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Volume3,Number21http//isedj.org/3/21/August4,2005InthisissueCampusWideIntegratedInformationSystemImplementationACaseStudyLiangCheeWeeLutherCollegeDecorah,IA52101,USAAbstractAcampuswideinformationsystemisamajorundertakingregardlessofthesizeoftheinstitutionespeciallywhenthelegacyinfrastructurewasoneofbestofbreedapproachforeachadministrativeunit.Transitioningfromasiloapproachtoanintegratedstrategyrequiresachangeinthinkingandprocesses.Theprojecttoimplementanintegratedinformationsystembeganinthespringof2000atLutherCollege.Inspringof2004,allthemajormodulesofthenewintegratedsystemwereputinplace.Thechallengesfacedalongtheway,thebenefitsharnessed,andthelessonslearnedwillbediscussed.Overall,theprojectwasontimeandwithinbudget.Keywordscampuswide,integrated,informationsystem,implementationRecommendedCitationWee2005.CampusWideIntegratedInformationSystemImplementationACaseStudy.InformationSystemsEducationJournal,321.http//isedj.org/3/21/.ISSN1545679X.AlsoappearsinTheProceedingsofISECON2004§2415.ISSN15427382.ThisissueisontheInternetathttp//isedj.org/3/21/ISEDJ321InformationSystemsEducationJournal2TheInformationSystemsEducationJournalISEDJisapeerreviewedacademicjournalpublishedbytheEducationSpecialInterestGroupEDSIGoftheAssociationofInformationTechnologyProfessionalsAITP,Chicago,Illinois.ISSN1545679X.Firstissue8Sep2003.TitleInformationSystemsEducationJournal.VariantsISEducationJournalISEDJ.Physicalformatonline.Publishingfrequencyirregularaseacharticleisapproved,itispublishedimmediatelyandconstitutesacompleteseparateissueofthecurrentvolume.Singleissuepricefree.Subscriptionaddresssubscribeisedj.org.Subscriptionpricefree.Electronicaccesshttp//isedj.org/ContactpersonDonColtoneditorisedj.org2005AITPEducationSpecialInterestGroupBoardofDirectorsStuartA.VardenPaceUniversityPastPresidentPaulM.LeidigGrandValleyStUniv2005EDSIGPresidentDonColtonBYUHawaiiVicePresidentRonaldI.FrankPaceUniversitySecretary,2005KennethA.GrantRyersonUniversityDir20022003,2005AlbertL.HarrisAppalachianStUnivJISEEditorJeffreyHsuFairleighDickinsonDirector,20042005DenaJohnsonTarletonStateUnivMembership,2005JensO.LiegleGeorgiaStateUnivDirector,20032005MarcosSivitanidesTexasStSanMarcosDirector,20042005RobertB.SweeneyUofSouthAlabamaTreasurer,20042005MargaretThomasOhioUniversityDirector,2005InformationSystemsEducationJournalEditorialandReviewBoardDonColtonBrighamYoungUniversityHawaiiEditorThomasN.JanickiUniversityofNorthCarolinaWilmingtonAssociateEditorAmjadA.AbdullatWestTexasAMUSamuelAbrahamSienaHeightsURobertC.BeattyNIllinoisUnivNeelimaBhatnagarUPittJohnstownTondaBoneTarletonStateUAlanT.BurnsDePaulUniversityLuciaDettoriDePaulUniversityRonaldI.FrankPaceUniversityKennethA.GrantRyersonUnivRobertGrenierAugustanaCollegeOwenP.Hall,JrPepperdineUnivMarkBuzzHenselUTexasArlingtonJamesLawlerPaceUniversityJensO.LiegleGeorgiaStateUTerriL.LenoxWestminsterCollDeniseR.McGinnisMesaStateCollegePeterN.MesoGeorgiaStUnivThereseD.ONeilIndianaUnivPAAlanR.PeslakPennStateUnivRobertB.SweeneyUofSouthAlabamaWilliamJ.TastleIthacaCollegeMargaretThomasOhioUniversityJenniferThomasPaceUniversityStuartA.VardenPaceUniversityCharlesWoratschekRobertMorrisUnivEDSIGactivitiesincludethepublicationofISEDJ,theorganizationandexecutionoftheannualISECONconferenceheldeachfall,thepublicationoftheJournalofInformationSystemsEducationJISE,andthedesignationandhonoringofanISEducatoroftheYear.TheFoundationforInformationTechnologyEducationhasbeenthekeysponsorofISECONovertheyears.TheAssociationforInformationTechnologyProfessionalsAITPprovidesthecorporateumbrellaunderwhichEDSIGoperates.c©Copyright2005EDSIG.Inthespiritofacademicfreedom,permissionisgrantedtomakeanddistributeunlimitedcopiesofthisissueinitsPDForprintedform,solongastheentiredocumentispresented,anditisnotmodifiedinanysubstantialway.c©2005EDSIGhttp//isedj.org/3/21/August4,2005ISEDJ321Wee3CampuswideIntegratedInformationSystemImplementationACaseStudyLiangCheeWeeEconomicsandBusinessDepartmentLutherCollegeDecorah,IA52101AbstractAcampuswideinformationsystemisamajorundertakingregardlessofthesizeoftheinstitutionespeciallywhenthelegacyinfrastructurewasoneofbestofbreedapproachforeachadministrativeunit.Transitioningfromasiloapproachtoanintegratedstrategyrequiresachangeinthinkingandprocesses.Theprojecttoimplementanintegratedinformationsystembeganinthespringof2000atLutherCollege.Inspringof2004,allthemajormodulesofthenewintegratedsystemwereputinplace.Thechallengesfacedalongtheway,thebenefitsharnessed,andthelessonslearnedwillbediscussed.Overall,theprojectwasontimeandwithinbudget.Keywordscampuswide,integrated,informationsystem,implementation1.INTRODUCTIONAnenterpriseinformationsystemprojectisamassiveundertakingfraughtwithrisksGossmanandWalsh2004.Besidesthetechnicalaspectsoftheproject,carefulplanningandthehumanfactorBarkerandFrolick2003mustalsobeconsidered.ManagementsupportisalsocrucialbecauseitaffectsthesuccessoftheprojectHammersmith2004HavelkaandLee2002.Earlyinthespringof2000,LutherCollegeformedataskgrouptoinvestigatehowbesttoreplacethelegacyinformationsystemssupportingFinance,HumanResources,andPayroll.TheFinanceinformationsystemwasinternallydeveloped.Thegoalwastocontinuethecollegesbestofbreedapproachtosupportadministrativeinformationsystems.Figure1showsthedifferentsilosofinformationunderthebestofbreedarchitecture.Afterinvestigatingthevariousoptions,thetaskgrouprecommendedtothecollegeadministrationthatitshouldadoptanintegratedinformationsystemsapproachinstead.Overtime,thecostofbestofbreedsystemswasnearlyasmuchasanintegratedone.Besides,thecollegewouldhavetoconnectallthesilosystemsintimetocomeandthechallengeandcostsofintegratingthevariousplatformscouldbehigh.Theadministrationendorsedthetaskgroupsrecommendationandbelievedanintegratedsystemwouldprovideahigherqualityofservicetoalltheconstituentsandenablethecollegetobettermanageitstechnologyexpenses.InSeptember2000,arequestforproposalRFPwascompletedandsenttoappropriatevendors.ThevendorswererequestedtorespondtotheRFPbytheendofOctober2000.ThevendorsreportswerereviewedandseveralwereinvitedtocampustopresenttheirsystemandaddresstheneedsoutlinedintheRFP.Theselectedvendorsalsoprovidedinstitutionsthatwereusingtheirsystemforreferencecheckingpurpose.Afterevaluatingthevariousvendors,Datatel,Inc.,aleadingproviderofinformationmanagementsolutionsforhighereducation,headquarteredinFairfax,Virginia.,wasselectedtohelpLutherCollegetoimplementanintegratedinformationsystemwww.datatel.com.Figure1–SilosofinformationBEFOREimplementationc©2005EDSIGhttp//isedj.org/3/21/August4,2005ISEDJ321Wee42.THEINTEGRATEDSYSTEMDATATELAnintegratedinformationsystem,asthenamesuggests,aimstoenablethevariousadministrativeunitstosharedataandcommunicatemoreeffectivelyandefficientlywithoneanother.Theunderlyinginfrastructureisthesameforeveryunit.TheDatatelinformationsystemconsistsofthefollowingmodulesTechnicaloHard/SoftwareInstallationoProcessImprovementoTrainingRoomoConversionCoreoCommunicationsManagement/RulesHumanResourcesoPayrolloPersonneloFacultyContractsFinancialoGeneralLedgeroAccountsPayable/PurchasingoFixedAssetsoProjectAccountingoBudgetManagementStudentSystemoAdmissions/RecruitmentoCurriculumManagement/FacultyInformationoAcademicRecords/RegistrationoAccountsReceivables/CashReceiptsoFinancialAidoDegreeAudit/AdvisementoResidenceLifeoActivitiesandEventsoCampusOrganizationsBenefactoroIndividual/OrganizationsoGiftsandPledgeProcessingoCorrespondenceControloCampaignManagementoMajorProjectsToolsoSafarioWebadvisorEachmodulewentthroughthefollowingphasesPlanningThisincludedaprocessmappingexercisewhereeachadministrativeunitidentifiedthedataflowandthesupportingprocesses.Thisexercisealsoenabledthevariousunitstounderstandvaluechainandhowinterconnectedtheywereintheirdailyoperations.TrainingThisphaseallowedaDatatelconsultanttoshowthevariousfeaturesinamodulesothatthetargetadministrativeunitwouldunderstandwhattheirmodulecoulddoforthem.DecisionmakingAftertraining,thisphaserequiredtheadministrativeunittoidentifywhatfeaturestheywouldneedandwhattheywouldwanttohave.Notallfeatureswereneededbytheadministrativeunit.ConsultingThisphaseenabledtheadministrativeunittovisitwiththeDatatelconsultanttoexaminehowtheDatatelmoduleandexistingdatacouldbesetuptosupporttheirneeds.TestingThetestinginvolvedusingrealdatafromtheadministrativeunittopopulateatestaccountsothatvariousprocessescouldbeevaluated.Testingwasdonethreetimesoverseveralmonthswitheachtestmorecomprehensivethanthepreviousone.LiveWhentestingwascompletedsuccessfully,themodulewasreadytobeintroducedtotheusers.Thehardpartisnotdoneitisjustbeginning.Alongtheway,userinputwassolicitedsothatthesystemwouldbeusefultotheusers.IntheStudentmodules,forexample,facultymembersandstudentswereshownprototypesofthefeatures,andhandsontestingbyuserswereconducted.Thefeedbackwasincorporatedinthenextroundoftesting.SincetheDatatelsystemhasmanymodules,eachmodulewasphasedinovertimewitheachhavingadifferentstartdateandlivedate.AfterDatatelwasselectedasthevendor,theinformationtechnologypersonnelatLutherCollegeworkedwiththeDatatelconsultantstopreparethetechnicalinfrastructure.TheHardwareandSoftwareInstallationmodulewentliveinMay2001andtheplatformwasinplacefortherestofthemodules.TheConversionsmoduleplayedasupportingrolewhenthevariousadministrativeunitsneededtheirdataconvertedfromthelegacysystemtotheDatatelsystemtestingandimplementationpurposes.TheHumanResourcesmoduleswentliveinJanuary2002,followedbytheFinancialmodulesinJune2002.TheStudentSystemmodulesaffectedthemostadministrativeunitsandtheAdmissions/RecruitmentmodulewentliveinJuly2002andtherestofthemodulesinthefirstquarterof2003.TheBenefactormodulesfinallywentliveinspringof2004.Witheachmodulegoinglive,acelebrationwasheldtomarkedthemilestone.Besidesacknowledgingtheworkofthemoduleteammembersateachpubliccelebration,itwasawaytoinformthecampusoftheprogressofaphasedimplementationofthesystem.Itwasalsoareminderthatgoinglivedidnotmeanprojectaccomplished.Thenextchallengingstepwastohelptheuserstoharnessthebenefitsoftheintegratedsystem.Figure2showstheintegratedsystemperspective.c©2005EDSIGhttp//isedj.org/3/21/August4,2005
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