EVENT : eWORLD Forum-2011 Abstract Themes : Governance ( Green ICT / Computing) Sub : Implementing ERP in Worlds Largest University

IGNOU, A Great Challenge towards Good Governance By Wg. Cdr. (Retd.) Arun Verma Joint Director(ERP), IGNOU E-mail : arunverma@ignou.ac.in Mob: 9990291493 & Dr. Vijay Srivastav (Head Computer Division) Author : Wg. Cdr. (Retd.) Arun Verma is result driven senior management
esecutive with multifaceted operational exposures in IT and non IT field. An Engineer with 30 years of experience in Government and corporate sector, successfully managed more than 10 ERP implementation in India & abroad. A Master in Management and System from IIT Delhi, Wg. Cdr. Verma did Electrical Engineering from NIT Jamshedpur and many prestigious professional course during his tenure in IAF. Wg. Cdr. Verma, joined IGNOU as Joint Director(ERP) and successfully managed ERP

implementation of Human resource management system, financial supply chain management and Documentum. Wg. Cdr. Verma was awarded in IAF for his dedication and airmanship. He was a Member Secretary to Govt. of India for ASP panel of Defence Research and Development Organization. He has executed large SAP projects in UK, USA, Germany and Asia in both on-site and offshore model and received various awards for his excellence.

C0-Author : Dr. Vijay Srivastav, who has worked closely with the Information Technology
(IT) industry during his initial career, joined IGNOU as Joint Director, Computer Division, in This paper was submitted for eWORLDFORUM 2011 conference Page 1

1996. A man with over 30 years of experience, Dr VSP Srivastav is head of the Computer Division since 2000. A Master's in Statistics from the Indian Institute of Technology (IIT) Kanpur, Dr Srivastav did MPhil and PhD in Computer Science from the Jawaharlal Nehru University (JNU) in 1988.As Head of the Computer Division, he keeps the flow of information intact at IGNOU, including Regional Centres and Study Centres.

Topic : Implementing ERP in Worlds Largest University IGNOU, A Great Challenge towards Good Governance

Objective
Objective of this paper is to share the challenges faced during the implementation of ERP in a government Organization. Change management is one of the most difficult part of any organization, it is more in government sector where there are ample number of Whys to change? and many between the lines rules to support the reluctancy. Main objective of this project was a step towards green environment by cutting the usage of papers in a typical government organization.

Introduction
Since its establishment in 1985, Indira Gandhi National Open University (IGNOU) has contributed significantly towards development of higher education in the country through the Open and Distance Learning (ODL) mode. Today IGNOU has emerged as the world largest university with about 3.9 millions of students enrolled in 400 academics programs, not only across India but also through more than 60 learning centers across 45 countries. Although IT has been in use, for the various activities right from IGNOU inception, Some of the initiatives, using state-of-the-art technologies have been taken in further use of ICT at IGNOU in the last 3 years. Some of such initiatives are as below: Enterprise Systems (ERP & SCM ) E-Business Systems (Web based services, Wiki, etc.) Wireless Communication Systems (Mobile Phone based applications) This paper was submitted for eWORLDFORUM 2011 conference Page 2

 On line registration, admissions, fee deposits and results declaration On line examination for some of the programs Delivery of education is going through a transformation which not only posses many risks but also offers the virtue of multiple ways to reach people of different strata. New automated ERP is intended to boost efficiency, there by increasing the institutional performance. Being the first open (Central Government) University to implement ERP, having decentralized account disbursing system was a big challenge. Innovative design of the system has brought together all the human resource and complete accounting activities in single data base. IGNOU has decentralized account disbursing system for all Schools of Studies and service Divisions at its headquarters, which are about 45. It was desired to have innovative step for the university to design the system for bringing all the accounting activities and human resources data operable through a single, central and integrated data base to capture all the day to day transactions and reconciling the same periodically and regularly.

Keywords
ERP, SCM, Peoplesoft, ODLSoft, ODL

Open Distance Learning Software(ODLSoft)

Innovations were applied in all phases of program. To start with, program title ODLSoft which is actually implementation of PeopleSoft ERP is result of innovative thinking! PeopleSoft was rechristened as ODLSoft within the University which is catering to Open Distance Learning needs of students from all over India & abroad ( about 55 centres). Innovative approach and means were adopted to standardize processes across various Divisions of University before proceeding with ERP implementation. Holistic view of university requirements was taken and a process improvement committee was formed in the initial phases of project to review process changes which are required for betterment of organization. A two prong approach was taken IGNOUs exiting processes were mapped with PeopleSoft and also, Industry standard best practices and procedures incorporated in PeopleSoft were identified as part of change management.

