Software Business Case
Replacement for R25
Table of Contents
Executive Summary 2
1. Problem Definition 2
2. Addressing Problem with CWU existing tools and products (i.e. PeopleSoft) 2
3. Organizational Impact 2
4. Benefits 3
5. Strategic Alignment 3
6. Cost 4
7. Alternatives (add lines as necessary) 5
8. Timing / Schedule (add lines as necessary) 5
9. Technology Migration/Resource Identification 5
10. Product Life/Application Sunsetting or Decommissioning 6
11. References 6
12. Recommendation 6
13. Approvals 6
Executive Summary
The current scheduling system is at end of life, outdated and will not be supported in the future. The current system does not allow for business continuity in the event of a server failure. The event module within the current system does not currently meet the needs for Student Union Operations & Scheduling and is not a stable platform. The Registrar’s Office, University Facilities Planning and Student Union Operations & Scheduling use components of the current system and are searching for a solution that will improve business processes, continuity and perhaps expanded capabilities. Conferencing has been directed by the AVP of Finance & Business Auxiliaries to find an online events payment option.
Resource 25, the current scheduling system, will soon be at End of Life. While technical support will continue for some time, no further development or patch work will be done. The Registrar Office relies heavily on the academic scheduling portion, University Facility Planning relies heavily on custom reports provided by the vendor at a cost of $8000/year and while the Student Union Operations & Scheduling uses the academic scheduling for their events, this is not a good fit for them. The Conference Center does not use R25 directly but relies on the Scheduling Center to help them reserve rooms for their events.
Two affordable options available and in use at other Universities, R25Live and EMS, were researched by all three departments. Neither EMS nor 25Live were sufficient enough to replace the Conference Centers existing system but that may be a future consideration as both software vendors have plans to expand that module in their future business plans. In the meantime, the Conference Center is interested in either EMS or 25Live’s online registration and payment modules, both of which can be purchased separately from the main scheduling system.
Only R25Live met the minimum needs of the Registrar’s Office and Student Union Operations & Scheduling.
Annual costs are:
R25 Live (web hosted) $ 39,841
R25 Live (hosted on premises) $ 26,986
The first year cost with annual fee and initial licensing purchase, training, and set up are:
R25 Live (web hosted) $ 93,841
R25 Live (hosted on premises) $ 88,006
Sponsoring Department(s):
Registrar’s Office
Student Union Operations & Scheduling
Date of Business Case Preparation: 05/2014
Contact Person Name/Phone: Lindsey Brown, Registrar 963-3076
New Product/Service
If there is a draft or sample contract, please provide a copy.
Renewal of Existing Product/Service – if checked, include background information.
If there is a site license agreement, existing contract or new contract draft, please provide a copy.
1. Problem Definition
The current R25 system is designed for old server structure, resulting in frequent downtime. Many components of R25 are 32 bit applications and windows 2008 server is 64 bit, resulting in compatibility issues. R25 has issued its last update and the current product will not have future versions, patches, or fixes. PeopleSoft currently does not have an enterprise scheduling solution. R25 has served as the centralized scheduling platform for Registrar Services and Student Union Operations & Scheduling. Conferencing needs an online registration and online payment option.
2. Addressing Problem with CWU existing tools and products (i.e. PeopleSoft)
PeopleSoft does not have the scheduling tools used by academics, conferencing and events. Algorithms for room optimization and event scheduling needs are currently not available in PeopleSoft.
3. Organizational Impact
· R25 currently is being used by Registrar Services and academic departments for scheduling, planning space usage, room assignments, finals schedules, etc.
· R25 currently is being used by Student Union Operations & Scheduling for scheduling and resource management of university events, meetings and conferences.
· R25 currently is being used by Facilities for their Space Usage Reporting.
· The Conference Center currently has a self-contained, customized solution, but may be able to use one R25Live for online payment.
· The solutions proposed will require training for all stakeholders.
· University Advancement/Events has their own event management software.
· The new solution will need to obtain its room data from the AIM Space Management Module for the room description and room information data.
· The upgrade to a new solution will allow us to move our server to a centralized location, improving security, maintenance and support.
· All Stakeholders
Provost’s Office
Registrar’s Office
Student Union Operations & Scheduling
SURC Events
Conference Center
Catering
Facilities
All CWU Staff/Students/Faculty
· Potential Partners/Primary Users
Registrar’s Office
Student Union Operations & Scheduling
SURC Events
Conference Center
University Facilities Planning
· RFP Requirements Contributors (add lines as necessary) – May not be required
Department / Name /4. Benefits
Benefits may be realized in the following areas:
· SURC Academic /event scheduling software of R25 Live offers more functionalities and flexibilities on a more stable platform.
· Web-based applications available for R25 Live, supported by LDAP and Shibboleth (single sign on), making the software available to integrate into MyCWU and provide for a better end-user experience.
· Both products support mobile access.
· Both products allow for online payments
· This solution will allow similar and compatible use across campus and departments.
