Enterprise Advancement System (EAS)
Project Organizational Discussion
10/13/2010
Attendees:
Marti Heil (convener), Gene Tempel, J T. Forbes, Jim Perin, Philippa Guthrie, Paula Jenkins, Jeff Lindauer,
Mary Bonk, Sheila Decker, Dee Metaj, Sandy Bate, Sara Chambers, Don Grinstead
Overall objective
Establish a methodology to define our functional processes so we can prioritize
Agenda/Discussion Points
1. Functional Modules
a. Name and Define
b. Priorities
c. Name Lead Staff
d. ID team members – stakeholders
i. SME’s
ii. Participants
e. Support effort – Clerical and IT (Business Process Re-engineering)
i. Brandon
ii. Leticia
iii. Norm
iv. Others?
2. Name and ID Steering Committee
3. Review/Agree Process to ID needs
a. Process Scenario Method
b. Review format/sample (see appendix)
c. Accept template
4. Discuss method to involve Campus Management Corporation (CMC)
5. ID next steps
a. Communication Plan
b. Timeline, Memorandum of Understanding (MOU)
c. Other
Functional Modules/Services
I.
Prospect Management (priority 1)
a. Roles
i. Lead/Facilitator
1. IUF - Jeff Lindauer
ii. Subject Matter Expert(s)
1. COAS - Travis Paulin
2. IUF - Marti Heil
iii. Team/Stakeholder(s)
1. IU East - Rob Zinkan
2. IUF IUPUI– Dee Metaj
3. IUAA - Stefan Davis
4. Kelley School of Business - Rick Dupree
1
5. Center on Philanthropy - Kim Gattle
6. School of Medicine - Liz Elkas
7. IUPUI School of Law - Marc Wunder
8. IUF - Eileen Savage
9. IUF - Melissa Fulton
10. Athletics iv. Support
1. IUF - Brandon O’Leary – Business Analyst
2. IUF - Mary Ramsay – Prospect Management Program Coordinator
b. Notes
i. Greater challenge to define and develop these processes because we don’t have
existing processes to leverage. Participation of IU units in this is critical.
ii. Included in this category
1. Volunteer management
2. Research
3. CFR
4. Contact Reports
II.
III.
Events (Priority 2)
a. Roles
i. Lead/Facilitator
1. IUAA - Stefan Davis
ii. Subject Matter Expert(s)
1. IUF - Sarah Mostes
2. IUAA - Mark Skirvin
3. IUF – Martin Leal
iii. Team/Stakeholder(s)
1. IUAA - Dottie Warmbier
2. Kelley School of Business 3. Center on Philanthropy 4. IU Presidents Office 5. Athletics 6. Fund Raisers 7. IUPUI Kenya Program - Megan Mauro
8. School of Medicine 9. Support
a. IUF - Norm Peacock (Business Analyst)
Biographical (Priority 3)
a. Roles
i. Lead/Facilitator
1. IUF -Mary Bonk
ii. Subject Matter Expert(s)
1. IUAA - Deborah Robinson
2. IUF - Marty Schick
iii. Team/Stakeholders
2
1. IUB Law - Andrea Havill
2. Kelley School of Business 3. School of Medicine 4. Regional Campus 5. IUPUI 6. Center on Philanthropy 7. Corporation and Foundation Relations 8. IU President’s Office –
9. IU Chancellor Office 10. IUAA/International Alumni - Eric DeHaan
11. IUF Research iv. Support Resources
1. IUF - Becky Batman
2. IUF - Susan Hammond
IV.
Gift (Priority 4)
a. Roles
i. Lead/Facilitator
1. IUF – Sheila Decker
ii. Subject Matter Expert(s)
1. IUF - Martin Leal
2. IUF - John Keith
iii. Team/Stakeholder(s)
1. IUF Annual giving director2. Athletics - Eric Neuburger
3. IUF-Regionals - Paula Jenkins
4. School of Medicine - Michelle Jones
5. Smaller units
a. IUB
b. IUPUI – Dentistry?
IU Research Administration - Steve Martin
iv. Support
1. IUF - Leticia Herndon (Business Analyst)
V.
Membership (Priority 5)
a. Roles
i. Lead/Facilitator
1. IUAA - J T. Forbes
2. IUAA and IUF – Sandy Bate
ii. Subject Matter Expert(s)
1. Radio and TV - Perry Metz
2. Kelley School of Business - Rochelle Reeves
iii. Team/Stakeholder(s)
1. PAGR 2. Varsity Club 3. Radio/TV 4. IUPUI External Affairs - Amy Warner
3
5. IUAA - Eric DeHaan
iv. Support
VI.
Affinity/Social Network (online community) (Priority 6)
a. Roles
i. Lead/Facilitator
ii. Subject Matter Expert(s)
iii. Team/Stakeholder(s)
iv. Support
VII.
Communication Management (Priority ?)
a. Roles
i. Lead/Facilitator
1. IUAA and IUF – Don Grinstead
ii. Subject Matter Expert(s)
1. IUAA - J T. Forbes
2. IUF - Sherry Knieriem
iii. Team/Stakeholder(s)
1. IUAA - Sara Anderson
2. IUF - Jessica Perry
3. IUPUI - Amy Warner
4. IUSB - Ken Baierl
5. COAS 6. Center on Philanthropy 7. Annual Fund 8. IUF Dru Presti –Stringfellow
9. Athletics
10. Herron School of Art
11. PAGR –
12. Kelley School of Business iv. Support
1. Raj Adhikari
2. Becky Batman
VIII.
Ecommerce (Priority?)
a. Roles
i. Lead/Facilitator
1. IUAA - Pete Yoder
ii. Subject Matter Expert(s)
1. IUF – Leticia Herndon
2. IUAA – Dottie Warmbier
3. IUF – Philippa Guthrie
iii. Team/Stakeholder(s)
1. IU treasurer’s office 2. IUF - Sherri Knieriem
3. Center on Philanthropy 4. Athletics 4
5. IUF - Marcy Hazen
6. IUF – Gina Reel
