BUSINESS SERVICES COMMITTEE (BSC)
Meeting Notes
March 21, 2014
1:30 – 3:00 pm
FAC 228D
In Attendance: Kristi Fisher, Kathy Foster, Debra Kress, Karen Chawner, Marla Martinez, Jaime, Renee
Wallace, Michael Bos, Brad Englert, Jody Couch, Bob Harkins
I. Web Infrastructure Project Update (Dave Moss, Jenn Coast)
Dave Moss and Jenn Coast presented the latest developments in the web infrastructure project. Web
infrastructure migration is expected to be complete in 2015. The committee inquired if the new
infrastructure is compatible with services like Amazon Cloud and a cloud platform. The new
infrastructure is compatible with a cloud platform.
The committee also sought to know if there was an opt out for sites that do not wish to migrate. A
working group is being developed to assess security and safety for sites that do not opt to adopt the
new design.
II. UT Digital Experience Update (Mike Horn, Julienne VanDerZiel)
Mike Horn and Julienne VanDerZiel presented an update on the UT Digital Experience. The committee
inquired if a faculty/staff dashboard would be created in conjunction with the student dashboard so that
faculty can easily access things like pay and benefits information, tax forms, parking information, etc.
The new design will be compatible with Workday and leverage the existing mobile tools in Workday. An
interface will be developed that is specifically relevant to faculty and staff. Input and testing will be
requested from faculty and staff over the summer.
The committee noted questions related to access. The inquired if access will be role-based. Access issues
will be discussed when the Identity and Access Management strategy is brought to the committee in
June.
The committee inquired if local maps will be incorporated into the design. The design team is working
with facilities and Google to develop campus maps.
III. Shared Services Update (Mary Knight, Brad Englert)
Mary and Brad informed the committee that a final report on shared services was presented to the
president in February. That plan was accepted. Modifications are being made based on campus input. A
longer discussion of Shared Services will be presented in June.
IV. Working Group Updates (Marla Martinez and Renee Wallace)
Kristi and Renee introduced the Administrative Systems Modernization Program by thanking all of the
participants who had assisted and offered advice into the project thus far. IBM/Cedar Crest was chosen
as the ERP implementation contractor. Contract negotiations are currently underway. Approval of
contractor for the ASMP is expected in July.
Selection of key staff for ERP implementation is also complete. Jim Daniel will lead the ERP
implementation team and Dana Cook will lead the distributed systems and data management teams.
New organization charts are included in the meeting handouts. A steering committee has also been
formed. Information about the steering committee is on the ASMP website.
The committee inquired if there will be a cost to convert data to the new system. There will be costs and
those costs will be variable. Cost data can be collected, but that is not standard. Best and worst case
scenarios will be developed.
The committee inquired if Workday is ADA compliant. It is and various optional components are under
review.
It was noted that a six month timeframe for product installation may be tight given potential resource
constraints. The committee noted that change management processes will occur in tandem with ERP
installation. ERP installation is the priority. A Change Coordination Board will be headed by Kristi Fisher
to help organize resources.
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BSC Notes