It was an honor to be asked to participate in the 2013
Ellucian Live’s Executive Forum concurrent session on "The ROI of
Consolidating ERPs and Services Across Multiple Campuses." Due to
presentation time constraints, provided below are more detailed project
descriptions and particulars for the 8 Tennessee Board of Regents (TBR)
projects highlighted in the discussion. You can find the presentation slides
at: http://slidesha.re/16uiKbk
ERP implementation
(ERP): To better serve students, faculty, staff, and other constituents
within the state, the TBR replaced its existing 3G administrative software with
an enterprise resource planning (ERP) system in order to bring together
processes, people and information. The new system, powered by Ellucian’s Banner®
administrative system, offers a host of “self-service” online capabilities that
had not been readily available before. This project stood apart from similar
projects because of the TBR’s unique deployment approach. The multi-faceted
approach included the combination of a Shared Rapid Implementation Methodology;
a focus on development for the commonalities among its 19 institutions instead
of differences; incorporating a third-party project oversight committee; and a
creative “red/yellow/green” project reporting system. The result was a
fast-tracked project that was completed on time that effectively controlled
costs – with one time savings of $11-15 million. http://bit.ly/13Plapk
System Maintenance
Office (SMO): The SMO was the logical result from the ERP implementation
and was the TBR’s first major shared services project. Managed by and at the
direction of the TBR, the SMO is a unique partnership with Ellucian that
leverages both Ellucian and TBR employees to provide important services to all
TBR institutions. These services include:
·
Provide system-wide tier 1 & 2 “Action Line”
support for all Institutions
·
Developing and maintaining
customizations/modifications
·
Supporting installation of software releases
·
Responding to institution-specific issues, such
as software debugging/troubleshooting/testing
·
Supporting ongoing user functional and technical
training
The SMO’s primary objective is to eliminate the duplication
of software maintenance, support, and training efforts throughout the TBR’s 19
Institutions and results in $4.7-5.2M savings annually over the alternative of
institutions individually providing the support. http://bit.ly/14RgXAW
DBA Collaborative (DBAC):
In as similar fashion to the SMO, the DBAC is another shared services group
that provides Oracle DBA support to the campuses. It differs from the SMO in
that all of the core staff members are TBR employees that are collaborating
with campus DBAs in support of everyone. Using this model, campuses do not have
to staff as many DBAs or database technicians as they would perhaps have to but
for the DBAC which results in savings of $1.8-2.8M annually. http://bit.ly/ZyuJQT
Business Intelligence
(BI): Leveraging a consulting engagement at a TBR institution which
identified 200+ key performance indicators (KPIs) eight TBR institutions began
to collaborate on developing a KPI toolbox. This toolbox is for executives and
management across TBR campuses to measure and evaluate the effectiveness of
their particular area(s) of responsibility. This shared/collaborative approach
will save $4-11M over individual/independent campus initiatives. http://bit.ly/MdWWtl
Banner Hosting
(Hosting): Six institutions in the TBR collectively investigated hosting their
Banner systems rather than operate them on their campuses. This resulted in a
unique cloud collaboration with a 3rd party provider that leveraged
virtualization and clustering technologies to provided real cost savings along
with the benefits of Tier 3-4 hosting facilities. The original six institutions
has now grown to nine and will share in cost savings of $2.3M annually over
running the systems locally. http://slidesha.re/UGH2IN
E-Commerce (E-Comm):
Lack of contract and supplier visibility, a want of procurement automation, the
absence of data on cumulative purchases, and the repetition of the labor
intensive processes of vendor registration and maintenance are just some of the
many procurement challenges across a system as large as the TBR. A combination of SciQuest products implemented
system-wide provides a solution to these procurement challenges which also
resulted in a 5 year cost benefit (ranging from $1.27 to $2.63 for each dollar
invested.) http://slidesha.re/QxFHIL
Common Data
Repository (CDR): The National Center for Higher Education Management
Systems (NCHEMS) recommended to TBR the creation of a data warehouse to be used
to enhance decision-making at both the system and campus levels. The strategy
now referred to as the “Common Data Repository” (CDR) is to create a single authoritative
data warehouse where data from TBR institutions are automatically fed into the
CDR from their Banner administrative systems be they hosted or located at the
campus. This single data warehouse strategy utilizes Oracle Golden Gate to
transfer data to an Ellucian multi-entity processing (MEP) enabled operational
data store (ODS)/enterprise data warehouse (EDW) to build the CDR and will
result in annual savings of $3.4M+ over local ODS/EDW implementations.
Tennessee Summit
(TN-Summit): The Tennessee Summit on Administrative Computing Technologies
is an annual event that is open to higher education professionals in Tennessee
and surrounding states who have adopted Banner from Ellucian. The TN-Summit was
established to provide a forum for active examination of how administrative
technology supports the institution, its students, faculty and staff and how
this support can be improved. Its eleven thematic tracks: Accounts Receivable,
Advancement, Business Intelligence, Finance, Financial Aid, Human Resources,
Luminis, Student, Leadership and Management, Technical (DBA, Hardware, OS), and
Technical (Application Programming) give TBR staff a conference experience
while saving $572K+ annually in travel and higher registration fees. http://tnsummit.tbr.edu/
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