What’s in a name?
NEXUS
……to link or connect
WORDS
Datatel
ERP
Enterprise Resource Planning
Colleague
A Brief History
SIS Steering committee established
in May 2000
 SIS High Level Requirements report
issued addressing future needs of
the SIS
 Report approved in November 2002
 Presidents Council requested a cost
analysis of purchasing or developing
an new SIS

A History cont’d






Two vendor demonstrations in 2003/04
At the same time HR indicated an urgent
need for a HRIS
SIS + HRIS + Finance = ERP
Presidents Council approved RFP
ERP Evaluation committee recommended
Colleague
Contract with Datatel signed in December
2004
What is Colleague?
An integrated system to manage
• Human Resources
• Finance
• Enrolment Services
Who is








?
37 year old company
25 years exclusively focused on postsecondary education
659 clients in Canada, USA, Guam and
Puerto Rica
$95.6M in revenue (2004)
Average 8% profit growth over the last
five years
Debt free
98% employee retention rate
Average employee tenure: 7yrs
Why

?
Datatel’s Clients represent a wide spectrum of the
Higher Education community.

Datatel is client-centric.

Datatel is focused on Higher Education
exclusively.

Datatel forms partnerships with its clients
The Product
Datatel Colleague
Core System Solution
Person Demographics
Human Resource
System Solution
Web
Advisor
Financial System
Solution
Web
Advisor
Student System
Solution
Web
Advisor
Organization Demographics
Facilities
Scheduling
Communication Mgmt
Activities & Events
Sponsored Projects
Human Resources
Human Resource
System Solution
Web Advisor
Personnel Management
Core System
Solution
Financial System
Solution
Position Budgeting
Payroll
Student System
Solution
Financial System
Financial System
Solutions
Core System
Solution
Web Advisor
Financial Planning
Budget Management
Position Budgeting
Financial Management
G/L
Purchasing
A/P
A/R
Cash Receipts
Projects Accounting
Student System
Solution
Operations Management
Fixed Assets
Physical Plant
Facilities Profile
Human Resource
System Solution
Student System
Student System Solutions
Web Advisor
Core System
Solution
Instructional Management
Faculty Information
Curriculum Management
Enrollment Management
Recruitment and Admissions
Financial Aid
Registration
Academic Records
Degree Audit
A/R
Cash Receipts
Financial System
Solution
Human Resource
System Solution
Project Product - 3rd Party
Software
Active Apply
 Business Objects Crystal Enterprise
Professional Version 10
 FRx Software – Professional Edition

Implementation Phases
PROJECT
LAUNCH
DESIGN AND
PLANNING
TESTING
ADOPTION
AND LIVE
OPERATION
PROJECT
REVIEW
Select Project
Leadership
Install Hardware
Install Software
Connect Devices
Begin Tech
Training
Select Teams
Conduct Needs
Assessment
Prepare for Class
Attend Module Class
Decide Processes
Decide Usage
Decide Codes
Consult with Datatel
Practice
Practice More
Plan Data Conversion
Build TEST Plan
Write Procedures
Analyze Reports
Analyze Forms
Decide Security
Analyze WP
needs
Consult with
Datatel
Build Reports
Test Conversions
“Live” Simulation
Train Users
Set Security
Test Reports
Enter LIVE Codes
Enter Data
Run Conversions
Go LIVE!
Cleanup Data
Interview key users
Document issues
Plan next steps
Publicize plan
Meet with executives
to review project
deliverables,
accomplishments and
next steps
College Mission Statement
To build a prosperous and
sustainable Manitoba through high
quality applied education,
partnerships and research focused
on advancing the economic, cultural
and social progress of people.
Related College Objective
Integrate information technology in
the delivery, operation and
management of all college programs
and services
RRC Strategic Plan 2005 - 2010
Project Mission Statement
To implement, within time and
budget constraints, an integrated
information system that supports the
mission and goals of Red River
College
Project Goals









