Project Details
Timeline
The Case ERP Project is aggressively planned and timed for completion. Our goal is to complete and implement the project faster, better and cheaper than other organizations.
Scope
July 5, 2004 - Financials System
Upgrade General Ledger
Accounts Payable
Purchasing
January 4, 2005 - Human Capital Management System
Personal Information
Payroll
Base Benefits
Time Reporting
2008 - Student Information System
Searchable Schedule of Classes
Enrolling in Classes
Viewing Grades
Advisement Reports
Overview
What Is ERP?
ERP stands for enterprise resource planning. Enterprise resource planning is an integrated software solution used to manage an organization's resources. ERP systems integrate business management and administrative functions including human resources, accounts payable, purchasing and finance.
What is the Case ERP Project?
The PeopleSoft Enterprise Resource Planning (ERP) Project is one of several strategic initiatives in which leading-edge information technology will be integrated into Case's business practices. The new integrated administrative system will replace Case's outdated core administrative applications including payroll, finance, purchasing, accounts payable and provide, for the first time ever, a human resources system. The ERP system will provide the infrastructure to streamline, improve and update the University's business processes, while delivering superior customer service and support to the entire campus community. Case will have integrated electronic processes through the web-based MyCASE portal that will enable faculty, students and staff to realize unprecedented gains in productivity and efficiency by creating a collaborative campus.
Phases
Phase One: Financials
Phase One of the ERP Project went live on July 5, 2004. The new system utilizes an integrated university-wide financial system with all information and transactions flowing into the general ledger.
The ERP system provides unprecedented reporting capabilities and access to information. The ERP system allows faculty and staff to work more efficiently, more flexibly and reduce reliance on paper forms.
Some of the new features and benefits of the PeopleSoft Purchasing and Accounts Payable system include:
An electronic, workflow-enabled system that greatly improves the processing of purchase requisitions along with other documents. Users can track their requisition status as it flows through the system to Purchasing.
Enhanced Purchasing and Accounts Payable reporting tools give departments access to information integrated into one financial system, with everything flowing into the general ledger.
Improved reporting capabilities for Purchasing to analyze purchasing spend for better contract negotiation with both existing contracts and new commodity areas. Result: Better pricing and improved service levels.
Accounts Payable will have the ability to improve and control payments
to vendors including:
Payment functions can be streamlined and automated. Result: Reduced processing
time and increased efficiency.
Contractual payment requirements and early pay discounts outside standard payment terms and electronic payment processing by EFT, ACH and wire transfers can be tailored to specific vendors. Result: Improved vendor relationships.
Enhanced payment controls for areas such as price verification, duplicate invoicing, and automated bank reconciliation.
Real time, on-line access provides quick answers to inquiries about vendor payments, voucher status, cross-reference between purchase orders and vouchers/payments, etc.
Phase Two: Human Capital Management
Phase Two of the ERP Project implemented the Human Capital Management (HCM) software. HCM encompasses HR Records, Time Reporting, Benefits and Payroll.
Benefits of ERP to Case Western Reserve University
With an ERP System, faculty, staff and students can easily access university information any time, any place. Campus users can get the information they need when they need it, from a single location. The ERP System also offers other significant benefits to the campus community including:
Replaces aging, non-integrated core legacy systems that are costly to support and maintain
Improves access to accurate and timely information and creates more self-service opportunities through a user-friendly Web-based interface
A single integrated university-wide data repository provides superior reporting and data analysis capabilities and promotes information sharing across the campus
Electronic approval processes reduce paper use and reliance on paper forms, eliminate redundant data entry tasks, and shortens the timeframe for procuring goods and services
Eases the creation and utilization of world-class best practices to streamline workflow processes, and increase productivity and efficiency
Positions Case more competitively with other institutions by providing an information model that meets needs of faculty, staff and students
FAQ
- What is an ERP System?
- What is the Case ERP Project?
- Why is Case doing this?
- What are the benefits of the new ERP system?
- Who is implementing the ERP Project?
- When will the work be done?
- Will I be trained on the new system?
- How will I access the system?
- How will I access the live version of PeopleSoft after I finish my training?
What is an ERP System?
ERP stands for enterprise resource planning.
What is the Case ERP Project?
The Case ERP Project is a strategic initiative to integrate leading-edge information technology into University business practices. The ERP Project will implement a PeopleSoft ERP system which includes Financials and Human Capital Management (HCM) software. The new system will create an integrated, centralized administrative system that enables users to streamline business processes and improve customer service. The new system will replace outdated core administrative applications and provide new infrastructure to create integrated business practices within the University. The ERP Project will aid in creating an efficient, collaborative campus by providing faculty, staff and students access to personalized information any time, any where.
Why is Case doing this?
The ERP Project provides the University with an exciting opportunity to move toward transforming Case into the most powerful learning environment in the world.
As competition for research dollars and students increases, the University has recognized a need for improved and streamlined business practices and processes. The ERP Project will aid in maintaining the University's competitive edge and position Case more competitively with other institutions.
What are the benefits of the new ERP system?
The entire campus community will realize the benefits of the ERP Project. The University will be able to connect its business processes directly to its suppliers, faculty, staff and students, which will dramatically improve administrative efficiency and services. Users will have personalized Web-based access to a centralized system of campus-wide transactions, records and data anytime, from any where.
The ERP system:
- Positions Case more competitively with other institutions by providing an information model that meets needs of faculty, staff and students.
- Anytime, anywhere access to information enables faculty, staff and students to get information they need when they need it, from a single location.
- Provides enhanced reporting and data analysis capabilities for faculty and staff.
Who is implementing the ERP Project?
Case has selected CedarCrestone as its implementation partner for PeopleSoft Financials and Human Capital Management (HCM) software. Cedar is a global leader in implementing PeopleSoft systems in higher education institutions. The ERP Project is led by Jack George (Project Director, Case) and Vinnie Siedata (Project Director, Cedar). The ERP Project is divided into project teams. Each project team is led by a representative from Case and a representative from Cedar.
Project Teams:
- Human Capital Management (Human Resources, Payroll and Employee Benefits)
- Financials (General Ledger, Accounts Payable, Purchasing)
- Communications and Training
Executive Sponsorship:
- Hossein Sadid, Chief Financial and Administrative Officer
- Lev Gonick, Chief Information Officer
- John Anderson, Provost
- Mort Grusky, Vice-Dean and AVP for Medical Affairs, School of Medicine
- Christine Ash, Associate Dean for Administration and Finance, School of Engineering
Will I be trained on the new system?
Yes, ERP system users will be trained. The ERP Project has a team that is dedicated to developing training courses tailored to user job functions. Click here for more information about ERP system training.
How will I access the system?
Because the ERP system is Web-based, you can access the system anywhere you can access the Internet.
How will I access the live version of PeopleSoft after I finish my training?
You will need to fill out a security form which will be delivered to you by your administrator. After both you and your approver have signed this form, it will be sent to the ERP Security Team. Your security form information will then be entered into the system, and you will receive an email with a link to the system. You will use your Case ID and the password associated with it to sign into both the Financials and HCM System.