What’s in a name?What’s in a name?

…………to link or connectto link or connect

NEXUSNEXUS

WORDSWORDS

Colleague

Datatel

ERPEnterprise Resource Planning

A Brief HistoryA Brief History SIS Steering committee established SIS Steering committee established

in May 2000in May 2000 SIS High Level Requirements report SIS High Level Requirements report

issued addressing future needs of the issued addressing future needs of the SISSIS

Report approved in November 2002Report approved in November 2002 Presidents Council requested a cost Presidents Council requested a cost

analysis of purchasing or developing analysis of purchasing or developing an new SISan new SIS

A History cont’dA History cont’d Two vendor demonstrations in 2003/04Two vendor demonstrations in 2003/04 At the same time HR indicated an urgent At the same time HR indicated an urgent

need for a HRISneed for a HRIS SIS + HRIS + Finance = ERPSIS + HRIS + Finance = ERP Presidents Council approved RFPPresidents Council approved RFP ERP Evaluation committee recommended ERP Evaluation committee recommended

ColleagueColleague Contract with Datatel signed in December Contract with Datatel signed in December

20042004

What is Colleague?What is Colleague?

An integrated system to manageAn integrated system to manage• Human ResourcesHuman Resources• FinanceFinance• Enrolment ServicesEnrolment Services

Who isWho is 37 year old company37 year old company 25 years exclusively focused on post-25 years exclusively focused on post-

secondary educationsecondary education 659 clients in Canada, USA, Guam and 659 clients in Canada, USA, Guam and

Puerto RicaPuerto Rica $95.6M in revenue (2004)$95.6M in revenue (2004) Average 8% profit growth over the last five Average 8% profit growth over the last five

yearsyears Debt freeDebt free 98% employee retention rate98% employee retention rate Average employee tenure: 7yrsAverage employee tenure: 7yrs

?

Why

Datatel’s Clients represent a wide spectrum of the Datatel’s Clients represent a wide spectrum of the Higher Education community.Higher Education community.

Datatel is client-centric.Datatel is client-centric.

Datatel is focused on Higher Education exclusively.Datatel is focused on Higher Education exclusively.

Datatel forms partnerships with its clientsDatatel forms partnerships with its clients

?

The ProductThe Product

Datatel ColleagueDatatel Colleague

Core System Solution

Person Demographics

Organization Demographics

Facilities

Scheduling

Communication Mgmt

Activities & Events

Sponsored Projects

Student System Solution

Financial System Solution

Human Resource

System SolutionWeb

Advisor

Web Advisor

Web Advisor

Human ResourcesHuman Resources

Human Resource System Solution

Web Advisor

Personnel Management

Position Budgeting

Payroll

Student System Solution

Financial System Solution

Core System Solution

Financial SystemFinancial System

Financial System Solutions

Web Advisor

Financial PlanningBudget ManagementPosition Budgeting

Financial ManagementG/LPurchasingA/PA/RCash ReceiptsProjects Accounting

Operations ManagementFixed Assets

Physical Plant

Facilities Profile

Student System Solution

Human Resource System Solution

Core System Solution

Student SystemStudent System

Student System Solutions

Web Advisor

Instructional ManagementFaculty InformationCurriculum Management

Enrollment ManagementRecruitment and

AdmissionsFinancial AidRegistrationAcademic RecordsDegree AuditA/RCash Receipts

Financial System Solution

Human Resource System Solution

Core System Solution

Project Product - 3Project Product - 3rdrd Party Party SoftwareSoftware

Active ApplyActive Apply Business Objects Crystal Enterprise Business Objects Crystal Enterprise

Professional Version 10Professional Version 10 FRx Software – Professional EditionFRx Software – Professional Edition

Implementation PhasesImplementation PhasesPROJECT LAUNCH

Select Project Leadership Install Hardware Install Software Connect Devices Begin Tech TrainingSelect TeamsConduct Needs Assessment

DESIGN AND PLANNING

Prepare for ClassAttend Module ClassDecide Processes Decide Usage Decide Codes Consult with Datatel

PracticePractice More

Plan Data Conversion

TESTING

Build TEST Plan Write ProceduresAnalyze ReportsAnalyze FormsDecide SecurityAnalyze WP needs Consult with

Datatel Build Reports Test Conversions “Live” Simulation

ADOPTION AND LIVE OPERATION

Train Users Set Security Test Reports Enter LIVE Codes Enter Data Run Conversions Go LIVE! Cleanup Data

PROJECT REVIEW

Interview key users Document issuesPlan next stepsPublicize planMeet with executives to review project deliverables, accomplishments and next steps

College Mission StatementCollege Mission Statement

To build a prosperous and To build a prosperous and sustainable Manitoba through high sustainable Manitoba through high quality applied education, quality applied education, partnerships and research focused partnerships and research focused on advancing the economic, cultural on advancing the economic, cultural and social progress of people.and social progress of people.

