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Central Washington University is at the crossroads of change for our information services and systems. Due to the ever-changing information services and technology environment, it is imperative that we position ourselves with innovative programs and that we ensure that our internal structure and systems can support these initiatives.
To help us determine the information services needs of our students, faculty and staff, we hired the consultant group BerryDunn to do an information services assessment. They completed their review and provided their report on June 5, 2012. We then developed this action plan to help us move forward in our information evolution.
During the Board of Trustees retreat in July, the board expressed their full support and understanding of the importance of improving our information systems.
Therefore, the following outlines the next steps in this process:
- The university project (page 2) and new information governance structure (page 4) will be implemented immediately.
- Through the RFP process, we will bring in a full contingency of consultants to implement various modules/upgrades over the next 12-18 months (page 5).
- Page 6 provides the organizational structure of this plan
- ET: University Enterprise Team
- EISGT: Enterprise Information Systems Governance Team
- OE: Organizational Effectiveness Unit
- PS: PeopleSoft
- RFP: Request for Proposal
- UATAC: University Academic Technology Advisory Committee
- UP: University Project
The president and cabinet will oversee the university project (UP) with full involvement by all constituents and a clear transition to the Organizational Effectiveness Unit (OE) as the project is completed.
The UP oversight team will be comprised of the Project Manager (to be hired) and others such as Ed Day/lead, Tina Short, and Tami Morrill.
An external project manager will be hired for the duration of UP, approximately 12-18 months, reporting to the cabinet, for transition to internal staff once the project is completed. The other team members will be temporarily reassigned, reporting to the project manager, backfilling their current positions prior to reassignment.
Initial Deliverables / Timeline (all information developed/recommended will be forwarded through the new information governance structure - University Enterprise Team (ET) - to cabinet prior to the Project Manager being hired)
- Initial budget developed by Chief Financial Officer (CFO) to cover the project operating costs, goods and services – phones, computers, chairs, desk, office supplies, etc. and salaries. The $3M board approved contingency fund will be initially earmarked for consultant fees; additional funds to be determined. Funds from the “right sizing” unit within OE will be used as part of the salary and goods and services funding source.
- OE will draft an RFP for a consultant to provide the services to implement various systems to begin no later than November 1, 2012.
- OE will draft an RFP to hire a project manager, to begin no later than October 15.
- OE will draft an RFP for a consultant to provide risk and benefits to hosting software and/or hardware/servers off site vs. locally.
- CFO will establish location for use for project team and begin relocation plans.
- OE will identify staff to be considered for reassignment from other functional areas after discussion with each area and staff impacted and prepare plans for backfilling those positions in concert with Human Resources (HR). OE will recommend which positions should be temporary reassignments and which will be permanent.
- ET will recommend information technology (IT) staffing and other staffing needs such as student financial services and student records. ET will prepare a plan in concert with HR to fill positions.
- Using the BerryDunn report, OE will develop action plans for each recommendation.
- ET will prepare recommendations on need for a security officer / administrator.
- Responses due from 3 RFP’s
- Relocation plans are completed.
- Review disaster recovery and business continuity plan prepared by AVP ITS for recommendation to ET.
- Review computer classrooms/open labs and any consolidation of other ITS areas and provide recommendations to ET.
- BOT Meeting, review of RFP’s and provide recap of decisions to move forward
BOT Meetings – report provided at each BOT meeting throughout project.
Information Governance Structure
A new information governance structure for information systems and services will be established as of August 13, 2012 with a core team providing administrative oversight and decision making, working with the president and cabinet and establishing 2 sub councils working on day to day issues. Any change to the current software and/or hardware systems, or purchase of new software applications and hardware systems, with the exception of personal computers, must be reviewed and approved for purchase through the new information governance structure prior to purchasing.
The new information governance structure will be called the University Enterprise Team (ET). ET will
- Report to Cabinet, at least quarterly - initially reporting to cabinet bi-monthly.
- Develop long and short term informational service strategic plans.
- Determine priorities of all projects.
- Establish a formal evaluative process for all projects.
- Develop and monitor quality controls for all projects.
- Guide and direct development of policies, procedures, and projects related to all information systems / services.
- Oversee and direct security questions, who owns the data, when the issue is security vs. service, etc.
- Review and recommend elimination of redundant systems.
- Establish sub councils to oversee and review all academic and non-academic technological issues (the current UATAC and EISGT)
- Establish a chair for the academic sub council and non-academic council. The team structure for the 2 sub councils will be configured by ET.
- Continually review and keep up to date on changes in the information systems area, making recommendations to ensure that CWU stays on the ‘cutting edge’ of changes.
ET will be comprised of
- Organizational Effectiveness Director – chair
- Academic Council chair (currently University Academic Technology Advisory Committee -UATAC)
- Dean Representative
- Non-Academic Council chair (currently Enterprise Information Systems Governance Team - EISGT)
- Chief Human Resource Officer
Request for Proposals
Three distinct Request for Proposals (RFP’s) will be developed by August 22 for outside consultants to include:
- RFP to determine the viability, risks, benefits, costs, etc. of hosting our software and/or hardware/servers off site versus on campus.
- RFP for a project manager for the UP. The current contract with CedarCrestone will be reviewed for the ability to use that contract to acquire the project manager.
- RFP to determine how much of the following list can be accomplished by a consultant over the next 12-18 months and what can be accomplished with available resources:
- Implementation of PS modules and upgrades to include
- Oracle Database 11.g
- People Tools 8.52 Upgrade
- HRSA Split
- HR 9.2 upgrade
- Work flow / e-purchase, e-travel, time and labor
- Conversion to PeopleSoft of e-PAF module, budget/control module
- PeopleSoft Mobile Portal
- Data Mart
- And other modules currently owned but not implemented
- Establishment of a data warehouse system
- Other areas to be considered include – security, chart of accounts, vanilla vs. customizations, training to be provided, etc.