7. IUPUI Kenya Program - Megan Miller
8. IUF – Pam Loebig
iv. Support
1. IUF - Leticia Herndon (Business Analyst)
IX.
X.
Reporting (Priority ?)
a. Roles
i. Lead/Facilitator
1. IUF – Dee Metaj
2. IUF - Jim Perin
ii. SME(s)
iii. Team/Stakeholder
1. IUF - Marti
2. Kelley School of Business 3. School of Medicine –
4. Corporation and Foundation Relations 5. IUPUI - Gen Shaker
6. IUAA - Judy Lawrence
7. IUF - Ann Bunjan
8. IUF – Dru Presti-Stringfellow
9. IUF – Jeff Lindauer
10. IUF - Lisa Perry
11. IUF –Eileen Savage
12. IUF – Martin Leal
iv. Support
1. IUF – Don Grinstead
2. IUF – Mary Bonk
Questions/Notes
a. Friends asking Friends – where does this belong?
b. What will be in EAS version 1.0 vs. 1.5, etc.?
c. Which units will want to be an early adopter?
d. Nervous System (core services) components (add these to the template as common
components)
i. Reporting
ii. Routing and Approval
iii. Security
iv. Ecommerce
e. We need to continue with the FIT/GAP while we proceed with the completion of this
template
Action Items (the leader is underlined)
1. Bring in Rochelle (MSU) train the trainer/process scenarios – Marti, Mary (who will assume
leadership role for this process) and Jim
2. Define Team Roles and Glossary of Terms - Don, Sara, Paula, Jim, Jeff
5
3.
4.
5.
6.
7.
8.
9.
10.
11.
Charge to the Module Leadership - Sheila, Sara, Don, Marti, J T.,Jeff
Project Charter – Mary, J T. Don, Sara, Sandy
Steering Committee (president’s office, UITS)
MOU - Jim, Gene, Philippa, J T. Sara
Contract with CMC – Philippa, Dottie Frapwell
Open Records/Data Privacy
Core Management Team – Project Management – Sara, Sheila, Jeff, Mary, Don and CMC
Project site – Don and Sara
Communication Plan
Next meeting less than 2 weeks
Draft/outline of action items
Marti will convene
6
Appendix:
Suggested Method for Creating New System Processing Scenarios
WHAT
WHO
1.0 Learn/experiment with new system
Individual group members
2.0 Document Process Flow
2.1 Use current system scenario to identify
key components that are required
(inputs, processes, outputs).
2.2 Identify areas of concern (various
types of inputs that must be
considered in the new system; process
flows that might be reengineered)
2.3 Identify reports (focus on new reports,
get list of current reports that must be
reproduced)
2.4 Discuss and document improved work
flow and changes in responsibilities (if
needed to support new work flow)
2.5 Discuss and document security
requirements
3.0 Analyze Data Requirements
3.1 Print reports of current system code
tables and code table values that are
required for this function.
3.2 Print reports of current system data
fields (non-code table fields) that are
required for this function. (and
counts?)
3.3 Map data elements from current
system to elements for this function in
new system.
3.4 Determine and document code table
structure for new system function.
Functional sub-group as a whole
7
Printing of reports from Benefactor/AIS and New
System: individual
Review of tables, table values and data element
values: sub-group
3.5 Determine and document data
element standards for new system for
non-code table data elements for this
function
4.0 Write Processing Scenario
4.1 Use results of 2.0 and 3.0 to accomplish this
task
Individual (or, split up the components of the
scenario and have members take responsibility for
various pieces—e.g., one person take inputs, one
outputs, etc.)
5.0 Review Draft of Processing Scenario
5.1 Print draft scenario and distribute to
team
5.2 Set meeting time to walk through
scenario with sub group
5.3 Meet, incorporate changes into final
draft
5.4 Meet to review draft w/entire
functional group
6.0 Circulate Draft to Important Parties Outside of
Functional Group
6.1 Set date to review (“design review”) if
needed
6.2 Comments to be received by specific
date.
Individuals, sub-group, functional group
7.0 Incorporate Final Comments and Prepare Final
Version
Individuals, coordinated by team leader
8
Individuals
TITLE of FUNCTION/PROCESS:
Function/Process Name:
Maintaining an Activity Code - 1.4.1
Maintain an Activity Code
Initial Create Date:
Last Revision Date:
Purpose: DEFINE THE PURPOSE< ie, To track alumni, donors, and/or friends who have participated in
pre-identified university activities.
Functional Reference Number: 1.4.1
Scenario Author: Lead:____________ Team Members:______________________________
Type of Scenario (Function/Process/Interface/Batch Process): Process
9
Triggered By:
Individuals who have participated in pre-identified events or activities sponsored by (but not limited to)
the following organizations:

