ERP Project Scope Specification

Prepared for

May 16, 2011

GARTNER CONSULTING
Engagement: 224071510
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Table of Contents
ERP Project Planning Background and Scope Functional & Business Process Scope
Student Administration Institutional Advancement Finance Management HR / Payroll Management Enterprise Management & Support

2 4
6 11 12 16 19

ERP Infrastructure Components & Applications Organization Scope

21 23

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ERP Project Planning Background and Scope

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Background and Overview

The Washington State Community and Technical College system is comprised of 34 colleges. The colleges operate under the general direction of the State Board for Community and Technical Colleges, and the direction of Boards of Trustees of 30 college districts. The colleges are geographically disbursed throughout the state, varying in size, and serving from 4,500 to 35,000 students each. The system enrolls approximately 450,000 students annually (equivalent of 183,000 FTEs) with a mix of academic, vocational, and basic skills instructional programs. The purpose of the ERP Planning activities is to facilitate SBCTCs preparation for procuring and then implementing their ERP solution. The ERP Planning activities supported by Gartner will include:
Scope Specification Assessment of Alternative Implementation Approaches Governance Framework Development Communications Strategy Project Organization Structure and Resource Requirements Risk Management Strategy Training Strategy Budget Estimation and Management Process Organizational Change Management Recommendations

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Functional & Business Process Scope

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Functional and Business Process Scope - Overview

Each Level 1 category is segmented into the key This section summarizes the potential processes that are anticipated as in-scope for the functional scope and their related business ERP project and referred to as Level 2. Each Level processes within the ERP project that are 2 category includes a brief general description of the broadly divided into the following major function and further decomposed into key subcategories. These are referred to as Level 1: processes referred to as Level 3. Student For purposes of document, all Level 3 items are Finance potentially in scope of the project, but not even HR / Payroll preliminary decisions have been made at this point Enterprise Management & Support in time.
Level 1 Level 2 General Ledger (GL) Core of finance, includes general ledger, subsidiary and encumbrance ledgers, chart of accounts for internal and external reporting, etc. Level 3 Accounts structure maintenance Accounts administration and maintenance Routine manual journals General Ledger Security Cross funds balancing Process interfaces Allocations Analyses and adjusting entries Period-end closing and financial reporting Reporting (including management) AP setup and maintenance Receive vendor invoice Discount calculation Recurring vouchers Process payment and disburse Electronic funds transfer Cash requirements Aging Petty cash Employee expenses, reimbursement and advances Student refunds Procurement/travel card Calculate and track sales tax Reporting

Finance Management

Accounts Payable (AP)

Data capture from procurement and integration with GL; relieves related encumbrances, records the expense, and relieves the cash at check writing. Includes voucher creation from PO.

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Functional and Business Process Scope Student Administration

Level 1 Level 2 Student & Academic Records Level 3 Track and maintain all information accumulated about individual students throughout academic career, including academic information, credits, grades, transcripts, academic programs, restrictions or holds, attendance, academic standings, class level, advisor assignments, grades, and graduation information. Development of grading schemes, print and transmit student transcripts and maintain a complete audit trail including official/unofficial transcript. Student Identification Personal data maintenance Student academic major/minor process Enrollment certifications Grading and GPA Calculation Graduation audit Program completion Audience communication Student attendance Coursework management Transcripts Reverse graduation Academic early warning Reporting

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Student Administration

Functional and Business Process Scope Student Administration (contd)

Level 1 Level 2 Recruiting & Admissions Level 3 Comprehensive prospecting and admissions processes and evaluating progress toward established recruitment goals; communication to applicants based on changes to their prospect or applicant status during the entire admissions process Prospecting Recruiting Applicant processing Foreign applicant processing and related interfaces Enrollment testing, test scores Communication to prospects and applicants Evaluation and pre-enrollment advising Qualifications and checklists Student transfer process Transfer credits Transcripts (external/transfer, etc.) Reporting Registering process for courses, Student registration including continuing education, Academic structure and calendar maintenance undergraduate, graduate, distance Wait-listing/Wait-list management education courses, courses on multiple Course catalog build and maintenance campuses, courses covering multiple Class schedule/teaching assignment terms, and variable credit courses. Includes scheduling students, people, Room/facility allocations Reporting facilities, buildings, and rooms, etc.

