SOFTWARE BUSINESS CASE
REPLACEMENT FOR R25
TABLE OF CONTENTS
EXECUTIVE SUMMARY .............................................................................................................................2
1.
Problem Definition ......................................................................................................................3
2.
Addressing Problem with CWU existing tools and products (i.e. PeopleSoft) .................................3
3.
Organizational Impact .................................................................................................................3
4.
Benefits ......................................................................................................................................4
5.
Strategic Alignment .....................................................................................................................4
6.
Cost ............................................................................................................................................4
7.
Alternatives (add lines as necessary) ............................................................................................5
8.
Timing / Schedule (add lines as necessary) ...................................................................................6
9.
Technology Migration/Resource Identification .............................................................................6
10. Product Life/Application Sunsetting or Decommissioning ............................................................7
11. References .................................................................................................................................7
12. Recommendation .......................................................................................................................7
13. Approvals...................................................................................................................................7
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EXECUTIVE SUMMARY
The current scheduling system is at end of life, outdated and will not be supported in the future. The
current system does not allow for business continuity in the event of a server failure. The event module
within the current system does not currently meet the needs for Student Union Operations &
Scheduling and is not a stable platform. The Registrar’s Office, University Facilities Planning and Student
Union Operations & Scheduling use components of the current system and are searching for a solution
that will improve business processes, continuity and perhaps expanded capabilities. Conferencing has
been directed by the AVP of Finance & Business Auxiliaries to find an online events payment option.
Resource 25, the current scheduling system, will soon be at End of Life. While technical support will
continue for some time, no further development or patch work will be done. The Registrar Office relies
heavily on the academic scheduling portion, University Facility Planning relies heavily on custom reports
provided by the vendor at a cost of $8000/year and while the Student Union Operations & Scheduling
uses the academic scheduling for their events, this is not a good fit for them. The Conference Center
does not use R25 directly but relies on the Scheduling Center to help them reserve rooms for their
events.
Two affordable options available and in use at other Universities, R25Live and EMS, were researched by
all three departments. Neither EMS nor 25Live were sufficient enough to replace the Conference
Centers existing system but that may be a future consideration as both software vendors have plans to
expand that module in their future business plans. In the meantime, the Conference Center is interested
in either EMS or 25Live’s online registration and payment modules, both of which can be purchased
separately from the main scheduling system.
Only R25Live met the minimum needs of the Registrar’s Office and Student Union Operations &
Scheduling.
Annual costs are:
R25 Live (web hosted)
$ 39,841
R25 Live (hosted on premises) $ 26,986
The first year cost with annual fee and initial licensing purchase, training, and set up are:
R25 Live (web hosted)
$ 93,841
R25 Live (hosted on premises) $ 88,006
Sponsoring Department(s):
Registrar’s Office
Student Union Operations & Scheduling
Date of Business Case Preparation:
05/2014
Contact Person Name/Phone: Lindsey Brown, Registrar 963-3076
New Product/Service
If there is a draft or sample contract, please provide a copy.
Renewal of Existing Product/Service – if checked, include background information.
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If there is a site license agreement, existing contract or new contract draft, please provide a
copy.
1. Problem Definition
The current R25 system is designed for old server structure, resulting in frequent downtime.
Many components of R25 are 32 bit applications and windows 2008 server is 64 bit,
resulting in compatibility issues. R25 has issued its last update and the current product will
not have future versions, patches, or fixes. PeopleSoft currently does not have an
enterprise scheduling solution. R25 has served as the centralized scheduling platform for
Registrar Services and Student Union Operations & Scheduling. Conferencing needs an
online registration and online payment option.
2. Addressing Problem with CWU existing tools and products (i.e. PeopleSoft)
PeopleSoft does not have the scheduling tools used by academics, conferencing and events.
Algorithms for room optimization and event scheduling needs are currently not available in
PeopleSoft.
3. Organizational Impact








R25 currently is being used by Registrar Services and academic departments for
scheduling, planning space usage, room assignments, finals schedules, etc.
R25 currently is being used by Student Union Operations & Scheduling for
scheduling and resource management of university events, meetings and
conferences.
R25 currently is being used by Facilities for their Space Usage Reporting.
The Conference Center currently has a self-contained, customized solution, but may
be able to use one R25Live for online payment.
The solutions proposed will require training for all stakeholders.
University Advancement/Events has their own event management software.
The new solution will need to obtain its room data from the AIM Space
Management Module for the room description and room information data.
The upgrade to a new solution will allow us to move our server to a centralized
location, improving security, maintenance and support.

All Stakeholders
Provost’s Office
Registrar’s Office
Student Union Operations & Scheduling
SURC Events
Conference Center
Catering
Facilities
All CWU Staff/Students/Faculty

Potential Partners/Primary Users
Registrar’s Office
Student Union Operations & Scheduling
SURC Events
Conference Center
3
University Facilities Planning

RFP Requirements Contributors (add lines as necessary) – May not be required
Department
Name
4. Benefits
Benefits may be realized in the following areas:

SURC Academic /event scheduling software of R25 Live offers more functionalities
and flexibilities on a more stable platform.

Web-based applications available for R25 Live, supported by LDAP and Shibboleth
(single sign on), making the software available to integrate into MyCWU and provide
for a better end-user experience.

Both products support mobile access.

