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  • A VARIATION OF THE PLANNING DELIVERABLES SLIDE
  • A VARIATION OF THE COMMUNICATIONS PLAN SLIDE
  • Transcript

    • 1. Planning for Your ERP Implementa tion The Stepping Stone to a Successful Project Collegiate Project Services
    • 2. Topics We Will Cover
      • Purpose of the Planning Process
      • Who We Are
      • What We will Do
      • Planning Deliverables
    • 3. Purpose of the Planning Process
      • Identify the strengths and weaknesses of Mercer to carry out its ERP implementation
      • Recommend how to build on the strengths and improve the weaknesses
      • Put together the most appropriate implementation plan
    • 4. Part I Collegiate Project Services Who We Are and What We Do
    • 5. Collegiate Project Services
      • Who We Are . Collegiate Project Services is a professional project management firm in our 20th year of serving our clients worldwide
      • Our Skill Sets . Collegiate Project Services has two core competencies - project management and organizational development
      • Our Qualifications. Our project managers are credentialed professionals, experienced in Higher Ed, and experienced in managing Higher Ed ERP implementations.
    • 6. Collegiate Project Services (continued)
      • Our Focus . We specialize in helping our clients select, prepare for, and implement ERP solutions on campus.
      • Our Independence. We are a project management firm that represents the interests of the university – we do not sell software or technical or functional consulting – we have no conflict of interest when advising and managing our client’s ERP projects.
    • 7. Our Mission “ Helping Higher Education Manage its most Critical Technology Projects” Our Mission “ Helping Higher Education Manage its Critical Technology Projects”
    • 8. Part II Scope of Work What is Going to Happen in the Next 60 Days
    • 9. Methods of Data Collection
      • Individual structured interviews of selected personnel
      • Online questionnaire to a broad group of university stakeholders
      • Focus group sessions
      • Analysis of selected documents
    • 10. Steps in the Process
      • Administrative and technical department heads Briefing
      • Executive VPs and academic deans briefing
      • Scheduling of interviews and focus group sessions
      • Launch of the communication website
    • 11. Process Steps (continued)
      • Individual interviews
      • Online questionnaire
      • Focus group sessions
      • Data compilation and analysis
      • Development of the Project Plan
      • Feedback Sessions
    • 12. Offshoots of this Planning
      • This planning will…
      • Set in motion the ERP education process
      • Begin the stakeholder engagement process, including faculty
      • Raise awareness of issues surrounding the ERP
    • 13. Part III Deliverables The Blueprint for a Successful Implementation
    • 14. The Planning Deliverables
      • Project timeline
      • Project budget
      • Staffing requirements and strategy
      • Project organization
      • Roles and responsibilities
      • Communication plan
      • Critical issues
      • Risk Analysis
      • Project scope
      • Training plan
    • 15. Planning Profile Scores
      • Group 1: Technical Factors (3)
      • Group 2: Functional Factors (2)
      • Group 3: Project Factors (3)
      • Group 4: Cultural Factors (5)
      • Group 5: Resource and Effort Awareness (3)
      The CPS Planning Profile contains 16 elements that are organized into five major groupings, as follows: Each Readiness factor is scored on a scale from 1 to 4. Scores of 3 and 4 represent strengths to build on; scores of 1 and 2 represent weaknesses that must be overcome in order to increase the likelihood of project success.
    • 16. The 16 Planning Factors
      • Technical Factors
        • IT Skill sets
        • IT Staffing Level
        • IT Experience
      • Functional Factors
        • Functional Staffing Level
        • Functional Experience
      • Project Factors
        • Comparable Project Experience
        • Project Management Sophistication
        • ERP Software Familiarity
      • Cultural Factors
        • Teamwork
        • Team Process
        • Sophistication
        • Leadership Support
        • Team Leadership
        • Attitude toward
        • ERP Project
      • Resource & Effort Awareness
        • Budget Awareness
        • Willingness to Backfill
        • Effort Awareness
    • 17. Readiness Profile Results Planning Profile Scores Matrix Technical Factors Functional Factors Project Factors Cultural Factors Resource & Effort Awareness
    • 18. Sample Project Timeline and Implementation Sequence
    • 19. Sample Functional Staffing Recommendations Role/Position FTE Load Dates / Frequency Functional Project Leads 16 @ 25% Up to 32 months Finance Up to 1 FTE July 2008 - July 2009 HR (Position/Benefits/Payroll) Up to 2 FTE Jan 2009 – Jan 2010 Student Admissions Up to 1.5 FTE Sep 2008 – Sep 2009 Student Registration / Records Up to 1 FTE Sep 2008 – Sep 2009 Student Degree Audit / Curriculum / Catalog Up to 1 FTE Sep 2008 – Sep 2009 Student Accounts Up to 0.5 FTE Sep 2008 – Sep 2009 Financial Aid Up to 1 FTE Sep 2008 – Sep 2009
    • 20. Sample Staffing Timeline
    • 21. Sample Project Organization
    • 22. Sample of Critical Issues Type of Issue Number Generated Use Major tasks that must be done 111 Put in the project plan Risks & Potential Problems 51 Input to the risk analysis Questions to be Answered 56 Part of the Communication Plan Assumptions to Validate 49 Make sure we don’t miss something
    • 23. Sample Risk Identification Category Description Number Classified Critical Risks Most probable and most serious 3 Likely Risks Higher probability but lower seriousness 16 Latent Risks Lower probability but higher seriousness 28 Secondary Concerns Lower probability and lower seriousness 3
    • 24. Risk Assessment Matrix Average Probability Score = 8.1 Average Seriousness Score = 12.4 CRITICAL RISKS Most Probable, Most Serious LATENT RISKS Relatively Lower Probability, Relatively Higher Seriousness LIKELY RISKS Relatively Higher Probability, Relatively Lower Seriousness SECONDARY CONCERNS Relatively Lower Probability, Relatively Lower Seriousness
    • 25. The Communication Plan
      • Two Parts:
      • A detailed plan for communicating with project stakeholders An outline for a suggested project web site
      Link
    • 26. Your Role
      • Encourage your staff to visit the website so they will understand this planning effort
      • Encourage your staff to be candid during the individual interview sessions
      • Encourage your staff who are not going to be interviewed to participate in the online survey
      • Participate in the interview that will be scheduled for you
      • Participate in the critical issues session and the risk analysis session
    • 27. Planning Timeline Week of Activity July 21 Initial phone call; Planning Session July 28 Scheduling; Orientation Sessions Aug 4 Data Gathering (launch online questionnaire) Aug 11 Data Gathering Aug 11 Focus Group Sessions Aug 25 Miscellaneous data gathering Sep 1 Data Preparation Sep 8 Data Analysis Sep 15 Report Preparation Sep 22 Editing and Review Sep 29 Presentations
    • 28. Planning for your ERP Implementation Questions?

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