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ERP Presentation


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ERP Presentation

  1. 1. The ERP Project Project Management Team Enterprise Resource Planning Project King Fahd University of Petroleum & Minerals Dhahran 31261, Saudi Arabia April 2005 A Presentation to Business Process Owners
  2. 2. Agenda <ul><li>Introduction of the Team </li></ul><ul><li>A Presentation on the ERP Project </li></ul><ul><li>Role of Business Process Owners </li></ul><ul><li>Project Charter </li></ul><ul><li>Project Plan </li></ul><ul><li>Establishing Goals & Objectives </li></ul><ul><li>Schedule of Meetings </li></ul><ul><li>Project Team Directory </li></ul><ul><li>Communication Plan </li></ul><ul><li>Project Office </li></ul><ul><li>Name the ERP Project </li></ul><ul><li>Next Meeting </li></ul>
  3. 3. Outline <ul><li>ERP systems and their Benefits </li></ul><ul><li>Mission and Vision </li></ul><ul><li>Goals and Objectives </li></ul><ul><li>Statement of Work </li></ul><ul><li>Organization Structure </li></ul><ul><li>Assumptions and Constraints </li></ul><ul><li>Schedule </li></ul><ul><li>Estimated Cost </li></ul><ul><li>Quality Audit </li></ul>
  4. 4. What’s an ERP System? Set of application software that brings financial, distribution, manufacturing, and other business functions into balance. It extends horizontally across the company’s business functions and vertically throughout the company’s supply chain. Source: Gartner
  5. 5. Policies, Standards, Regulations, Laws, Knowledge, Triggering Events Information Materials Results Information Deliverables Products Human Resources, Tools, Equipment, ERP Systems , Facilities Guides Process Step Sub-Process Step Inputs Outputs Enablers Components of a Business Process (IGOE)
  6. 6. <ul><li>Key enabler of “best practice” </li></ul><ul><li>Catalyst to improve operational and process effectiveness </li></ul><ul><li>Framework for organizational transformation </li></ul><ul><li>Tool for extended integration </li></ul><ul><li>Facilitator for Information Systems’ governance </li></ul><ul><li>Helps in human capital advancement </li></ul>ERP … Driving Economic Value
  7. 7. Benefits of an ERP System Benefits must go beyond repairing the current state to address the future needs of the organization across several dimensions. Strategic Operational Technical Financial
  8. 8. <ul><li>Alignment with business strategy </li></ul><ul><li>Improved responsiveness </li></ul><ul><li>Enhanced organizational flexibility </li></ul><ul><li>Improved decision-making capabilities </li></ul><ul><li>Support for “IS Governance” </li></ul>Strategic Benefits
  9. 9. <ul><li>Leveraging of global leading practices </li></ul><ul><li>Increase in capacity / utilization </li></ul><ul><li>Improved cycle time / accuracy </li></ul><ul><li>Integration </li></ul><ul><li>Visibility of process </li></ul>Operational Benefits
  10. 10. <ul><li>Leverage international “leading practices” instead of “reinventing the wheel” </li></ul><ul><li>Integrated package forces a process focus approach to implementation </li></ul><ul><li>Globally maintained “integrated package” reduces cost, effort and skills required to maintain/enhance systems. </li></ul><ul><li>Centralised application security </li></ul><ul><li>Less ‘programming’ – more ‘customisation’ </li></ul>Technical Benefits
  11. 11. Financial Benefits <ul><li>Savings in inventories, personnel, total logistics costs, procurement costs, etc </li></ul><ul><li>Reduced assets deployed </li></ul><ul><li>Reduced staff costs </li></ul><ul><li>Improved cash flow </li></ul><ul><li>Increased stakeholders value </li></ul>
  12. 12. ERP Solutions for Higher Education & Research <ul><li>Oracle </li></ul><ul><li>PeopleSoft </li></ul><ul><li>SAP </li></ul><ul><li>SunGard SCT </li></ul>
