Frequently Asked Questions
This area contains answers to some of the common questions about BUworks. If you have a question that is not addressed, we invite you to submit it on the “Contact Us” page.
Another way to get information about the project is to receive project news sent via periodic e-mail messages. To receive these messages, you can subscribe to our mailing list.
What is BUworks?
BUworks is a University business transformation effort that will create a modern integrated systems infrastructure to support efficient business processes. Employees from across the University will work with experienced implementation partners to plan and implement new financial, human resources, and purchasing systems. This includes identifying how BU will streamline and standardize key business processes in these areas, with a focus on integrating processes and information across the institution. BUworks will address current critical needs while being robust and flexible enough to serve the University well into the future. Ultimately, BUworks is an investment in the future of Boston University.
Why haven’t I heard about BUworks before?
BUworks is a major initiative that will affect everyone at Boston University and this requires careful planning, which was the first order of business for this project. In the early stages, project focus was on determining what capabilities the University needs from a software system, identifying project technology and staffing needs, and planning project governance. With that foundation in place, the BUworks project team is now seeking to increase awareness and understanding of BUworks throughout the University. BUworks requires faculty and staff attention and participation for the project to succeed.
President Brown announced BUworks at the April 2008 management conference and provided more details about the project in his letter to the University community of October 16, 2008. The project has also been featured in BU Today and in a newsletter distributed by the BUworks team. In response to the results of a BUworks Survey distributed in January 2009, the project team is now providing e-mail updates to a wider audience. Additionally, this website will feature frequent updates as the project moves forward.
What is Enterprise Resource Planning?
Enterprise Resource Planning (ERP) refers to a category of software packages that are designed to integrate functions across an organization into a single computer system. BUworks will prepare for, select, and implement an ERP package to replace the Walker financial system, introduce an integrated human resources information system, and provide procure-to-pay capabilities.
Why is BUworks being conducted now?
Our core financial systems have capably served Boston University since their installation over 20 years ago. BU staff developed or implemented numerous ancillary systems for finance, HR, purchasing, budget, and payroll over the years in response to growing and changing information needs. As Boston University’s requirements continue to expand in volume and complexity, it is becoming increasingly difficult and expensive to modify existing systems or to develop new systems in-house.
How will the new system be adapted to Boston University’s procedures and policies?
Enterprise resource planning systems, which have standard components, can be configured to meet University needs. BU is committed to selecting a system that can be adapted to the University’s requirements by using options built into the system and minimizing software code customization.
The new system also represents an opportunity for the University to revisit its existing policies and procedures and update them based on institutional experience and leading examples within the higher education industry. The Business Process Optimization phase of BUworks examined existing business practices and made recommendations for improving them across three main business areas. Many of the recommendations can be implemented independently of the new system, and others will take advantage of the new system’s capabilities. The full set of recommendations will be made public once it is approved by President Brown.
What did the BPO working groups do?
In our research into projects that succeed, we learned that it’s critical to change processes and not just implement software. This required careful planning and the involvement of a high number of stakeholders throughout the University. BUworks identified business areas where enhancing current processes, such as the budget process, would have the greatest positive impact on the University as a whole. BUworks team members and IBM consultants then facilitated working groups with University representatives to pursue Business Process Optimization — redesigning inefficient procedures, eliminating unnecessary processes, and adding some new processes in strategic areas. The goals in each case were to reduce cost and cycle times and/or improve service and quality.
Phases I and II of BPO involved several process working groups that met for three to six hours per week for eight weeks (phase III relied on interviews rather than working groups). This investment of time allowed the groups to document and understand existing processes before embarking on changes to those processes, so that the recommended improvements fully met the University’s needs. Once the existing processes and their purposes were understood, the working groups discussed any negative aspects of the current situation and reviewed leading practices within higher education. These discussions formed the foundation of the revised business processes recommended to business owners—the outcome of business process optimization. Business owners then worked in concert with the BUworks project team to develop plans to implement the recommendations that resulted from the BPO process.
Does this mean that all of the systems I use now—Galaxy, Business and Employee Links, Online Turnarounds, Web Purchase Requisitions, etc.—will all go away?
While many of these systems will change in appearance, the functionality will still exist. After all, the University must still conduct its business. However, the new system will provide streamlined, more efficient ways to perform many of these functions. Additionally, whereas many of our current systems operate independently of each other, the new system will be much more tightly integrated. In many cases, data that must currently be obtained from multiple sources will be available in one place in the new system.
Will I be trained?
Absolutely. The success of BUworks is closely tied to a successful, comprehensive training program. A multifaceted training plan will be designed by the project team in conjunction with training specialists. As a more detailed plan is developed and deployed, updated information will be posted on the BUworks website and stakeholders will be engaged directly to participate in and implement the training program.
I have read the FAQ and browsed the information on the website and I still have a question. How can I get an answer?
The form on the Contact Us page (a link is provided at the bottom of all BUworks web pages) will allow you to submit your question. We will make every effort to post an answer within two business days.
Besides the website, how else can I learn about BUworks?
We will send out periodic e-mail messages with news and announcements regarding the project. You can subscribe (or unsubscribe) to this electronic newsletter via the Subscribe link. As the project moves ahead, we anticipate scheduling forums in which we can provide face-to-face answers to your questions.
What can I do to help?
The BUworks project team, as well as management in all areas, will continue reaching out to the University community for input and assistance. We have compiled a list of the fundamental ways that you can help; see What We Need From You.