the cuny erp project student administration by : bahaa abas
TRANSCRIPT
Agenda
Examine the Student System Module Phasing
Discuss what happens during a “Fit/Gap Analysis”
Offer you the opportunity to share ideas regarding business processes that could be “re-engineered”
Answer any questions that you have about the CUNY ERP project
Student System Phasing
We intend to phase in the colleges on the new student system in “waves”
The first wave of colleges are referred to as the “Vanguards”
The ERP implementation for these two colleges will examine business processes CUNY-wide, so all colleges will be participating
The Vanguards will be the “model” implementation for the rest of the university in terms of business processes
Student System Phasing
Financial Aid will be implemented for ALL CUNY colleges after the Vanguards are in production
Remaining colleges will be brought onto the ERP student system in waves
Current legacy system state presents some challenges in phasing in the ERP modules
STUDENT RECORDS
ADMISSIONS/PROSPECTING
STUDENT FINANCIALS
FINANCIAL AID
HUMAN RESOURCES (HCM)
GENERALLEDGER
CAMPUS COMMUNITY
Acctg
Depts
Depts
Future State – ERP
SINGLE DATABASE AND MULTI-INSTITUTIONAL
Financial Aid Not AlwaysMulti-Institutional
Admissions Not AlwaysMulti-Institutional
AN ERP SYSTEM IS A SET OF FULLY INTEGRATED MODULES
Student InformationSystem (SIMS)Student Records
Student FinancialsFinancial Aid
Financial AidProcessing
(FAP)
Financial Aid
Student Financials Accounting
(SFA)Student Financials
Financial AidStudent Payroll
Refunds
Human Resources
(CUPS)
General Ledger(FAS/FIS)
Disbursements ToStudent Account
Return To Title IV
Payments ToStudent & School
Financial Aid Packages (FAPMERGE)
Enrollment Status
Student Bio/Demo & Awards To Be Disbursed
Current State
STUDENT RECORDS (LAYER)
UGRD ADMISSIONS
STUDENT FINANCIALS (LAYER)
FINANCIAL AID (CUNY WIDE)
HUMAN RESOURCES (HCM)
GENERALLEDGER
CAMPUS COMMUNITY (LAYER)
Acctg
Depts
Depts
VANGUARDSPeopleSoft Fully In
Production – CC, SR, SF, FA
SIMS SCHOOLSStudent Records
Student FinancialsPeopleSoft FA In
Production
InterfaceIntegration
IntegrationInterface
SFAFor Student Payroll &
Refunds
ERP Phase 1
FutureWaves
FirstWave
Roles and Responsibilities
Direction and Input
SME Panels
SME Work Teams
Campus Liaisons Champion Serve as SME Secure SME from Campuses Campus Implementation/Readiness
Fit/Gap Analysis
Examine how ERP software “fits” into our CUNY business processes
Explore the changing of business processes to come up to “best business practices” within higher education (which ERP software delivers), and to enable improvement of student services
If CUNY has a business process not delivered by the software, or a business process unique in higher education, negotiate the “gap”
Fit/Gap Analysis
Software will be ”configured” jointly by vendor consultants working with CUNY subject matter experts (SME’s), who provide CUNY specific knowledge
SME’s will be learning to configure many functions currently maintained by programmers
Sample ERP Software Configuration
Example of the future state for end user configuration of a transcript, demonstrating the power of ERP software. Transcript configuration page:
Business Process Re-design
Define Business Process Re-Engineering (BPR) Reengineering is the fundamental rethinking and redesign of business
processes to achieve dramatic improvements in critical measures of performance, such as cost, quality, service, and speed.
(Hammer & Champy, 1993)
How can ERP help with BPR? Our processes will fall into one of three categories:
Processes that can’t be re-designed due to the aging technology of our legacy systems
Processes we could re-design right now, but we’re waiting for ERP to motivate us
Processes that ERP will force us to re-design
Can we come up with some examples of each?