Related College ObjectiveRelated College Objective

Integrate information technology in Integrate information technology in the delivery, operation and the delivery, operation and management of all college programs management of all college programs and servicesand services

RRC Strategic Plan 2005 - 2010

Project Mission StatementProject Mission Statement

To implement, within time and To implement, within time and budget constraints, an integrated budget constraints, an integrated information system that supports the information system that supports the mission and goals of Red River mission and goals of Red River CollegeCollege

Project GoalsProject Goals Improve services to internal and external customers Improve services to internal and external customers Assess and adopt appropriate best business practices Assess and adopt appropriate best business practices

from post-secondary institutions from post-secondary institutions Improve integration of information systems Improve integration of information systems Provide student and staff with enhanced access to web Provide student and staff with enhanced access to web

enabled services and information enabled services and information Provide reliable, consistent, and timely information to Provide reliable, consistent, and timely information to

internal and external stakeholders internal and external stakeholders Meet provincial and federal reporting requirements Meet provincial and federal reporting requirements Enhance decision-making and planning capabilities Enhance decision-making and planning capabilities Improve communications to all constituent groups Improve communications to all constituent groups Increase institutional knowledge and awareness Increase institutional knowledge and awareness

Project ObjectivesProject Objectives

We will have succeeded when:We will have succeeded when: Purchased Datatel modules are fully implemented Purchased Datatel modules are fully implemented

and in day to day useand in day to day use Employees are fully trained in modules applicable Employees are fully trained in modules applicable

to their job responsibilitiesto their job responsibilities Useful, timely and accurate reports are available Useful, timely and accurate reports are available

to users to users Information and services for prospective and Information and services for prospective and

current students, faculty and staff are available current students, faculty and staff are available via the web, thus creating a self service via the web, thus creating a self service environmentenvironment

Efficiency is improved with automated workflow Efficiency is improved with automated workflow Dependency on printed material is reducedDependency on printed material is reduced

Project Objectives cont’dProject Objectives cont’d

We will accomplish this by:We will accomplish this by: Continuous senior management supportContinuous senior management support Careful planning, execution and evaluationCareful planning, execution and evaluation Teamwork, support and encouragement Teamwork, support and encouragement Effective communicationEffective communication Commitment to the College and project goalsCommitment to the College and project goals Adaptability to and acceptance of changeAdaptability to and acceptance of change Training, training and more trainingTraining, training and more training A sound partnership with Datatel Inc.A sound partnership with Datatel Inc. Timely decision makingTimely decision making Organizational flexibilityOrganizational flexibility

Major MilestonesMajor MilestonesHUMAN RESOURCES

PayrollPersonnel

January 2006October 2006

FINANCEGeneral LedgerA/P and PurchasingA/R and Cash Receipts

January 2006July 2006March 2007

STUDENTCurriculum ManagementRecruitment and AdmissionsFinancial AidAcademic Records and RegistrationDegree Audit

December 2006December 2006March 2007March 2007December 2007

AssumptionsAssumptions The ‘vanilla’ version will be implemented, The ‘vanilla’ version will be implemented, Currently integrated legacy systems will be evaluated Currently integrated legacy systems will be evaluated

before being integrated with Colleague before being integrated with Colleague Changes/enhancements to legacy systems will not be Changes/enhancements to legacy systems will not be

performed unless deemed critical performed unless deemed critical Local systems to be replaced by Colleague will be Local systems to be replaced by Colleague will be

eliminatedeliminated Training and consulting will provide sufficient information to Training and consulting will provide sufficient information to

allow for informed decision making about usageallow for informed decision making about usage Process mapping will be applied to current processes not Process mapping will be applied to current processes not

supported by Colleague to develop improved servicessupported by Colleague to develop improved services Major functionality will be achieved by December 2007Major functionality will be achieved by December 2007 Access to key historic data will be availableAccess to key historic data will be available

ConstraintsConstraints

Access to computers is not available to all Access to computers is not available to all RRC staffRRC staff

Approved budget for the project cannot Approved budget for the project cannot exceed $4.4 million.exceed $4.4 million.

