Improving Performance
Through an ERP Project
Dr. Michael Hites, PhD
New Mexico State University
Introduction: Changing of the “Gard”
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Why we needed an ERP
About New Mexico
Issues addressed by SGHE software
Our project
Outcomes
• This is not a product demo
“A Test of Leadership” Commission Findings
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Provide better information to high school students.
Provide information on quality and accountability.
Adapt to world altered by technology.
Measure and improve efficiency and productivity.
Share data seamlessly between institutions with clear
educational pathways for students.
• Develop privacy-protected higher education information
system (unit-record database)
Why an ERP was important to NMSU
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Single integrated data store
Replace NMSU’s current legacy systems
Integration with Blackboard
Establishes partners for the future (SGHE, Sun, Oracle)
Provides 24 hours a day, 7 days a week access
Eliminates social security ID number
Electronic signatures, forms and workflow
Ability to implement improved methods to track
recruitment and enrollment
About New Mexico State University
NMSU’s Presence in New Mexico
NMSU
Campuses
New Mexico FTE Distribution
UNM;
20,425; 48%
NMIMT;
1,477; 3%
Total: 42,235 FTE
NMSU New Mexico State Univ.
UNM University of New Mexico
NMIMT N. M. Inst. Of Mining & Tech.
WNMU Western New Mexico Univ.
NMHU New Mexico Highlands Univ.
ENMU Eastern New Mexico Univ.
NMHU;
2,327; 6%
ENMU;
3,099; 7%
WNMU;
1,997; 5%
NMSU;
12,910; 31%
NM High School Projections
NM High School Graduates
22,000
20,000
18,000
17,972
16,000
14,000
12,000
10,000
8,000
6,000
4,000
2,000
0
1990
2000
2010
Revised 6/28/04
About New Mexico
High Tech: X Prize
New Mexico Computing Applications Center
• Supercomputing for children in Science and Technology
• Modeling and simulation can address energy, environment,
water, health and security issues.
• Producing educational modules on science and engineering
that can be used throughout K-20.
• R&D in aerospace, bioscience, energy, information
technology, and nanotechnology.
Center Facilities
• Third fastest computer in the world
(Almost 200 TeraFlops)
• Up and running January 2008
• Center located at a research park in Albuquerque with
40,000 sq ft building housing up to 200 staff
• 60 full-time permanent staff
• 140 visiting staff, students, and business partners
• Fully-equipped gateways at NMSU, NMT, UNM,
Los Alamos, and Sandia
New Gateways for New Mexico
Gateways in
New Mexico to:
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Small Business
Large Business
Education
Municipalities
Shiprock
Farmington
Crownpoint
Gallup
El Rito
Taos
Espanola
Los Alamos
Santa Fe
Rio Rancho
Grants
Las Vegas
SF Comm College
Tucumcari
Clovis
Albuquerque
Las Lunas
Gateways to national and
international partners via
National LambdaRail & I2
Portales
Socorro
Ruidoso
T or C
Dona Ana
Silver City
Deming
Playas
Las Cruces
Roswell
Alamagordo
Carlsbad
NM Junior College
Hobbs
High Touch:
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Video conferencing
Remote medicine
Health information structures
Tele-imaging
Home healthcare
IDEAL – NM
Innovative Digital Education and Learning in
New Mexico
It is anticipated that IDEAL-NM will
have a major impact and within 5
years, all students graduating from a
New Mexico high school will have
experience with at least one on-line
course
Governor’s Press Release
October 27, 2006
IDEAL-NM Objectives
Establishing eLearning support system with:
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Public Education
Higher Education
State Government
Support system for eLearning will include:
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Statewide LMS and Web Conferencing Systems
Statewide Support Center (HD, ePortal, etc.)
Statewide Cyber Academy
Integration with SunGard HE Banner and Luminis
Current IT Environment for
Teaching, Learning and Students
Educause Top Ten IT Issues
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5.
6.
7.
8.
9.
10.
Funding IT
Security
Administrative/ERP/Information Systems
Identity/Access Management
Disaster Recovery/Business Continuity
Faculty Development, Support, & Training
Infrastructure
Strategic Planning
Course/Learning Management Systems
Governance, Organization, & Leadership for IT
The Demographic Revolution
Our Changing “Customers”
Craigslist.org beats Monster.com, Match.com
vs.
Our Changing “Customers”
Myspace.com beats MTV.com
Web 2.0
The
Net
Generation
The Social
Revolution
The
Economic
Revolution
vs.
Our Changing “Customers”
Wikipedia.org beats Britannica.com
Web 2.0
The
Net
Generation
The Social
Revolution
The
Economic
Revolution
vs.
Our Changing “Customers”
Blogger.com beat CNN.com
Web 2.0
The
Net
Generation
The Social
Revolution
The
Economic
Revolution
vs.
