Transcript HESUA 2003 Presentation - Azusa Pacific University

Azusa Pacific University’s
Migration Story
9 Months to deliver…
Don Davis - Project Executive (Director, Collaborative Technology)
Ken Williams –Special Assistant to the CIO
Outcomes
• Strategy
– Decision Timeline
– APU Environment
• APU’s Project Methodology
• Migration Plan
• Lessons Learned
IMT 3-Year Timeline
Strategic Initiatives: Excellent Service, Support , Systems, and Student Information
* IT Capacity Management implemented
* Media, Document and Content Management
* Disaster Recovery Plan for IMT
* Initiate refurbishing of ERP systems
* Purchase / Install Hardware, RDMS,
and Enterprise OS (UNIX)
* Dorm completed
* Duke completed
* Heritage Cafe completed
* One card environment for students
* E-billing for students
Campus Workflow
Process Improvements
2003
* Upgrade East Campus phone to IPX
* Decommission HP3000
2004
2002
2005
* Virtual Private Network
* Workflow (Lotus Notes)
* Help Desk Application
* Instant Messaging
* Digital Signage (campus/regional)
* Upgrade West Campus phone to IPX
* Upgrade fiber connection between
* Library System Replacement
East/West campuses
* Menifee Center Online
* Detection Intrusion upgrades
* Move Client to XP (os and office) * Integrate Regional Centers virtually
* On-line Registration
* Security / Business Continuity
* Degree Audit
* Voicemail Enhancements
* Master Calendar
ERP System Project
* Data Migration
* Vendor Consulting / Set-up
* Software Install
* New Campus Portal
* Training
Decision Time Line
2000
November
2001
October –
December
John Reynolds, CIO, was hired. One of his primary
goals was to recommend a solution for an ERP system.
Met with ERP vendors, database providers, and
migration consultants
Met with ERP vendors, database providers, and
2002
January – February migration consultants
February
Presented plan to change ERP vendors to Board.
Board asked for an alternative plan.
March
Visited SBI Chico and Vashon Island offices for
overview of company vision and product direction
May
Presented SBI MPE to UNIX migration plan to Board
and received approval.
June
Product demonstrations by SBI to users
July
Formerly launched Operation Silas (migration project)
& Formed project teams .
August
Signed migration contract & Launched project web site
Integration of Systems
•
Pre-Migration
–
–
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Student – ARM, HHE, AID, SAM
Finance – Core & Fixed Assets
Post-Migration
–
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–
–
–
HR
Degree Audit – Degree Works
Articulation – TreQ (Fall 2003)
Position Budgeting
Workflow (PO approval)
CDD
Key Wins
• Integration of Systems
• System Available 24x7
• Improved user interfaces (Web)
• Process Changes
• Infrastructure Changes
• Foundation for Self-Service
APU’s Blue Print
• Collaboration
• Communication
• Commitment
• Change
Collaboration
• NOT an IT project
• Teams / Terms of Reference
– Project Success Team (Executive Team)
– Client Impact Team
– Technical Team
• Migration Weekend – Date Chosen
Communication
• Web Site –
http://silas.apu.edu
Communication
• Web Site –
http://silas.apu.edu
• Town Hall Meetings
• Email Weekly “Wins”
• Demonstration
• Gap Analysis
• Weekly project conference
calls w/ SBI (Daily last month)
• List Serve
Commitment
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•
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•
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No Backfill – long hours
Aggressive Schedule
Engagement at all levels
SBI Staff on Campus
Training
Change
• Social Issues
• Manage Expectations
(Deliverables)
• Changing of the Guard
– Assumptions about knowledge
of system
– Support Structure
– Prioritization
ERP System Timeline
Excellent Student Information
Organizational
8/02
Assign Functional Lead
Prioritize Implementation
(2 Months)
10/02
Data Management Policy
(3 Months)
6/02
Product Demonstrations
4/02
1/03
Complete customization needs
7/02
Currency Audit
Project Leadr hired
6/03
* Financial in production
* Personnel in production
* Harvest in production
* User Training (1 Week)
9/02
* Sign Contract
* Campus Process Improvement (6 Months)
Infrastructure/
Application
IFAS 7i
* Financial
* Personnel (HR)
* Student System
* Harvest (Donor Mgt)
* Client Report Writing
10/02
Establish
Test Environment
7/02
* Purchase / Install Hardware
* Purchase / Install RDMS
* Install Enterprise OS (UNIX)
12/03
8/03
* Student System in production
