Knight Vision Kick-Off Open Forum November 3, 2020
Welcome to Knight Vision Mike Sink Interim Vice President and Chief Information Officer 2
Agenda Welcome and Logistics Importance of Knight Vision Commitment from UCF Progress to Date Project Overview & Next Steps Meet Workday & Accenture Questions 4
Message from the President Alexander N. Cartwright President 6
Message from the Provost Michael D. Johnson Interim Provost and Vice President for Academic Affairs 7
Progress to Date 8
Why Change? A new vision confirmed Why? TRANSPARENCY MODERNIZATION PROCESS IMPROVEMENT We need to arm staff with data, Our systems are unsupported, We need to move away from paper allow for financial transparency, disparate, and duplicative. They and inefficient processes. Staff and hold our people accountable. don’t meet current and future should focus on activities that align needs of UCF. with our mission. Why now? OPTIMAL TIMING FUTURE INVESTMENT CAMPUS ENGAGEMENT LEADERSHIP SUPPORT UCF has a need to move into Shifting away from unsupported Campus community has Executive and senior leadership more data-driven culture; technology (i.e. Peoplesoft) and demonstrated strong participation recognizes the important of external forces such as COVID- moving to modernized systems will and readiness for undergoing undertaking this effort and has 19 force UCF to change or be left allow UCF to prepare for growth significant change needed. invested into moving ahead behind. and innovation. thoughtfully and strategically. 9
Approach Planning for Change Pre-Implementation Pre-Launch Vendor Selection Implementation Preparation • Articulate need for Cloud Implement changes to • Select vendor that best fits • Implement core ERP ERP support success of ERP UCF’s needs for Cloud ERP application, including business • Understand key current-state implementation (Chart of • Select other dependent process change themes Accounts structure, business applications and tools • Over time, include finance, • Identify systems for process change, HCM, and Student applications retirement and processes in- performance improvement, scope consolidate CRM, etc.) 10
Pre-Launch Preparing for Change Workshops 110 5 6 356 11 Workstreams Weeks Core Workshops Voice of the Campus Attendees (FIN, HCM, Reporting, Sessions Student, Technical, Communications) Technical Scope 225 179 70 183 75 1213 Applications ERP Impacted Replacement Interfaces Conversion Areas Current Reports Identified Applications Candidates Identified 11
Vendor Selection Procurement Timeline 2020 July August September October Today Moran ITN ITN Prep Facilitation and guidance Jul 22 - Oct 9 Software Demos 7/24 - 8/21 Reference Checks 8/3 - 8/31 Software Scoring 8/14 - 9/4 Software Software Decision 09/09 Selection Negotiations 9/13 - 9/30 BOT FFC Approval 10/14 Full BOT Approval 10/22 Proposal Reviews 9/11 - 9/22 Reference Checks 9/11 - 9/18 Partner Interviews 9/21 - 9/23 Partner Partner Selection 10/01 Selection Negotiations 10/1 - 10/6 BOT FFC Approval 10/14 Full BOT Approval 10/22 12
Knight Vision Program Overview Cherie Herrin Director, IT Program Management Knight Vision Program Manager 13
Project Scope Phases Future Project Knight Vision Now Student System Replacement HR & Finance System Replacement Est. 20 Months Est. 24 Months Reporting & Student Technical Financials Analytics Student Reporting & Research ERP Retrofits Integrations Analytics Planning & Service Technical Budgeting Delivery Human Capital Service Management Delivery
Knight Vision Program Guiding Principles Simplification & Maintain an “ERP First” mindset and strive to use out-of-the-box Standardization functionality, seeking to standardize technology across units Transformative Transform UCF’s business processes to follow best practices, remain Change consistent across units, and offer increased service Measurable Track key project and institutional performance metrics, to measure ongoing Results performance and increased efficiencies Transparent & Make decisions transparently and share information frequently, asking end- Inclusive users for input and feedback Project team members and governance groups will be held accountable Enhanced and be empowered to make critical decisions Accountability