Both products allow for online payments

This solution will allow similar and compatible use across campus and departments.
5. Strategic Alignment
An improved scheduling system will;
 enhance the effectiveness of student support services,
 increase the emphasis on and the opportunities for students, faculty and staff to
participate in research, scholarship and creative expression activities,
 increase the external funding received for research, scholarship and creative
expression by faculty, staff and students,
 enhance the commitment and the level of collaboration between the university and
external communities,
 increase participation in university sponsored life-long learning opportunities
between the University and external communities,
 maximize the financial resources to the University, and assure the efficient and
effective operations of the University through financial stewardship,
 develop and implement enrollment management and marketing plans that meet
the enrollment objectives of the University,
 provide the facility and technology infrastructure and services appropriate to meet
the University objectives, while maximizing sustainability and stewardship.
Link to CWU Strategic Plan:
http://www.cwu.edu/resources-reports/sites/cts.cwu.edu.resourcesreports/files/documents/2012%20CWU%20Strategic%20Plan.pdf
6. Cost
Current R25 System:
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R25 Program
PeopleSoft Interface License
Reporting X25
R25 Yearly Total
$ 10,738 – Paid by IS/2013-2014/renews 10-14
$
590 – Paid by IS/2013-2014/renews 10-14
$ 10,746 – Paid by Provost/2013-2014 renews 6-14
$ 22,074
Proposed Solutions:
R25 Live (X25/PS interface)
R25 Live (X25/PS interface)
Cloud Hosted
$ 36,890 On Premises
$ 24,987
Recurring
$ 39,841 Recurring
$ 26,986
Subtotal
Subtotal
(Includes Tax)
(Includes Tax)
One Time
Cost
Training (12)
Consulting /
Maintenance
N/A
Total to
Implement
$ 20,000 One Time Cost
$ 22,000
$ 15,000 Training (12)
$ 15,000 Consulting /
Maintenance
$ 15,000
$ 15,000
$ 93,841 Total to
Implement
5 Year Cost
$ 253,206 5 Year Cost
(Includes Tax)
(Includes Tax)
*New Hardware
$ 4,500
$ 88,006
$ 195,950
* Hardware Quote is based on using CWU’s existing virtual hardware, adding 4 virtual
servers, 4 server licenses and backup space.

Source of Funding (Project ID) or Description of the Source of Funding.
o Registrar Services is able to contribute $25,000 one-time funds for the
implementation.
o Student Union Operations & Scheduling is able to contribute $10,000 onetime funds for the implementation.
7. Alternatives (add lines as necessary)
Alternative
Reasons For Not Selecting Alternative
Do nothing, continue using R25
Will impact student success and CWU
service to students. Low level of successful
business continuity.
Our current billing issues could weaken our
relationships with the community and
external constituents.
Additional staff may be required in the
future to handle inefficiencies.
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8. Timing / Schedule (add lines as necessary)
Task
Target Date
Secure Funding
6/2014
Schedule with CollegeNet for onsite setup of new system
6/2014
Academic/Scheduling set up complete, provide training, GoLive
9/2014
* Current R25 system will remain active and running project is complete
9. Technology Migration/Resource Identification
Resource
Jan
Feb
Mar
Apr
May
June
July
Aug
Sept
Oct
Project Manager
20
15
15
15
5
Business Analyst
10
10
10
10
7
System Admin
40
20
20
20
20
Training
1
4
4
10
10
Networks/Ops
16
1
1
1
1
Registrar Services
5
40
20
10
10
10
Student Union
Operations &
Scheduling
Total Hours
5
40
20
5
97
130
90
71
53
30
6
Nov
Dec
20
20
20
10. Product Life/Application Sunsetting or Decommissioning
The scheduling program should be reviewed in five years for efficiency and assessment of
needs and/or changes required by changes in business processes. If event scheduling
capabilities are added, conferencing may be use the system and discontinue their
customized system.
11. References
Quotes from Judy Foster, Tacoma Community College:
“Right now we are currently using R25 and working with CollegeNET staff as we move
forward in the next two months. Last week we spent three packed meeting days with our
CollegeNET crew on implementation directives (data conversion, etc.) for moving forward
with the software. Their staff are wonderful with preparations on setting up a test database
for use to use soon.
We are excited, as we have wanted 25 live (web based) for a long time. Especially since
CollegeNET will, no longer support the old version.
Also it is uses object level security so that is a real plus in controlling users. Then there is
unlimited users licenses and calendars we can take advantage of in getting out our college
information about events. It will allow people to add the event to their calendar, and then
there are feature that allow users to buy tickets, etc.”
12. Recommendation
The implementation of a new R25 Live Enterprise scheduling system will allow compliance
to a supported operating system, allow business continuity for academic scheduling and add
online payment and online registration for conferencing.
13. Approvals
The following actions have been taken by the appropriate Sub-Council (ATAC or NonAcademic Sub-Council) and Enterprise Information System Committee (EISC):
Date
Action
By
6/2/2014
Approved, recommended some
changes to business case
ATAC Sub-council
6/10/2014
Approved
Non-Academic Sub-council
6/16/2014
Approved.
EISC
Upon approval by the Enterprise Information System Committee (EISC) or one of the two SubCouncils (Academic or Non-Academic), CWU procurement policies and procedures should be
used to initiate a purchase. Please contact the Purchasing office at x1001 with any questions
regarding the procurement process.
If you have any questions, please contact Sue Noce 963-2927, Ginger McIntosh 963-1466, or
Tina Short 963-2910.
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