ProposedERPStrategyfortheBCPublicPost-

SecondarySector

ForBCNETITConferenceApril27,2016

BarryCoulson,ASDTExecuFveLead

JagMadan,ChiefInformaFonOfficer,LangaraCollegeTrevorHurst,ChiefInformaFonOfficer,AVED

ERPVisionStatement

Increasealignmentandintegra/onofSectorERPsolu/onstoenableenhancedservicedeliverytostudentpopula/ons,improvedcostmanagementandareduc/onofoverallrisk.

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Ø Background,driversandconsideraFons

ERPStrategyBackgroundØ  ERPsystemsintheBCpublicpost-secondarysectorconsistofmulFple

soluFonsandconfiguraFons

Ø  Somealignmentexistswithinthesector,butthereisanopportunityforincreasedcollaboraFonandefficiency

Ø  Overthenext7-10years,allinsFtuFonswillneedtoimplementeitheracompletechangeofERPsystem,versionupgrades,orareplacementofcomponents

Ø  FormanyinsFtuFons,thisworkincursconsiderableriskduetothelackofITresourcecapacity

Ø  ASDTstruckaworkinggrouptorecommendaSectorERPStrategybyMarch31,2016–thispresentaFonrepresentstheworkinggroup’soutput

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DriversforasectorERPStrategyØ Businessrisk:

Ø manyinsFtuFonsreportthatsomebusinessrequirementsarenotbeingmetbytheircurrentERPsoluFon

Ø Somepartsofpurchasedproductsarenotbeingused

Ø Technologyrisk:Ø DependenceonaginginfrastructureandlegacycustomERPsystemsthatarenolongersustainable

Ø Challengeofa[racFngandretainingexperttechnicalresources

Ø CustomizaFonhasincreasedthecomplexiFesofdatamanagementandcreatedabacklogofneededchanges

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DriversforasectorERPStrategy–ConFnued

Ø Costandriskofreplacementorupgrade–replacementsystemswillbeasignificantcostandchangemanagementchallenge.ManyinsFtuFonswillapplyextensiveupgradesinthenearfuture.

Ø TheriskofnothavingaSectorstrategy–SomeSectorcollaboraFonoccursthroughBCNETworkinggroupsandtheColleagueASCconsorFum,howeverwithoutaformalSectorERPStrategythereisariskofincreasedduplicaFonofeffortanddivergenceofsoluFons,witharesultantincreaseinSector-widemaintenanceandsupportcosts.

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AnFcipatedChange

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FromanERPperspecFvetheSectorisabouttoembarkuponsignificantchange:ChangeItem Ins?tu?on(s)Impacted EST.Timeframe

ThereplacementofLegacycustombuiltsystems

VIU,Selkirk 2016-2018

TheupgradetoBannerExtensibleEcosystem(XE)

AllBannerinsFtuFons 2016–2018

ThereplacementofanSISPeopleSoeupgrades/addiFons(withreducFonofcustomizaFons)

UBCUBC,SFU(upgradein-process)

2015-2019

Theroll-outofColleaguetoFinanceandHR JIBC 2018-2019

TheuptakeofBCNET’sEducloud UBC,NIC,CSBmembers,others… 2016………..

TransiFoningfromPLNETtoBCNET Okanagan,EmilyCarr,others… 2016

ImplemenFngfuncFonalitytosupportP2P PilotinsFtuFons(TBA) 2017

ImplemenFngfuncFonalitytosupportCOAP All 2018-19

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Ø ProposedERPStrategy

StrategyConsideraFonsFromaSectorperspecFveastrategicroadmapthatoutlinesprogresstowardsincreasedcollaboraFonandopFmizaFonisbeneficial.TherateofprogressforanindividualinsFtuFon,however,willbetemperedby:

Ø  InsFtuFonalandGovernmentinvestmentplans.Ø  TheneedforflexibilitytoenabledifferenFaFonandallow

InsFtuFonstosupportspecificprogramofferings.Ø  ThedifferentcapabiliFestoabsorbchangewithinthe

Sector.Ø AvailablefundingandtheinsFtuFonalcostandbenefitsof

incrementalchange.Ø AninsFtuFon’ssenseofurgencytochange.

