State University of New York - Campus Card

SUNYCard Implementation:
Are You Interested?
Are You Ready?

In order to provide for a smooth and successful implementation, the SUNYCard contract, in Section 8, "Implementation," sets forth the various phases of implementation and responsibilities of the contractor, the campus, and SUNY.

Before the process gets underway a request letter is needed from the Campus President indicating campus interest in learning more about the SUNYCard system. This short letter should be sent to:

Brian Stenson

Vice Chancellor for Finance and Management

State University of New York

State University Plaza

Albany, NY 12246

The letter initiates the Campus Survey, which consists of (1) a questionnaire to be completed by the campus, (2) an initial campus visit by the SUNYCard contractors and a SUNY coordinator and (3) follow-up campus overview meetings (both face-to-face and conference calls). The purpose of the Campus Survey is twofold: to provide the campus with information about SUNYCard, and to provide the contractors with more information about the campus. During the initial meeting the campus will be given a Campus Procurement Document. This document explains all the services and equipment that the contractors will be offering the campus and asks the campus to indicate which services and equipment are desired.

Once the Campus Survey is concluded, the Contractor will complete a Campus Assessment of Readiness Report. This report must be forwarded to the SUNYCard Implementation & Technical Specialist no later than 15 days after the final campus overview meeting. Basically, this is the Contractor's recommendation of the campus's readiness to participate in the SUNYCard system. It outlines any potential difficulties and provides an estimated start date. The SUNYCard Program Contract Coordinator has 15 days from the date the Campus Assessment of Readiness Report is received to respond to the Contractor. The campus will be advised of any difficulties that are noted in the report, and the SUNYCard Program Contract Coordinator will coordinate the resolution of those difficulties between the campus and the Contractor. There is a 25 day "window" to resolve any difficulties or the Contractor will be advised that the campus implementation is deferred until a later time. If the report indicates that the campus is ready to proceed with implementation of the system, the Contractor will be asked to prepare a Campus Implementation Plan.

The Campus Implementation Plan consists of three documents: the Campus Procurement Document, the Campus Design and Integration Specifications and the Campus Performance Schedule.

a. First, the campus will be asked to deliver to the Contractor, within 10 days after approval of the Campus Assessment of Readiness Report, a completed Campus Procurement Document, signed by an authorized campus representative. (The Procurement Document was given to the campus during the initial overview meeting.) The campus signature is conditional upon approval and acceptance of the complete Campus Implementation Plan.

b. The second document, the Campus Design and Integration Specifications, is a complete, detailed description of the system implementation. It describes the existing systems and equipment and lists all equipment, software and programming needed. It describes any system integration or conversion requirements and includes file formats, report layouts, training and processing requirements. It also specifies all aspects of and responsibilities for the recarding event.

c. The third and final document, the Campus Performance Schedule, lists all the tasks and steps to be taken to complete the campus implementation of the SUNYCard system, including a timeline for commencement, performance, delivery and completion of each party's obligations.

The Contractor has 15 days after receipt of the Campus Procurement Document to prepare the rest of the Campus Implementation Plan. If the plan includes custom software, however, the Contractor has 25 days to prepare it. The Plan is delivered to the campus and the SUNYCard Program Contract Coordinator for approval. The SUNYCard Program Contract Coordinator will only review the scheduling aspect of the Plan to make sure it does not conflict with any other campus implementations. The campus and SUNY must approve the Plan within 15 days of delivery or request changes or modifications. If it is rejected, the Contractor has 7 days to revise and resubmit it. Rejection of the Plan more than three times for failure to meet SUNY requirements will be considered a material breach of contract by the Contractor. The timing outlined above is required in the contract to ensure an orderly transition to the SUNYCard system and minimize delays. It is expected that many of the tasks will be conducted simultaneously to achieve completion in the shortest time.

To find out more about the SUNYCard contact:

Thomas Bell
SUNYCard Program Contract Coordinator
Office: (716) 245-5646
Internet: bell@sgenva.cc.geneseo.edu

Michael J. Perry
SUNYCard Campus Support Services Coordinator
Office: (315) 386-7006
Internet: perrymj@scanva.canton.edu

SUNYCard Helpline: 1-800-388-SUNY (7869) (New York State Only)
Fax: (716) 245-5300

1 College Circle
Blake 103A
Geneseo, NY 14454

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