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Volume3,Number21/3/21/August4,2005Inthisissue:Campus-WideIntegratedInformationSystemImplementation:ACaseStudyLiangCheeWeeLutherCollegeDecorah,IA52101,USAAbstract:Acampus-wideinformationsystemisamajorundertakingregardlessofthesizeoftheinstitutionespeciallywhenthelegacyinfrastructurewasoneof“bestofbreed”approachforeachadministrativeunit.Transitioningfroma“silo”approachtoanintegratedstrategyrequiresachangeinthinkingandprocesses.Theprojecttoimplementanintegratedinformationsystembeganinthespringof2000atLutherCollege.Inspringof2004,allthemajormodulesofthenewintegratedsystemwereputinplace.Thechallengesfacedalongtheway,thebenefitsharnessed,andthelessonslearnedwillbediscussed.Overall,theprojectwasontimeandwithinbudget.Keywords:campus-wide,integrated,informationsystem,implementationRecommendedCitation:Wee(2005).Campus-WideIntegratedInformationSystemImplementation:ACaseStudy.InformationSystemsEducationJournal,3(21)./3/21/.ISSN:1545-679X.(AlsoappearsinTheProceedingsofISECON2004:2415.ISSN:1542-7382.)ThisissueisontheInternetat/3/21/ISEDJ3(21)InformationSystemsEducationJournal2TheInformationSystemsEducationJournal(ISEDJ)isapeer-reviewedacademicjournalpublishedbytheEducationSpecialInterestGroup(EDSIG)oftheAssociationofInformationTechnologyProfessionals(AITP,Chicago,Illinois).ISSN:1545-679X.Firstissue:8Sep2003.Title:InformationSystemsEducationJournal.Variants:ISEducationJournal；ISEDJ.Phys-icalformat:online.Publishingfrequency:irregular；aseacharticleisapproved,itispublishedimmediatelyandconstitutesacompleteseparateissueofthecurrentvolume.Singleissueprice:free.Subscriptionaddress:.Subscriptionprice:free.Electronicaccess:/Contactperson:DonColton()2005AITPEducationSpecialInterestGroupBoardofDirectorsStuartA.VardenPaceUniversityPastPresidentPaulM.LeidigGrandValleyStUniv2005EDSIGPresidentDonColtonBYUHawaiiVicePresidentRonaldI.FrankPaceUniversitySecretary,2005KennethA.GrantRyersonUniversityDir2002-2003,2005AlbertL.HarrisAppalachianStUnivJISEEditorJeffreyHsuFairleighDickinsonDirector,2004-2005DenaJohnsonTarletonStateUnivMembership,2005JensO.LiegleGeorgiaStateUnivDirector,2003-2005MarcosSivitanidesTexasStSanMarcosDirector,2004-2005RobertB.SweeneyUofSouthAlabamaTreasurer,2004-2005MargaretThomasOhioUniversityDirector,2005InformationSystemsEducationJournalEditorialandReviewBoardDonColtonBrighamYoungUniversityHawaiiEditorThomasN.JanickiUniversityofNorthCarolinaWilmingtonAssociateEditorAmjadA.AbdullatWestTexasA&MUSamuelAbrahamSienaHeightsURobertC.BeattyNIllinoisUnivNeelimaBhatnagarUPittJohnstownTondaBoneTarletonStateUAlanT.BurnsDePaulUniversityLuciaDettoriDePaulUniversityRonaldI.FrankPaceUniversityKennethA.GrantRyersonUnivRobertGrenierAugustanaCollegeOwenP.Hall,JrPepperdineUnivMark(Buzz)HenselUTexasArlingtonJamesLawlerPaceUniversityJensO.LiegleGeorgiaStateUTerriL.LenoxWestminsterCollDeniseR.McGinnisMesaStateCollegePeterN.MesoGeorgiaStUnivThereseD.ONeilIndianaUnivPAAlanR.PeslakPennStateUnivRobertB.SweeneyUofSouthAlabamaWilliamJ.TastleIthacaCollegeMargaretThomasOhioUniversityJenniferThomasPaceUniversityStuartA.VardenPaceUniversityCharlesWoratschekRobertMorrisUnivEDSIGactivitiesincludethepublicationofISEDJ,theorganizationandexecutionoftheannualISECONconferenceheldeachfall,thepublicationoftheJournalofInformationSystemsEducation(JISE),andthedesignationandhonoringofanISEducatoroftheYear.TheFoundationforInformationTechnologyEducationhasbeenthekeysponsorofISECONovertheyears.TheAssociationforInformationTechnologyProfessionals(AITP)providesthecorporateumbrellaunderwhichEDSIGoperates.cCopyright2005EDSIG.Inthespiritofacademicfreedom,permissionisgrantedtomakeanddistributeunlimitedcopiesofthisissueinitsPDForprintedform,solongastheentiredocumentispresented,anditisnotmodifiedinanysubstantialway.c2005EDSIG/3/21/August4,2005ISEDJ3(21)Wee3Campus-wideIntegratedInformationSystemImplementation:ACaseStudyLiangCheeWeeEconomicsandBusinessDepartmentLutherCollegeDecorah,IA52101AbstractAcampus-wideinformationsystemisamajorundertakingregardlessofthesizeoftheinstitutionespeciallywhenthelegacyinfrastructurewasoneof“bestofbreed”approachforeachadministrativeunit.Transitioningfroma“silo”ap-proachtoanintegratedstrategyrequiresachangeinthinkingandprocesses.Theprojecttoimplementanintegratedin-formationsystembeganinthespringof2000atLutherCollege.Inspringof2004,allthemajormodulesofthenewintegratedsystemwereputinplace.Thechallengesfacedalongtheway,thebenefitsharnessed,andthelessonslearnedwillbediscussed.Overall,theprojectwasontimeandwithinbudget