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FiveYearGoal&ObjecFves

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BUSINESS TECHNICAL

GOALAlignERP-relatedbusinessprocessesacrosstheSectorwherereasonableandfeasible

Op/mizeERPinfrastructureandplaDormsolu/ons

OBJECTIVES•  Increaseresource,knowledgeandlicensesharing•  EstablishbestpracFcesandstandards•  OpFmizebusinessprocesses

•  Replacelegacysystems•  ConsolidatehosFng•  OpFmizeERPversions(anddatalinkageswhereapplicable)

ERPStrategy:ObjecFves

BusinessObjecFves

ReplacementofLegacySystems

Resource,KnowledgeandLicenseSharing

BestPracFceStandards

BusinessProcessOpFmizaFon

HosFngConsolidaFon

OpFmizingERPVersions

CurrentState

FutureOpFmizaFon

FiveYearPeriod

Inform

edbyBu

sinessC

ase

Supportedby:•  ASDTGovernance

•  AnASDTadministraFveservicesdeliveryoffice•  JointSectorandMinistryfunding(TBD)

TechnicalObjecFves

ERPStrategy:ProposedConFnuumFramework

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Eachins?tu?ondeterminesitsop?mal5yrend-state

(A)Mul?pleERPplaMormswithseparateinstances,somecommoninfrastructure

(B)Mul?pleERPplaMormswithseparateinstances,butcommoninfrastructure,formalizedresourcesharingandconsistencyinbusinessprac?ce

(C)StrategyGoal:Ara?onalized‘op?mal’numberofERPplaMormswithsharedbusinessprocessesandmoduleinstances

PrevalentCommonInfrastructure(e.g.,BCNET’sEducloud)

ResourceSharingSomeBusiness

PracFceconsistency

Other…

.

Colleague

Banner

SomeCommonInfrastructure

PeopleSoe

Colleague

Banner

PeopleSoe

CloudCompuFngwithSaaS

ResourceSharingSharedbusiness

process

Sharedmoduleinstanceandconfig

ERPService#1

ERPService#2

ERPService#N

(A)And(C)canbeconsideredasbookendsoftheconFnuumofpossibleend-states,(B)isanexampleofanendstate.TherearemulFplepossibleendstates

Current Future(beyond5yrs)

ERPStrategicTimeline

UpgradeBannerSystemstoXE

ReplaceLegacysystemswithacommonERP(VIU,Selkirk)

EstablishBCNETEducloud

UpgradePeopleSoe(UBC)

Feasibility&BusinessCase(foreachobjecFve)

2016 2017 2018 2019

ERPStrategy

ReplaceSIS(UBC)

SUPPORTSANDINFORMS

2020

UpgradePeopleSoe(SFU)

ProjectServices

ImplementaFonPlan

Est.aresourcesharingservice

DeterminebestpracFcestandards

Est.avendormgmtservice

OpFmizeERPVersion

Sectorplannedorin-flightacFviFes

AcFviFesTBDbyERPStrategy&ImplementaFonplan

Legend

MigratePSIstoEducloud

Individu

alPSIPar?cipa?

on

OpFmizebusinessprocess

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Ø NextSteps

NextSteps•  FinalizeERPStrategythroughsectorinput

•  SubmitERPStrategytoASDTSteeringCommi[eeforapproval

•  ConfirmfundingforongoingprojectacFviFes:

–  ConfirmGovernanceandidenFfyRolesandResponsibiliFesbetweenstakeholderorganizaFons(ASDT,BCNET,PSIs)

–  Developahigh-levelprojectplan(inpartnershipwiththeSectorandBCNET)

–  DevelopbusinesscaseforeachobjecFve

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Ø AddiFonalInformaFon

SomeDefiniFons

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PlaMorm–anERP‘type’e.g.,Banner,Colleagueanddatabasetypee.g.,Oracle,SQLServerInstance–asingleoccurrenceofanERPsystemanditsdatabase(twoinsFtuFonscanhavethesameplarormandsoeware/databaseversionbutdifferentinstances)Version–avendordeterminedversionofaproducte.g.,BannerXE,PeopleSoev9.2andOracle12cModule–AsetoffuncFonswithinanERPdedicatedtosupportaparFcularbusinessarea(e.g.,ColleagueHR)CloudCompu?ng-CloudcompuFngsoluFonsprovideusersandenterpriseswithvariouscapabiliFestostoreandprocesstheirdataviatheinternetinthird-partydatacentresSaaS–SoewareasaService:isasoewarelicensinganddeliverymodelinwhichsoewareislicensedonasubscripFonbasisandiscentrallyhosted.SoYwareLicensing-isalegalinstrument(usuallybywayofacontract)governingtermsandcondiFonsfortheuseorredistribuFonofsoeware.Upgrade-isgenerallyareplacementofhardwareorsoewarewithanewerorbe[erversion,inordertobringthesystemuptodateortoimproveitscharacterisFcs.

