A new ERP to support Puget Sound’s success
a) A guttural utterance
b) A small town in the Netherlands
c) Enterprise Resource Planning, an
integrated technology solution for
managing the internal and external
resources of an organization
a) A guttural utterance
b) A small town in the Netherlands
c) Enterprise Resource Planning, an
integrated technology solution for
managing the internal and external
resources of an organization
ERP represents the
academic and
administrative
operations of our
institution in digital,
virtual space.

Single, integrated database

Standard applications include:
◦ Student and Academic Information
◦ Financial Aid
◦ Human Resources
◦ Financial Management
◦ Admission
◦ Institutional Advancement

Standard functions include:
◦ Transaction Systems
◦ Reporting, Analysis Tools, Dashboards
◦ Self-Service (Web, Smart Phones)

Standard functions include:
◦ Workflow Management
◦ Data Interchange with Third Parties
◦ Privacy and Security
Nelnet
PeopleAdmin
•Electronic Payments
•Employment
Applications
LoggerNET
•Alumni Network
Cascade Web: Self-Service Portal
Cascade
Enrollment
Manager
•Admission
•Academics/Student
•Financial Aid
•Accounts Receivable
•Departmental
Solutions
BOSS
Banner
•Financials
•Human Resources
•Accounts Payable
•Development
•Alumni Relations
Micros
Sequoia
Kronos
•Campus Security
•Parking
Sage
Millennium
•Dining Point
of Sale
•Bookstore
Point of Sale
•Timekeeping
FAMIS
Odyssey
•Facilities Work Orders
•Facilities Inventory
•ID Cards
BASIS
•Door/Lock
Access
Nelnet
PeopleAdmin
•Electronic Payments
•Employment
Applications
LoggerNET
•Alumni Network
Cascade Web: Self-Service Portal
Sage
Millennium
Enrollment
Manager
Cascade
•Admission
BOSS
•Campus Security
•Parking
Banner
•Academics/Student
•Financial Aid
•Accounts Receivable
•Departmental Solutions
Kronos
•Development
•Alumni Relations
•Financials
•Human Resources
•Accounts Payable
Micros
Sequoia
•Dining Point
of Sale
•Bookstore
Point of Sale
•Timekeeping
FAMIS
Odyssey
•Facilities Work Orders
•Facilities Inventory
•ID Cards
BASIS
•Door/Lock
Access


Cascade: Home-grown, developed in
1990s
Only 9% of Higher Education institutions
build their own enterprise systems
◦ 81% of these have larger enrollment
Institution
Enrollment
Size of ERP Team
SF State
25,361
26
Harvard
21,825
60
Vanderbilt
11,577
68
Puget Sound
2,800
7


We assume full risk of failure to meet
changing regulatory requirements
Inability to develop and share
meaningful reports and analytics


Labor intensive processes across
campus
Lack of flexibility to meet
changing needs of constituents
and respond
to evolving
business needs

3 year backlog of project requests
◦ Technology resources focused on
maintenance instead of development
◦ User interfaces take great effort to keep
up-to-date

Incomplete and/or
delayed data feeds
between systems

Competitive disadvantage with peer
institutions in delivering valuable new
features users expect today
◦ Faculty and Staff
◦ Students
◦ Parents
◦ Trustees
◦ Donors
◦ Auditors
◦ Regulators
ERP will…
So Puget Sound can…
Improve access to
accurate and timely
information
Stop waiting for overnight feeds between
systems
Answer strategic questions easily and quickly
with trend and correlation analysis
Keep a pulse on important metrics with
dashboards
Act on reports instead of spending time
preparing them
ERP will…
So Puget Sound can…
Stay up-to-date on
audit, privacy, and
internal control
requirements
Comply with important regulations (FERPA, Red
Flag, HIPAA, PCI) with minimum effort
Test software for
operational and
security bugs more
comprehensively
Focus on working with systems
Avoid loss of federal and state aid caused by
adverse findings
Avoid possibility of lawsuits and
embarrassment from a security breach
Provide modern, user- Serve community with speed and convenience
friendly Web interfaces
Work with business systems efficiently
Hold down training and user support costs
ERP will…
So Puget Sound can…
Give departments
more functional
control
Empower offices to implement business
decisions without waiting for programming
Streamline processes
and ease adoption of
best business
practices
Take advantage of researched, tried-and-true
methods of operation
Collaborate better among different offices with
processes designed to be integrated

ERP will allow Puget Sound to:
◦ Pool resources with peer institutions in
implementing standard processes
◦ Stand out from peer institutions wherever
we can get a strategic advantage
◦ Ultimately save resources and free faculty
and staff to focus on added value service,
analysis, and strategic objectives

President’s Cabinet Oversight
◦ Endorses and owns ERP implementation
project
◦ Grants approval on major decisions

ERP Steering Committee
◦ Reports to the Cabinet
◦ Manages university investment in ERP
◦ Oversees Enterprise Information Systems
projects portfolio

