1. 2 August 2009 - Recommendation 9.1 of the Strategic Information Technology Advisory Committee (SITAC) report initiated the effort to create an Administrative.

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ADMINISTRATIVESYSTEMS MASTER PLAN (ASMP) UPDATE

November 1, 2012

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August 2009 - Recommendation 9.1 of the Strategic Information Technology Advisory Committee (SITAC) report initiated the effort to create an Administrative Systems Master Plan (ASMP) by stating:

“Creation of a Master Plan for campus‐wide administrative systems will clearly align resources and investments with the University’s mission and goals. By providing a comprehensive roadmap for work ahead, the Master Plan will encourage coordination and collaboration between business areas and within the development community.”

Background- SITAC Recommendation

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• September 2010 - the Business Services Committee (BSC), in conjunction with the IT Architecture and Infrastructure Committee (AIC) and the Administrative IT Leaders’ (AITL) Advisory group, began the process of researching, analyzing, benchmarking, and developing this master plan for the University’s administrative systems. 8 workgroups formed.

• September 2011- ASMP charter completed• March 2012- ASMP completed and approved by BSC

and SITAC• April 2012- Work begins on ASMP initiatives

Background- ASMP Milestones

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Change is needed to:

• Take advantage of technical advancements

• Mitigate the risks of relying on an aging technology

toolset (ADABAS and NATURAL)

• Improve the ability to interface with vendor product

• Implement up-to-date IT standards and best practices

• Opportunity to improve business and administrative

practices and efficiencies

Background-Case for Change

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Background- Transition

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Background- Governance

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• Initiative 1.1: Develop System Replacement Roadmaps• Initiative 1.2: Improve Design and Management of Data

to Enhance Decision Making

Requirement 1: Create Business Driven Systems and Data Management

Background - ASMP Findings

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Requirement 2: Modernize the Administrative IT Infrastructure

• Initiative 2.1: Design and Build an Open Systems Technical Environment

Requirement 3: Strengthen the Systems Development Processes

• Initiative 3.1: Adopt Common Software Development Methodology

Background - ASMP Findings (cont.)

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• Chief Information Officer (CIO) to develop the templates for consistency

• Replacement options for the multi-year transition:• Cloud-based solutions, such as Workday• Software packages, such as Oracle’s

PeopleSoft• Custom development using Python or Java

programming languages on Oracle databases• Open source options, such as Kuali

Initiative 1.1: Develop System Replacement Roadmaps

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• Pilot Area Roadmaps- Complete• Business Area Roadmaps- In Progress –Target 11/16

• Combined Human Resource Session- 11/02

• Combined Financials Session – 11/15

• Combined Student Session – 11/16

• Enterprise-level Roadmap- In Progress – Target 12/28• Unit-level Administrative Applications Showcase-12/10-

12/11

Initiative 1.1: Develop System Replacement Roadmaps-Status

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Initiative 1.1: Develop System Replacement Roadmaps- Vendor Demos

We conducted three vendor site visits to gather information about potential solutions:

• Kuali• Workday• PeopleSoft

Other alternatives will be considered.

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Initiative 1.1: Develop System Replacement Roadmaps-Next Steps

Project Management and Quality Assurance

Facilitate Contract

Negotiations

- Up

Project Start - Up

Define System

Requirements

Evaluate and Select

Vendor(s)

Develop RFP and

Evaluation Process

Negotiate Contract(s)

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• UT Austin must improve the design and management of systems, processes, data structures, and reporting tools to better support the use of data in decision making.

• Access to institutional information is critical for operational, planning, and research purposes.

• The Information Quest (IQ) Data Stewards group must establish policies on the definition, access, and use of institutional data.

Initiative 1.2: Improve Design and Management of Data to Enhance Decision Making

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• Direct Access pilot project will focus on student flow and graduation rates.• Bring together data from multiple sources such as

admissions, registrar, financial aid• Redesign the data architecture and infrastructure to

meet campus demands• Partnering with stakeholders in colleges and the

Provost’s office for first iteration

Initiative 1.2: Improve Design and Management of Data to Enhance Decision Making- Status

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• Pilot project will serve as springboard for:• Establishing policies for expanded access to

institutional information• Creating consistency in definitions, business rules,

and performance indicators related to key institutional subject areas

• Integrating data across subject areas in a single data warehouse

• Providing alternate methods for data access

Initiative 1.2: Improve Design and Management of Data to Enhance Decision Making- Status (cont.)

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• Open Systems must be the foundation for UT Austin’s administrative IT infrastructure in order to enable integration with third-party applications and provide greater levels of flexibility of choice

• It is expected that the new technical infrastructure will be designed and built in phases

• AIC will provide oversight and project sponsorship, forming working groups from technology leaders across campus, including AITL

Initiative 2.1: Design and Build an Open Systems Technical Environment

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• AIC has developed a workgroup

• Prioritized at top of AIC initiatives

• Working to make Kuali sandbox available for assessment

Initiative 2.1: Design and Build an Open Systems Technical Environment- Status

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• AIC will work with the AITL and other technology leaders across campus to develop a common framework for how UT Austin approaches project development, sustainment, and software change management.

• All new administrative systems projects and customer service will be at Level 3 of Capability Maturity Model Integration (CMMI) spectrum and will employ the standardized methods, procedures, and tools.

Initiative 3.1: Adopt Common Software Development Methodology

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• AIC has developed Software Development Methodology workgroup

• Information Technology Services is currently applying CMMI framework to their projects

Initiative 3.1: Adopt Common Software Development Methodology

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High-Level Timeline for Initiatives

Initiatives Fiscal Year 2011-2012 Fiscal Year 2012-2013

1.1: Develop System Replacement Roadmaps  

Develop System Replacement Roadmaps Solution Selection

1.2: Improve Design and Management of Data to Enhance Decision Making 

Data Standards, Data Access Policies, Consolidate Data Warehouses

2.1: Design and Build an Open Systems Technical Environment 

Design and Build an Open Systems Technical Environment

3.1: Adopt Common Software Methodology   

Define Process and Methodology Frameworks

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Questions?