Improve services to internal and external customers
Assess and adopt appropriate best business practices
from post-secondary institutions
Improve integration of information systems
Provide student and staff with enhanced access to web
enabled services and information
Provide reliable, consistent, and timely information to
internal and external stakeholders
Meet provincial and federal reporting requirements
Enhance decision-making and planning capabilities
Improve communications to all constituent groups
Increase institutional knowledge and awareness
Project Objectives
We will have succeeded when:
 Purchased Datatel modules are fully implemented
and in day to day use
 Employees are fully trained in modules applicable
to their job responsibilities
 Useful, timely and accurate reports are available
to users
 Information and services for prospective and
current students, faculty and staff are available
via the web, thus creating a self service
environment
 Efficiency is improved with automated workflow
 Dependency on printed material is reduced
Project Objectives cont’d
We will accomplish this by:
 Continuous senior management support
 Careful planning, execution and evaluation
 Teamwork, support and encouragement
 Effective communication
 Commitment to the College and project goals
 Adaptability to and acceptance of change
 Training, training and more training
 A sound partnership with Datatel Inc.
 Timely decision making
 Organizational flexibility
Major Milestones
HUMAN RESOURCES
Payroll
Personnel
January 2006
October 2006
FINANCE
General Ledger
A/P and Purchasing
A/R and Cash Receipts
January 2006
July 2006
March 2007
STUDENT
Curriculum Management
Recruitment and Admissions
Financial Aid
Academic Records and Registration
Degree Audit
December 2006
December 2006
March 2007
March 2007
December 2007
Assumptions








The ‘vanilla’ version will be implemented,
Currently integrated legacy systems will be evaluated
before being integrated with Colleague
Changes/enhancements to legacy systems will not be
performed unless deemed critical
Local systems to be replaced by Colleague will be
eliminated
Training and consulting will provide sufficient information to
allow for informed decision making about usage
Process mapping will be applied to current processes not
supported by Colleague to develop improved services
Major functionality will be achieved by December 2007
Access to key historic data will be available
Constraints



Access to computers is not available to all
RRC staff
Approved budget for the project cannot
exceed $4.4 million.
Historic data will not necessarily be
converted into Colleague
Project Organization
Executive Committee
Steering Committee
Datatel Business
Practices Manager
Project Leader
Functional Team Leads
CORE
Team
Human
Resource
Team
Finance
Team
Student
Team
IT
Team
Key Roles
Sponsor
RRC Executive Committee
Cathy Rushton
Pat Bozyk
David Rew
Debbie Baxter
Judy McMullen
Leslie Patterson
John Baryliuk
Don Wiebe
Executive Sponsor
Executive Sponsor
Project Leader
Team Leader, Student
Team Leader, Finance
Team Leader, Human Resources
Team Leader, Computer Services
Team Leader, Core
Role Responsibilities
Executive Sponsors
Liaison to Executive Committee
 Senior members responsible for

• Student
• Human Resources
• IT
• Finance
Senior responsibility for project
budget
 Remove barriers at senior levels

Project Leader

Overall responsibility for the project
• time, cost, scope
Chair Steering Committee
 Primary contact with Datatel BPM
 Face of the project
 Ex Officio on project teams

Team Leaders
Lead their respective teams
 Lead the change process in their
area
 Coordinate all aspects of their project
 Liaise between different areas of the
College impacted by their team
activities
 Member of Steering Committee

Teams
Process Map existing processes
 Develop Colleague processes
 Implement Colleague into their
functional areas
 Liaise with other teams

Core Team
Don Wiebe, Team Leader
Greg Dyck
Kathy Keon
Judy McMullen
Carlene Besner
Sharon Mulligan
Debbie Baxter
Cam Asher
Leslie Patterson
Pam Grimshaw
Lori Skinner
David Rew
IT Team
John Baryliuk, Team Leader
Coleen Vieville
Gilles LaFleur
Don Wiebe
Damien Rondeau
Greg Dyck
Human Resources Team
Leslie Patterson, Team Leader
Shaneesa Ferguson
Shirley Shaley
Della Cantin
Kathy Keon
Damien Rondeau
Don Wiebe
Finance Team
Judy McMullen, Team Leader
Bev Beitz
Mitch Marcoux
Alison Ivey
Kathy Keon
Bev Husak
Teri Lynn Lovenjak
Elizabeth Toner
Allison Peterson
Coleen Vieville
Gilles LaFleur
Debbie Baxter
Student Team
Debbie Baxter, Team Leader
Carlene Besner
Lorrie Kratzer
Sharon Mulligan
Gilles Lafleur
Greg Dyck
Lori Skinner
Mary-Ellen Hogue
Patti-Ann Goods
Judy McMullen
Joanne Gonda
Keeping up with developments
Information Sessions
 Project website
http://www.rrc.mb.ca/projectnexus


Call the Project Leader