Student Administration

Scheduling & Registration

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Functional and Business Process Scope Student Administration (contd)

Level 1 Level 2 Academic Affairs Advise process throughout student's academic program. Level 3 Curriculum development/management Cross listing Academic advisement Course maintenance and history Testing Scholastic standards Faculty workload Library Instructional support services Shared faculty Degree evaluation/audits Reporting Student Services Processes that support student's Advisement and counseling integration within the campus. This Disability services may include academic and personal Health center counseling referrals, special needs Housing assistance, academic support and International student office special tutoring, student activities Job placement planning, sports and recreational programs, health and housing services. Scholarship Veteran's services Reporting

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Student Administration

Functional and Business Process Scope Student Administration (contd)

Level 1 Level 2 Financial Aid Student financial application aid process and access to all critical student information for development of financial aid packages. Compliant with federal and state mandates. Level 3 Regulatory process and updates Aid application Information verification Student award processing Student account and disbursement Drawdown funds Awards reconciliation, including Title IV Reporting Student account Student contract Grant funding links Tuition, fees and misc fees calculation Billing, including third party billing Payments/milestone payments/payment plans Waivers Refunds Deposits Delinquent accounts Reporting (e.g., 1098T, IPEDS, FISAP, FA Title IV, etc.)

Student Administration

Student Financials

Student billing updated from registration, housing and meal plan assignments, financial aid tracking, refund payments, and cash collections paid. Integrated with Finance to track accounting information and cash transactions.

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Functional and Business Process Scope Student Administration (contd)

Level 1

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Student Administration

Level 2 Campus SelfService

Level 3 Online capabilities for prospects, General inquiry for process, policies, information, students, faculty, and employees. Self- etc. service 24X7 access to real-time Registration/record maintenance information and processing based on Service and document requests business rules. Inquiries and applications (course, schedules, calendar, faculty, grants, etc.) Faculty processes (timetables, attendance, rosters, etc.) Payments FAQ's with links to processes General feedback

10

Functional and Business Process Scope Institutional Advancement

Level 1

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Institutional Advancement

Level 2 Institutional Advancement

Level 3 Involves planning for and tracking broad-based fund-raising initiatives. This may include alumni affairs, foundation relations, planned giving, etc. Alumni Tracking Campaign Contributions Event management Fund designation Mail processing Membership Records management Moves management Stewardship Reporting

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Functional and Business Process Scope Finance Management

Level 1 Level 2 General Ledger (GL) Core of finance, includes general ledger, subsidiary and encumbrance ledgers, chart of accounts for internal and external reporting, etc. Level 3 Accounts structure maintenance Accounts administration and maintenance Routine manual journals General Ledger Security Cross funds balancing Process interfaces Allocations Analyses and adjusting entries Period-end closing and financial reporting Reporting (including management) AP setup and maintenance Receive vendor invoice Discount calculation Recurring vouchers Process payment and disburse Electronic funds transfer Cash requirements Aging Petty cash Employee expenses, reimbursement and advances Student refunds Procurement/travel card Calculate and track sales tax and use tax Reporting (e.g., 1099)

Finance Management

Accounts Payable (AP)

Data capture from procurement and integration with GL; relieves related encumbrances, records the expense, and relieves the cash at check writing. Includes voucher creation from PO.

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12

Functional and Business Process Scope Finance Management (contd)

Level 1 Level 2 Accounts Receivable (AR) Level 3 Non-student receivables. Billing to all customers, employees, sponsors, and other third parties. Integrated with payroll deductions, refund payments, and cash collections. Track funds Invoicing Deposit balances Cash receipts and application Dunning and collections Invoices subject to sales taxes Aging Consolidated billing Write-offs Reporting Asset & Inventory Account for and monitor assets, track Inventory & asset management the capitalization, depreciation, and Transfer disposal of fixed assets and creation of Asset Restrictions capital asset records in related sub Capitalize/Depreciate/Value projections (e.g., ledger (including Facilities, etc.). facilities, vehicle, etc.) Includes tracking an items stewardship Retire/dispose and location, asset valuation, warranty Maintenance and warranty/renewals and insurance information. Insurance Reporting

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Finance Management

13

Functional and Business Process Scope Finance Management (contd)

Level 1 Level 2 Treasury (Cash Management) Level 3 Management and control of cash collections. This includes management and distribution of income, expenses, gains, and losses from an investment pool to participating units. Tracking of demographic information associated with each specific participating unit that contributes to investment pools. Bank reconciliation Cash requirements/forecasting Wires & Transfers Equity/Investment/endowment reconciliation and distribution Investment tracking and reporting Cash flow/bank balancing Pool rules setup and maintenance Historical information Donor statements Reporting Allocation and communication of revenue targets Budget request Budget (including multi-budget) preparation Budget modification and legislative initiative Salary Position budgeting Financial plan Expenditure monitoring & projection Revenue monitoring and projection Reporting (prior, current, subsequent years, etc.)