IUAA:
 Tours
 Bowl games/receptions
 Other receptions
 Campus events (Homecoming, Reunions)
 Travel Study
 Evening College

IUF and UNIT DEVELOPMENT:
 Directory responses
 Event Participants (See Other Issues)
 Campaign kickoffs
 Receptions
 Donor events

ATHLETICS:
 Season ticket holders
 For each sport

MISCELLANEOUS:
 IUF Board Members (See “Other Issues” below).
 IU Auditorium season tickets holders
 IU Art Museum
Required Inputs:

The following are minimum required data elements:
10




Activity Code
Participation Code
A table of current activity codes, or a new activity code.
An entity must be maintained in the system prior to this activity data being posted (See
Maintaining an Entity 1.1.1).
Outputs: Data existing within the system supporting subsequent reporting and cultivation efforts of
Development, Alumni Relations, and University Outreach.
Enables the selection of any of those coded with this type of activity code for subsequent report (any
format) generation.
Triggered Functions/Processes: DOES THIS FUNCTION/PROCESS TRIGGER ANOTHER
FUNCTION/PROCESS WHICH IS DEPENDENT? None
Responsibility for Function/Process:

Currently, responsibilities for this process are as follows:
 UNIT NAME: Assumes overall responsibility for process by assigning/revoking codes, and
performing limited data entry/queries on behalf of all organizations.
 UNIT NAME - Assigned codes by lead unit, but performs its own updates and queries in system.

