Problem/Situation
Major University needed a state of the art financial system to meet the information requirements and cost reduction pressures for its multi functional requirements. The university needed considerable help and guidance for the total systems procurement process.
Several key problem areas are outlined below:

• Financial operations were dependent on an outdated mainframe batch-oriented system (Dun & Bradstreet) that was not meeting the basic analytical or operational needs of the users
• Lack of distributed processing/inquiry capability caused inefficient workflow and significant redundancies
• Paper-driven, and multi-vendor software environment
• Operational and financial systems were not integrated
• Top management needed a comprehensive structured methodology to assist in systems design, software selection and project control and management
• The University project team needed expert assistance in the areas of strategic systems planning, requirements definition, vendor(s) selection, contract negotiation and implementation planning

Solution/Approach
MAS facilitated a project team orientation session regarding the total approach to strategic systems planning for and selection of a replacement financial information system.
MAS provided project team guidance, reference materials, knowledge of applications and vendors, project methodology, and templates for all project deliverables.
Some of these templates and related deliverables are listed below:

• Project methodology and detailed plans for all phases of the project Detailed financial system requirements database
• Request for information/proposals customized to reflect the current situation
• Detailed evaluation criteria based on the request for proposal
• Evaluation of vendor proposals
• Scripted demonstration formats and requirements
• Review of vendor sales price quotes
• Planning for and management of vendor corporate site visits
• Planning for and management of customer reference site visits
• Provided market research on vendors under consideration Evaluated and made recommendations for enhancing detailed client project team work
• Fully participated in project team’s efforts including direct negotiations with the vendor of choice, throughout the project
• Assisted the client in saving several million dollars through vendor negotiations for license acquisition and implementation services

Results
As a result of the detailed guidance and expertise provided to the University the procurement process was completed successfully. The University selected and implemented Oracle Financial and Grants Management systems at the lowest possible price with the most favorable contract terms attainable.