Readiness Assessment Presentation


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  • Ed will make opening remarks
  • Caren will talk the group through this slide
  • Caren continues the presentation
  • Caren continues
  • Caren discusses the method of data collection
  • Ed presents this slide
  • Ed presents strengths, one at a time, and gives examples without referring to the report
  • Caren talks about conerns – study each one so you can give examples to illustrate
  • Caren talks about perceived benefits - - study ahead of time so you can give examples without reading from the report
  • Ed takes over this slide
  • Ed presents this slide
  • Ed gives an overview, then we alternate a bit. Technical readiness – Caren; Functional readiness – Ed; project readiness – Caren; Cultural readiness – Ed; Resource and Effort Awareness - Caren
  • Ed gives this overview
  • Ed and Caren present this together. Ed will start with Project Sponsors and Steering Team; Caren will explain all other boxes
  • Ed will take this slide
  • Caren explain this
  • Caren
  • Caren
  • Caren
  • Ed talks through this one and links to the plan itself
  • Ed talks through this and links to the disposition of issues
  • Ed explains the risk stuff and links to the mitigation plan
  • Ed Describes the Team process training
  • Caren takes everyone through the recommendations – Ed comments from time to time
  • Caren
  • Caren
  • Caren
  • Caren
  • Caren and Ed
  • Readiness Assessment Presentation

    1. 1. Campus Management Implementation Planning Report Presented to Mercer University October 1 st & 2 nd , 2008
    2. 2. What You are About to Do
    3. 3. What is the Planning Process? <ul><li>A tool to mitigate risk </li></ul><ul><li>Project gap analysis </li></ul><ul><li>Process for refining the charter/scope </li></ul><ul><li>Jump start to success </li></ul>
    4. 4. Planning Goals <ul><li>Conduct an independent review of Mercer’s ability to implement the CMC software suite. </li></ul><ul><li>Use information from the review to plan and execute the best possible CMC implementation. </li></ul>
    5. 5. Planning Method <ul><li>The review was conducted in August 2008 </li></ul><ul><li>61 Mercer personnel were interviewed </li></ul><ul><li>151 personnel participated in the online survey </li></ul><ul><li>24 personnel participated in group sessions </li></ul><ul><li>Current documentation and processes were reviewed by Collegiate Project Services </li></ul>
    6. 6. Part I Findings
    7. 7. Major Findings <ul><li>Stakeholders see several strengths of the institution </li></ul><ul><li>Stakeholders perceive solid benefits of a new system </li></ul><ul><li>Stakeholders have several specific concerns about the project </li></ul><ul><li>Experience levels, teamwork, attitudes, and awareness are relatively high </li></ul><ul><li>Staffing levels, group process sophistication, and project management sophistication levels are low </li></ul>Specifics Follow
    8. 8. Institutional Strengths <ul><li>Attitude/Enthusiasm/Commitment </li></ul><ul><li>Willingness to Change </li></ul><ul><li>Skilled Staff </li></ul><ul><li>Management Support/Leadership </li></ul><ul><li>We are Prepared </li></ul><ul><li>Work Well Together </li></ul><ul><li>IT Staff </li></ul>
    9. 9. Top Ten Concerns <ul><li>Training </li></ul><ul><li>System Functionality </li></ul><ul><li>Data Migration </li></ul><ul><li>Schedule/Timeline </li></ul><ul><li>Budget </li></ul><ul><li>System Performance </li></ul><ul><li>Resistance to Change </li></ul><ul><li>Usability </li></ul><ul><li>Reduced Service During Implementation </li></ul><ul><li>Workload </li></ul>
    10. 10. Benefits Perceived by University Stakeholders <ul><li>Technology Upgrade </li></ul><ul><li>Usability </li></ul><ul><li>Productivity </li></ul><ul><li>Integration </li></ul><ul><li>Functionality </li></ul><ul><li>Access to Data </li></ul><ul><li>Reporting </li></ul><ul><li>Standardization </li></ul><ul><li>Communication </li></ul><ul><li>Reliability </li></ul><ul><li>Improved Service </li></ul>
    11. 11. Planning Profile Factors <ul><li>Group 1: Technical Readiness </li></ul><ul><li>Group 2: Functional Readiness </li></ul><ul><li>Group 3: Project Readiness </li></ul><ul><li>Group 4: Cultural Readiness </li></ul><ul><li>Group 5: Resource and Effort Awareness </li></ul>The CPS Planning Profile contains 16 factors that are organized into five major groupings, as follows: Each 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.
