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Project AURORA
Town Hall
May 2018
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Project AURORA
1. What? AURORA Refresher
2. Why? Benefits Realization
3. Guiding Principles Refresher
4. Project Status
5. Project Schedule
6. The Road Ahead
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What? AURORA Refresher
• Replace VIU’s legacy administrative systems with Unit4 systems:
• Replacement of and/or integration with >100 peripheral systems
• Business process review of related functions• Working Collaboratively with Selkirk College
Finance Unit4 Business World (UBW)
Human Resources/Payroll Unit4 Business World (UBW)
Student Records & Registration Unit4 Student Management (U4SM)
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Why? Benefits Realization
1. Improved Student Experience
2. Risk Reduction
3. Improved Data Accuracy and Reporting Capabilities
4. Increased Efficiencies and Effectiveness
See the AURORA Web Site for the complete Benefits Realization Framework Document
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AURORA Guiding Principles
• Promote a culture of collaboration• Acknowledge AURORA is an Institutional Project facilitated by IT• Configuration trumps customization• Not a workforce rationalization strategy• No individual will be left behind• Manage the project professionally• Lead the people side of change with compassion and patience
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Project Implementation Phases
NOTE: Data conversion will be ongoing up to the time of Deployment
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Project Status: Finance
• January – June 2018 Unit4 consultants training the AURORA Finance Team to Build the Finance modules
June 2018
September 2017
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Project Status: HR/Payroll
• The HR/Payroll Team is currently reviewing over 1,300 pages of documentation
• Targeted to start Configuration/Build mid-June.
June 2018
September 2017
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Project Status: HR Recruitment Module
• HR Recruitment module is being worked on separately and will begin User Acceptance Testing in June.
• Includes Job Applicant portal and new functionality for hiring managers and selection committees.
June 2018
November 2017
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Project Status: Student Management
• The Student Management Team is working with Unit4 to document our requirements
• Preliminary Data Conversion has also begun
September 2018
January 2018
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Project Planning and Scheduling
Factors• Realistic timelines
• Vacation and black-out periods
• Ensuring appropriate time for testing and end-user training
• Overlapping team members
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Scheduling Approach
The AURORA Schedule has multiple layers:
1. Detailed 4-6 month rolling schedule for each module
2. Phase durations for each module
3. Resulting overall project schedule and go-live dates
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Current Targeted Go-Live Dates
Finance July 1, 2019
HR/Payroll* January 1, 2020
Student Management Summer 2020
* HR Recruitment Module may go live before January 2020
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Things we are getting excited about…
• Ability to take photos of receipts and upload them for expense claims
• Workflow Tools (Reducing the flow of paper around VIU)
• Student communication functionality
• Employee Recruitment Module
• Contract Module
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The Road Ahead
• Prioritizing mission-critical functionality for go-live
• Additional functionality may be added later and will continue to evolve
• The Unit4 systems provide VIU with a robust toolset for continued improvements into the future
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Thank You Team AURORA!
• Thank you to the Project Team members
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Thank You Team AURORA!
• Subject Matter Experts from across VIU• Advisory Committee members• Unit4 Consultants• MNP Consultants• Selkirk College project team members• Sponsors• Many more individuals and departments who have helped
us out