This paper was submitted for eWORLDFORUM 2011 conference

Page 3

Through innovation and change management, the stakeholders were prepared for embracing new business processes & workflows and collaborative relationship between students / customers , employees, head of departments, senior management and vendors. The system is managing its available resources in a planned manner with certainty and speed and by maximising cooperative use of information and other resources of planning and decision making, It is augmenting efficient and effective administrative and financial management relevant to the needs of the management. Through documentum software, integrated with the relevant modules, it has been possible to digitise all the Degrees/Diplomas/Certificates/Grade Cards for reference as and when required and for future validation.

Challenges during implementation

Challenges faced were typical like any other Government organization. Frequent transfer of employees, cancellation of user training and user acceptance testing sessions, slow decision making, were some of the challenges faced during implementation. These were resolved through continuous intervention of senior management and Head of Departments. Lack of knowledge of integrated computerized system and reluctant to change were the major obstacles. Series of lectures and interaction also involving grass-root level officials including union members by top management could convince them for the usage of ERP.

Picture shows the dedication of a 55 years + employee working on the state-of-art- technology Peoplesoft financial supply chain management module.

This paper was submitted for eWORLDFORUM 2011 conference

Page 4

The integrated approach for day to day transaction brought all from Group D employees to the Group A officers , at one platform. This required a massive planned approach in preparing the staff for transactions through computerised system. There have been workshops on change management, mind setting, hands on for working with computer to the ERP modules and so on. The difficult task of getting all the people along in educational and governmental set up has been achieved after rigorous, timely, and effective support from the IGNOU/TCS technical group. Clearance of payment within less than an hour with multi level approval has been experienced and welcomed by one and all. The innovative approach adopted for the implementation in less than the period generally it takes in non-technical environment has been based on Support-onDemand. This required preparing teams at various level. At user level Core Group was created for daily and weekly monitoring of the progress. To support end user, Operational support group was created to take care each and every module. Then a group has been in place for doing updating with proper authenticated rights. Availability of users and their sign-off at various levels was another biggest hurdle in completing the various phases of the project. Giving As-Is requirements, approving the same for design of the solution, To-Be sign off, User Acceptance Test (UAT), providing data, testing, coming with initiative to use the system have been real challenges. Functional head with a clear mandate of top management could be able to make the key users available and understand the functionality and suggest, where-ever changes are required. Computer literacy was another challenge, for which training on basic computer skills was imparted and Kiosks were established for Group D employee to enter the data in Computer for ERP transaction. Initiative, initially taken at the Computer Division level for making all the major user groups involved for the various tasks involved in As-Is study, To-Be document sign off, Testing and UAT, Rolling out of module proved to be major steps in letting all aware of their respective responsibilities. Feedback and monitoring with periodic and regular meeting - inter and intra groups/ users /Heads of Divisions & Schools of Studies proved to be most effective in implementing the system with challenges. Appreciating and motivating all the concerned with inclusive approach helped taking the system to implementation and usage by all. This paper was submitted for eWORLDFORUM 2011 conference Page 5

ODLSoft implementation has enabled integration of people, processes and procedures across the University. It is in line with the Universitys objective of achieving a foolproof, paperless and transparent administration at the operational, tactical and strategic levels, leading to effective decision making, cost effectiveness and long-term profitability. Besides, IGNOU has achieved greater heights in terms of its IT infrastructure and competence through Data Center implementation. IGNOU can now boast of its own state-of-the-art and secured Data Center located in its own campus for hosting internal applications without dependency on any third party. For such a huge government run university, Non-IT organization, its a big feat!

REFERENCES
1. Project documents (prepared by TCS & IGNOU) 2. PeopleSoft HRMS Reporting by Adam T. Bromwich 3. ERP in Practice: ERP strategies for steering organizational competence and competitive advantage by Jagan Nathan Vaman

This paper was submitted for eWORLDFORUM 2011 conference

Page 6