an introduction to enterprise application services•business process analysis • process...

AN INTRODUCTION TO

ENTERPRISE APPLICATION SERVICES

Today’s Topics

• Who We Are?

• What do we do?

• Our Challenges and Opportunities.

• Open Dialogue – What can we do better to serve your unit and Western

community

Our Purposes

To support the mission of Western Washington University by partnering with campus –

Leverage the strength of our internal resources and existing systems

deliver complete, maintainable & sustainable solutions in an organized and timely manner

provide effective, efficient and prudent support

ADMCSV1

NEW EAS

DB, PMO, API

EAS

ADMCSV2

• Database Admin

• System Analysts

• Banner Helpdesk

• Technical

Services

• Database Admin

• System Analysts

• System Analysts

(Focus on B9)

• Database Management &

Systems Maintenance

• Project Management Office

• Analysis, Programming &

Integration Team

ADMCS / EAS Revolution

2018

2019

Enterprise Application

Services

Database Administration &

Systems Maintenance

Project Management

Office

(PMO)

Analysis, Programming & Integration (API)

• Central Database Mgmt

• Data Structure Activities

• Database Maintenances

• Upgrading software

• Debugging

• Performance Tuning

• Data Security

• Restore data when needed

• Business Process Analysis

• Process Re-engineering

• Design New Processes

• Provide Recommendations for

improvement

• Project Management

• Manage Projects

• Execute Directives

• Motivate The Team

• Control Tasks &Timeline

• Track Budgets

• Keep the Project Organized

• Monitor Upstream & Downstream

impacts

• Application Management

• Business & System Process

Analysis

• Design & Development Life

Cycle

• Troubleshooting

• Technical Documentation

• Introduce New Tools to Campus

users

• Ongoing Systems Maintenance

Best Practices Consulting Collaborating Project Implementation DocumentationMentoring Standardization Risk Awareness Relationship Building Training

Database Administration &

Systems Maintenance

Database Administration & Systems Maintenance

• Central Database Mgmt

• Data Structure Activities

• Database Maintenances

• Upgrading software

• Debugging

• Performance Tuning

• Data Security

• Restore data when needed

Jeff Packer

Senior Database

Administrator

Aoife Finch

Assistant Database

Administrator

(50%)


2014 2019

8 (1.5 FTE) 21 (1.5 FTE)

Our Statistics - Oracle Databases

MillFAST Budget

MillFAST HR

Our Statistics - SQL Databases

Managed Metadata Service_410f3b9c73aa48d9ba261ea68aa9fb0b

Search_Service_Application_1_AnalyticsReportingStoreDB_85938c1ff9a64245a0d2a10b35a97a8d