Plan for new system:


Each University unit that has this responsibility will also have the capability to enter the
respective activity coding for the entities that have participated.
LEAD UNIT will also retain the same capabilities and will assume data entry responsibilities
where specific units do not wish to assume the responsibility.
11
Security Requirements:.
Access to this window will be limited to:
UPDATE:
 LEAD UNIT STAFF
 OTHER UNIT STAFF
 Other University units staff as permission is granted.
VIEW:








See update list above:
IU Foundation staff
IUAA staff
School/Unit fundraising staff
School/Unit IU Alumni relation staff
School/Unit Deans and Department Chair and staff
IU Athletic Ticketing
IU Auditorium Staff
CONTENT:

View access to activity information for all entities will not be limited based on the data content.
Management Control and Audit Trails:


There are no automated audit trails for this process.
The activity record does contain, date added, date modified, operator name (last modified), and
user group coding.
General Description of Function/Process:
12
NOTE: Currently, ALL activities (except for student activities) are maintained in the alumni activity codes
table (045). In the new system, the group decided to move specific activities/events from the activities
table and re-locating them as indicated below (See “Conversion Issues for Alumni Activities”).
ACTIVITY
PROJECTED AREA In New System
1)
2)
3)
4)
5)
Awards (See NPs1.4.2)
Interests (See NPs 1.4.3)
Volunteer Activities (See NPs1.4.7)
Entity Group
Relationships Group
Alumni Awards
Interest or Hobbies
Volunteer Activities
Special Mailing Lists
Items which depict relationships
between individuals and groups
6) Honor Designees
Degree Group
All other activities previously covered by Table 045 are addressed in this scenario. Activity codes are
used exclusively to keep track of and identify entities who participate in pre-identified University
sponsored activities or events. Activity codes are assigned to organizations providing their
activities/events meet the objectives of IU. Minimum considerations for assigning activity codes are as
follows:



Verify individual exists as an entity in new system using ID, name, etc.
Identify previously assigned activity code(s) in table, or request a new activity code through
LEAD UNIT.
Enter applicable activity code, participation code, and start/stop dates in entity record
Note(s):
1) Partial dates are acceptable (i.e. 1999) rather than filling in entire date field.
2) The initial activity entry for an entity must be created through the Activities window
(not to be confused with Student Activities, which has its own window). Subsequent
activities and/or modifications may be entered through the Additional Info pane, which
is accessed through the Entity Profile window.
13
3) Participation code is a required field. It defaults to “P” (participated). At this time this is
the only value we will use.
4)
The group decided to manage alumni activity codes in new system using features not
available in current system. An “Activity Group” table, which is connected to the
“Activity “ table, can be used to create codes (up to 3 characters) for any organization
requiring the use of activity codes, such as IUAA, IU Foundation, IU Athletics, and IU
Auditorium. Then create activity codes (using up to 5 characters) in the “Activity” table
that can more efficiently identify the actual event, OR a range of codes can be assigned
to specific organizations. However, the new five digit code system would not be
implemented until after the conversion.
5) Other than the fields required from Benefactor, and as defined above, additional (new)
fields provided in new system will not be used at this time.
Data Mapping:
The following is a list of ALL fields from the old Benefactor System, and the “Activities” Window (2100),
to be used for data mapping to the new system:
BENEFACTOR (OLD)
SIZE
Activity
TABLE
NEW SYSTEM
SIZE
TABLE
Code
*Participation Level
2
Participation
2
Participation (Last Year/
4
Start Date
8
2
Stop Date
8
No. of Years)
14
AS
Activity Group
3
Fees Paid
14
Fee Amount
14
Fee Paid Date
SDT
Fee Status
1
Special Handling
Comment
AG
YD
1
Y2
50
Hours
6
Guests
6
Table #
15
Seat #
6
Tickets
1
Y1
Menu
1
Y3
Assigned
10
Host ID
10
Source
3
A5
*Currently not used in OLD system.
Other Issues:

Are there any issues that need to be addressed for special consideration, what other
modules might be affected by this action, what other areas within the system need to be
considered for special requirements?
15

Is there any relationship between the “events activities” listed above, and the Events
component offered by CMC? Is there a need for a separate interface?
16