Published on

Published in: Technology, Business
  • Be the first to comment

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide
  • The project will go live in two Phases. First, Financials and Purchasing side is scheduled for a March First Go Live and HR/Payroll, Business Warehouse and Budget Preparation is scheduled to Go Live 3 months later on June 1, 2004.
  • PPT

    1. 1. University of Kentucky
    2. 2. Meeting Agenda <ul><li>Introductions & Project Organization </li></ul><ul><li>Project Timelines & Phases </li></ul><ul><li>Q & A </li></ul>
    3. 3. Project Organization Steering Committee & Project Sponsors Subject Matter Experts, Liaisons & End-users Project Management Change Management & Training Project Team
    4. 4. Project Organization <ul><li>Project Sponsors </li></ul><ul><li>Steering Committee </li></ul><ul><li>Project Leadership Team </li></ul><ul><li>Project Team </li></ul><ul><li>Change Management & Communications </li></ul><ul><li>Training </li></ul><ul><li>Reporting & Policy </li></ul><ul><li>Other Stakeholders </li></ul><ul><ul><ul><li>Subject Matter Experts </li></ul></ul></ul><ul><ul><ul><li>Campus Liaisons </li></ul></ul></ul>
    5. 5. IRIS Project Teams <ul><li>The core functional teams include: </li></ul><ul><li>Finance </li></ul><ul><li>Human Resources </li></ul><ul><li>Campus Management </li></ul><ul><li>Materials Management </li></ul><ul><li>The other teams supporting the IRIS Project… </li></ul>
    6. 6. Change Management & Communications <ul><li>Internal and external communications and documentation </li></ul><ul><li>Manage content for the IRIS Project website </li></ul><ul><li>Manage communication among and between the Project teams </li></ul><ul><li>Plan and develop presentations </li></ul><ul><li>Provide support for IRIS meetings </li></ul><ul><li>Work closely with Training team activities </li></ul><ul><li>Develop and implement University-wide plan to address changes </li></ul><ul><li>Establish documentation standards and maintain libraries </li></ul>
    7. 7. Training <ul><li>Project Team </li></ul><ul><ul><li>Plan, coordinate and schedule training for Project team </li></ul></ul><ul><li>End-User </li></ul><ul><ul><li>Conduct workshops and presentations </li></ul></ul><ul><ul><li>Create training materials to support each SAP module </li></ul></ul><ul><ul><li>Provide training for end-users on “timely” basis </li></ul></ul><ul><ul><li>Develop training database and document the design, curriculum and participation </li></ul></ul><ul><ul><li>Evaluate and monitor feedback on training </li></ul></ul>
    8. 8. Reporting & Policy <ul><li>Work with others to identify and resolve policy issues and business processes </li></ul><ul><li>Track policy decisions and issue resolutions </li></ul><ul><li>Insure that decisions are documented and communicated appropriately </li></ul><ul><li>Work to identify and analyze university reporting needs and solutions </li></ul>
    9. 9. Working Partners SAP LSI Sigma UK DB2 IBM
    10. 10. SAP Responsibilities <ul><li>Lee Nelson – SAP Consulting Project Manager </li></ul><ul><li>Manage and direct all project consultants/subcontractors </li></ul><ul><li>Promote the successful knowledge transfer and skills development needed for early UK self-sufficiency </li></ul><ul><li>Assist in development of project plan and training </li></ul><ul><li>schedule; </li></ul><ul><li>Provide additional SAP resources as necessary </li></ul><ul><li>Attend Steering Committee meetings </li></ul><ul><li>Cooperate with Sigma Systems on Financial Aid software </li></ul>
    11. 11. IRIS Team Responsibilities <ul><li>Executive Sponsorship </li></ul><ul><li>Ownership of UK performance, deliverables and resource management </li></ul><ul><li>Subject matter, business process, and technology experts </li></ul><ul><li>Project staffing for duration of project </li></ul><ul><li>Project staffing to achieve knowledge transfer </li></ul><ul><li>Timely and expedited decision making at all levels </li></ul><ul><li>Documentation of all business policies and procedures </li></ul><ul><li>Prompt resolution of any business policy and procedures issues </li></ul><ul><li>Attend and successfully complete appropriate mySAP Project Team training at the appropriate time for continuation of project </li></ul>
    12. 12. IRIS Team Responsibilities, cont’d. <ul><li>Internal communication and dissemination of information within UK </li></ul><ul><li>Technical knowledge of UK existing systems and operating environment </li></ul><ul><li>Provide and maintain at an appropriate time in a working order, hardware and technical infrastructure to ensure successful completion of the Project </li></ul><ul><li>Travel expenses for UK employees to and from SAP training classes </li></ul>