Historic data will not necessarily be Historic data will not necessarily be converted into Colleagueconverted into Colleague

Project OrganizationProject OrganizationExecutive Committee

Steering Committee

Human Resource

Team

Datatel Business Practices Manager Project Leader

Functional Team Leads

Finance Team

Student Team

IT Team

CORETeam

Key RolesKey RolesSponsorSponsor RRC Executive CommitteeRRC Executive Committee

Cathy RushtonCathy Rushton Executive SponsorExecutive Sponsor

Pat BozykPat Bozyk Executive SponsorExecutive Sponsor

David RewDavid Rew Project LeaderProject Leader

Debbie BaxterDebbie Baxter Team Leader, StudentTeam Leader, Student

Judy McMullenJudy McMullen Team Leader, FinanceTeam Leader, Finance

Leslie PattersonLeslie Patterson Team Leader, Human ResourcesTeam Leader, Human Resources

John BaryliukJohn Baryliuk Team Leader, Computer ServicesTeam Leader, Computer Services

Don WiebeDon Wiebe Team Leader, CoreTeam Leader, Core

Role ResponsibilitiesRole Responsibilities

Executive SponsorsExecutive Sponsors Liaison to Executive CommitteeLiaison to Executive Committee Senior members responsible for Senior members responsible for

• StudentStudent• Human ResourcesHuman Resources• ITIT• FinanceFinance

Senior responsibility for project Senior responsibility for project budgetbudget

Remove barriers at senior levelsRemove barriers at senior levels

Project LeaderProject Leader

Overall responsibility for the projectOverall responsibility for the project• time, cost, scopetime, cost, scope

Chair Steering CommitteeChair Steering Committee Primary contact with Datatel BPMPrimary contact with Datatel BPM Face of the projectFace of the project Ex Officio on project teamsEx Officio on project teams

Team LeadersTeam Leaders

Lead their respective teamsLead their respective teams Lead the change process in their Lead the change process in their

areaarea Coordinate all aspects of their projectCoordinate all aspects of their project Liaise between different areas of the Liaise between different areas of the

College impacted by their team College impacted by their team activitiesactivities

Member of Steering CommitteeMember of Steering Committee

TeamsTeams

Process Map existing processesProcess Map existing processes Develop Colleague processesDevelop Colleague processes Implement Colleague into their Implement Colleague into their

functional areasfunctional areas Liaise with other teamsLiaise with other teams

Core TeamCore TeamDon Wiebe, Team LeaderDon Wiebe, Team LeaderGreg DyckGreg DyckKathy KeonKathy KeonJudy McMullenJudy McMullenCarlene BesnerCarlene BesnerSharon MulliganSharon MulliganDebbie BaxterDebbie BaxterCam AsherCam AsherLeslie PattersonLeslie PattersonPam GrimshawPam GrimshawLori SkinnerLori SkinnerDavid Rew David Rew

IT TeamIT Team

John Baryliuk, Team LeaderJohn Baryliuk, Team Leader

Coleen VievilleColeen Vieville

Gilles LaFleurGilles LaFleur

Don WiebeDon Wiebe

Damien RondeauDamien Rondeau

Greg DyckGreg Dyck

Human Resources TeamHuman Resources Team

Leslie Patterson, Team LeaderLeslie Patterson, Team Leader

Shaneesa FergusonShaneesa Ferguson

Shirley ShaleyShirley Shaley

Della CantinDella Cantin

Kathy KeonKathy Keon

Damien RondeauDamien Rondeau

Don WiebeDon Wiebe

Finance TeamFinance Team

Judy McMullen, Team LeaderJudy McMullen, Team LeaderBev BeitzBev BeitzMitch MarcouxMitch MarcouxAlison IveyAlison IveyKathy KeonKathy KeonBev HusakBev HusakTeri Lynn LovenjakTeri Lynn LovenjakElizabeth TonerElizabeth TonerAllison PetersonAllison PetersonColeen VievilleColeen VievilleGilles LaFleur Gilles LaFleur Debbie BaxterDebbie Baxter

Student TeamStudent TeamDebbie Baxter, Team LeaderDebbie Baxter, Team LeaderCarlene Besner Carlene Besner Lorrie KratzerLorrie KratzerSharon MulliganSharon MulliganGilles LafleurGilles LafleurGreg DyckGreg DyckLori SkinnerLori SkinnerMary-Ellen HogueMary-Ellen HoguePatti-Ann GoodsPatti-Ann GoodsJudy McMullenJudy McMullenJoanne GondaJoanne Gonda

Keeping up with developmentsKeeping up with developments

Information SessionsInformation Sessions Project website Project website

http://www.rrc.mb.ca/projectnexushttp://www.rrc.mb.ca/projectnexus

Call the Project LeaderCall the Project Leader