University at Buffalo - The State University of New York

Student Systems Assessment

Anticipated Project Timeline

Steps	Months
	April	May	June	July	August	September	October
Step 1: Project Kick-off	X
Step 2: Transformation Strategy Development	X
Step 3: Vendor Preview Demonstrations		X
Step 4: High-Level IT Support Assessment		X
Step 5: Requirements Development		X	X	X
Step 6: Develop RFP for Vendor Selection				X
Vendors Respond to RFP				X	X
Step 7: Establish Evaluation Process Methodology				X
Step 8: Vendor Demonstrations and Site Visits						X	X
Step 9: Systems Integration Firm Interviews							X
Step 10: Finish Evaluation and Make Recommendation							X
Step 11: Vendor Choice and Begin Contract Negotiations							X

Step 1 (April)

Project Kickoff – Establish understanding of objectives, scope, and approach and orient Moran Technology Consulting (MTC) to UB’s organization and culture.

Groups involved: MTC, Executive Steering Committee, Project Team

Step 2 (April)

Transformation Strategy Development – Develop guiding principles and a communications plan for the project, identify high-level change inhibitors facing assessment and implementation.

Groups involved: MTC, Executive Steering Committee, Project Team, individuals chosen specifically for change readiness and communications discussions

Step 3 (May 2)

Vendor Preview Demonstrations – Invite Banner and PeopleSoft representatives to present their products to the UB community in order to open our minds to current system capabilities.

Groups involved: MTC, Vendors, UB Community

Step 4 (May)

High-Level IT Support Assessment – Assess UB’s IT environment for readiness and develop recommendations for lowering any risks that are found.

Groups involved: MTC, individuals chosen specifically for IT change readiness discussions

Step 5 (May/June)

Requirements Development – Identify business objectives and processes, as well as opportunities for improvement across processes; and define the functional and technical requirements for the Request for Proposals that will be distributed to vendors. At the end of this phase, we will conduct a survey regarding our requirements that will be open to the entire campus community.

Groups involved: MTC, Functional Teams, Project Team, UB Community

Step 6 (July)

Develop RFP for Vendor Selection – Finalize and release the RFP for vendor responses.

Groups involved: MTC, Purchasing, Project Team

Step 7 (July)

Establish Evaluation Process Methodology – Develop methodology for evaluating the vendors.

Groups involved: MTC, Project Team

Step 8 (July/Aug)

Vendor Demonstrations and Site Visits – Invite top 2-3 vendors to demonstrate specific processes using their software; visit peer institutions to understand how software is implemented and used on campuses.

Groups involved: MTC, Project Team, UB Community, individuals chosen specifically for site visits

Step 9 (Sept)

Systems Integration Firm Interviews – Develop interview guides and invite top 2-3 integration firms for interviews.

Groups involved: MTC, Project Team, Executive Steering Committee

Step 10 (Sept)

Finish Evaluation and Make Recommendation – Evaluate software and systems integration vendor proposals and make recommendation for vendors.

Groups involved: MTC, Project Team

Step 11 (Oct)

Vendor Choice and Begin Contract Negotiations – Make final decision about vendors and begin contract negotiations for implementation.

Groups involved: MTC, Executive Steering Committee