3 levels).
11. Roll out Microsoft 2007 suite (with associated training)
12. Respond to Digital Divide challenge.
13. CIP initiatives.
The BIG Picture
• Technology is about people.
• Everyone is the Help Desk.
• The District can only be successful if the Colleges are successful.
Banner Project Services
What is Banner?• Application software
• Integrated MIS – recordkeeping and productivity tool
• All data reside in one database
• Primary modules– Finance– Student– HR/Payroll– Financial Aid– Advancement
• Secondary modules (grants, fixed assets, enrollment management)
ACC’s History with Banner
Action Investment
October 2003: Board Authorization
$6.3 million
Banner Software Cost $593,000
Consultants $1.5 million
False Start Time
ERP software must be implemented, not merely
installed.
Top 10 Barriers to ERP Success1. Resistance to change
2. Data issues
3. Customizations
4. Lack of understanding of software capabilities
5. Lack of internal expertise
6. Alignment between software & business practices
7. Conflicts with other priorities
8. Scope creep
9. Personnel turnover during project
10. Funding
Audit Issues• System evaluation process (is Banner the right choice?)
• Project budgeting
• Project planning
• Project management
• Vendor oversight
• Issues list
• Change management process
• Technical skills set
• BPA
• Security (3)
• Data migration
• Documentation
• Training
• Legacy system exit strategy
Banner “Restart” Plan1. Realign BPS with ITS
2. Make staffing adjustments
3. Educate staff (audit, expectations, roles)
4. Secure financing
5. Establish governance
6. Develop project plan
7. Co-sourcing with partner(s)
8. Conduct BPA/BPI
9. Resolve technical issues
10. Bring in experience/expertise on staff
11. Develop schedules, communication & tracking plans
12. Go! Concurrent migrations (student, human resources/payroll, financial aid modules)
Banner Timeline
Activity Date
BPA/BPI (phase A) Sept 2008-Jan 2009
Project Plan October 2008
Establish Governance August 2008
Co-Source Partner(s) December 2008
Student Module (18-24) Go Live by September 2010
HR/Payroll Module (10-15) Go Live by January 2010
Financial Aid Module (10-15) Go Live by April 2010
Finance Module - Enhancement Ongoing
Issues Management Ongoing
Post-Implementation Support Ongoing
BPA/BPI (Phase A)
Co-Source / Partner(s)
HR Implementation
Financial Aid Implementation
Student Implementation
Finance Enhancements
Project Management
Banner Training
20092009 2010201020082008AA SS OO NN DD JJ FF MM AA MM JJ JJ AA SS OO NN DD JJ FF MM AA MM JJ JJ AA SS OO NN DD
Projected Banner Investment
$3,250,000$3,500,000
$2,200,000
$0
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
$4,000,000
2008-09 2009-10 2010-11
BPS 2008-09 Budget• $3.25 million
– Personnel• Fill 3 open positions
• Bring in Banner experience
– Operating Expenses– Partnering
• Project management
• Implementation services
• Training services
• Data conversion
– Stipends/Backfill?
Key Strategic Issues• Making Banner an Institutional Priority• Governance• Sponsorship (overall & at colleges)• Standardization (BPAs)• Database Configuration / Data Conversion• Project Plan (scope creep)• Big Bang vs Phased-in Approach• Change Management• Communication Plan• Documentation and Test Plans• Training• Customization (plain vanilla)
Going “live” is not the end, it is only another beginning.
Project Staffing Issues• Governance teams
• Consultants / partners
• SMEs from each college / district
• Temporary Staff (backfill)
• Adjusting workloads
• Train-the-trainer approach (positives and negatives)
• Risk of losing key personnel
• Redundancy approach
Other Banner Initiatives
• Banner 8• Site visits• End-user reporting tool• Revisit finance module architecture• Issues list• Training & training material• TCC (reporting)• Grants module (SMART)• Banner security• Audit issues
3. Secure Financing
4. Establish Governanceand Teams
12. IssuesManagement
11. Reports
10. Go Live
9. Tracking,Documentation,CommunicationPlans
8. Training
7. Kick-off Meetings
6. BPA & Data Standards
5. Co-Source(Partners)
2. Begin Project Plan
1. Reorganize BPS andDevelop Staff
“12 Steps” to Banner Success
IT CIP Initiatives
CIP Initiatives Overview• $18,000,000+
• Five Domains– Connectivity– Data Control– Distance Learning– E-Communication– Data Security
• 17 Original Projects
• Scope Redefinition Process
• Prioritizing
IT CIP Summary
Domain Current Budget Committed
Connectivity $10,054,062 $6,288,897
Data Control $1,392,000 $216,411
Distance Learning $3,052,587 $2,137,683
E-Communication $1,866,213 $970,945
Data Security $1,675,000 $185,803
Total $18,039,862 $9,799,739
IT CIP Update
PROJECT COST % COMPLETE
DATE
Wireless $1,070,497 100% Jun 2008
Cabling $1,327,000 65% Dec 2008
VOIP $5,027,000 20% Feb 2009
E-Learning $2,003,000 60% Jan 2009
Internet Redundancy
$471,988 100% Jun 2008
IT CIP Update continued
PROJECT COST % COMPLETE
DATE
Network Hardening
$531,565 100% Jun 2008
Video on Demand
$184,500 70% Dec 2008
Electronic Communication
$550,000 80% Sep 2008
Data Storage $615,087 100% Jun 2008
Business Continuity
$665,000 20% 2009
IT CIP Update continued
PROJECT COST % COMPLETE
DATE
Data Center $585,000 50% Dec 2008
Fiber $2,098,000 0% 2009?
Data Control Center
$567,000 10% Mar 2009
File Sharing $824,000 0% 2009
Identity Management
$467,000 0% 2009
IT CIP Update continued
PROJECT COST % COMPLETE
DATE
Data Security
$543,000 0% 2009
Portal $459,000 0% 2010
Online Catalog
$250,000 Spring 2009
Web Content Management
$240,000 Fall 2009
Questions?
