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Background- SITAC Recommendation
August 2009 - Recommendation 9.1 of the Strategic
Information Technology Advisory Committee (SITAC) report
initiated the effort to create an Administrative Systems
Master Plan (ASMP) by stating:
“Creation of a Master Plan for campus‐wide administrative
systems will clearly align resources and investments with
the University’s mission and goals. By providing a
comprehensive roadmap for work ahead, the Master Plan
will encourage coordination and collaboration between
business areas and within the development community.”
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Background- ASMP Milestones
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September 2010 - the Business Services Committee
(BSC), in conjunction with the IT Architecture and
Infrastructure Committee (AIC) and the Administrative IT
Leaders’ (AITL) Advisory group, began the process of
researching, analyzing, benchmarking, and developing
this master plan for the University’s administrative
systems. 8 workgroups formed.
September 2011- ASMP charter completed
March 2012- ASMP completed and approved by BSC
and SITAC
April 2012- Work begins on ASMP initiatives
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Background-Case for Change
Change is needed to:
• Take advantage of technical advancements
• Mitigate the risks of relying on an aging technology
toolset (ADABAS and NATURAL)
• Improve the ability to interface with vendor product
• Implement up-to-date IT standards and best practices
• Opportunity to improve business and administrative
practices and efficiencies
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Background- Transition
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Background- Governance
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Background - ASMP Findings
Requirement 1: Create Business Driven Systems and
Data Management
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Initiative 1.1: Develop System Replacement Roadmaps
Initiative 1.2: Improve Design and Management of Data
to Enhance Decision Making
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Background - ASMP Findings (cont.)
Requirement 2: Modernize the Administrative IT
Infrastructure
• Initiative 2.1: Design and Build an Open Systems
Technical Environment
Requirement 3: Strengthen the Systems Development
Processes
• Initiative 3.1: Adopt Common Software Development
Methodology
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Initiative 1.1: Develop System
Replacement Roadmaps
• Chief Information Officer (CIO) to develop the templates
for consistency
• Replacement options for the multi-year transition:
• Cloud-based solutions, such as Workday
• Software packages, such as Oracle’s PeopleSoft
• Custom development using Python or Java
programming languages on Oracle databases
• Open source options, such as Kuali
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Initiative 1.1: Develop System
Replacement Roadmaps-Status
• Pilot Area Roadmaps- Complete
• Business Area Roadmaps- In Progress –Target 11/16
• Combined Human Resource Session- 11/02
• Combined Financials Session – 11/15
• Combined Student Session – 11/16
• Enterprise-level Roadmap- In Progress – Target 12/28
• Unit-level Administrative Applications Showcase-12/1012/11
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Initiative 1.1: Develop System
Replacement Roadmaps- Vendor Demos
We conducted three vendor site visits to gather information
about potential solutions:
• Kuali
• Workday
• PeopleSoft
Other alternatives will be considered.
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Initiative 1.1: Develop System
Replacement Roadmaps-Next Steps
Up
Project
Start -Up
Define
System
Requirements
Develop
RFP and
Evaluation
Process
Evaluate and
Facilitate
Negotiate
Select
Contract
Contract(s)
Vendor(s)
Negotiations
Project Management and Quality Assurance
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Initiative 1.2: Improve Design and
Management of Data to Enhance Decision
Making
• UT Austin must improve the design and management of
systems, processes, data structures, and reporting tools
to better support the use of data in decision making.
• Access to institutional information is critical for
operational, planning, and research purposes.
• The Information Quest (IQ) Data Stewards group must
establish policies on the definition, access, and use of
institutional data.
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Initiative 1.2: Improve Design and
Management of Data to Enhance Decision
Making- Status
• Direct Access pilot project will focus on student flow and
graduation rates.
• Bring together data from multiple sources such as
admissions, registrar, financial aid
• Redesign the data architecture and infrastructure to
meet campus demands
• Partnering with stakeholders in colleges and the
Provost’s office for first iteration
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Initiative 1.2: Improve Design and
Management of Data to Enhance Decision
Making- Status (cont.)
• Pilot project will serve as springboard for:
• Establishing policies for expanded access to
institutional information
• Creating consistency in definitions, business rules,
and performance indicators related to key institutional
subject areas
• Integrating data across subject areas in a single data
warehouse
• Providing alternate methods for data access
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Initiative 2.1: Design and Build an Open
Systems Technical Environment
• Open Systems must be the foundation for UT Austin’s
administrative IT infrastructure in order to enable
integration with third-party applications and provide
greater levels of flexibility of choice
• It is expected that the new technical infrastructure will be
designed and built in phases
• AIC will provide oversight and project sponsorship,
forming working groups from technology leaders across
campus, including AITL
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Initiative 2.1: Design and Build an Open
Systems Technical Environment- Status
• AIC has developed a workgroup
• Prioritized at top of AIC initiatives
• Working to make Kuali sandbox available for assessment
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Initiative 3.1: Adopt Common Software
Development Methodology
• AIC will work with the AITL and other technology leaders
across campus to develop a common framework for how
UT Austin approaches project development, sustainment,
and software change management.
• All new administrative systems projects and customer
service will be at Level 3 of Capability Maturity Model
Integration (CMMI) spectrum and will employ the
standardized methods, procedures, and tools.
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Initiative 3.1: Adopt Common Software
Development Methodology
• AIC has developed Software Development Methodology
workgroup
• Information Technology Services is currently applying
CMMI framework to their projects
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High-Level Timeline for Initiatives
Initiatives
1.1: Develop System
Replacement Roadmaps
1.2: Improve Design and
Management of Data to
Enhance Decision Making
2.1: Design and Build an Open
Systems Technical
Environment
3.1: Adopt Common Software
Methodology
Fiscal Year 2011-2012
Fiscal Year 2012-2013
Develop System Replacement
Roadmaps
Solution Selection
Data Standards, Data Access Policies, Consolidate Data Warehouses
Design and Build an Open Systems Technical
Environment
Define Process and Methodology Frameworks
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Questions?
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