    12. 12. Planning Factors <ul><li>Technical Readiness </li></ul><ul><ul><li>IT Skill sets </li></ul></ul><ul><ul><li>IT Staffing Level </li></ul></ul><ul><ul><li>IT Experience </li></ul></ul><ul><li>Functional Readiness </li></ul><ul><ul><li>Functional Staffing Level </li></ul></ul><ul><ul><li>Functional Experience </li></ul></ul><ul><li>Project Readiness </li></ul><ul><ul><li>Comparable Project Experience </li></ul></ul><ul><ul><li>Project Management Sophistication </li></ul></ul><ul><ul><li>Level of CM ERP Software Familiarity </li></ul></ul><ul><li>Cultural Readiness </li></ul><ul><ul><li>9. Teamwork </li></ul></ul><ul><ul><li>10. Team Process Sophistication </li></ul></ul><ul><ul><li>11. Leadership Support </li></ul></ul><ul><ul><li>12. Team Leadership </li></ul></ul><ul><ul><li>13. Attitude toward ERP Project </li></ul></ul><ul><li>Resource & Effort Awareness </li></ul><ul><ul><li>14. Budget Awareness </li></ul></ul><ul><ul><li>15. Staffing Strategy Awareness </li></ul></ul><ul><ul><li>16. Effort Awareness </li></ul></ul>
    13. 13. Planning Profile Results
    14. 14. Part II Getting Organized
    15. 15. The Planning Deliverables <ul><li>A Project Organization </li></ul><ul><li>Staffing Requirements </li></ul><ul><li>Staffing Timelines </li></ul><ul><li>Roles & responsibilities </li></ul><ul><li>Project budget </li></ul><ul><li>Communication plan </li></ul><ul><li>Critical Issues </li></ul><ul><li>Risk Identification </li></ul><ul><li>Training Plan </li></ul>
    16. 16. Proposed Project Organization
    17. 17. Roles & Responsibilities <ul><li>Project Sponsors </li></ul><ul><li>Project Steering Committee </li></ul><ul><li>Project Management Team </li></ul><ul><li>Implementation Team </li></ul><ul><li>Faculty Advisory Committee </li></ul><ul><li>Functional Team Members </li></ul>Link
    18. 18. Proposed Functional Staffing LINK
    19. 19. Proposed Functional Staffing
    20. 20. Proposed Functional Staffing
    21. 21. Proposed Technical Staffing
    22. 22. The Communication Plan <ul><li>Two Parts: </li></ul><ul><li>A detailed plan for communicating with project stakeholders An outline for a suggested project web site </li></ul>Link
    23. 23. Critical Project Issues Link Type of Issue Number Generated Use Major tasks that must be carried out 49 Put in the project schedule Risks & potential problems 38 Input to the risk analysis Questions to be answered 38 Part of the Communication Plan Assumptions to document and validate 18 Make sure we don’t miss something
    24. 24. Risk Identification Link Category Description Number Classified Critical Risks Most probable and most serious 7 Likely Risks Higher probability but lower seriousness 10 Latent Risks Lower probability but higher seriousness 13 Secondary Concerns Lower probability and lower seriousness 8
    25. 25. Technical Training Plan <ul><ul><li>C# Programming with Microsoft .NET </li></ul></ul><ul><ul><li>Microsoft .NET Framework (C#) </li></ul></ul><ul><ul><li>Developing Windows Forms Applications using C# </li></ul></ul><ul><ul><li>Querying Microsoft SQL Server </li></ul></ul><ul><ul><li>Distributed Application Development with MS Visual Studio </li></ul></ul><ul><ul><li>Crystal Reports </li></ul></ul>
    26. 26. Team Process Training Plan Course Audience Length Provider Effective Project Meeting Management Steering Committee Implementation Team Leads 4 hours CPS Teams & Teamwork Steering Committee Implementation Team Leads & Members 4 hours CPS Human Relations Skills for Team Leaders Steering Committee Implementation Team Leads 4 ½ day sessions CPS Overview of Project Management Steering Committee Implementation Team Leads & Members 4 hours CPS
    27. 27. Part III Recommendations
    28. 28. Staffing Recommendations <ul><li>Fill all openings in functional departments </li></ul><ul><li>Hire an experienced Microsoft SQL data base administrator </li></ul><ul><li>Develop a staffing plan for each functional offices affected by the CMC implementation </li></ul><ul><li>Develop a staffing plan for the administrative computing team for coverage during the CMC implementatiob </li></ul><ul><li>Communicate and allocate Backfill Dollars </li></ul>
    29. 29. Staff Development Recommendations <ul><li>Carry out the training plan for the IT Administrative Computing team </li></ul><ul><li>Carry out training in group meetings skills for the Implementation Team </li></ul><ul><li>Conduct a project team leader skills course for the members of the Implementation Team </li></ul><ul><li>Provide project management overview for all members of the Implementation Team </li></ul>
    30. 30. Teamwork and Cultural Recommendations <ul><li>Hold a facilitated, cross-functional session to develop teamwork ground rules for the project </li></ul><ul><li>Implement the proposed communication plan to include a project e-newsletter and website </li></ul>
    31. 31. General Project Recommendations <ul><li>Freeze all enhancements to the PLUS system other than regulatory requirements </li></ul><ul><li>Establish a cross-functional team to review the implementation of new academic programs to minimize the impact on the PLUS system during the implementation period </li></ul><ul><li>Appoint an internal Mercer resource as a project scheduler </li></ul>
    32. 32. Next Steps <ul><li>Immediately communicate the results of this planning phase to Mercer stakeholders </li></ul><ul><li>Approve and then begin implementing the recommendations from this report </li></ul><ul><li>Approve and start immediately to execute the proposed project communication plan </li></ul><ul><li>Begin working with the university marketing department to design a brand name for the project to launch on Oct. 24 th </li></ul>
    33. 33. Questions?
    34. 34. Campus Management Implementation Planning Process Report Presented to Mercer University October 1 st & 2 nd , 2008