  13. 17. ERP Users in the Middle East <ul><li>Gulf University of Science & Technology, Kuwait </li></ul><ul><li>American University of Kuwait </li></ul><ul><li>American University of Beirut </li></ul><ul><li>Lebanese American University (LAU) </li></ul><ul><li>American University Cairo </li></ul><ul><li>Effat College, Jeddah </li></ul><ul><li>American University of Sharjah </li></ul><ul><li>Higher Colleges of Technology, Dubai </li></ul><ul><li>UAE University </li></ul><ul><li>Zayed University, Dubai </li></ul><ul><li>King Faisal University has started the implementation </li></ul>
  14. 18. Mission of the ERP Project To improve, enable, and integrate academic and administrative processes of the University
  15. 19. Vision of the ERP Project <ul><li>To adopt and sustain the best information technology enabled business processes in order to support the most productive environment for learning, innovation, and research </li></ul>
  16. 20. Goals of the ERP Project <ul><li>Improve effectiveness and efficiency of academic and administrative processes </li></ul><ul><li>Improve support for decision making </li></ul><ul><li>Enhance availability and access to timely and reliable information </li></ul><ul><li>Enhance professional capabilities of human resources </li></ul><ul><li>Improve quality of services for all stakeholders </li></ul><ul><li>Enhance accountability of personnel, and integrity of processes and information </li></ul>
  17. 21. Goal: Improve effectiveness and efficiency of academic and administrative processes <ul><li>Select, enhance and implement an ERP system that meets all documented functional requirements to complete all transactions </li></ul><ul><li>Integrate functional systems </li></ul><ul><li>Provide easy to use interfaces in both Arabic and English </li></ul><ul><li>Provide training to end users </li></ul><ul><li>Reduce transactional cost </li></ul><ul><li>Reduce cycle time of transactions </li></ul>
  18. 22. Goal: Improve support for decision making <ul><li>Develop user-defined reports </li></ul><ul><li>Implement a performance management system </li></ul>
  19. 23. Goal: Enhance availability and access to timely and reliable information <ul><li>Provide access to all users from anywhere at any time </li></ul><ul><li>Maintain a single source of data </li></ul><ul><li>Implement ISO 17799 standard for information security </li></ul>
  20. 24. Goal: Enhance professional capabilities of human resources <ul><li>Adopt ERP-enabled business processes </li></ul><ul><li>Identify and conduct training programs </li></ul>
  21. 25. Goal: Improve quality of service for all stakeholders <ul><li>Deploy online self-services </li></ul><ul><li>Deploy user support system </li></ul>
  22. 26. Goal: Enhance accountability of personnel, and integrity of processes and information <ul><li>Automate controls and reconciliation points </li></ul><ul><li>Improve transparency and traceability of transactions </li></ul>
  23. 27. Critical Success Factors <ul><li>Ownership, commitment and involvement of the top management </li></ul><ul><li>Awareness, capability and motivation at all levels among all stakeholders </li></ul><ul><li>An effective change management strategy and plan </li></ul><ul><li>Necessary infrastructure for effective implementation of the systems </li></ul><ul><li>Minimum customization of the selected ERP system </li></ul><ul><li>Good planning, and then rapid implementation, to keep up the momentum </li></ul><ul><li>Motivation and training of end-users </li></ul>