5. Strategic Alignment
An improved scheduling system will;
· enhance the effectiveness of student support services,
· increase the emphasis on and the opportunities for students, faculty and staff to participate in research, scholarship and creative expression activities,
· increase the external funding received for research, scholarship and creative expression by faculty, staff and students,
· enhance the commitment and the level of collaboration between the university and external communities,
· increase participation in university sponsored life-long learning opportunities between the University and external communities,
· maximize the financial resources to the University, and assure the efficient and effective operations of the University through financial stewardship,
· develop and implement enrollment management and marketing plans that meet the enrollment objectives of the University,
· provide the facility and technology infrastructure and services appropriate to meet the University objectives, while maximizing sustainability and stewardship.
Link to CWU Strategic Plan:
http://www.cwu.edu/resources-reports/sites/cts.cwu.edu.resources-reports/files/documents/2012%20CWU%20Strategic%20Plan.pdf
6. Cost
Current R25 System:
R25 Program $ 10,738 – Paid by IS/2013-2014/renews 10-14
PeopleSoft Interface License $ 590 – Paid by IS/2013-2014/renews 10-14
Reporting X25 $ 10,746 – Paid by Provost/2013-2014 renews 6-14
R25 Yearly Total $ 22,074
Proposed Solutions:
R25 Live (X25/PS interface) / R25 Live (X25/PS interface)Cloud Hosted / $ 36,890 / On Premises / $ 24,987
Recurring Subtotal (Includes Tax) / $ 39,841 / Recurring Subtotal
(Includes Tax) / $ 26,986
One Time Cost / $ 20,000 / One Time Cost / $ 22,000
Training (12) / $ 15,000 / Training (12) / $ 15,000
Consulting / Maintenance / $ 15,000 / Consulting / Maintenance / $ 15,000
N/A / *New Hardware / $ 4,500
Total to Implement / $ 93,841 / Total to Implement / $ 88,006
5 Year Cost
(Includes Tax) / $ 253,206 / 5 Year Cost
(Includes Tax) / $ 195,950
* Hardware Quote is based on using CWU’s existing virtual hardware, adding 4 virtual servers, 4 server licenses and backup space.
· Source of Funding (Project ID) or Description of the Source of Funding.
o Registrar Services is able to contribute $25,000 one-time funds for the implementation.
o Student Union Operations & Scheduling is able to contribute $10,000 one-time funds for the implementation.
7. Alternatives (add lines as necessary)
Alternative / Reasons For Not Selecting Alternative /Do nothing, continue using R25 / Will impact student success and CWU service to students. Low level of successful business continuity.
Our current billing issues could weaken our relationships with the community and external constituents.
Additional staff may be required in the future to handle inefficiencies.
8. Timing / Schedule (add lines as necessary)
Task / Target Date /Secure Funding / 6/2014
Schedule with CollegeNet for onsite setup of new system / 6/2014
Academic/Scheduling set up complete, provide training, GoLive / 9/2014
* Current R25 system will remain active and running project is complete
9. Technology Migration/Resource Identification
Resource / Jan / Feb / Mar / Apr / May / June / July / Aug / Sept / Oct / Nov / DecProject Manager / 20 / 15 / 15 / 15 / 5
Business Analyst / 10 / 10 / 10 / 10 / 7
System Admin / 40 / 20 / 20 / 20 / 20 / 20 / 20
Training / 1 / 4 / 4 / 10 / 10
Networks/Ops / 16 / 1 / 1 / 1 / 1
Registrar Services / 5 / 40 / 20 / 10 / 10 / 10
Student Union Operations & Scheduling / 5 / 40 / 20 / 5
Total Hours / 97 / 130 / 90 / 71 / 53 / 30 / 20
10. Product Life/Application Sunsetting or Decommissioning
The scheduling program should be reviewed in five years for efficiency and assessment of needs and/or changes required by changes in business processes. If event scheduling capabilities are added, conferencing may be use the system and discontinue their customized system.
11. References
Quotes from Judy Foster, Tacoma Community College:
“Right now we are currently using R25 and working with CollegeNET staff as we move forward in the next two months. Last week we spent three packed meeting days with our CollegeNET crew on implementation directives (data conversion, etc.) for moving forward with the software. Their staff are wonderful with preparations on setting up a test database for use to use soon.
We are excited, as we have wanted 25 live (web based) for a long time. Especially since CollegeNET will, no longer support the old version.
Also it is uses object level security so that is a real plus in controlling users. Then there is unlimited users licenses and calendars we can take advantage of in getting out our college information about events. It will allow people to add the event to their calendar, and then there are feature that allow users to buy tickets, etc.”
12. Recommendation
The implementation of a new R25 Live Enterprise scheduling system will allow compliance to a supported operating system, allow business continuity for academic scheduling and add online payment and online registration for conferencing.
13. Approvals
The following actions have been taken by the appropriate Sub-Council (ATAC or Non-Academic Sub-Council) and Enterprise Information System Committee (EISC):
Date / Action / By6/2/2014 / Approved, recommended some changes to business case / ATAC Sub-council
6/10/2014 / Approved / Non-Academic Sub-council
6/16/2014 / Approved. / EISC
Upon approval by the Enterprise Information System Committee (EISC) or one of the two Sub-Councils (Academic or Non-Academic), CWU procurement policies and procedures should be used to initiate a purchase. Please contact the Purchasing office at x1001 with any questions regarding the procurement process.
If you have any questions, please contact Sue Noce 963-2927, Ginger McIntosh 963-1466, or Tina Short 963-2910.
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