.Keywords:campus-wide,integrated,informationsystem,implementation1.INTRODUCTIONAnenterpriseinformationsystemprojectis“amassiveundertakingfraughtwithrisks”(GossmanandWalsh2004).Besidesthetechnicalaspectsoftheproject,care-fulplanningandthehumanfactor(BarkerandFrolick2003)mustalsobeconsidered.Managementsupportisalsocrucialbecauseitaffectsthesuccessoftheproject(Hammersmith2004；HavelkaandLee2002).Earlyinthespringof2000,LutherCollegeformedataskgrouptoinvestigatehowbesttoreplacethelegacyinformationsystemssupportingFinance,HumanRe-sources,andPayroll.TheFinanceinformationsystemwasinternallydeveloped.Thegoalwastocontinuethecolleges“bestofbreed”approachtosupportadminis-trativeinformationsystems.Figure1showsthediffer-ent“silosofinformation”underthe“bestofbreed”ar-chitecture.Afterinvestigatingthevariousoptions,thetaskgrouprecommendedtothecollegeadministrationthatitshouldadoptanintegratedinformationsystemsapproachinstead.Overtime,thecostof“bestofbreed”systemswasnearlyasmuchasanintegratedone.Be-sides,thecollegewouldhavetoconnectallthe“silo”systemsintimetocomeandthechallengeandcostsofintegratingthevariousplatformscouldbehigh.Theadministrationendorsedthetaskgroupsrecommenda-tionandbelievedanintegratedsystemwouldprovideahigherqualityofservicetoalltheconstituentsanden-ablethecollegetobettermanageitstechnologyex-penses.InSeptember2000,arequestforproposal(RFP)wascompletedandsenttoappropriatevendors.ThevendorswererequestedtorespondtotheRFPbytheendofOc-tober2000.ThevendorsreportswerereviewedandseveralwereinvitedtocampustopresenttheirsystemandaddresstheneedsoutlinedintheRFP.Theselectedvendorsalsoprovidedinstitutionsthatwereusingtheirsystemforreferencecheckingpurpose.Afterevaluatingthevariousvendors,Datatel,Inc.,“aleadingproviderofinformationmanagementsolutionsforhighereduca-tion,”headquarteredinFairfax,Virginia.,wasselectedtohelpLutherCollegetoimplementanintegratedin-formationsystem().Figure1SilosofinformationBEFOREimplementationc2005EDSIG/3/21/August4,2005ISEDJ3(21)Wee42.THEINTEGRATEDSYSTEM:DATATELAnintegratedinformationsystem,asthenamesuggests,aimstoenablethevariousadministrativeunitstosharedataandcommunicatemoreeffectivelyandefficientlywithoneanother.Theunderlyinginfrastructureisthesameforeveryunit.TheDatatelinformationsystemconsistsofthefollow-ingmodules:Technical:oHard/SoftwareInstallationoProcessImprovementoTrainingRoomoConversionCoreoCommunicationsManagement/RulesHumanResourcesoPayrolloPersonneloFacultyContractsFinancialoGeneralLedgeroAccountsPayable/PurchasingoFixedAssetsoProjectAccountingoBudgetManagementStudentSystemoAdmissions/RecruitmentoCurriculumManagement/FacultyInformationoAcademicRecords/RegistrationoAccountsReceivables/CashReceiptsoFinancialAidoDegreeAudit/AdvisementoResidenceLifeoActivitiesandEventsoCampusOrganizationsBenefactoroIndividual/OrganizationsoGiftsandPledgeProcessingoCorrespondenceControloCampaignManagementoMajorProjectsToolsoSafarioWebadvisorEachmodulewentthroughthefollowingphases:Planning:Thisincludedaprocessmappingexercisewhereeachadministrativeunitidentifiedthedataflowandthesupportingprocesses.Thisexercisealsoenabledthevariousunitstounderstandvaluechainandhowinterconnectedtheywereintheirdailyoperations.Training:ThisphaseallowedaDatatelconsultanttoshowthevariousfeaturesinamodulesothatthetargetadministrativeunitwouldunderstandwhattheirmodulecoulddoforthem.Decisionmaking:Aftertraining,thisphasere-quiredtheadministrativeunittoidentifywhatfea-turestheywouldneedandwhattheywouldwanttohave.Notallfeatureswereneededbytheadminis-trativeunit.Consulting:ThisphaseenabledtheadministrativeunittovisitwiththeDatatelconsultanttoexaminehowtheDatatelmoduleandexistingdatacouldbesetuptosupporttheirneeds.Testing:Thetestinginvolvedusingrealdatafromtheadministrativeunittopopulateatestaccountsothatvariousprocessescouldbeevaluated.Testingwasdonethreetimesoverseveralmonthswitheachtestmorecomprehensivethanthepreviousone.Live:Whentestingwascompletedsuccessfully,themodulewasreadytobeintroducedtotheusers.Thehardpartisnotdone；itisjustbeginning.Alongtheway,userinputwassolicitedsothatthesys-temwouldbeusefultotheusers.IntheStudentmod-ules,forexample,facultymembersandstudentswereshownprototypesofthefeatures,andhands-ontestingbyuserswereconducted.Thefeedbackwasincorpo-ratedinthenextroundoftesting.SincetheDatatelsystemhasmanymodules,eachmod-ulewasphasedinovertimewitheachhavingadifferentstartdateandlivedate.AfterDatatelwasselectedasthevendor,theinformationtechnologypersonnelatLu-therCollegeworkedwiththeDatatelconsultantstopre-parethetechnicalinfrastructure