  24. 28. Functional Scope of Work <ul><li>Academics Modules </li></ul><ul><li>Admission & registration </li></ul><ul><li>Student affairs </li></ul><ul><li>Research management </li></ul><ul><li>IT Modules </li></ul><ul><li>Document management system </li></ul><ul><li>University portal </li></ul><ul><li>Business intelligence </li></ul><ul><li>Administrative Modules </li></ul><ul><li>General ledger </li></ul><ul><li>Accounts payables </li></ul><ul><li>Accounts receivables </li></ul><ul><li>Cash management </li></ul><ul><li>Fixed assets </li></ul><ul><li>Costing & budgeting </li></ul><ul><li>Inventory management </li></ul><ul><li>Warehouse management </li></ul><ul><li>Purchasing </li></ul><ul><li>Project accounting </li></ul><ul><li>Maintenance management </li></ul><ul><li>Personnel administration </li></ul><ul><li>Payroll </li></ul><ul><li>Training </li></ul><ul><li>Support services </li></ul><ul><ul><li>Office and Housing Services </li></ul></ul><ul><ul><li>Medical Services </li></ul></ul><ul><ul><li>Food Services </li></ul></ul><ul><ul><li>Safety and Security Services </li></ul></ul><ul><ul><li>Transportation Services </li></ul></ul><ul><ul><li>Book Store </li></ul></ul>
  25. 29. Work Breakdown Structure
  26. 30. Organization of the ERP Project Executive Steering Committee Project Management Team Implementation Group 1 Implementation Group 2 Implementation Group n
  27. 31. Executive Steering Committee <ul><li>H.E. the Rector (Chair) </li></ul><ul><li>Vice Rector, Graduate Studies & Scientific Research </li></ul><ul><li>Vice Rector for Academic Affairs </li></ul><ul><li>Supervisor, Information & Communication Technology </li></ul><ul><li>Supervisor, Technical Affairs </li></ul><ul><li>Supervisor, Financial & Administrative Affairs </li></ul><ul><li>Dean, Faculty & Personnel Affairs </li></ul><ul><li>Dean, Student Affairs </li></ul><ul><li>Dean, Admissions & Registration </li></ul><ul><li>Dean, College of Computer Sciences & Engineering </li></ul><ul><li>Director, Information Technology Center </li></ul>
  28. 32. Project Management Team <ul><li>Supervisor, Financial & Administrative Affairs (Chair) </li></ul><ul><li>Director, Information Technology Center (Deputy Chair) </li></ul><ul><li>Advisor, Information Strategy (Member) </li></ul><ul><li>Manager, Computing Services, ITC (Member) </li></ul>
  29. 33. Implementation Groups <ul><li>Business Process Owner (Chair) </li></ul><ul><li>Key User(s) </li></ul><ul><li>Application Developer (sharing) </li></ul><ul><li>Functional Consultant </li></ul><ul><li>Technical Consultant (sharing) </li></ul>
  30. 34. Assumptions & Constraints <ul><li>Availability of all business process owners and users for completing assigned project tasks </li></ul><ul><li>Solicit technical resources from within the University as and when possible </li></ul><ul><li>No new major hardware will be required to install the selected ERP system </li></ul><ul><li>Training and other incentives will be provided to project teams and users to enhance their capabilities and level of motivation </li></ul><ul><li>Quality is first priority though project should be completed in 2 years with minimum cost </li></ul><ul><li>ERP system offering best value for users will be selected, though it could be costly and may require technical compromises </li></ul>
  31. 35. Tentative Schedule Support users Cut-over and go-live Perform quality assurance Train and test Prepare & migrate data Configure & customize Prepare business blueprint Setup project environment Select ERP implementer Issue RFP for ERP implementer Prepare infrastructure Select ERP system(s) Issue RFP for ERP system Document processes 24 23 22 21 20 19 18 17 16 15 14 13 12 11 10 9 8 7 6 5 4 3 2 1 Major Tasks
  32. 36. Proposed Milestone Chart Project Start Date: 12 March 2005 Project Go-Live: 01 January 2007 Project End Date: 30 April 2007
  33. 37. Appointment of External Quality Auditor <ul><li>Objective: </li></ul><ul><li>To have an independent review of quality of project management as well as implementation of the ERP system </li></ul><ul><li>Scope of Work: </li></ul><ul><li>To prepare and implement a quality management plan that includes quality audits at predetermined stages/points in the project life cycle. The auditor shall plan an audit and submit a report at the end of the audit. </li></ul><ul><li>Duration: </li></ul><ul><li>The work will be carried out throughout the project life cycle. However, on site audits will comprise of 10-12 days </li></ul>