    13. 13. Campus (Non-IRIS) Roles & Responsibilities <ul><li>Subject Matter Experts (SME): </li></ul><ul><li>Assist Project Team by….. </li></ul><ul><ul><li>Providing process expertise </li></ul></ul><ul><ul><li>Reviewing process design </li></ul></ul><ul><ul><li>Assisting in training end-users </li></ul></ul><ul><li>Campus Liaisons (Departmental/Unit) </li></ul><ul><li>Typically a key departmental SME that… </li></ul><ul><ul><li>Provides critical communication link between project team and campus department/unit. </li></ul></ul><ul><ul><li>Is included in periodic project update sessions </li></ul></ul>
    14. 14. Project Phases We are Here
    15. 15. <ul><li>Project Preparation ends August 6, 2004 </li></ul><ul><li>Business Blueprint begins August 7, 2004 and ends December 17, 2004 </li></ul><ul><li>Realization begins January 2005 </li></ul><ul><li>Final Preparation and Go Live & Support dates for each module will be determined during the Business Blueprint phase. </li></ul>Project Calendar
    16. 16. <ul><li>Due August 6, 2004 </li></ul><ul><li>Project Charter </li></ul><ul><li>Project Team Organization Chart </li></ul><ul><li>Project Workplan </li></ul><ul><li>Communication Plan </li></ul><ul><li>Change Management Plan </li></ul><ul><li>Project Standards and Procedures </li></ul><ul><li>Preliminary Enterprise Scope Document </li></ul><ul><li>Landscape Architecture Design </li></ul><ul><li>Technical Architecture Design </li></ul><ul><li>Hardware Sizing Recommendation </li></ul>Milestone 1: Project Preparation - Deliverables
    17. 17. <ul><li>August 7 - December 17, 2004 </li></ul><ul><li>SAP System Installed </li></ul><ul><li>System Administration Procedures </li></ul><ul><li>SAP Organization Structure Design </li></ul><ul><li>Initial Reporting, Interface, Conversion, Enhancement (RICE) Requirements </li></ul><ul><li>Gap Analysis </li></ul><ul><li>Business Blueprint </li></ul><ul><li>Baseline Scope </li></ul><ul><li>Business Process Procedure Master List </li></ul><ul><li>Issue Resolution Plan </li></ul><ul><li>Knowledge Transfer Plan </li></ul><ul><li>Training Plan </li></ul><ul><li>User Readiness Assessment Matrix/Plan </li></ul><ul><li>Organizational Impact Analysis Plan </li></ul>Milestone 2: Business Blueprint - Deliverables
    18. 18. Project Phases
    19. 19. <ul><li>SAP baseline configuration & testing </li></ul><ul><li>Final configuration </li></ul><ul><li>Design specifications and development of interfaces, conversions, reports. </li></ul><ul><li>Project team training (Level 3) </li></ul><ul><li>End-user training development </li></ul><ul><li>Development of end-user security profiles </li></ul><ul><li>Integration testing </li></ul>Realization
    20. 20. <ul><li>Completion of final system testing </li></ul><ul><li>Train end-users </li></ul><ul><li>Move data and system to production environment </li></ul><ul><li>Testing, Testing, Testing! </li></ul><ul><li>Develop “go-live” strategy </li></ul><ul><li>Establish help desk </li></ul>Final Preparation
    21. 21. Go Live & Support <ul><li>Support for End-users </li></ul><ul><li>Measurement and Review of System Performance </li></ul><ul><li>Follow-up and Advanced Training </li></ul><ul><li>Close outstanding issues </li></ul>
    22. 22. Stakeholder Time Commitment (Estimates) Training 1-5 Days 1-4 Hrs/ Week 1-4 Hrs/ Week Liaisons Training 1-5 Days 4-10 Hrs/ Week 4-10 Hrs/ Week Subject Matter Experts Training 1-5 Days Stakeholders Final Prep. (TBA) Realization (TBA) Blueprint (Aug - Dec)
    23. 23. Next Steps <ul><li>Requirements Workshops (Blueprint Phase) </li></ul><ul><ul><li>SAP Organization Structure </li></ul></ul><ul><ul><li>General Requirements </li></ul></ul><ul><ul><li>Business Process </li></ul></ul><ul><ul><li>Detail Requirements </li></ul></ul><ul><ul><li>Who is Involved? </li></ul></ul><ul><ul><li>Subject Matter Experts </li></ul></ul><ul><ul><li>End-users </li></ul></ul><ul><ul><li>What happens? </li></ul></ul><ul><ul><li>Conduct workshops with core functional areas to: outline requirements, set-up prototype “sandbox” configuration, identify SAP transactions to be used, document roles and security, identify interface programs, data conversion programs, reporting requirements, and then compile Blueprint deliverables. </li></ul></ul>
    24. 24. <ul><li>QUESTIONS? </li></ul>