Special Programs Administrative System Planning Macalester College

Administrative System Planning

This site contains planning documents pertaining to our review and decision about administrative data systems at Macalester. We have agreed to evaluate our current primary vendor and it's plan for system upgrade against other viable options. We are doing so in cooperation with four other Twin Cities clients of the same vendor so as to evaluate potential advantages of collaboration.

OVERALL CRITERIA

Click here for our top ten college-wide criteria for administrative systems.

Click here for a draft of these criteria applied to Jenzabar CX.

Click here for results of a survey of needs and trends among administrative departments that are very frequent CX users.

PLANS

At their meeting of October 10, the Board of Trustees Technology Committee recommended supplementing our inter-institutional planning with another process, exclusive to Macalester, that compares the integrated ERP strategy with one of selective upgrades. A draft summary of this planning objective is available here.

The Presidents of the collaborating Jenzabar colleges receive a periodic update on progress. The latest one is found here

Click here for a planning timetable recommended by the collaborating colleges. Note the vendor demos on December 2, 3 and 4.


AGENDAS - OCTOBER, 2003

Click here for agenda and background of the October 8 joint planning meetings at College of St. Catherine.

Click here for response forms for the October 8 and subsequent planning meetings. Word versions of these are available on the Admin M: (Common) drive under \Joel\AdminPlan.

Click here for the announcement of the meeting at 3 p.m., Monday, October 20 for Macalester College staff who have not yet had a review of or input into the planning process.

Click here for the announcement of a meeting of academic representatives from participating colleges at Macalester College Campus Center at 1:30 p.m., Wednesday, October 22.

Click here for the announcement of follow up meetings of some work groups on October 30. Those groups needing to do further work on their criteria statements will meet again at Macalester College, Campus Center.

The "process flow" groups, consisting of representatives from all the work groups, are being formed and members will be contacted soon. The purpose of these groups is to write statements to guide vendors as they demonstrate the flow of data across modules.

Click here for the planning recommendation form provided for departments and work groups other than those participating in the October 8 and 30 joint planning meetings. Please send the completed form to Joel Clemmer.


AGENDAS - NOVEMBER and DECEMBER, 2003

CIT data review with departments, continuing (see "Macalester Department Meetings")

Admin Systems Task Force

    Monday, November 10, 9:30 a.m. (click for minutes)
    Monday, November 24, 1:00 p.m.
    Monday, December 8, 8:30 - 10:00 a.m.

Collaborating CFOs and CIOs with Jenzabar CFO to review company viability, Friday, Nov. 21, 12 noon - 4:00 p.m, Bethel College

Collaborating colleges technical staff, Tuesday,  Nov. 25, 8 a.m., Macalester College

Macalester Senior Staff, Monday, Dec. 8, 10 a.m.

College staffs for assessment of vendor demos, Thursday, December 11, Northwestern College

Collaborating CIOs

   Thursday, Nov. 13, 2:30
   Monday, Dec. 15, 8 a.m.


MACALESTER DEPARTMENT MEETINGS

Supporting easy sharing of data is one of the primary functions of an administrative computing system. The best model of administrative system or systems for Macalester should be driven, in part, by how data flows among departments and users. To better understand that, CIT staff are meeting with departments known to be heavy administrative system users, exploring their system and data needs in general and mapping their primary data-sharing activity in particular. Our record, or data map, is not a complete inventory of data-relationships (that would take many pages!) but a visualization of the most critical ones.

There follow clickable data model maps in *.pdf format (i.e., Adobe Acrobat) in varying draft stages. Feedback to these is most welcome, particularly as written modifications on a copy of the draft. Send them to Geri Olson, Ramon Rentas or Joel Clemmer.

Academic Records data map

Admissions data map

Advancement data map

Business Services and General Ledger data map

Financial Aid data map

Human Resources and Payroll data map

Purchasing and Accounts Payable data map

Student Billing data map


VENDOR DEMOS

All vendor demos will take place at the William Mitchell School of Law. A detailed agenda with parking advice will be shared soon, as will forms for recording response to our system requirements and process flow needs. The demos are open to a reasonable number of participants from each institution (a maximum of ten per module per institution is suggested) and each institutions will consolidate it's response to maintain equity.

Map and directions to demo site at William Mitchell School of Law

December 2 - Agresso

December 3 - SCT

December 4 - Datatel

December 5 - PeopleSoft

December 11 - Meetings at Northwestern College to review and summarize response to vendor demos.


SYSTEM, BUSINESS AND TECHNICAL REQUIREMENTS

These are arranged by module or function and are the result of discussion among the participating colleges.

FUNCTIONAL REQUIREMENTS

Academic administration

Accounts Payable

Admissions

Advancement and Alumni

Alternative Education

Career Development

Degree Audit

Financial Aid

General Ledger, Accounts Receivable, Budget

Human Resources and Payroll

Purchasing

Registrar and scheduling

Student Billing

Student Life

Student Records


OTHER CRITERIA

Company and financial requirements

    These are contributed by the CFOs of the participating colleges.

Technical requirements

    Representatives of participating colleges met at Macalester College, 8 a.m., Tuesday, November 25 to discuss technical requirements.

PROCESS FLOWS

With these charts, we describe how data stored in our administrative systems move within and among departments to service the needs of our clients.

Summary intra-department process flows

Development and Alumni Affairs

Human Resources and Payroll

Non-personnel Operating Expense

Student Records

Student Billing


ERP REPORT

Draft outline of summary report

Examples of efficiencies and service improvements with an upgraded administrative system

Draft of final report (without appendices)

   

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