FY 2020-2021 Capital IT Request – Non-prioritized State Funded Budget Request – _________________________________________________________________ 1600 Broadway, Suite 2200Denver, Colorado 80202(303) 862-3001 1 DIGITAL TRANSFORMATION INITIATIVE, ADAMS STATE UNIVERSITY, FORT LEWIS COLLEGE, AND WESTERN COLOARDO UNIVERSITY 2 Print Date: 9/27/2019 STATE OF COLORADO DEPARTMENT OF HIGHER EDUCATION CAPITAL INFORMATION TECHNOLOGY PROJECT REQUEST‐ COST SUMMARY (CC_IT‐C)* (A) (1) Funding Type (Cash, CCF, Cash & CCF): (2) Intercept Program Request? (Yes/No): Cash & CCF No Adams State University Kevin Daniel (Adams), Matt McGlamery (FT Lewis), Chad Robinson (B) (1) Institution: Fort Lewis College (2) Name & Title of Preparer: (Western) Western State University Digital Transformation Initiative for Rural [email protected], [email protected], (C) (1) Project Title: Higher Education: A collaboration of ASU, (2) E‐mail of Preparer: [email protected] FLC and WCU (2) State Controller Project # (if (D) (1) Project Phase ( __ of __): 1 of 2 continuation): See attached cover letter for Institution Signature Approvals for all (E) (1) Project Type (CC or CR): CC_IT (2) Institution Signature Approval: three Institutions (F) (1) Year First Requested: FY 21 (2) CDHE Signature Approval: 9/27/19 Date (G) (1) Priority Number (Leave blank for continuation projects): 1 of 1 (2) OSPB Signature Approval Date (a) Total Project (b) Total Prior Year (c) Current Budget (e) Year Three (1) (d) Year Two Request (f) Year Four Request (g) Year Five Request Costs Appropriation(s) Year Request Request Land /Building Acquisition (2) Land Acquisition/Disposition $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (3) Building Acquisition/Disposition $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (4) Total Acquisition/Disposition Costs $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ Professional Services (5) Consultants/Contactors $ 13,000,000 $ ‐ $ 4,300,000 $ 8,700,000 $ ‐ $ ‐ $ ‐ (6) Quality Assurance $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (7) Training $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (8) Leased Space (Temporary) $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (9) Feasibility Study $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (10) Other Services/Costs ‐ $ 1,000,000 $ ‐ $350,000 $ 650,000 $ ‐ $ ‐ $ ‐ (11) Inflation Cost for Professional Services $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (12) Inflation Percentage Applied 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% (13) Total Professional Services $ 14,000,000 $ ‐ $ 4,650,000 $ 9,350,000 $ ‐ $ ‐ $ ‐ Associated Building Construction (14) Cost for New (GSF): $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (15) New $_______/GSF (16) Cost for Renovate GSF: $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (17) Renovate $_____/GSF (18) Site Work/Landscaping $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (19) Other (Specify) $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (20) Inflation for Construction $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (21) Inflation Percentage Applied 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% (22) Total Construction Costs $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ Software Acquisition (23) Software COTS $ 5,900,000 $ ‐ $ 4,000,000 $ 1,900,000 $ ‐ $ ‐ $ ‐ (24) Software Built $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (25) Inflation on Software $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (26) Inflation Percentage Applied 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% (27) Total Software $ 5,900,000 $ ‐ $ 4,000,000 $ 1,900,000 $ ‐ $ ‐ $ ‐ Equipment (28) Servers $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (29) PCs, Laptops, Terminals, PDAs $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (30) Printers, Scanners, Peripherals $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (31) Network Equipment/Cabling $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (32) Other (Specify) $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (33) Miscellaneous $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (34) Total Equipment and Miscellaneous Costs $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ Total Project Costs $ ‐ (35) Total Project Costs $ 19,900,000 $ ‐ $ 8,650,000 $ 11,250,000 $ ‐ $ ‐ $ ‐ Project Contingency (36) 5% for New $ 995,000 $ ‐ $432,500 $ 562,500 $ ‐ $ ‐ $ ‐ (37) 10% for Renovation $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (38) Total Contingency $ 995,000 $ ‐ $432,500 $ 562,500 $ ‐ $ ‐ $ ‐ Total Budget Request (39) Total Budget Request $ 20,895,000 $ ‐ $ 9,082,500 $ 11,812,500 $ ‐ $ ‐ $ ‐ Funding Source (40) Capital Construction Fund (CCF) $ 20,686,050 $ ‐ $ 8,991,675 $ 11,694,375 $ ‐ $ ‐ $ ‐ (41) Cash Funds (CF) $ 208,950 $ ‐ $ 90,825 $ 118,125 $ ‐ $ ‐ $ ‐ (42) Reappropriated Funds (RF) $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ (43) Federal Funds (FF) $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ TOTAL 20,895,000 ‐ 9,082,500 11,812,500 ‐ ‐ ‐ OSA CC/CR-C, Rev. 5/1FF00007000000 STATE OF COLORADO