CUA Enterpr ise Applications Roadmap Options Analys is SOW

REQUEST FOR BIDS

For

CENTER FOR PLANNING & INFORMATION TECHNOLOGY

ERP Roadmap Options Analysis Project CUA-ERP ROADMAP/PROJECT#20120703

CUA Enterpr ise Applications Roadmap Options Analys is SOW

STATEMENT OF WORK

TABLE OF CONTENTS:

1 EXECUTIVE SUMARY ....................................................................................................... 3

2 CATHOLIC UNIVERSITY OF AMERICA OVERVIEW .............................................................. 4

2.1 UNIVERSITY OVERVIEW ........................................................................................................... 4 2.2 TECHNOLOGY ENVIRONMENT ................................................................................................... 4

3 ERP OPTIONS ANALYSIS PROJECT DESCRIPTION .............................................................. 5

3.1 PROJECT GOALS & OBJECTIVES ................................................................................................ 5 3.2 PROJECT SCOPE ..................................................................................................................... 5 3.3 PROJECT TIMELINE ................................................................................................................. 5

4 VENDOR DELIVERABLES SUMMARY ................................................................................ 6

CUA Enterpr ise Applications Roadmap Options Analys is SOW

1 EXECUTIVE SUMARY This document is intended as a Statement of Work to solicit assistance with Catholic University of America’s (CUA’s) analysis of ERP options. The initiative is driven by end of life/support for our current system: PeopleSoft HCM/CS (Human Resources and Student Administration) 9.0.

As the marketplace is rapidly evolving with regard to ERP solutions, CUA desires to make a fully informed, impartial decision with regard the future of our major administrative system for Human Resources, with consideration to our Financials and Student Administration systems as well. In addition, CUA intends to address important systems issues raised in the University’s 15 year strategic plan, and highly visible gaps in solutions capabilities for functions that are typically automated (such as Applicant Tracking, Time Tracking, and others).

Therefore, CUA is soliciting the information described in this document to aid in identification of a services vendor with the expertise, skills, and impartiality required to help us evaluate options. The desire net outcome can be summarized as a comprehensive fact based objective evaluation of viable options that will aid CUA decision makers.

CUA is looking for a services organization capable of creating objective measures and rapidly evaluating several options with the highest degree of impartiality and integrity.

CUA Enterpr ise Applications Roadmap Options Analys is SOW

2 CATHOLIC UNIVERSITY OF AMERICA OVERVIEW This section provides an overview of CUA including information about the current state of technology.

2.1 UNIVERSITY OVERVIEW CUA is an independent, non-profit, co-educational institution of higher education with approximately 3,600 undergraduate and 3,400 graduate students (including full and part-time students). CUA is unique as the national university of the Catholic Church in the United States and the only higher education institution founded by the U.S. Bishops. Established in 1886 as a graduate and research center, the university began offering undergraduate education in 1904. CUA is located on 193 acres in northeast Washington, D.C. and offers programs of study within twelve schools leading to bachelor, master and doctoral degrees in the liberal arts and sciences, religious studies, and several professional areas including engineering, architecture, social service, nursing, music and law.

CUA is qualified as an organization exempt from federal taxation under Section 501(c) (3) of the Internal Revenue Code. CUA accepts students without regard to race, color, religion, creed or national origin and follows both federal and Washington, D.C. non-discrimination laws.

Additional administrative and academic information about CUA can be found in our Fact Book located on the web at: http://publicaffairs.cua.edu/factbook/

2.2 TECHNOLOGY ENVIRONMENT The current technology environment at CUA is summarized below:

PeopleSoft Student Administration 9.0 Tools 8.52 (estimated mid-July) PeopleSoft Human Resources/HCM 9.0 Tools 8.52 (estimated mid-July) PeopleSoft Financials 9.1 Tools 8.52 (estimated mid-July) Oracle DBMS for all major ERP systems (11g) Windows Servers (2003 or 2008) 64bit Dell Hardware All hardware is on premise Reporting solutions include Crystal, Query, nVision, SQR

Numerous interfaces in/out of core HR/SA system including but not limited to: Housing, Donor Relations, Odyssey (CBORD), IDWorks, CCure, and other administrative systems.

CUA Enterpr ise Applications Roadmap Options Analys is SOW

3 ERP OPTIONS ANALYSIS PROJECT DESCRIPTION

3.1 PROJECT GOALS & OBJECTIVES

The goals of this project include, but are not limited to, the following:

• Develop an inventory of CUA requirements (high level functional requirements) that can be compared against viable solution options

• Understand and document the current state of CUA’s ERP systems in terms of usage and deficiencies

• Evaluate each of the viable ERP options for fit against CUA requirements which include systems needs generated by legal and regulatory concerns, the University’s 15 year strategic plan, and basic administration functionality

• Build a comprehensive assessment report with objective measures of each of the viable solutions

3.2 PROJECT SCOPE The scope of this initiative includes:

• Assess current PeopleSoft environment (review of unused but owned functionality) • Identify viable alternatives to PeopleSoft roadmap • Build a methodical approach to evaluating alternatives • Drive/conduct the evaluation process against the most viable alternatives of interest to CUA • Document evaluation data in a meaningful, objective manner • Present outcomes and contribute to discussions / review of evaluation materials

3.3 PROJECT TIMELINE CUA is actively working on this initiative and would like to engage a partner to assist with it as soon as possible. At a high level, the desired timeline is as follows:

• Begin functional evaluations of solutions relative to CUA requirements in July 31, 2012 • Conclude evaluation session by August 31, 2012 • Provide final evaluation report by September 28, 2012

CUA Enterpr ise Applications Roadmap Options Analys is SOW

4 VENDOR DELIVERABLES SUMMARY CUA is looking for a service provider that can:

• Become our partner in this initiative, helping to guide it, helping to mobilize the many stakeholders whose input and buy-in will be required for success, and who can leverage their experience to provide knowledge that may not already exist within the CUA environment.

