ERP at UF

PeopleSoft and the Data Center

What is ERP?

The UF Enterprise Resource Planning Project is a multi-year effort to improve UF business processes. The project will implement an ERP computing system from PeopleSoft (www.peoplesoft.com) to provide integrated real-time information using common tools across a wide-range of university activities.

ERP systems provide web-based, real-time access to work processes and information.

Why is UF doing this?

Most major universities have already implemented ERP systems and business process changes to improve services and benefit from real-time information. With the changes in university governance in Florida, existing administrative systems provided by the state and used by UF must be replaced.

Who is doing this?

Fred Cantrell is the UF ERP Project Manager. UF is working with Florida State University (Russ Henderson, Project Manager) and Florida Agricultural and Mechanical University (Beverly Barrington, Project Manager) as a consortium to obtain savings on licenses, maintenance and implementation costs.

Mike Conlon is coordinating the IT efforts related to ERP.

The Data Center will be hosting the UF ERP system.

How will the work be done?

Each university has ten project teams and a project manager. Each school has a vision team to provide project oversight. Final decisions are made by the vice presidents for finance and administration of the three schools.

The ten project teams are University Management, Payroll, Human Resources, Vendor Relationships, Sponsored Research, Property and Facilities, Students, Technical Architecture, IT Infrastructure and User Training and Communication.

Technical Architecture

Technical architecture is concerned with design and implementation of processes and data structures for development and data management involving the ERP

Warren Curry (whcurry@ufl.edu) is the consortium team leader for technical architecture

Team members include Mike Conlon, Scooter Willis, Janice Devlin, Bryan Cooke, Matt Herring, TBAs

IT Infrastructure

IT Infrastructure is concerned with the hosting of the ERP system, including hardware, software, staffing, training, processes leading to scalability, high availability, survivability, throughput.

Mike Conlon (mconlon@ufl.edu) is the consortium team leader for IT Infrastructure.

Infrastructure team members include John Bevis, Steve Ware, Andy Olivenbaum, Dick Elnicke, Warren Curry, TBAs.

UF in a Nutshell

Full-time employees 13,000

Faculty 4,000

Temporary Employees 13,000

Undergraduate Students 35,000

Graduate Students 12,000

Annual new hires 7,500

Campus acreage 2,000

Campus buildings 800

Administrative units 400

Colleges 23

Academic departments 125

Annual expenditures $1857 M

HSC $605 M

E&G $571 M

Student Aid $238 M

IFAS $204 M

Auxiliaries $190 M

Athletics $44 M

Student Government $4 M

Endowment $635 M

UF Vision Statement

1. UF requires 10 systems and 10 system integrations

2. The UF standard user interface is the ERP system’s web portal

3. UF self-serve transactions and financial transactions are processed by the ERP system.

4. The UF master databases are maintained by the ERP system

5. The UF numbering schema is the ERP system’s numbering schema

UF Vision Statement, Part 2

6. The UF data dictionary is the ERP system’s data dictionary

7. UF will eliminate the use of printed reports for management information

8. UF is to be self-sufficient in providing user training and maintaining the ERP system

9. UF will adopt the ERP system’s configuration tool set

10. UF will continue to support the Northeast Regional Data Center

Scope – ITN

A. This Invitation to Negotiate (ITN) invites qualified Proposers to submit proposals for providing the following products and services to the universities: Comprehensive computer systems to support the University's Financial, Budgeting, Purchasing, Human Resource, and Student Management functions.

B. Appropriate and complimentary data warehousing, query, reporting, OLAP and decision support tools.

C. Integrated system administration facilities including navigation, security, workflow processing, auditing and job scheduling and interfacing to other university systems

D. Comprehensive management, user and technical training on these systems, tools and facilities.

E. Ongoing technical support for these systems, tools and facilities.F. Ongoing software maintenance and upgrades of these systems, tools and facilities.G. Comprehensive and complete documentation for these systems, tools and facilities. H. The option of offering either an ORACLE or DB2 relational database management

system server software, application development and administrative tools adequate for the support of these systems in an environment of the size, complexity and user base of the universities

Scope – Functionality

New accounting processes inc budget, treasury New personnel processes inc hiring, classification, training,

payroll New purchasing methods New student services inc registration, records, financial aid New facilities, inventory and capital projects processes New sponsored research processes inc pre-award, post-award New personalized portal access to all services New institutional data stores for reporting and decision support New processes for securing access to applications and data New methods for providing and maintaining software and

infrastructure

Scope – Organizations

All UF Colleges, departments, admin units, auxiliaries

UF Foundation UF Physicians UF Athletic Association Other DSOs

What will change

Business processes Security processes Development processes IT infrastructure

Project History

2001 state announces intention to discontinue state-wide SUS systems

Mid-2001 – UF begins ERP planning Feb 2002 – Vision Team formed March 2002 – Functional teams formed,

implementation objectives, ITN issued July 2002 – Scripted demos August 2002 – PeopleSoft chosen September 2002 – Conference room pilot in

Tallahassee

Project Organization

School project leaders (UF – Fred Cantrell, FSU -- Russ Henderson, FAMU – Beverly Barrington)

Schools have vision teams to make decisions regarding strategy

School VPs of Finance and Admin (UF – Ed Poppell) have final decision-making authority

