HOMEWORK ASSIGNMENT PRIOR TO FIRST MEETING

Our objective is to lift perspective from critiquing of the Jenzabar system and from the more routine data processing that most extant ERP systems have learned to handle. College administrative staffs will identify 10 priority criteria and describe up to four important trends or newly developing needs in their field and how an ERP system should support a solution. Consultation outside the department is encouraged, as appropriate for campus culture. A reporter will be designated to present a succinct summary at the introductory meeting.

1. End users complete “Administrative System Criteria” form

a. IS Directors consolidate into Top 10 Criteria list

2. Departments/functions from each individual institution identify their department’s “Trends, Needs, Wants” as it relates to a new ERP system

a. Record on “Brainstorming – Departmental/Functional Needs” form.

Departments should submit electronic versions via the electronic documents provided – to facilitate ease of copying and consolidating data as needed.

b. On Functional Needs/Desires/Wants section

i. Check Must Haves

ii. Prioritize Must Haves into top 10 (Vendors will be asked to incorporate these into demos)

3. Departments identify best time of year to migrate to new system

FIRST JOINT PROJECT TEAM MEETING

1-2 representatives per department per institution

Participants will meet with colleagues in the following department clusters:

(Note list may be modified for later sessions based on vendor package structure)

• Admissions
• Financial Aid
• Financials
• Payroll
• Student Billing
• Human Resources
• Registrar / Student Records
• Student life / Career Development
• Development / Alumni/ae Relations

Sessions will be scheduled on the same day (several in the morning and remainder in the afternoon) in the same place and led by members of the CIO/ Dir Admin IT group. (To demonstrate collaboration, the two leaders will be from different colleges.)

The agenda should include:

1. Introduce the staffs to each other (have directory prepared for handout)

2. Get everyone on the same page as to:

a. Why we are doing this

b. Operating assumptions including:

i. Standardized business processes

ii. Willingness to change

iii. Reluctance to customize

3. Reports on the homework assignment

4. Summarization of high priority department specific demo requirements

5. Review of Business Process Flows (see Attachment E)

6. Obtain volunteers for work groups to develop business process flow scenarios