• Bring to CUA a wealth of knowledge from real world experience that is directly related to the building of an ERP strategy.

• Provide vision, ideas, and thinking that incorporate new developments in the ERP space.

More specifically, the chart below summarizes the deliverables expected from the vendor/partner to CUA for this initiative. To build these, a vendor will need to contribute actively to the leadership of this initiative while also participating in the evaluation process.

DELIVERABLE DESCRIPTION REF ID Project Repository Create an organized structure for collecting project deliverables.

Site should provide for capturing all deliverables, research and support materials; and track approvals/status.

1.0

CUA ERP Requirements Document

An inventory of requirements for the ERP solutions at CUA including these major categories: (1) existing, in use technologies; (2) functions/needs outlined in University’s 15 year strategic plan; (3) gaps in systems solutions at present; (4) additional items to be identified through meetings with CUA stakeholders (may include security, technology, usability, considerations as well).

2.0

Viable Options Summary An inventory of objective criteria that define viable options; explanation for each viable option

3.0

Current State Report An explanation of the current state of ERP systems at CUA including but not limited to the following sections: (1) inventory of core functionality in use; (2) inventory of functionality owned, but not used; (3) investigatory findings regarding lack of use / adoption of owned, but not used functionality.

4.0

Functional Requirements Evaluation Approach

A plan for evaluating viable solutions relative to CUA functional requirements

5.1.1

Functional Requirements Evaluation Templates

Templates (and instruction on how to use them) for CUA stakeholders to use in gathering and providing feedback on Functional Requirements relative to proposed solutions

5.1.2

Functional Requirements Report

A report that consolidates and provides a comprehensive objective score for fit of proposed solutions relative to Functional Requirements. Must incorporate feedback from CUA stakeholders and vendor’s careful, impartial analysis as well.

5.1.3

Technology Evaluation Approach Plan

A plan for evaluating viable solutions with regard to technology considerations including but not limited to: (1) technical architecture of solution in terms of scope of features, ease of maintenance and implementation, fit within CUA technology strategy; (2) fit with CUA security concerns; (3) fit with CUA

5.2.1

CUA Enterpr ise Applications Roadmap Options Analys is SOW

DELIVERABLE DESCRIPTION REF ID technology staff skill sets/ease of adaptation to new technologies; (4) other.

Technology Evaluation Approach Templates

Templates (and instruction on how to use them) for CUA stakeholders to use in gathering and providing feedback on technical requirements relative to proposed solutions

5.2.2

Technology Evaluation Report

A report that consolidates and provides a comprehensive objective score for fit of proposed solutions

5.2.3

Usability Evaluation Approach Plan

A plan for evaluating viable solutions relative to CUA usability assessment criteria

5.3.1

Usability Evaluation Approach Templates

Templates (and instruction on how to use them) for CUA stakeholders to use in gathering and providing feedback on usability assessment criteria relative to proposed solutions

5.3.2

Usability Evaluation Report

A report that consolidates and provides a comprehensive objective score for fit of proposed solutions relative to usability assessment criteria

5.3.3

Vendors Evaluation Approach Plan

A plan for evaluating vendors relative to their core values desirable by CUA including but not limited to: relationship track records, integrity, ability to deliver, financial stability, references, etc.

5.4.1

Vendors Evaluation Approach Templates

Templates (and instruction on how to use them) for CUA stakeholders to use in evaluating vendors

5.4.2

Vendors Evaluation Report

A report that consolidates and provides a comprehensive objective score for fit of vendors of proposed solutions

5.4.3

Risks Evaluation Approach Plan

A plan for evaluating risks associated with each of the viable solutions

5.5.1

Risks Evaluation Approach Templates

Templates (and instruction on how to use them) for CUA stakeholders to use in evaluating risks and crafting mitigation strategies for each of the viable solutions

5.5.2

Risks Evaluation Report A report that consolidates and provides a comprehensive objective score for risks and mitigations plans associated with each of the viable solutions

5.5.3

Costs Evaluation Approach Plan

A plan for objectively evaluating total costs associated with each of the viable solutions in years 1 through 10

5.6.1

Costs Evaluation Approach Templates

Templates for use by CUA stakeholders in evaluating total costs associated with each of the viable solutions in years 1 through 10

5.6.2

CUA Enterpr ise Applications Roadmap Options Analys is SOW

DELIVERABLE DESCRIPTION REF ID Costs Evaluation Report A report that consolidates all costs evaluations

5.6.3

Overall Evaluation Report Includes a full analysis of the ability of each of the in scope ERP options/solutions relative to the core evaluation categories of: (1) functionality v. CUA requirements; (2) technology; (3) usability; (4) risks; (5) costs. The report should incorporate each of the category reports, CUA stakeholder feedback/input, as well as the vendors’ evaluation input as well.

6.0