ISG was hired to support the University of Arkansas System with its strategic plan to modernize its student, financial management and human capital management (HCM) systems.
Opportunity
The University of Arkansas System (UA or the System) had a strategic plan to modernize its student, financial management and human capital management (HCM) systems. The ultimate goal of the strategy was to save costs, improve efficiency and enable future technology and innovation across its entire system of university members, including:
- University of Arkansas System Office
- University of Arkansas, Fayetteville
- University of Arkansas at Little Rock
- University of Arkansas for Medical Sciences
- University of Arkansas at Monticello
- University of Arkansas at Pine Bluff
- University of Arkansas at Fort Smith
- University of Arkansas System eVersity
- Phillips Community College of the University of Arkansas
- University of Arkansas Community College – Hope/Texarkana
- University of Arkansas Community College at Batesville
- Cossatot Community College of the University of Arkansas
- University of Arkansas Community College at Morrilton
- University of Arkansas Community College at Rich Mountain
- University of Arkansas Pulaski Technical College
- Division of Agriculture
- Arkansas Archeological Society
- Criminal Justice Institute
- Arkansas School for Mathematics, Sciences and the Arts
- University of Arkansas Clinton School for Public Service
- The Winthrop Rockefeller Institute
UA hired ISG to serve as the primary advisor for the project. System component institutions are independent entities. ISG worked with representatives from the component institutions throughout the project.
Imagining IT Differently
ISG provided services for the university, including:
- Assessing existing enterprise resource planning (ERP) and student systems currently utilized by the component institutions, which included Ellucian Banner, Ellucian Datatel, Oracle Peoplesoft and SAP
- Developing an implementation strategy, timeline and estimated cost analysis for viable alternatives
- Facilitating the definition of leading practice requirements with the System component representatives leveraging ISG’s extensive repository of leading practice requirements for higher education institutions
- Presenting models and recommendations for the governance of the System-wide project steering bodies and for the structure of the project team
- Developing a request for proposals (RFP) for software and hosting under a Software-as-a-Service (SaaS) or Platform-as-a- Service (PaaS) agreement for approval and issuance by the System
- Developing an RFP for implementation/integration services for approval and issuance by the System
- Assisting in the evaluation of proposals received in response to the RFPs for ERP software and implementation/integration services
- Providing a formal evaluation process
- Guiding the evaluation process, including summarizing responses and following up
- Guiding the preparation of demonstration scripts and managed software service provider demonstrations
- Guiding the preparation of interview guides and managed implementation/integration service provider oral presentations and interviews
- Providing guidance and counsel in support of software contract negotiation
- Sharing benchmark data regarding pricing and terms for ERP providers
- Providing the Evaluation Committee with support and other miscellaneous advisory services
In conjunction with a separate engagement, ISG supported implementation preparation and planning in anticipation of the arrival of the implementation service provider. We:
- Surveyed all component institutions to develop a catalog of critical reports
- Validated an inventory of planned integrations with all component institutions
- Built and confirmed a directory of legacy systems that would be eliminated, including the identification of the expected avoided cost
- Analyzed, consolidated, and reviewed revisions to the shared UA System Chart of Accounts
In conjunction with a subsequent engagement in 2019, ISG led the procurement of implementation services for the Student Information System (SIS). ISG:
- Developed, distributed, and analyzed the responses to a Request for Information regarding SIS implementation strategies and timelines
- Provided a full range of acquisition support, including development of an RFP for SIS implementation services, response evaluation and analyses, and interview scripts
- Supported Evaluation Committee in contract negotiations, including a comprehensive Statement of Work
In conjunction with a subsequent engagement, we led the procurement of an alumni/develop system and implementation services. We:
- Provided a full range of acquisition support, including development of an RFP for alumni/development SaaS software and implementation services, response evaluation and analyses, demonstration and interview scripts
- Supported the Evaluation Committee in contract negotiations
In conjunction with a subsequent engagement, ISG provided the System with interim project management services in connection with the implementation of Workday HCM and financials.
Future Made Possible
- Standardized administrative systems support across all UASYS campuses and units, providing UASYS administrators with the ability to implement, share, and maintain leading practices and UASYS with operating efficiencies
- Enhanced ability to share information and prepare consolidated reports reflecting the System plans and results across all UASYS campuses and units
- More comprehensive and responsive support for students including student self-service capabilities