Search_Service_Application_1_DB_b8da9282ef6d424f969eaa4632bf116e

Search_Service_Application_DB_225c1ef030ab4bf899546e924c85ae53

WSS_Content_c36d0c9978e94181a1c86187e22bc045

WSS_MSWSS-3__BusinessDataConnectivityService

WSS_MSWSS-3__ManagedMetadataService

WSS_MSWSS-3__PerformancePoint

WSS_MSWSS-3__SecureStore

WSS_MSWSS-3__StateService

WSS_MSWSS-3__UsageandHealthDataCollectionService

WSS_MSWSS-3__WordAutomationService

WSS_MSWSS-3_Admin

WSS_MSWSS-3_BOT_Content

WSS_MSWSS-3_Config

WSS_MSWSS-3_Main_Content2

WSS_MSWSS-3_Main_Content3

WSS_MSWSS-3_Migrate_Content

WSS_MSWSS-3_MySite_Content

WSS_MSWSS-3_Profile1

WSS_MSWSS-3_Social1

WSS_MSWSS-3_Sync1

WSS_MSWSS-3_TEST_Content

WSS_MSWSS-3_TEST123_Content

WSS_MSWSS-3_TEST999_Content

WSS_MSWSS-3_Trustees_Content

WSS_MSWSS-4_Search

Our Statistics - # of Banner Updates & Patches

84

28892

101

-30

20

70

120

170

220

270

320

370

420

2018 2019 Projected

Update & Patches # of Databases FTE

1.5 FTE

Project Management Office

• Business Process Analysis

• Process Re-engineering

• Design New Processes

• Provide Recommendations for

improvement

• Project Management

• Manage Projects

• Execute Directives

• Motivate The Team

• Control Tasks &Timeline

• Track Budgets

• Keep the Project Organized

• Monitor Upstream & Downstream

impacts

Deborah Frost

Project Manager

Heidi Ling

Project Manager

Eric Spanitz

Project Manager

Dawn Child

Project Analysis

40%

Meredith Jarvis

Project Assistant

10%


Identification• Identify the processes

• Identify key stakeholders and staff

• Determine the scope of the BPA

• Understand stakeholder issues &

concerns

• Set timeline

Process Analysis• Facilitate process analysis sessions

• Interview stakeholders individually

• Collect pain points

• Identify opportunities

• Collect relevant information

Communications,

Implementation & Training• Review recommendations with

stakeholders

• Discuss action items

• Develop plans for implementation of action items

• Identify groups that will impact by the change

• Develop and send communications

• Analyze and adjust changes based on feedback

• Invest feedback into stakeholder engagement

• Organize training

Gap Analysis• Map all processes

• Identify gaps from the analysis

• Identify areas that needs

improvement

• Review maps with stakeholders

• Conduct additional research

• Prepare Recommendation Paper

BUSINESS PROCESS ANALYSIS

Project Approach

Initiating PlanningExecution

and ControlClosing

• Define the project

goal, scope,

approach

• Define desired

outcomes –

benefits, measures

of success

• Engage with the

sponsor

• Identify and

manage budgetary,

timeline and other

constrains

• Define roles and

responsibilities

• Map out critical

steps and

interdependencies

• Maintain a project plan

• Manage your sponsors and stakeholders

• Maintain risk, issue, action and decision logs

• Develop and maintain good working practices

• Ensure that

anticipated

outcomes have

been delivered

(benefits

realization)

• Capture and share

learnings

Project Management Best Practices

Project Management

Integration Management

Risk Management

Communication Management

Scope Management

Time Management

Cost Management

Resource Management

Quality Management

Business Process Analysis

Current – 2019

Scholarship process – across multiple divisions & departments

HRIS & PageUp Integration Audit Process

In the pipeline –

Transfer Articulation – Admission & Registrar Office

Telecom Helpdesk Workflow Analysis

Current Projects Last

Status

Curren

t Status

Admission CRM – SLATE Implementation (ESS –Admission)) N/A

SHC – Electronic Medical Record System (ESS - SHC)

Implementation of Continuing Education – Banner Student (ESS

– Registrar / EE)

TEM SAP Concur Implementation (BFA)

myWestern Replacement (AA / ITS) N/A

Banner 9 Self-Service – General Profile & Registration (AA / ITS

- Campus-Wide)N/A

Campus-Wide Banking Services RFP (BFA – Campus-Wide)

Status Legend:On plan, but issues may

impact final deliveryWill not achieve plan

unless issues resolved

On plan; no

significant issuesComplete

CURRENT PROJECTSDASHBOARD

2018 2021

Today

STARTS MONTH 1 - 12 STARTS MONTH 13-24 STARTS MONTH 25-36

Advancement CRM

Continuing Education in Banner (Non-Credit)

EMS Upgrade

SHC-Electronic Medical Record RFP & Implementation

Donor Scholarship BPA & RFP

Campus-Wide Banking & Related Services RFP

Banner 9 Self-Service

TEM Replacement

Admission CRM - Phase 1

MyWestern Replacement

Ethos-Adv CRM

Faculty Evaluation (TBD)

Reporting/BI Rethink (Argos)

MillFAST Student Module

Banner Acct Mgt Redesign

MFA Rollout

Banner FLAC

Nolij Replacement

Whole Disk Encryption Pilot

Network Upgrade (Pending Funding)

Phone Migration to SfB (Pending Funding)

Payment Gateway CashNet Replacement

WESTERN PROJECT LIST – APPROVED & PENDING

Priority 1 (starts months 1-12)

Priority 2 (starts months 13-24)

Priority 3 (starts month 25-36)

Legends:

Analysis, Programming &

Integration Team

EAS Historical Org Structure

Jim O’Harra

Students, Data Warehouse &

Power BI, eSign

Anything Students

• Curt Thomsen

• Taylor Rhea

• Scott Giles

• Jim Kelly

• Guylaine Lalonde

• Linda Norman – retiring in May 2019

Steve Weinberg

All Related to Finance &

Human Resources

Anything Business

• Leland Anderson

• Lynda Baker

• Matt Taylor

Shared ResourcesEd Kaeufer – 50% eSign, 50% Others

Tim Neubauer – 75%

Analysis, Programming & Integration (API)

• Application Management

• Business & System Process

Analysis

• Design & Development Life

Cycle

• Troubleshooting

• Technical Documentation

• Introduce New Tools to Campus

users

• Best Practices

• Consulting

• Collaborating

• Project Implementation

• Documentation

• Mentoring

• Standardizing

• Risk Awareness

• Relationship Building

• Training

Needs from CampusAdmission

Finance

Financial Aid

Human Resources

Payroll

Registrar

Web4U, Self-Services

Extended Ed

A lot of Misc.