Finance Management

Budget Development & Position Control

Management and control of budget preparation cycle from data collection to final approval and distribution to the general ledger.

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14

Functional and Business Process Scope Finance Management (contd)

Level 1 Level 2 Grants / Projects Tracking of financial activity for internal & Contracts grant and awards allocations, endowed Management funds. Includes activity tracking for construction and refurbishment projects. Level 3 Inception-to-date accounting and reporting Cross funds/expense allocation Funds checking Relationships between associated projects Tracking of contracts to projects/work orders Overhead rates calculation and posting Cost share/accounting distributions Reporting Vendor Maintenance Requisition (including Budget Checking) Issue solicitation(s) Receive Bids/Proposals Evaluate & Award Registration & Encumbrance PO, Contract, Notice to Proceed Receiving Reporting Budget Information Vendor invoice status Employee account/record Student accounts Procurement documents E-commerce transactions Bidding and quoting processes

Finance Management

Purchasing

Involves the process and tracking of needs determined for purchasing, selecting the vendor, specifying terms and conditions, developing related contracts and coordinating and ensuring the delivery and payment of goods and services.

Finance SelfService

Online capabilities for employees, vendors, and students. Self-service 24X7 access to real-time financial and personal academic information and ecommerce based on business rules.

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15

Functional and Business Process Scope HR / Payroll Management

Level 1 Level 2 Recruiting Level 3 Applicant tracking process for job vacancies, opportunities, and funnel candidates through the evaluation and hiring process; adherence to legal requirements; includes tracking of comprehensive applicant profiles Search/job posting Applicant Communications Compliance Exceptions Interview Offer Decision Reporting HR administration, tracking of Position control needs, roles description, employee movement across system, authorization time and attendance, career and New hire process (including reference checking, succession planning, talent employment package, etc.) management, learning management New hire notifications (including HR, payroll, and/or training management, finance, IT, etc.) performance management, forecasting Salary forecasting and modeling and scheduling, workforce tracking and Position classification, compensation and reporting emergency assist. Budget creation and posting Salary/wage administration and maintenance Position/Role Security (physical, logistics, data, etc.)
Continued on following slide.

HR / Payroll Management

Workforce Management

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16

Functional and Business Process Scope HR / Payroll Management (contd)

Level 1 Level 2 Workforce Management (contd) Level 3 HR administration, tracking of Benefits initial and open enrollment employee movement across system, Benefits maintenance and administration time and attendance, career and Flexible spending accounts succession planning, talent State benefits integration management, learning management Time & Attendance (including balance inquiries) and/or training management, performance management, forecasting Timekeeping rules and maintenance and scheduling, workforce tracking and Labor criteria validation Leave processing (including FMLA) emergency assist. Leave approval/rejection Leave notification (payroll, benefits, budget) Workload administration Transfers Training - Job, plans, post/follow-up Training - Mandatory/workplace related Workplace compliance (incident, governmental) Grievance Performance evaluation Affirmative action Reporting

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HR / Payroll Management

17

Functional and Business Process Scope HR / Payroll Management (contd)

Level 1 Level 2 Payroll Level 3 Involves setup, processing, maintenance, and reporting of employment and payroll information. Payroll set-up and updates Retroactive Garnishments Multiple pay cycles Retroactive payments Mass file updates Pay check/advise reversal/voids Payroll distribution Separation Adjustments (tax, pay, etc.) Earnings/shift Differentials Exception time processing Deferred payment for faculty contracts Work-study distribution expenses Year end wage and tax processing Reporting Self-service 24X7 access Leave request and approval to real-time information Leave balances and position history, taken for paid and unpaid including authorized Time entry, including manager access and approval transactions based on Benefits enrollment business rules. Earnings statements and total compensation Job applicants search for jobs and apply online

HR / Payroll Management
Self-service

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18

Functional and Business Process Scope Enterprise Management & Support

Level 1 Level 2 Reporting & Analytics Level 3 Provides access to enterprisewide tools to collate, analyze, and produce data through ad-hoc reports, program dashboards, and e-mail for real-time sharing of business data/intelligence. Provides role-based ability to access critical data captured for analysis of organizational performance. This includes ability to generate a variety of charts and reports that are fully integrated with the ERP processes and immediate visibility to the key metrics. Provides ability to integrate processes for compliance to state, local, federal, organizational and union regulations. Multiple data sources Institutional Research Tools

