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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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