Jim Kelly

Scott Giles

Taylor Rhea

Curt Thomsen

Matt Taylor

Guylaine Lalonde

Ed Kaeufer

Tim Neubauer

75%

Leland Anderson

Linda Norman

Lynda Baker

Jim

O’H

arr

a

Some Statistics – Analysis, Applications & Integration Team

594492

698

423

711

924

146

236

0

200

400

600

800

1000

1200

2014 2015 2016 2017 2018 Projected 2019

Programming Requests & Issues Support

Programming Requests Issues & Support

1,160

857

Average Analyst’s Output/Year 2018 Actual = 80

Projected Average Analyst’s Output/Year 2019 = 129 Programs

Statistics – Analysis, Applications & Integration – Esign Team

Forms, 264

Forms, 70

Forms, 156Forms, 124

Days35

Days, 32

Days, 24

Days, 10

0

5

10

15

20

25

30

35

40

0

50

100

150

200

250

300

2016 2017 2018 2019 Projected

# of Days# of Forms Completed Esign Forms & Average Days Per Form

Esign Completed Avg Days per Esign Linear (Avg Days per Esign)

Database Management & Systems Maintenance

84

28892

101

-30

20

70

120

170

220

270

320

370

420

2018 2019 Projected

Update & Patches # of Databases FTE

1.5 FTE

• Between 2015-2018, an

increase of 25 Oracle

Databases

• Complex systems &

environment

• Same patches have to be

applied to multiple

environments

• Resources – flat at 1.5FTE

Eclipse

Java

Morphis

GIT

PL/SQL

Tomcat

Banner 9

Admin Pages

Oracle Forms

PL/SQL

Java

WebLogic

Banner 8

Admin Pages

Intellij

Groovy/Grails

Angular.js

Tomcat

Banner 9

Self-Service

PL/SQL

Shell/Bash

C/Cobol

Unix

FormFusion

Java

Perl

Zwriter

Banner Workflow

Banner

Application

Processing

PL/SQL

HTML

CSS

JavaScript

Web4U

Class Finder

TCEG

Transfer

ASP.Net

Visual Basic

C#

IIS/Windows Servers

Custom Apps

Esign

Bullseye

FACTbook

UPortal

Tomcat

JavaScript

Angular

myWestern

Skills We Need to Support Those Systems

Java

PL/SQL

Groovy

SFTP

Perl

Shell/Bash

Cron

System Interfaces

Java

Tomcat

All University

Listing

API Team

• High demand from campus requires shorter turnaround

time

• New software/technologies requires new skills

• Process Differences – no standardization – more

customization

• Upcoming retirement, steep learning curve for new

employees

Project Management Office

• Still in infancy stage

• All new project managers

• New concept of project management with campus

• Promote the value of project management

PMO – Five Stages to Maturity

End Dec 2021

Personnel, Methodology

Continuous Evolution

Tools Adjust to Changing Needs

Adoption Widespread

Center of Excellence

Level 5+

End Dec 2020

Personnel, Methodology

Approved

Tools Used Adeptly

Adoption Widespread

Learnings Capture Focused

Level 4

End Jun 2020

Personnel, Methodology in

Place

Updated Tools in Place

Change Management

Level 3

End Dec 2019


Place

Updated Tools in Place

Level 2

End June 2019


Place

Level 1

Now

As-Is State

Level 0

University Executives

President / Vice Presidents

IT Advisory Committee (ITAC)

AA BFA ESS UA URM AS GSAC

Admin

Technology

Academic

Technology

Student

Technology

Research

Technology

IT Advisory Committee Structure & Prioritization

Explore & Share Existing Systems

• Breakdown Silo

Assets Management AiM • Billing for other systems e.g. Telephone charges

Slate – Student Life Cycle• Financial Aid

• Registrar Office

• Family Outreach

SAP Concur• Personal Reimbursement

Existing Baseline Functionalities within Banner 9 • FLAC

Leverage Internal Skills

• Cross-train developers for faster turnaround time

• In-house Development of solutions

• Train new skills and retain talents

Your Input on what can we do better to serve your

unit and Western community?

an introduction to enterprise application services•business process analysis • process...

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