Enterprise Management & Support

Management Dashboards

Key Performance Indicators (KPIs) Forecasting Data drill-downs/views to underlying data from ERP

Health & Safety Compliance

Document Management

Fatigue Management Workplace Safety HazMat Regulatory Reporting Provides capabilities for electronic Storage storage and tracking of documents and Retrieval images of documents related to the Versioning and collaboration records within the ERP. Distribution Security

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Functional and Business Process Scope Enterprise Management & Support (contd)
Level 1

Enterprise Management & Support

Level 2 Portal

Level 3 Provides the self-service functionality for Student, Finance and HR/Payroll modules. Refer to processes defined in appropriate section categories. Student Faculty Administration / Staff Prospects / Applicants Alumni Community Refer to processes defined in appropriate section categories for workflow opportunities..

Workflow

Provides ability to integrate business rules into the business process workflows across the organization. During ERP implementation, these processes will be further defined based on best practice approach within the built-in vendor solution.

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20

ERP Infrastructure Components & Applications

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21

ERP Infrastructure Components & Applications

Component Central Systems for Integration (i.e. to be integrated with) In-Scope X Out-of-Scope Comment
Includes Academic systems such as LMS, Lecture Capture, etc.; and other operations / administration systems such as MegaMation.

Shadow Systems to be Replaced

Shadow Systems Not to be Replaced Servers (Central) Distributed Infrastructure (e.g. PCs, LANs, etc.) College Portals Portal Services Portal Infrastructure

Analysis of functionality to ensure it is provided by the ERP solution and conversion of any required data to the ERP solution.

TBD

TBD

Applications not supported by a college or central IT organization, whos functionality will still be required after the deployment of the ERP solution. To run the ERP solution.

X X

Distributed infrastructure is assumed to be sufficient to run any selected ERP solution validation of this capability is the only in-scope activity related to distributed infrastructure. Actual portals customized to some extent for each college. To deliver capabilities provided by the ERP solution.

X X X

Server hardware, Internet service, web servers, etc. required to host / deploy portals.

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22

Organizational Scope

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23

Organizational Scope Colleges and Districts

Colleges / District Bates Technical College Bellevue College Green River CC Highline CC Seattle District (including Seattle Vocational Institute) Shoreline CC

Bellingham Technical College

Big Bend CC Cascadia CC Centralia College Clark College Clover Park Technical College Columbia Basin College Community Colleges of Spokane District Edmonds CC Everett CC Grays Harbor College

Lake Washington Technical College

Lower Columbia College North Seattle CC Olympic College Peninsula College Pierce College Puyallup Pierce District Pierce College - Fort Steilacoom Renton Technical College SBCTC Seattle Central CC

Skagit Valley College

South Puget Sound CC South Seattle CC Spokane CC Spokane IEL Spokane Falls CC Tacoma CC Walla Walla CC Wenatchee Valley College Whatcom CC Yakima Valley CC

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24

Organizational Scope Stakeholders

Stakeholder Type Student Services Faculty Students Academic Administrators and Managers Stakeholders Directly Impacted Finance Admin Staff and Managers HR / Payroll Admin Staff and Managers Institutional Research Staff Groups

IT Staff
Other Stakeholders TBD

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25

Contacts

SBCTC Contact
Bob Adams Director, Portfolio and Project Management Telephone: (425) 803-9794 E-mail: badams@sbctc.edu Barbara Martin ERP Project Director Telephone: (425) 803-9729 E-mail: bmartin@sbctc.edu

Gartner Contact
Engagement Manager Phil Ferguson Senior Director Telephone: (619) 961-6954 E-mail: phil.ferguson@gartner.com Project Manager David Lorber Associate Director Telephone: (416) 228-7676 E-mail: david.lorber@gartner.com

GARTNER CONSULTING
Engagement: 224071510
This presentation, including any supporting materials, is owned by Gartner, Inc. and/or its affiliates and is for the sole use of the intended Gartner audience or other authorized recipients. This presentation may contain information that is confidential, proprietary or otherwise legally protected, and it may not be further copied, distributed or publicly displayed without the express written permission of Gartner, Inc. or its affiliates. 2010 Gartner, Inc. and/or its affiliates. All rights reserved.