DEPARTMENT OF HIGHER EDUCATION FY 2020-21 CAPITAL CONSTRUCTION/CAPITAL RENEWAL PROJECT REQUEST- NARRATIVE (CC_IT-N) Capital Construction Fund Amount (CCF): $8,991,675 Cash Fund Amount (CF): $90,825 Funding Type: CC_IT Intercept Program Request? (Yes/No): No Institution Name: Adams State University, Fort Lewis College, Western Colorado University Digital Transformation initiative for Rural Higher Education: A Project Title: collaboration of Adams State University, Fort Lewis College, and Western Colorado University Project Phase (Phase _of_): 1 of 2 State Controller Project Number N/A (if continuation): Technology Hardware Project Type: X Technology Software Year First Requested: FY 2021 Priority Number 1 of 1 (Leave blank for continuation projects): Name & Title of Preparer: Kevin Daniel (Adams), Matt McGlamery (FT Lewis), Chad Robinson (Western) E-mail of Preparer: [email protected], [email protected], [email protected] See attached cover letter for Institution Signature approvals from all Institution Signature Approval: three Institutions OSPB Signature Approval: Date CDHE Signature Approval: 9/30/19 Date A. PROJECT SUMMARY/STATUS: Provide a brief scope description of the project and explain the status of the prior appropriated phases. See instructions for further detail. This project, the Digital Transformation Initiative for Rural Higher Education: A Collaboration of Adams State University, Fort Lewis College, and Western Colorado University, is intended to radically increase Page 1 the efficiency and effectiveness of our respective institutions by modernizing our legacy enterprise information and student information systems. After considerable informal research and reviewing the results of a formal Request for Information (RFI), we believe the modern cloud-based software solutions now available offer improvements large enough to make the enormous effort of changing worthwhile. This is a new request for $20,895,000. It is not mandated. B. SUMMARY OF PROJECT FUNDING REQUEST: Current Year Funding Source Total Project Total Prior Budget Year Year Two Three Year Four Year Five Cost Appropriation Request Request Request Request Request Capital $20,686,050 $0 $8,991,675 $11,694,375 $0 $0 $0 Construction Funds (CCF) Cash Funds (CF) $208,950 $0 90,825 $118,125 $0 $0 $0 Reappropriated $0 $0 $0 $0 $0 $0 $0 Funds (RF) Federal Funds (FF) $0 $0 $0 $0 $0 $0 $0 Total Funds (TF) $20,895,000 $0 $9,082,500 $11,812,500 $0 $0 $0 C. PROJECT DESCRIPTION/SCOPE OF WORK/JUSTIFICATION: Provide a detailed description of the project, phases, funding and any other information relevant to the project. Include information on best practices. Describe how the project fits in with the Higher Education Master Plan goals. Title: Digital Transformation Initiative for Rural Higher Education: A Collaboration of Adams State University, Fort Lewis College, and Western Colorado University Goal: This project intends to radically increase the efficiency and effectiveness of our respective institutions by modernizing our legacy enterprise information and student information systems. Introduction: Enterprise Resource Planning systems (ERPs) exist to help manage the core operations of an institution or business. Most ERP systems manage at least the human resources (positions, benefits, timekeeping, timekeeping, etc.) and finance (budgeting, accounts payable, accounts receivable, payroll, etc.) aspects of an operation. Institutions of higher education have an additional core operation: managing the business of educating our students. This expansion of the standard ERP is generally referred to as a student information system, or SIS. This system addresses education-specific needs like admissions, registration, course management, scheduling, degree planning, faculty assignments, transcripts, degrees and the myriad of other tasks involved in managing the matriculation, education, graduation and often the ongoing relationship with our students and alumni. Page 2 All the public (and likely all the private) institutions of higher education in Colorado employ ERP/SIS systems in some form and have done so since at least the early 1980s. The partners in this project, Adams State University, Fort Lewis College, and Western Colorado University, acquired their current ERP/SIS solution, Ellucian Banner, in 1992, 1989, and 1992, respectively. All three institutions currently host most or all of their ERP/SIS components at their respective institutions. In the decades since, while there have been innumerable upgrades, the basic structure of the Banner system has remained unchanged: a traditional database backend coupled with an administrative mid- layer and a web-based front end for our end users (students, faculty, and staff). Concurrently, we have also added supplemental systems to augment the function of the core to allow for new features and capabilities that were either not available from the ERP or were deemed too costly. For the last 30 years, Banner was considered the leading (if not the only) ERP/SIS system available for institutions of higher education. Currently, 15 out of the 16 public institutions of higher