* User Training (1 Week)
11/02
Migration Consulting
(2 Months)
2/03
Vendor Consulting /
Set-up
4/03
Pre-Migration
4/02
7/03
Migrate Data
12/03
11/02
Data Integrity /
Cleansing Process
(6 Months)
3/03
Software Install
(1 Month)
Key Project Dates
2002
September •
•
•
September Purchased Informix Database
Performed Gap Analysis
Established Project Plan
October
•
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Ordered/Installed Hardware
Hired Project Lead
November
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Applications installation
Purchased TreQ
Town Hall Meeting
CDS Training
December
•
First data roll
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Module review training
Degree Works Kick-off
Began scribing
Student System Technical Training
2003
January
Key Project Dates (cont)
2003
February
March
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Contracted with SBI for RSP support
Performed Second Data Roll
Began Testing
Identified process changes
Client Software Installed for testing team
First of four HR training sessions
Began converting Custom COBOL Applications
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Hired DBA
Performed Third Data Roll
CDD Training
Began converting Reports (CDD)
Workflow Training
Finance (Chico) technical training
Key Project Dates (cont)
2003
April
May
•
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Town Hall meeting #3
Performed fourth data roll
Client Software Install
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Performed fifth data roll
Letters / Forms Delivered
Final Data Roll
Purchased / Installed Citrix
APU Support Desk Training
End User Training – Module, PO, and APU Look
•
•
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Post Implementation issues
Local COBOL code
System Stability Issues
• Go live date
JuneSeptember
In Closing……
• Combination of Identity database(s)
• Unification of Security
• End user roles –
– Separation of tools in System Administrator
– Avoid UNIX shell access for common processes
– Read only access to SureCode
• Transit [Prototype]
• Eliminate MPE Shell on UNIX (Speed Issue)
• Need more end-user focus and less
technical focus for documentation
• Stability of System
Questions
Web Sites:
APU – http://apu.edu
Project Website – http://silas.apu.edu
Presentation – http://home.apu.edu/~ddavis
Contact Information:
Don Davis – [email protected]
Ken Williams – [email protected]
Budget
4%
4%
3% 1%
27%
Software
Hardware
Maintenance
Prof Serv
Consulting
28%
Proj Mgmt
Travel
11%
22%
Misc
Hardware Specs
Database/Application Server:
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Sun Fire V880 Server
Solaris 8.0 Operating System
4 x 900 MHz Ultra Sparc III CPU’s
20 GB memory
6 x 73 GB internal HD
Drives – DVD, DDS-3 (DAT), AIT3
Fibre Channel Raid subsystem
w/ 9 x 36.4 GB drives
Web/Application Servers
(4 Servers)
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•
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IBM xSeries 330 Pentium 3
Dual 1.4Ghz CPU’s
Windows 2000 Server
- IIS web servers
1 GB memory
2 x 18.2 GB Hard drives
Dual NIC’s
3 year onsite 4-hour response warranty
Citrix Servers (4 Servers)
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IBM xSeries 335’s Pentium Dual 2.4 GHz
Intel Xeon processors
1 GB of RAM
2 x 36 GB U320 SCSI drives - RAID 1
Windows 2000 Server
Dual 10/100/1000 NIC’s
Functions are:
•
Ctxweb – IIS web server
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Ctxgate – Citrix secure gateway
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Ctx1 & 2 – Citrix application server
Test Server
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Sun Fire 280R Server
Solaris 9.0 Operating System
2 x 1.2 GHz Sparc III V9 CPU
8 GB memory
2 x 73 GB internal HD
Fibre Channel Raid subsystem w/ 5 x 36.4
GB drives (182GB)
1 year Gold support
Yes we went from 1 server to 10 servers
APAC IFAS Architecture
Joshua.apu.edu
Degree Works
Campus Online
ODE Link (Harvest)
IFAS/Informix
web09x
Antioch.apu.edu
web09x
Transit
Treq
SurCode
web08x
Campus Online
Services
Pal
Scribe Client
dap10
dap10
IRIS Clients
dap08
Insight
Bi-Tech Sys Admin
Degree Works
Services
CDD Designer
ode10x
IFAS Clients
Run ( interpreter )
APU Look
RIM
SAM
AFF
BOX
SHP
etc.
ode10x
ode08x
ODE Services
Transport
OmniAccess
Sw1.apu.edu Sw2.apu.edu
Generic_inf2000
Generic_inf2000
Sw3.apu.edu Sw4.apu.edu
Applications
Financial Web
Workflow Web
IFAS 7i
oplrqb
Openlink
Informix RDBMS