In the PeopleSoft environment, we can draw from a single, integrated database to provide more accurate information to students, faculty and staff by drawing from a single, integrated database. The new database will be updated in real time, thereby improving processing turn-around time for every transaction and the reliability of our financial information. The University also will be able to compete more effectively in both the student and employee marketplace, improve student retention and work toward greater financial stability.

The PeopleSoft system gives us the opportunity to improve our student and business processes.  Experience in other organizations that have installed new information technology teaches that only a small portion of the potential benefits of the new technology is gained if staff continue performing the same work tasks in the same way, or if the new system is configured to fit previous work tasks, policies and procedures.   In that context, the University is engaging in process redesign.

2. How much will this project cost?
The cost for the software for the three Rhode Island institutions is $ 3.5 million; with finance and upgrades the total cost of the software over 7 years is $8.5 million (paid by the Rhode Island Department of Administration). Implementation costs for the project are estimated at between $6 to 10 million for Human Resources, Student Administration and Financial Systems.

3. What are the project's goals?
The project's goals are to:

• Provide high-quality, integrated, seamless service
• Simplify and replace outmoded processes and procedures
• Create a comprehensive, integrated, client-focused information management system that is user-friendly, flexible, accessible and supportive of our service goals and University strategic objectives
• Position the University for future opportunities

4. What is the scope of this project?

The scope of this project includes implementing PeopleSoft applications to replace the existing student, human resources (includes payroll), financial and advancement systems. Whenever possible, the modules will be implemented without customizations. Current business processes will be reviewed with the intent to enhance these processes by utilizing the functionality built into the software, which is based on best business practices. The University's goal is to take fullest advantage of the capabilities of the new information technology to improve service to students, faculty and other users by eliminating non-value added work, and providing universal access to accurate, comprehensive information on-line.

5. What is reengineering or process redesign all about?
Reengineering is the fundamental rethinking and radical redesign of business processes to bring about dramatic improvements in performance. The key elements are:

• Dramatic improvements. It is not about making marginal improvements. It is about making quantum leaps in performance and achieving breakthroughs.
• Radical changes. It is not about improving what already exists. It is about reinventing how you do your work. Creative thinking and ideas must be encouraged and rewarded. Include nothing that does not add value.
• Process improvements. Processes are at the heart of every organization. Processes are defined as groups of related tasks that provide value to the customer. It is the handoffs between the tasks that devour time and money, and ultimately result in poor customer service. Process improvements require a totally fresh outlook to successfully create new and effective approaches to the old ways of working. The starting point for organizational success is well-designed processes.

Overall, the design of work in reengineering focuses not on hierarchical management and the specialization of labor, but on end-to-end processes and the creation of value for our customers.

6. When will the new systems become available?
This is a complex and dynamic project. Please refer to the Project Plan: Timeline link for the latest project information and target dates.

7. How will faculty, staff and students access the new system?
The two major ways of accessing the new systems will be from a desktop client or from a Web interface. Those who use the system extensively will most likely use the desktop client; while faculty, students and casual users will probably use the Web interface.

8. How and when will end users be trained on this new system?
An end-user training survey will be distributed to all University employees. End-users include everyone whose jobs require that they access the system. The users will be divided into three categories:

• Casual users - those who use the system less than 10% of the time. Includes administrators, faculty or other staff who will need to be aware of the new system capabilities to do their jobs. Some staff in this group will primarily use the system for reading standard reports.
• Functional/transactional users - those who use the modules 10-50% of the time. Includes employees in administrative or academic departments who use the system on a daily basis to do their jobs. Examples include staff or administrative assistants in academic or support units.
• Power user s- those who use the system more than 50% of the time, and/or use sophisticated, complex components of the system, including ad-hoc queries and reporting.

The results of the survey will be used to refine training strategies to meet the needs of different types of users.

9. Will all campuses (including Alan Shawn Feinstein College of Continuing Education and the Bay Campus) use this system?
Yes, the PeopleSoft system will be used at all campuses.

10. Who staffs this project?
Technical as well as functional users staff this project with representation from all areas of the University. Please refer to the Organization link for details.

11. What can I do to prepare for this new system?
There are two things you can do to prepare for the new system:

• Have an operational knowledge of Windows 95. The University offers training in this area. Please contact Informational and Instructional Technology Services (IITS) at 874-4023 for more information.
• Become familiar with Netscape 4.0 or Internet Explorer 4.0. Even if you have a desktop "client," it is necessary to access Internet resources to answer questions and provide information. The University also offers training in this application. Please contact IITS for more information.

12. Where can I direct questions about this project?
Please direct all questions to our Project Office at schifino@uri.edu.