June 5, 2014
Mission:
to provide a basis for
collaboration among its
member schools, both in
the sharing of
information technology
resources and in the
consolidation of
operating functions
where practical.
 Ellucian
Colleague
 Ellucian Portal
 Entrinsik’s Informer
 Softdocs doc eScan, eServe
 Blackbaud’s The Raiser’s Edge
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Shared software and licenses purchased as an
organization of 9000 FTE
Centralized hosting and support
One copy of the software
Production and Test instances for each school
Standardized implementation
Minimal customization or consensus on
customizations
Web or Citrix access to all applications
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Perform system updates
Maintain servers, perform
backups, manage DR site
Set up reporting fields/logic
Provide second level support
Conduct needs assessments
Train and consult
Manage Projects
Facilitate communication
ICE
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Support users
Disseminate information
Provide local project
management
Train users
Support reporting
Coordinate testing
School IT
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Implementation
◦ Approximately $750,000
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Ongoing
◦ Range from $150,000 - $300,000 annually
◦ Licenses, hardware, maintenance, staffing, Hosting/DR
◦ Based on three factors
 Shared costs formula: Equal Share plus FTE
 Projects
 School-specific options (i.e. Raiser’s Edge)
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Board
Advisory Council
IT partnerships
Subject matter experts
2006
7 schools
1997- 2000
5 schools
2012
8 schools
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Two years to full implementation
No customization until fully implemented
All schools set up the same General Ledger
structure
Common names for fields, codes, and forms
Adopt a “Train the Trainer” model
Business offices became FASB* compliant
*FASB = Financial Accounting Standards Board
◦ Each institution designated one dedicated
administrative database manager
 Single point of contact per institution with ICE
 ICE is single point of contact with Datatel/Ellucian
◦ Implementation Team at Emory & Henry College
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Database manager
CIO
CFO
Instructional Technologist (Head trainer)
College Treasurer
◦ All institutions’ implementation teams met for 3
days in Charleston for project management training
and to develop approach documents
◦ Set up training schedules at ICE and on campus
◦ Imported employee data and built/implemented
security classes by position
◦ Began training in Charleston with key stakeholders
(trainers)
◦ Kickoff event—IMPORTANT
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Datatel/Ellucian is standardized on HP printers
The need for good reporting tools
The need to implement common print forms
Network Infrastructure on each campus and at ICE
needs to be totally compatible
◦ Training for new staff and additional training for
current staff
◦ Ensuring that we are making maximum use of our
investment
◦ Ongoing compliance with best practices
◦ Addition/integration of other third party vendor
solutions
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Attrition
Reaching consensus
Budget neutrality
Fostering
communication
Combatting
complacency
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◦ Resources
◦ Knowledge
◦ Best Practices
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Challenges
Lower TCO
Technical expertise
Staff dedicated to
specific technologies
Sharing among schools
Power in numbers
Benefits
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Loss of control
Ownership of the program
No natural champion
Loss of power and possibly positions
Time, energy and cost to convert
Vendor support
Antitrust regulations
Geographical mindset
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Governance
Trust
Buy In on ALL Levels
Culture of Collaboration and Compromise
Communication
Adaptability
Recognizing unique needs and strategies
Lorraine Abraham
276-944-6808
labraham@ehc.edu
Shelley Nason
304-340-3722
snason@iceschools.org