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AN INTRODUCTION TO
ENTERPRISE APPLICATION SERVICES
Today’s Topics
• Who We Are?
• What do we do?
• Our Challenges and Opportunities.
• Open Dialogue – What can we do better to serve your unit and Western
community
Our Purposes
To support the mission of Western Washington University by partnering with campus –
Leverage the strength of our internal resources and existing systems
deliver complete, maintainable & sustainable solutions in an organized and timely manner
provide effective, efficient and prudent support
ADMCSV1
NEW EAS
DB, PMO, API
EAS
ADMCSV2
• Database Admin
• System Analysts
• Banner Helpdesk
• Technical
Services
• Database Admin
• System Analysts
• System Analysts
(Focus on B9)
• Database Management &
Systems Maintenance
• Project Management Office
• Analysis, Programming &
Integration Team
ADMCS / EAS Revolution
2018
2019
Enterprise Application
Services
Database Administration &
Systems Maintenance
Project Management
Office
(PMO)
Analysis, Programming & Integration (API)
• Central Database Mgmt
• Data Structure Activities
• Database Maintenances
• Upgrading software
• Debugging
• Performance Tuning
• Data Security
• Restore data when needed
• Business Process Analysis
• Process Re-engineering
• Design New Processes
• Provide Recommendations for
improvement
• Project Management
• Manage Projects
• Execute Directives
• Motivate The Team
• Control Tasks &Timeline
• Track Budgets
• Keep the Project Organized
• Monitor Upstream & Downstream
impacts
• Application Management
• Business & System Process
Analysis
• Design & Development Life
Cycle
• Troubleshooting
• Technical Documentation
• Introduce New Tools to Campus
users
• Ongoing Systems Maintenance
Best Practices Consulting Collaborating Project Implementation DocumentationMentoring Standardization Risk Awareness Relationship Building Training
Database Administration &
Systems Maintenance
Database Administration & Systems Maintenance
• Central Database Mgmt
• Data Structure Activities
• Database Maintenances
• Upgrading software
• Debugging
• Performance Tuning
• Data Security
• Restore data when needed
Jeff Packer
Senior Database
Administrator
Aoife Finch
Assistant Database
Administrator
(50%)
Best Practices Consulting Collaborating Project Implementation DocumentationMentoring Standardization Risk Awareness Relationship Building Training
2014 2019
8 (1.5 FTE) 21 (1.5 FTE)
Our Statistics - Oracle Databases
MillFAST Budget
MillFAST HR
Our Statistics - SQL Databases
Managed Metadata Service_410f3b9c73aa48d9ba261ea68aa9fb0b
Search_Service_Application_1_AnalyticsReportingStoreDB_85938c1ff9a64245a0d2a10b35a97a8d
Search_Service_Application_1_DB_b8da9282ef6d424f969eaa4632bf116e
Search_Service_Application_DB_225c1ef030ab4bf899546e924c85ae53
WSS_Content_c36d0c9978e94181a1c86187e22bc045
WSS_MSWSS-3__BusinessDataConnectivityService
WSS_MSWSS-3__ManagedMetadataService
WSS_MSWSS-3__PerformancePoint
WSS_MSWSS-3__SecureStore
WSS_MSWSS-3__StateService
WSS_MSWSS-3__UsageandHealthDataCollectionService
WSS_MSWSS-3__WordAutomationService
WSS_MSWSS-3_Admin
WSS_MSWSS-3_BOT_Content
WSS_MSWSS-3_Config
WSS_MSWSS-3_Main_Content2
WSS_MSWSS-3_Main_Content3
WSS_MSWSS-3_Migrate_Content
WSS_MSWSS-3_MySite_Content
WSS_MSWSS-3_Profile1
WSS_MSWSS-3_Social1
WSS_MSWSS-3_Sync1
WSS_MSWSS-3_TEST_Content
WSS_MSWSS-3_TEST123_Content
WSS_MSWSS-3_TEST999_Content
WSS_MSWSS-3_Trustees_Content
WSS_MSWSS-4_Search
Our Statistics - # of Banner Updates & Patches
84
28892
101
-30
20
70
120
170
220
270
320
370
420
2018 2019 Projected
Update & Patches # of Databases FTE
1.5 FTE
Project Management Office
• Business Process Analysis
• Process Re-engineering
• Design New Processes
• Provide Recommendations for
improvement
• Project Management
• Manage Projects
• Execute Directives
• Motivate The Team
• Control Tasks &Timeline
• Track Budgets
• Keep the Project Organized
• Monitor Upstream & Downstream
impacts
Deborah Frost
Project Manager
Heidi Ling
Project Manager
Eric Spanitz
Project Manager
Dawn Child
Project Analysis
40%
Meredith Jarvis
Project Assistant
10%
Best Practices Consulting Collaborating Project Implementation DocumentationMentoring Standardization Risk Awareness Relationship Building Training
Identification• Identify the processes