ERP Steering Committee Members
◦ Alyce DeMarais - Academic Affairs
◦ Janet Hallman - Accounting and Budget Services
◦ Fumio Sugihara - Admission
◦ Josh Pelz - ASUPS
◦ John Hickey - Business Services
◦ Bob Kief - Facilities Services
◦ Rosa Beth Gibson - Human Resources /
Career and Employment Services

ERP Steering Committee Members
◦ Randy Nelson - Institutional Research
◦ Brad Tomhave - Registrar
◦ Donn Marshall - Student Affairs
◦ Maggie Mittuch - Student Financial Services
◦ Katherine Davis - Treasury
◦ Sean Vincent - University Relations
◦ Steve Renker and William Morse Technology Services
You!
8/23 - 11/12
Phase 2
8/9 - 8/20
Readiness Assessment
Phase 1
Project Startup
9/1
10/1
11/1
12/1
1/1
2/1
3/1
4/1
5/1
6/1
8/9/2010
7/31/2011
9/6 - 10/1
Interviews,
focus groups,
online survey
8/9
START
8/17
PROJECT - 8/18
Project
planning
and
orientation

7/1
11/9
Present
Phase 1
assessment
findings
7/29
COMPLETE
PROJECT
Readiness Assessment: August-November
◦ Surveys, group and individual sessions evaluate Puget
Sound’s positioning for undertaking ERP implementation
11/1 - 1/14
Phase 3
Requirements and Fit Gap
9/1
10/1
11/1
12/1
1/1
2/1
3/1
4/1
5/1
6/1
8/9/2010
8/9
START
PROJECT

7/1
7/31/2011
11/29 - 12/10
Collect
requirements
via
11/15
DecisionDirector
Vendor
overview
demos
1/10
Present
Phase 3
requirements
and
fit gap
results
Requirements Definition: November-January
◦ Vendor demos showcase best of current technology
◦ Questionnaires guide us to specify detailed needs
7/29
COMPLETE
PROJECT
10/4 - 7/29
Phase 4
Business Process Analysis
9/1
10/1
11/1
12/1
1/1
2/1
3/1
4/1
5/1
8/9/2010
8/9
START
PROJECT

6/1
7/1
7/31/2011
7/29
COMPLETE
PROJECT
Business Process Reviews: October-July
◦ Stakeholder responses reconciled; groups reach detailed
understanding of business practices
1/18 - 7/29
Phase 5
Vendor Selection
9/1
10/1
11/1
12/1
1/1
2/1
3/1
4/1
5/1
6/1
7/1
8/9/2010
8/9
START
PROJECT

7/31/2011
6/3 - 7/29
Contract
negotiations
2/25
RFP
issued
4/8
4/29
RFP
Select
vendor
finalists
responses
due
5/9
Vendor
scripted
demos
5/31
Preferred
vendor(s)
selected
Vendor Selection: January-July
◦ Formal RFP issued; vendors respond through writing,
interviews, and “scripted demonstrations”
◦ Reference checks and contract negotiations
7/29
COMPLETE
PROJECT
1/18 - 7/29
Phase 5
Vendor Selection
8/9 - 8/20
Phase 1
Project Startup
8/23 - 11/12
Phase 2
Readiness Assessment
9/1
10/1
11/1
11/1 - 1/14
Phase 3
Requirements and Fit Gap
12/1
1/1
10/4 - 7/29
Phase 4
Business Process Analysis
2/1
3/1
4/1
5/1
6/1
7/1
8/9/2010
7/31/2011
9/6 - 10/1
Interviews,
focus groups,
online survey
8/9
START
8/17
PROJECT - 8/18
Project
planning
and
orientation

11/29 - 12/10
Collect
requirements
via
11/9
11/15
DecisionDirector
Present
Vendor
Phase 1 overview
assessment demos
findings
6/3 - 7/29
Contract
negotiations
1/10
Present
Phase 3
requirements
and
fit gap
results
2/25
RFP
issued
4/8
4/29
RFP
Select
vendor
finalists
responses
due
5/9
Vendor
scripted
demos
5/31
Preferred
vendor(s)
selected
7/29
COMPLETE
PROJECT
ERP vendor, product and implementation
partner will be selected by end of Summer 2011

Selected ERP vendor will propose details

Rolling implementation over 2-3 years

Steps at each phase:
◦ Configuration
◦ Testing
◦ Training
◦ Conversion and Go Live




Regular updates to
campus
Town hall meetings
Invitations to demos,
sessions, interviews,
and online survey
Website hosted by CPS
collegiateproject.com/pugetsound

Send questions and comments to:
Steve Renker
Director of Enterprise Information Systems
srenker@pugetsound.edu
253.879.3190
William Morse, Jr.
Chief Technology Officer
AVP for Technology Services
wmorse@pugetsound.edu
253.879.2808