ERP360 Market Analysis Lessons Learned

To provide a comprehensive understanding of what was involved in transitioning to a new EFP system, Core Technology Services (CTS) engaged with universities and systems that had moved from legacy platforms to new cloud-based ERP solutions. These institutions were at various stages of implementation, with some having fully implemented Financials (FIN) and Human Capital Management (HCM) modules and others actively in the implementation process. None of the institutions had implemented a Student Information System (SIS). Participants were invited to share lessons learned to help inform this important decision-making process.

The lessons learned sessions were not part of any Request for Proposal (RFP) process. Information shared varied by system and campus and included both technical perspectives and end-user experiences, depending on what implementation teams chose to provide. While panelists discussed specific vendors, these discussions did not indicate or imply the future direction of the NDUS ERP360 initiative.

CTS provided panelists with general discussion topics intended to support meaningful and relevant conversations. As time allowed, attendees were also given the opportunity to ask questions of the panelists. CTS sincerely appreciated the panelists’ willingness to volunteer their time and share their experiences.

Additional information about project progress is available on the ERP360 Market Analysis page. A summary of key takeaways from ERP360 lessons learned by peer institutions and systems is available at the ERP360 Lessons Learned document.

ERP360 Lessons Learned Themes

Summary of Key Takeaways from the ERP360 Lessons Learned included human capital, staffing concerns, and organizational change management (OCM). A plan for transformation involves a clear roadmap, timeline, and detailed plan with milestones. The plan should allow for time to facilitate conversation for the impact of change on staff, changing roles, responsibilities, and processes. As well as ensuring consistency, adhering to best practices, industry standards, and operational efficiency/sustainability. The implementation partner is crucial, and a 6-10 year timeline is recommended for full ERP deployment. Testing and ensuring security are also essential aspects of the transformation process.

These key themes are not necessarily actionable items, NDUS may or may not address all the items listed.

  1. Human Capital
    • Staffing concerns (turnover/retirement)
      • Include leadership turnover plan
    • Backfill strategy!
    • Stipends
    • Hire different skillsets
      • Test skills of employees
    • Develop a new department
      • Innovation and Change
      • Facilitate and lead the change management and transformation needed
  2. Organizational Change Management (OCM)
    • Assessment – impact of change on staff
      • Changing roles and responsibilities
      • Changing processes and process improvement
    • Training
      • Multiple sessions and multiple methods
    • Communication Planning
      • Multiple methods
        • Try new ideas like podcasts
      • Multiple times
        • Demo product early and often
    • Sponsorship Roadmap
      • Long project
      • Secure Funding
  3. Governance
    • Decision Makers
    • Core Principals
    • Consistency
  4. Digital Transformation
    • No more customizations
    • Use deliverables (as much as possible)
    • 3rd party consolidations (Integrations)
  5. Business Transformation
    • Clean Sheet Exercise
      • Keeping the output and end customer in mind rather than focus on us and what we need
    • Full Process Reviews
      • Every department
      • Every institution
  6. Defined roadmap/timeline
    • Detailed plan with milestones
  7. HCM/FIN at the same time
    • Due to the tight integration between the two
    • Fiscal year vs other
  8. Implementation Partner
    • Importance of the right partner
    • Cheapest is not always best
  9. 6-10 years for full ERP deployment
    • Clock starts once funding and plan is secured
    • Testing, testing, testing
    • Cohort deployment is best practice
  10. Data Warehouse (Vendor provided)
    • Proprietary deliverable (merge with current Data Lake)
    • Some utilization, some unnecessary
    • Historical year reporting challenges with very different system setups.
    • Need a clear understanding of impact and how this will be managed.
  11. No Money Savings
    • You will not save money, don’t use to sell idea
    • More efficient
    • Better design
      • More intuitive
  12. Security
    • Rose based