New Mexico
Data Sharing Task Force
Legislative Mandate
• House Memorial 42 – 2006 Legislature
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…the higher education department, representatives of
institutions of higher education, the public education
department, representatives of public schools, the
children youth and families department, and the office of
workforce training and development be requested to
establish shared student data systems from prekindergarten to post-secondary levels of education,
including adult basic education,…
Task Force Goals
Defined P-20 Mission:
• Statewide plan
Workforce
Development
• Data sharing
strategy
K-12 Education
Data Sharing
• Data sharing
methodology
Pre-K Education
• Research capability
Higher Education
The UNO Project:
Unifying NMSU Online
Software Replacement at NMSU
Old System
New System
(Banner…)
FRS
Finance
HRMS and EAF
Human Resources
Vistas and SAR
Student
SAM
Financial Aid
CMDS and AFW
Advancement
The building blocks of our
Unified Digital Campus
Various products that we use
SunGard HE products we use
• Banner (HR, Finance, Student, Fin Aid, Alumni)
• Luminis Platform
• Workflow
• Xtender
• ODS
• EDW
• E-Print
• Web self service
• Integration components
3rd Party Products
• Evisions Formfusion
• DARS
• Blackboard LMS and ID Card
• Cognos reporting
• Appworx
• Higher Markets
Achieving the UDC experience
Disconnected multi-system campus to
a homogenous and seamless
environment
Homogenous Means
• Never having to explain the complexities
of the system to the end user in order to
make it usable
• Creating a unified mental model of all
services at NMSU
• The systems react to all inputs, as
expected, 100% of the time
Seamless Means
• The systems appear to the end user as a
single layer of technology supporting the
business processes of the university
• All systems are aware of each other
• The left hand always knows what the right
hand is doing
Making it Homogenous and Seamless
End User
Display
Application
Hardware
Apps
Student/
Faculty etc.
Luminis
Integration
Create Account,
Reset Password
Sync Banner
Password
Portal
Create/ Reset
PIN
Workflow
Administrative
User
INB
Banner
Username,
NMSU ID #, PIN
Making it Homogenous and Seamless
• Unify credentials
– Single Sign On
– Centralized authentication
• Minimize access points
– Access through the Portal (MyNMSU)
• Applications aware of business process flow
– Provide what you need when you need it
– Automated notifications
• Provide a framework for future development
– Developer support
Access Points: Where We Were
• Disparate systems
• Multiple Usernames and
Passwords
• Maintenance costs (account
creation/expiration)
• Increased helpdesk load
• High cost to spread
awareness of new services
• Inconsistent branding
Minimize Access Points: Where We Are
• Few disparate systems
• Single username possible
through LDAP authentication
• Centralized account
maintenance
• Services centrally available as
framed content
• Branded under the portals
banner
Where we are going
• True single sign-on
• LDAP authentication coupled
with authorization (roles)
• Centralized account
maintenance
• Smart services based on user
roles
• New service awareness through
portal
Distributed Authorization
Central Authentication
• Luminis provides single sign on access to external
systems through one interface.
– Authentication is handled by Luminis LDAP
– Authorization is handled by individual applications
MyNMSU
Banner Self Service
SunGard HE
Workflow
UNO Security
• UNO Security is designed to support a
single login/password for end user
(SunOne Luminis LDAP)
– My.nmsu.edu portal
• Access to self-serve (user does not need to know
Banner ID and PIN).
• Access to email
– Dialup Authentication
– VPN Authentication
Provide a Framework for Future
Development
Steps to keep all online services
homogenous and seamless
My.nmsu.edu: Luminis
Centralized developer support
Docs, Product validation & approval
Giving Developers the Tools
Developers on Campus
Open
Standards
XML,XSL,
RSS
Channel Development Kit
Sample blank channels
LDAP
Authentication &
Authorization
Layout
Presentation &
Branding
Data Access
Access to relevant
developer databases
Channel
Session
Management
Luminis Portal Framework
Enhancing Business
Intelligence Solutions
Using ODS and Cognos
Reporting Strategies and Tools
Responsibility for Data Integrity and
Reporting is distributed throughout NMSU
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Based on ODS/EDW
Banner--> ODS --> Cognos
Cognos tools: ReportNet and PowerPlay
Other tools include Banner reports, Eprint, ODS/EDW
and direct access (TOAD)
Using ODS/Cognos
• Views
• Freezes
• Dimensions
• Cubes
• Used for finance, budget, enrollment,
recruiting, human resources
University-wide IT Role Definition
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DBA
ODS administration
Reporting tool administration
ETL administration
Reporting requirements
Report creation/support
Training
Business Intelligence Using ODS/Cognos
• Centralized data allows for easier
analysis and cross referencing
• Cognos allows aggregation of
data into cubes
• Examples: SCH, Roll-up finance
