• What is a modern ERP and why is it being used?

  An Enterprise Resource Planning (ERP) is a set of common business practices and a software system that implements core business practices across an organization. A complete modern SaaS ERP system combines business functions (HR, finance, procurement, budget, payroll and student information) across an organization’s main resources – its people, students, information and assets – and provides decision makers with real-time enterprise information.

   

  ERP systems are used because of the benefits they offer. ERPs have a centralized database. This results in more consistency and transparency with the various business units of the organization. ERP systems also integrate business processes of the organization. This leads to better communication between business units. ERP systems also allow for the automation of many processes. And with ERP systems, comprehensive reporting and data analysis is possible because there is accurate and real-time data.

• What is Saas?

  Software as a Service – A model of software delivery that includes both infrastructure and application services.

• Why a new Saas Unified ERP and why now?

  By implementing a new SaaS-based ERP solution and transforming the processes that support the University System of Georgia business, a modern Unified ERP will help ensure decision makers have access to data that is accurate and timely, standardize common business processes across institutions  and improve service delivery.

  Higher Education business requirements have evolved over the past 20 plus years, and our University System now requires modern services to meet those needs. The age of the current system has made it costly to maintain.

• What are some benefits of a SaaS solution Unified ERP?
  • Modern SaaS-based ERP systems offer more business solutions and centralize services into one platform. A new system will provide an ease of workflow, ease of processing and standardized procedures across the enterprise.
  • Single integrated platform to minimize third-party contracts and integrations with simplified data models
  • Improved service levels will increase employee effectiveness by automating manual processes
  • A new user-centric design that will be intuitive and enable efficient access to information by multiple device types
  • Increased information security through implementing security best practices to ensure compliance with Higher Ed, state and federal regulations to protect the privacy of employees, students and stakeholders
  • Enhanced reporting and workflow automation with self-service capabilities and built-in analytics that will enable leadership to spend less time finding numbers and more time on strategies and solutions
  • Modern records storage by moving paper processes to a digital format, eliminating unnecessary and manual processing of physical paper
• What is the difference between SaaS and on-premise ERP?

  An on-premise ERP system is installed locally on an organization’s in-house servers. A SaaS-based ERP system is hosted on a software vendor’s servers.

• What is the process for selecting the ERP?

  See Unified ERP Project Timeline for more information.

• When will the new system go live?

  The detailed timeline for the Unified ERP is predicated on many factors. As the USG progresses through the three main phases of the project, Go Live information will become more precise. To see the broad view of the anticipated timeline, please see the Unified ERP Project Timeline for more information.

• Who is making the decisions regarding the program?

  Employees throughout the University System of Georgia are helping to make decisions regarding the Unified ERP. This began with a series of in-depth workshops across 43 individual focus areas, with approximately 400 representatives drawn from all 26 USG institutions, starting in November 2023.

  Moving forward, the Unified ERP Project's governance structure will engage senior leaders systemwide to advise on and make decisions. Final decisions will be made by the project’s executive committee.

• Will I get training on the new system?

  Yes. Training will be available and ongoing for all employees on the new system.

• Will people lose their jobs as a result of the new system?

  We do not anticipate anyone losing their job due to the new system. Instead, the Unified ERP will be more efficient and increase productivity, it will allow users to spend time on higher-level tasks.

• What are some ERP implementation approaches?

  The most common approaches for implementing an ERP is the big bang, phased, parallel, and hybrid approaches. With a big bang approach, all users move to the new system at the same time. A phased approach includes deploying features, tools, and components of the system over an extended period. With a parallel approach, both the legacy system and the ERP system are used for a specific length of time. Hybrid approaches combines elements of the other three approaches.

• What should I do now to prepare for this new ERP?

  The best way to prepare is to stay informed about the project at your institution. There may be specific sessions designed to gather your input. As we begin the implementation phase, there will be plenty of resources to help you prepare.

• How will the ERP be rolled out?

  Once a vendor is selected, the USG will design an actual deployment plan. At the same time, a high-level timeline will be built for the project.

• Who is determining the required functionality for the ERP?

  Institution-appointed Individuals are participating in determining the required functionality for HR, finance, and student Information systems. These individuals have participated in workshop sessions to create final requirements for vendor selection. Prior to vendor selection, any end-user of the HR, finance, and student Information sessions will be able to review the requirements and provide feedback.

• When will a detailed schedule for implementation be available?

  Vendor selection for the Unified ERP is scheduled to be completed in 2025. Once a vendor has been selected, the detailed schedule for implementation will be constructed and shared.

• Will our business processes change due to the new ERP?

  To take full advantage of a Unified ERP, some business processes will need to be reengineered. This endeavor should result in enhancing business processes, employing best practices, and enriching enterprise assimilation. 

• How will this differ from our current systems?

  The current systems used throughout the USG do not provide consistent data for decision making, lack a modern and mobile user experience, and result in disparate business processes throughout the institutions. By employing the Unified ERP, the USG will be providing real-time, consistent data for decision-making, a user-centric experience, and shared business practices and policies.

• How can I get involved with the project?

  As we get closer to implementation, there will be opportunities for project participation. We will need individuals at the institution to participate in testing, training, and serving as change champions. We encourage you to stay informed as the project progresses so that you can actively participate in this impactful endeavor.

Have a Question?

We will continue to periodically add information to this page as the project moves forward. To submit a question, please email unified-erp@usg.edu.