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Scope

(Excerpted from the ISP Charter)

Initial Implementation Effort: The initial implementation effort will commence on December 1, 1999, and is scheduled to be completed within five (5) years.

Oracle applications to be implemented:
Phase 1 - Finance Applications
Description: This phase will provide the foundation for the University’s financial system. The chart of accounts will be redesigned. An integrated accounting system will be provided that will require significantly less effort in the area of funds management. Dramatically improved management reporting capabilities will be provided.

Applications to be deployed:


• General Ledger
• Oracle Grants Management and Labor Distribution
• Accounts Receivable and Cash Management

• Purchase Orders and Accounts Payable
• Order Entry and Inventory 
• Reports and Data Warehouse

Phase 2 - Human Resources and Payroll Applications
Description: Both the Human Resources Management System (HRMS) applications and the Payroll applications will be implemented concurrently. These applications have significant dependencies, as well as dependencies with the financial applications previously installed.

Applications to be deployed:


• Human Resources Management System
• Payroll
• Time Management
• Training Administration
• Public Sector Budget
• Fixed Assests
• Pre-Award Grants
• Reports and Data Warehouse


Phase 3 - Student Information System Application (currently under development by Oracle)

Description: This phase will provide a replacement for the University’s current student information system. The new student information system will provide more complete integration with the other applications (Finance and Human Resources/Payroll) and will allow the creation of a more complete electronic student record which will serve multiple purposes.

Applications to be deployed:

               
• Recruitment
• Admissions
• Advising
• Student Records
• Registration
• Student Billing
• Student Financial Aid
• Web and Self-service applications
• Reports and Data Warehouse

Data Warehouse:
Initially, the data warehouse will contain only information that derives from the Oracle applications. It will be built using Oracle Data Warehouse Builder and will reside within an Oracle database. Over time, this will become the University’s only data warehouse platform.

Units included in legacy systems replacement: Oracle applications will replace all of the University’s legacy systems in finance, human resources/payroll, and student information systems. Once deployed, all University operating units, including the College at Wise, the regional centers, etc., that currently use the University’s legacy systems will use the Oracle applications. Implementation will be simultaneous across all operating units; all departments, schools, and central offices will migrate to the new applications on the same date.

Alternate or supplemental systems: In some areas of the University (Facilities Management, Business Operations, College at Wise, Darden School, regional centers, etc.), alternate or supplemental systems are currently in place that either complement or function in lieu of the University’s legacy systems. To the extent that Oracle applications reasonably accommodate the business needs of these units, Oracle applications will replace these alternate or supplemental systems. A portion of these systems will be replaced during the initial five-year implementation effort, simultaneous with the deployment of the new Oracle applications. The extent of this initial replacement effort will be determined during the design phases of each ISP implementation effort. The remainder of these alternate or supplemental systems will be replaced on a schedule to be developed.

Note: It may be possible for the operating units to migrate to the Oracle applications with only minimal assistance from the ISP team. This would allow the alternate or supplemental systems to be abandoned at an earlier date.

Deployment of new applications: The ISP will deploy several applications for which no legacy systems currently exist. Examples include, but are not limited to:

  • Accounts receivable
  • Cash management
  • Training administration
  • Inventory
Since in these cases no legacy systems currently exist, many University units use “shadow” or other systems to meet their needs. These units will be expected to implement and use the new Oracle applications on a schedule to be developed during the design phases of each of the four implementation efforts.

Medical Center and University-related foundations: Neither the Medical Center (Agency 209) nor the University-related foundations are included in the scope of the ISP. However, the Medical Center and University-related foundations may purchase Oracle products via the University’s contract with Oracle.

Common Procurement: During Phase 1, procurement of goods and services from both external and internal service providers will be consolidated such that all segments of both the external and internal procurement processes (shopping, ordering, and payment) operate from within the same set of Oracle applications.

Imaging: All ISP teams will be expected to determine whether imaging should be included in their application design. Imaging should be included in the design efforts of each team to the extent that this capability will allow the project to achieve the benefits expressed in the project business case. The current University plan for imaging is to contract with one or more software vendors for this capability.

Use of the Internet: To the maximum extent possible, the Internet will be used as means by which to:
  • access and operate the Oracle applications
  • access the information contained within the Oracle applications and the data warehouse
  • make entries into the University’s information systems as part of the deployment of any self-service application

Interfaces: Many interfaces will have to be created in order for the Oracle applications to be deployed. Normally, it will be the responsibility of the ISP team to create the required interfaces, with assistance from the unit responsible for the non-Oracle application. However, there may be instances in which the non-Oracle side of the interface is contained in a unique software environment. In these instances, it may be more cost-effective for the unit maintaining the unique software to write either some or all of the interface program. In this case, the ISP will negotiate the resource requirements with the unit.
In instances where a unit has received approval to continue to operate and maintain an application for which Oracle provides a viable alternative, the unit will be responsible for the cost of creating and maintaining all necessary interface programs.

Conversions: Some information currently residing in non-Oracle applications will be converted for use within the new Oracle environment. The conversion of this information will be a joint effort between the ISP team and the unit currently maintaining the information. In general, the ISP team will be responsible for providing the conversion program/s, and the unit currently maintaining the information will be responsible for ensuring that all converted data conforms to the new data definition and standards for data integrity created by the ISP team.

 
 
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2001 by the Rector and Visitors of the University of Virginia
Thursday, 10-Apr-2003 14:46:34 EDT
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