Frequently Asked Questions
What is ERP?
- Enterprise Resource Planning - a system that is used to manage and coordinate all the resources, information, and functions of a business.
What does this mean for UPEI?
- At UPEI the core applications used to manage the student, financial and human resource processes and information have been developed ‘in-house’ by a team of dedicated programmers. Over the years, the number and complexity of in-house applications have grown in response to the needs of the University and the ever increasing advances in information technology. A recent review conducted by senior administrators and programmers of the University concluded that a major overhaul of our core applications is required. In response, the University’s VP Finance & Facilities established the UPEI ERP Project to determine the best way forward for the University, either through enhanced ‘in-house’ development or purchase of a vender supplied solution. In either case, a detailed understanding of our business requirements and processes is needed to best implement an integrated solution.
Why the need for change?
- UPEI’s core applications, the ones that handle the day to day business of the University such as registration, procurement, banking, student information, payroll etc., are built upon software and programming that is fast becoming obsolete. These applications can no longer keep pace with the changing environment and the expectations of the students, faculty and staff they serve. A complete overhaul or replacement is needed.
What are the alternatives to our current system?
Two basic alternatives were considered:
- Purchase of a vender supplied solution , or
- Enhanced ‘in-house’ development.
How long will this take?
A recommendation was taken to the Board of Governors in March of 2011.
- A vender supplied option was chosen, and the University will proceed with an RFP to select a solution. There are several well established firms that specialize in University systems and supply fully integrated applications to Canadian Universities. It is expected that the transition to a new system will take about two years.
How much will this cost?
- The cost of either option will be substantial, estimated in the two to four million dollar range. Most of the cost will be a capital outlay and will be amortized over a ten year period.
How will the implementation of a new system affect staff, faculty and students?
- A detailed implementation plan will be developed that will emphasize training and minimize down time and disruptions to service. As with any transition of this magnitude cooperation, patience and understanding will be needed.
As a staff member, how will this affect my job?
- The staff in Financial Services, Human Resources and the Registrar’s Office will be most affected by these changes. New systems will replace the current UIS system. Some processes will change. It is expected that the new program modules will be introduced commencing in May 2013. This will be a transitional process that will require the cooperation of all involved. It will be preceded by implementation planning and training of the primary staff.
- Staff in other areas will see changes to how they access information and programs available in the student, financial and HR systems.
What can I do to help prepare for change?
Do you have another question?