ERPStrategy:ObjecFves

BusinessObjecFves

ReplacementofLegacySystems

Resource,KnowledgeandLicenseSharing

BestPracFceStandards

BusinessProcessOpFmizaFon

HosFngConsolidaFon

OpFmizingERPVersions

CurrentState

FutureOpFmizaFon

FiveYearPeriod

Inform

edbyBu

sinessC

ase

TechnicalObjecFves

Descrip?on:AnexercisetoreviewSectorBestPracFcesandcompileasetofBestPracFceStandards.Thisisapre-cursortoenableInsFtuFonstobeinformedwhenopFmizingbusinessprocessesBusinessDrivers- EstablishesthegroundworkforbusinessprocessopFmizaFon

Descrip?on:ReplacementoflegacyERPsystemsfortwoInsFtuFons.Workincludes:- ProblemStatement- RiskAssessment- Business&TechnicalRequirements- ProcessImprovements- EstablishingInterimMeasures(forbusinessconFnuity)- SecuringFunding&Resourcing- IssuingRFPBusinessDrivers-CurrentsystemisincreasinglyunsupportableandarisktoserviceconFnuity

ERPStrategy:ObjecFves

BusinessObjecFves

ReplacementofLegacySystems

Resource,KnowledgeandLicenseSharing

BestPracFceStandards

BusinessProcessOpFmizaFon

HosFngConsolidaFon

OpFmizingERPVersions

CurrentState

FutureOpFmizaFon

FiveYearPeriod

Inform

edbyBu

sinessC

ase

TechnicalObjecFves

Descrip?on:InsFtuFonscollaboratetoshare:- Knowledge- LicensingCostsandVendormanagement

BusinessDrivers- Reducecostsandrisks;Be[ervendoraccess- IncreaseeffecFvenessduetosharedknowledge- IncreasedcapacityforapplicaFonsupportandchanges- Improvedquality;IncreasedSectorstandardizaFon- IncreasedstaffretenFon

Notes:-SomeinvestmentwillberequiredtosupportcrossteamcommunicaFon-sharedresourcingwillrequireanalignmentand/orcoordinaFonofprioriFes-governancemaybeachallenge

Descrip?on:InsFtuFonsmigratetheirERPsystemstocommonhosFngservicespotenFallyleveragingcloudtechnologyBusinessDrivers:- Enablessystemalignment- Enablesenhancedresourcesharing(e.g.,DBAs,)- Lesssystem/serviceriskfortheinsFtuFon- Increasedscalabilityandavailability-AsharedTCONotes:-TheremaybemulF-tenancycontenFon,governancewillbeachallenge-Therewillneedtobeanupfrontinvestmentincludinganarchitectureeffort

ERPStrategy:ObjecFves

BusinessObjecFves

ReplacementofLegacySystems

Resource,KnowledgeandLicenseSharing

BestPracFceStandards

BusinessProcessOpFmizaFon

HosFngConsolidaFon

OpFmizingERPVersions

CurrentState

FutureOpFmizaFon

FiveYearPeriod

Inform

edbyBu

sinessC

ase

TechnicalObjecFves

Descrip?on:InsFtuFonsusethebestpracFcestandardstoestablishcommonbusinessprocessesBusinessDrivers- Enablessystemalignment- CouldenablesharedfuncFonalityandreducedmaintenancecosts

Descrip?on:InsFtuFonssharethesameversionofanERPplarorm(samecodebasebutnotnecessarilythesameconfiguraFon–i.e.,thisisnottantamounttothesameinstance)BusinessDrivers:- Simplifiesmaintenanceandupgrades(althoughconfiguraFondifferenceswillsFllneedtobeaccommodatedfor)- Enablesenhancedtechnicalresourcesharing- Enablessharedmaintenance- Costsavings