The UNO Project
Impact on
Enrollment Management
Enrollment Drop Before Project
Fall 2004 Headcount and FTE by Enrolled Campus
Headcount
Enrollment Campus
Alamogordo
Carlsbad
Dona Ana
Grants
Main
UNDUPLICATED TOTAL
9/6/03
1,850
1,236
5,590
636
16,174
23,584
FTE
9/11/04 % Change
1,795
-3.0%
1,236
0.0%
6,083
8.8%
690
8.5%
16,428
1.6%
24,302
3.0%
9/6/03
1,072.9
771.3
3,007.8
367.6
12,737.4
17,959.2
9/11/04 % Change
1,048.5
-2.3%
801.3
3.9%
3,339.9
11.0%
398.8
8.5%
12,909.8
1.4%
18,500.4
3.0%
Spring 2005 Headcount and FTE by Enrolled Campus
Headcount
Enrollment Campus
Alamogordo
Carlsbad
Dona Ana
Grants
Main
UNDUPLICATED TOTAL
1/30/04
1,794
1,239
5,086
637
15,202
22,479
1/29/05
1,725
1,169
5,724
612
14,992
22,607
FTE
% Change
-3.8%
-5.6%
12.5%
-3.9%
-1.4%
0.6%
1/30/04
1,036.5
743.9
2,834.6
386.6
12,052.4
17,055.4
1/29/05
979.1
746.1
3,176.0
370.9
11,886.5
17,159.9
% Change
-5.5%
0.3%
12.0%
-4.1%
-1.4%
0.6%
Enrollment Goals
•Retain in-state students
•Increase Native American enrollment
•Increase Engineering enrollment
•Increase Student Credit Hour (SCH) production
•Use data to understand best educational “pathway”
Most Recent Statistics
Fall 2007
Spring
2008
In addition, Engineering and Native American enrollments are up
Measurable Service Improvement
Help Desk Trouble Ticket
2004
2005
2006
Global ID
my NMSUUsername/Password
Total ID
1794
96
1890
0
3007
3007
0
888
888
Related Systems
WebCT Logon
Email Logon
Email receive/send
PIN
Email Programs
SCS Ventana
WebMail
WebCT Error
Dialup
Total Related Systems
797
675
572
510
128
29
16
49
245
3021
52
0
65
143
30
2
3
17
18
330
39
0
28
86
22
0
0
22
17
214
New Sytems
my.NMSU.Edu Portal
Work-Flow
INB Password
Web-Time Entry
Total New Systems
Grand Total
9
0
0
0
9
44
10
57
76
187
17
2
51
7
77
4920
3524
1179
80%
Reduction
Our Latest Benefit:
ERP as a Catalyst for Better IT Planning
ERP Drives Better Project Planning
• The Need For Change
• ERP requirements
• Auditor requirements
• Standardized project execution
• Provide project management standards
• IT software projects are truly “enterprise”
Old Prioritization Process
Enterprise Software
Clients
Each Client
determines priority
of projects within
their department
ICT (The IT people)
System, Network, Application Support
Execution directly
impacts support groups
and their clients
Other Enterprise
Clients
Customer Support
(Helpdesk/Training)
Overall prioritization
happens here
Old Prioritization Process - Disadvantages
• Overall project priority is not clear
– ICT is the implicit decision point
• Projects may not be aligned with NMSU strategic
goals
• Inefficient use and over-allocation of resources
• No lead time for planning
New Prioritization Process
Enterprise Software
Clients
3. Overall prioritization is
decided collectively by
Client Community
1. Criteria based
ICT (IT People)
ICT PMO
4. Prioritized
List
Prioritization Committee
2. Scope and
Data Points
System, Network, Application Support
Results in better resource
planning at support group level
Other Enterprise
Clients
Customer Support
(Helpdesk/Training)
New Prioritization Process -Advantages
• Overall project priority is clear
• Projects aligned with NMSU strategic goals
• Project priority decided collectively by client
community
• Better awareness of enterprise projects
• Better resource planning and allocation
• Bundle related projects from different clients
New Prioritization Process -Advantages
BETTER PLANNING
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BETTER PROJECTS
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HAPPY CUSTOMERS
Recent Process Success Stories
• Business needs and application support are now
aligned with NMSU strategic goals
• Cognos interface upgrade
• ODS backend upgrade
• Mainframe legacy data archival
We spend our time upgrading and improving rather
than re-coding
Current Banner Integration Projects
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Hobsons - Student recruiting and retention
PeopleAdmin - Applicant tracking
HigherMarkets - e-Procurement
Argis - Research grant tracking
MobileCampus - Text messaging
We let other companies do the work so we can
focus on strategy.
UNO Project Benefits
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One stop 24/7 web services
Vendor supported solution
Faster implementation of services
Recognition that Banner, Luminis, LDAP, ODS and Cognos
are shared, primary systems
• Better workflow, forms and processes
• Integration with other systems statewide
UNO Project Benefits
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Single integrated data store
Replaces NMSU’s legacy systems (5+)
Single sign-on
Integrated identity and role management
Decreased help desk support
Retirement of US$1M mainframe cost
Performance Outcomes
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Team building during service redesign
Measurable improvement in services
Created widespread availability of shared data
Enabled the “information culture” for strategic planning and
performance management
• Developed new, collaborative IT planning processes
throughout the university
• Increased enrollment
• Won Computerworld IT award
More Questions?