• Identify key stakeholders and staff
• Determine the scope of the BPA
• Understand stakeholder issues &
concerns
• Set timeline
Process Analysis• Facilitate process analysis sessions
• Interview stakeholders individually
• Collect pain points
• Identify opportunities
• Collect relevant information
Communications,
Implementation & Training• Review recommendations with
stakeholders
• Discuss action items
• Develop plans for implementation of action items
• Identify groups that will impact by the change
• Develop and send communications
• Analyze and adjust changes based on feedback
• Invest feedback into stakeholder engagement
• Organize training
Gap Analysis• Map all processes
• Identify gaps from the analysis
• Identify areas that needs
improvement
• Review maps with stakeholders
• Conduct additional research
• Prepare Recommendation Paper
BUSINESS PROCESS ANALYSIS
Project Approach
Initiating PlanningExecution
and ControlClosing
• Define the project
goal, scope,
approach
• Define desired
outcomes –
benefits, measures
of success
• Engage with the
sponsor
• Identify and
manage budgetary,
timeline and other
constrains
• Define roles and
responsibilities
• Map out critical
steps and
interdependencies
• Maintain a project plan
• Manage your sponsors and stakeholders
• Maintain risk, issue, action and decision logs
• Develop and maintain good working practices
• Ensure that
anticipated
outcomes have
been delivered
(benefits
realization)
• Capture and share
learnings
Project Management Best Practices
Project Management
Integration Management
Risk Management
Communication Management
Scope Management
Time Management
Cost Management
Resource Management
Quality Management
Business Process Analysis
Current – 2019
Scholarship process – across multiple divisions & departments
HRIS & PageUp Integration Audit Process
In the pipeline –
Transfer Articulation – Admission & Registrar Office
Telecom Helpdesk Workflow Analysis
Current Projects Last
Status
Curren
t Status
Admission CRM – SLATE Implementation (ESS –Admission)) N/A
SHC – Electronic Medical Record System (ESS - SHC)
Implementation of Continuing Education – Banner Student (ESS
– Registrar / EE)
TEM SAP Concur Implementation (BFA)
myWestern Replacement (AA / ITS) N/A
Banner 9 Self-Service – General Profile & Registration (AA / ITS
- Campus-Wide)N/A
Campus-Wide Banking Services RFP (BFA – Campus-Wide)
Status Legend:On plan, but issues may
impact final deliveryWill not achieve plan
unless issues resolved
On plan; no
significant issuesComplete
CURRENT PROJECTSDASHBOARD
2018 2021
Today
STARTS MONTH 1 - 12 STARTS MONTH 13-24 STARTS MONTH 25-36
Advancement CRM
Continuing Education in Banner (Non-Credit)
EMS Upgrade
SHC-Electronic Medical Record RFP & Implementation
Donor Scholarship BPA & RFP
Campus-Wide Banking & Related Services RFP
Banner 9 Self-Service
TEM Replacement
Admission CRM - Phase 1
MyWestern Replacement
Ethos-Adv CRM
Faculty Evaluation (TBD)
Reporting/BI Rethink (Argos)
MillFAST Student Module
Banner Acct Mgt Redesign
MFA Rollout
Banner FLAC
Nolij Replacement
Whole Disk Encryption Pilot
Network Upgrade (Pending Funding)
Phone Migration to SfB (Pending Funding)
Payment Gateway CashNet Replacement
WESTERN PROJECT LIST – APPROVED & PENDING
Priority 1 (starts months 1-12)
Priority 2 (starts months 13-24)
Priority 3 (starts month 25-36)
Legends:
Analysis, Programming &
Integration Team
EAS Historical Org Structure
Jim O’Harra
Students, Data Warehouse &
Power BI, eSign
Anything Students
• Curt Thomsen
• Taylor Rhea
• Scott Giles
• Jim Kelly
• Guylaine Lalonde
• Linda Norman – retiring in May 2019
Steve Weinberg
All Related to Finance &
Human Resources
Anything Business
• Leland Anderson
• Lynda Baker
• Matt Taylor
Shared ResourcesEd Kaeufer – 50% eSign, 50% Others
Tim Neubauer – 75%
Analysis, Programming & Integration (API)
• Application Management
• Business & System Process
Analysis
• Design & Development Life
Cycle
• Troubleshooting
• Technical Documentation
• Introduce New Tools to Campus
users
• Best Practices
• Consulting
• Collaborating
• Project Implementation
• Documentation
• Mentoring
• Standardizing
• Risk Awareness
• Relationship Building
• Training
Needs from CampusAdmission
Finance
Financial Aid
Human Resources
Payroll
Registrar
Web4U, Self-Services
Extended Ed
A lot of Misc.