Program Overview Knight Vision Workstreams Reporting & Analytics Workday ERP Implementation Service Delivery Transformation Adaptive Planning Ph 1 Data Governance Organizational design and business Financial Management Budget Planning Software Data Warehouse process transformation to ensure more Grants Management Parallel Budget Model Aligned Human Capital Management (HCM) Enterprise Analytics Platform effective and efficient administrative Phase 1 by Spring 2021 Technical Workday Reporting services across UCF Change Management Communications Training & Support Change Network Internships 16
Staffing the Project Hiring and Backfill Considerations Identify Project Roles : specific functions and positions are needed to do much of the project work and ensure project success Hire Project-Based Staff : interim project roles will be posted, following standard UCF Human Resources policies, processes, and procedures Backfill Approach : units may fund interim backfill positions using residual budget which will become available when compensation for Knight Vision personnel is absorbed completely or in part by the Knight Vision project budget 18
High-Level Timeline Workday Implementation Launch Workday Financials & HCM Jul 1, 2022 Project Close Kick-off Open Forum Jan 31, 2023 Nov 3, 2020 2020 2023 Jan Nov Jan 2021 Jul 2021 Jan 2022 Jul 2022 Today Project Staffing Workshops & Planning Architect & Configure Testing Go-Live Deployment Rolling Adoption 19
Program Overview Governance Roles & Responsibilities Ensure compliance and Day-to-day decision making Ensure collaboration, Provide guidance on strategic Assess overall direction and strategic alignment of overall and ownership of project adherence to standard and tactical issues, review key objectives of program, program objectives, deliverables methodology, and escalate risk decisions monitor value advocate for change Board of Trustees Executive Steering Business Owners Committee Council Program Management Project Team Faculty Advisors Executive Sponsor Campus Community Operational Liaisons Advisory Group
Program Leadership Executive Steering Committee (ESC) The Executive Steering Committee (ESC) advocates for change, provides guidance, and ensures alignment of the Knight Vision program with UCF strategic objectives Michael Sink Theodorea Berry Paige Borden Maribeth Ehasz Michael Johnson Interim Vice Vice Provost of Student Vice President for Associate Provost Interim Provost and President and Learning and Academic and Chief Analytics Student Development Vice President for Chief Information Success and Dean, and Enrollment Officer Academic Affairs Officer College of Services Undergraduate Studies Paul Jarley Mike Kilbride Elizabeth Klonoff Robert Taft Misty Shepherd Joseph Trubacz Dean of the Assistant Vice Vice President for Chief Audit Interim Vice Interim Chief College of President for Research and Dean Executive President and Chief Financial Officer Business Administration and of the College of Operating Officer Operational Graduate Studies Innovation 21
Program Leadership Business Owners Council (BOC) The Business Owners Council (BOC) reviews key decisions and provides direction to the Knight Vision project team on strategic and tactical issues. Kathy Mitchell Maureen Binder Paige Borden Gordon Chavis Michael Sink Associate Vice Associate Provost Associate Vice Associate Vice Interim Vice President of President and and Chief Analytics President of President and Financial Officer Chief Human Enrollment Chief Information Initiatives Resources Officer Services Officer Input from Faculty Advisor(s) and Campus Community Advisory Kristie Harris Margaret Jarrell-Cole Delaine Priest Dorothy Yates Group Associate Vice Associate Vice Associate Vice Associate Vice President and Legal President of President of Provost, Student Counsel Financial Affairs Success and Research Administration Advising 22
Campus Community Involvement Campus Community Advisory Group (CCAG) The Campus Community Advisory Group (CCAG) will provide a campus perspective on Knight Vision initiatives and offer input to the program team and BOC on key processes, impacts, and decisions. To serve as an advisory council to the Project Team, BOC and ESC, providing Vision campus community involvement and information sharing based on a diverse knowledge and campus perspective Senior-level unit administrators (administrative and/or faculty) with expertise in grants pre-award, post-award, budget/finance, and/or Human Resources Minimum two years at UCF; deep understanding of UCF processes & needs Proposed Application must be endorsed by their Dean/Director (or designee) Member Profile Two-year terms Applications will be available in the next few weeks 23
Workday & Accenture 24
Recommend
More recommend