  34. 38. Agenda <ul><li>Introduction of the Team </li></ul><ul><li>A Presentation on the ERP Project </li></ul><ul><li>Role of Business Process Owners </li></ul><ul><li>Project Charter </li></ul><ul><li>Project Plan </li></ul><ul><li>Establishing Goals & Objectives </li></ul><ul><li>Schedule of Meetings </li></ul><ul><li>Project Team Directory </li></ul><ul><li>Communication Plan </li></ul><ul><li>Project Office </li></ul><ul><li>Name the ERP Project </li></ul><ul><li>Next Meeting </li></ul>
  35. 39. Business Process Owner <ul><li>Leads team of users, developers and consultants </li></ul><ul><li>Coordinates with the Project Management Team </li></ul><ul><li>Recommends relevant module of ERP system to be selected after evaluation of all short-listed systems </li></ul><ul><li>Responsible for documentation, renewals and signing-off the business processes in his domain </li></ul><ul><li>Tests and validates the system prior to its acceptance </li></ul><ul><li>Assumes responsibility of achieving goals and objectives of the ERP project in his domain </li></ul>
  36. 40. Project Charter <ul><li>Mission </li></ul><ul><li>Vision </li></ul><ul><li>Goals and Objectives </li></ul><ul><li>Project Organization </li></ul><ul><li>Statement of Work </li></ul><ul><li>Quality </li></ul><ul><li>Assumptions and Constraints </li></ul><ul><li>Duration </li></ul><ul><li>Cost </li></ul><ul><li>Performance Reporting </li></ul>
  37. 41. Project Plan <ul><ul><li>Scope Management Plan </li></ul></ul><ul><ul><li>Schedule Management Plant </li></ul></ul><ul><ul><li>Budget </li></ul></ul><ul><ul><li>Human Resources Plan </li></ul></ul><ul><ul><li>Communication Management Plan </li></ul></ul><ul><ul><li>Quality Management Plan </li></ul></ul><ul><ul><li>Procurement Plan </li></ul></ul><ul><ul><li>Risk Management Plan </li></ul></ul><ul><ul><li>Integrated Project Plan </li></ul></ul><ul><ul><li>Measuring & Controlling Project Performance </li></ul></ul>
  38. 42. Establishing Goals & Objectives for the Project in your Functional Area <ul><ul><li>What is a Goal? </li></ul></ul><ul><ul><li>SMART Goals </li></ul></ul><ul><ul><ul><li>S: Specific </li></ul></ul></ul><ul><ul><ul><li>M: Measurable </li></ul></ul></ul><ul><ul><ul><li>A: Action-Oriented / Attainable </li></ul></ul></ul><ul><ul><ul><li>R: Realistic </li></ul></ul></ul><ul><ul><ul><li>T: Timely </li></ul></ul></ul><ul><ul><li>Number of Goals (5-7) </li></ul></ul><ul><ul><li>What is an Objective? </li></ul></ul>
  39. 43. Schedule of Meetings <ul><ul><li>Weekly meetings for 1-2 hours </li></ul></ul><ul><ul><li>Structured Meetings will be held </li></ul></ul><ul><ul><li>Minutes of the Meetings will be prepared </li></ul></ul><ul><ul><li>Copy to all relevant members of the Project Team </li></ul></ul>
  40. 44. Project Team Directory <ul><ul><li>Name </li></ul></ul><ul><ul><li>Position </li></ul></ul><ul><ul><li>Department </li></ul></ul><ul><ul><li>Telephone </li></ul></ul><ul><ul><li>Fax </li></ul></ul><ul><ul><li>Mobile </li></ul></ul><ul><ul><li>E-Mail </li></ul></ul>
  41. 45. Communication Plan <ul><ul><li>Organization of the Project </li></ul></ul><ul><ul><li>Meetings </li></ul></ul><ul><ul><li>Awareness sessions </li></ul></ul><ul><ul><li>E-Mail </li></ul></ul><ul><ul><li>Project Newsletter </li></ul></ul><ul><ul><li>Project web site </li></ul></ul><ul><ul><li>Publications of the Public Relations Dept. </li></ul></ul>
  42. 46. Project Office Moving to this location By the end of October 2005
  43. 47. Name the ERP Project
  44. 48. Next Meeting
  45. 49. Thank You