Project consultant – Al Enzweiler (www.enzweiler.com)

Tentative Project Timeline – Next 7 Years

2001 Vision; Commitment 2002 Product selection; Development/Infrastructure 2003 Portal go-live; Facilities go-live; Version

upgrade 2004 Sponsored Research; Financial go-live 2005 HRMS go-live; Payroll go-live 2006 Purchasing go-live; Student go-live 2007 Version upgrade

Project Timeline – Next 7 Weeks

Conference room Pilot Questions to Vision Team Vision team meets Sept 26 Contract with PeopleSoft Infrastructure partnering decisions Begin foundation implementation

ApplicationServer

Web Servers

TUXEDO

RDBMSServer

SQL

ServicesServices

App MessagingApp MessagingProcessorProcessor

App MessagingApp MessagingProcessorProcessor

QueryQueryProcessorProcessor

QueryQueryProcessorProcessor

ComponentComponentProcessorProcessor

ComponentComponentProcessorProcessor

Bus InterlinkBus InterlinkProcessorProcessor

Bus InterlinkBus InterlinkProcessorProcessor

User InterfaceUser InterfaceGeneratorGenerator

User InterfaceUser InterfaceGeneratorGenerator

ProcessProcessschedulerschedulerProcessProcess

schedulerscheduler

PortalPortalProcessorProcessor

PortalPortalProcessorProcessor

SecuritySecurityManagerManagerSecuritySecurityManagerManager

ApplicationApplicationEngineEngine

ApplicationApplicationEngineEngine

ApplicationServers

TUXEDO

SQL

RDBMSInstance

RDBMSInstance

ApplicationApplicationData TablesData TablesApplicationApplicationData TablesData Tables

ApplicationApplicationMeta dataMeta data

ApplicationApplicationMeta dataMeta data

PortalPortalRegistryRegistryPortalPortal

RegistryRegistry

BatchProcesses

BatchProcesses

ProcessProcessSchedulerScheduler

ServerServer

ProcessProcessSchedulerScheduler

ServerServer

JavaServlets

JavaServlets

PortalPortalServletServletPortalPortalServletServlet

PresentationPresentationRelay ServletRelay ServletPresentationPresentationRelay ServletRelay Servlet

IntegrationIntegrationRelay ServletRelay ServletIntegrationIntegration

Relay ServletRelay Servlet

Enterprise Directory

Enterprise Directory

LDAPLDAP

PeopleSoft Internet Architecture

PortalPortalProcessorProcessor

PortalPortalProcessorProcessor

PortalPortalRegistryRegistryPortalPortal

RegistryRegistry

HTMLHTML

HTTPHTTP

ProcessesProcesses

OtherServices

OtherServices

SearchSearchServicesServicesSearchSearch

ServicesServices

SecuritySecurityManagerManagerSecuritySecurityManagerManager

WebBrowser

PS 8

ExternalSystem

Wireless

Enterprise Warehouse Access

Flat File

ExternalData

ERP

Curr DW

DataSource

s ODS

Staging

Reporting

StudentStudent

Data Warehouse

EmployeeEmployee

FinanceFinance

SupplierSupplier

Industry Industry DataData

Enriched Enriched DataData

Data Marts

Data Mart 1

Data Mart n

Metadata

PeopleTools

Enterprise Performance Management (EPM)

IT Infrastructure Objectives

Standard personal productivity tools aligned with ERP system Standard messaging system aligned with ERP system Standard multi-dimensional database management system and

relational database management system aligned with ERP system Standard desktop hardware and operating systems aligned with ERP

system Standard server hardware and operating systems aligned with ERP

system Standard network hardware and operating systems aligned with ERP

system 99.999% IT infrastructure uptime

Least total cost of IT infrastructure ownership

Infrastructure Design Principles

High functionality throughout High availability High throughput High survivability High security Plan for upgrades, maintenance and the unexpected Consistent approach to development, deployment, operations and support Strong relations w/ PeopleSoft and infrastructure vendors Strong relations with consortium members UF will own and operate its infrastructure Costs – hardware, software, personnel, training, other – in keeping with

the principles

Infrastructure Design – Process

Select infrastructure partners Select infrastructure design partners Plan infrastructure deployment including

sizing Organize for the work Acquire infrastructure components Deploy according to principles Resize as needed

Infrastructure Design – Related Systems

Kerberos Web mail Web calendar LDAP Active Directory NDS Course Management Facility Center Many others

A Note About LDAP

UF Enterprise LDAP will be a critical component of the production ERP system

PeopleSoft provides mapping and synching capability (Campus Directory Interface) between PeopleSoft people databases and LDAP

Role-based security will be used throughout the ERP and UF

Project timeline -- Next 7 months

Sep, ’02 -- Conference room pilot Oct ‘02 – Contract, training begins Nov ‘02 – Active Directory on-line;

Development environments on-line Dec ‘02 – Directory services conversions Jan ‘03 – Production portal assembly Feb ‘03 – Production portal shakedown Mar ‘03 – Production portal go-live

To Learn more

Visit the PeopleSoft web site at www.peoplesoft.com

Visit the project team in operation at Union Street Station Gainesville, Frank Shaw Bldg Tallahassee

Visit the project web site at www.erp.ufl.edu