Jim Kelly
Scott Giles
Taylor Rhea
Curt Thomsen
Matt Taylor
Guylaine Lalonde
Ed Kaeufer
Tim Neubauer
75%
Leland Anderson
Linda Norman
Lynda Baker
Jim
O’H
arr
a
Some Statistics – Analysis, Applications & Integration Team
594492
698
423
711
924
146
236
0
200
400
600
800
1000
1200
2014 2015 2016 2017 2018 Projected 2019
Programming Requests & Issues Support
Programming Requests Issues & Support
1,160
857
Average Analyst’s Output/Year 2018 Actual = 80
Projected Average Analyst’s Output/Year 2019 = 129 Programs
Statistics – Analysis, Applications & Integration – Esign Team
Forms, 264
Forms, 70
Forms, 156Forms, 124
Days35
Days, 32
Days, 24
Days, 10
0
5
10
15
20
25
30
35
40
0
50
100
150
200
250
300
2016 2017 2018 2019 Projected
# of Days# of Forms Completed Esign Forms & Average Days Per Form
Esign Completed Avg Days per Esign Linear (Avg Days per Esign)
Database Management & Systems Maintenance
84
28892
101
-30
20
70
120
170
220
270
320
370
420
2018 2019 Projected
Update & Patches # of Databases FTE
1.5 FTE
• Between 2015-2018, an
increase of 25 Oracle
Databases
• Complex systems &
environment
• Same patches have to be
applied to multiple
environments
• Resources – flat at 1.5FTE
Eclipse
Java
Morphis
GIT
PL/SQL
Tomcat
Banner 9
Admin Pages
Oracle Forms
PL/SQL
Java
WebLogic
Banner 8
Admin Pages
Intellij
Groovy/Grails
Angular.js
Tomcat
Banner 9
Self-Service
PL/SQL
Shell/Bash
C/Cobol
Unix
FormFusion
Java
Perl
Zwriter
Banner Workflow
Banner
Application
Processing
PL/SQL
HTML
CSS
JavaScript
Web4U
Class Finder
TCEG
Transfer
ASP.Net
Visual Basic
C#
IIS/Windows Servers
Custom Apps
Esign
Bullseye
FACTbook
UPortal
Tomcat
JavaScript
Angular
myWestern
Skills We Need to Support Those Systems
Java
PL/SQL
Groovy
SFTP
Perl
Shell/Bash
Cron
System Interfaces
Java
Tomcat
All University
Listing
API Team
• High demand from campus requires shorter turnaround
time
• New software/technologies requires new skills
• Process Differences – no standardization – more
customization
• Upcoming retirement, steep learning curve for new
employees
Project Management Office
• Still in infancy stage
• All new project managers
• New concept of project management with campus
• Promote the value of project management
PMO – Five Stages to Maturity
End Dec 2021
Personnel, Methodology
Continuous Evolution
Tools Adjust to Changing Needs
Adoption Widespread
Center of Excellence
Level 5+
End Dec 2020
Personnel, Methodology
Approved
Tools Used Adeptly
Adoption Widespread
Learnings Capture Focused
Level 4
End Jun 2020
Personnel, Methodology in
Place
Updated Tools in Place
Change Management
Level 3
End Dec 2019
Personnel, Methodology in
Place
Updated Tools in Place
Level 2
End June 2019
Personnel, Methodology in
Place
Level 1
Now
As-Is State
Level 0
University Executives
President / Vice Presidents
IT Advisory Committee (ITAC)
AA BFA ESS UA URM AS GSAC
Admin
Technology
Academic
Technology
Student
Technology
Research
Technology
IT Advisory Committee Structure & Prioritization
Explore & Share Existing Systems
• Breakdown Silo
Assets Management AiM • Billing for other systems e.g. Telephone charges
Slate – Student Life Cycle• Financial Aid
• Registrar Office
• Family Outreach
SAP Concur• Personal Reimbursement
Existing Baseline Functionalities within Banner 9 • FLAC
Leverage Internal Skills
• Cross-train developers for faster turnaround time
• In-house Development of solutions
• Train new skills and retain talents
Your Input on what can we do better to serve your
unit and Western community?