Board of Trustees May 13, 2021 VP Operations, Andreas Bohman Executive Summary – Cloud Strategy PROJECT OVERVIEW
The ERP to Cloud Strategy project proposes to move CWU’s core business systems to the cloud to enhance the student experience, reduce our risk exposure, provide enhanced business insights, and streamline job processes. We are proposing a phased multi-year approach to address more immediate risks in the short term and position us for long-term success. SCOPE AND PHASES OF WORK The first phase of the project would include migrating current PeopleSoft modules to an “infrastructure as a service” (IaaS) solution. IaaS solutions such as Oracle and Amazon allow us to move our existing Peoplesoft servers into to the cloud while maintaining our current structure, integrations, and business processes. The second phase will be an RFP process to identify solutions and vendors to change from Peoplesoft’s Human Resource and Finance modules to a “software as a service” (SaaS) solution. SaaS solutions, such as Oracle Cloud or Workday, are a software licensing and delivery model in which software is licensed on a subscription basis and is hosted by the provider. Moving the Peoplesoft student management module to a SaaS solution will also be evaluated. After completing contracting with vendors, the third phase would be the implementation of the SaaS solution and would also include integrations with other applications. COST ESTIMATES Cost estimates of this project are based on information collected up to this point. In addition, there may be internal cost savings as we realign resources and staff to support this new cloud-based environment. Current Oracle and PeopleSoft licensing costs will also be diminished/eliminated, depending on the final solution. None of these potential cost-saving strategies are included in the estimate below. As new information is gathered, these estimates will be refined.
One Time Costs
Ongoing Annual Costs Year 1 $740,000-$1.1M
Ongoing Annual Costs Year 2
Phase 1 (PS to IaaS)
$300,000 - $440,000 $0 - $100,000 (if vendor assistance needed)
$350,000
Phase 2 (RFP & Contracting)
None
None
Phase 3 (Move to SaaS)
$3M - $5M
None
$1.1 - $1.8M
This project assumes the Peoplesoft student management module will remain on an IaaS platform until a suitable replacement is identified. Both Workday and Oracle Cloud are actively developing student management modules but are not in widespread use yet. TIMELINE
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