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Administrative System PlanningThis 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. Click here for a planning timetable recommended by the collaborating colleges. Note the vendor demos on December 2, 3 and 4.
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) 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
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. Business Services and General Ledger
data map Human Resources and Payroll data
map Purchasing and Accounts Payable
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.
These are arranged by module or function and are the
result of discussion among the participating colleges. FUNCTIONAL REQUIREMENTS General Ledger, Accounts
Receivable, Budget
Company and financial requirements These are contributed by the CFOs of the participating
colleges. 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 Non-personnel Operating Expense
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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