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  1. 1. Planning for Your ERP Implementa tion The Stepping Stone to a Successful Project Collegiate Project Services
  2. 2. Topics We Will Cover <ul><li>Purpose of the Planning Process </li></ul><ul><li>Who We Are </li></ul><ul><li>What We will Do </li></ul><ul><li>Planning Deliverables </li></ul>
  3. 3. Purpose of the Planning Process <ul><li>Identify the strengths and weaknesses of Mercer to carry out its ERP implementation </li></ul><ul><li>Recommend how to build on the strengths and improve the weaknesses </li></ul><ul><li>Put together the most appropriate implementation plan </li></ul>
  4. 4. Part I Collegiate Project Services Who We Are and What We Do
  5. 5. Collegiate Project Services <ul><li>Who We Are . Collegiate Project Services is a professional project management firm in our 20th year of serving our clients worldwide </li></ul><ul><li>Our Skill Sets . Collegiate Project Services has two core competencies - project management and organizational development </li></ul><ul><li>Our Qualifications. Our project managers are credentialed professionals, experienced in Higher Ed, and experienced in managing Higher Ed ERP implementations. </li></ul>
  6. 6. Collegiate Project Services (continued) <ul><li>Our Focus . We specialize in helping our clients select, prepare for, and implement ERP solutions on campus. </li></ul><ul><li>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. </li></ul>
  7. 7. Our Mission “ Helping Higher Education Manage its most Critical Technology Projects” Our Mission “ Helping Higher Education Manage its Critical Technology Projects”
  8. 8. Part II Scope of Work What is Going to Happen in the Next 60 Days
  9. 9. Methods of Data Collection <ul><li>Individual structured interviews of selected personnel </li></ul><ul><li>Online questionnaire to a broad group of university stakeholders </li></ul><ul><li>Focus group sessions </li></ul><ul><li>Analysis of selected documents </li></ul>
  10. 10. Steps in the Process <ul><li>Administrative and technical department heads Briefing </li></ul><ul><li>Executive VPs and academic deans briefing </li></ul><ul><li>Scheduling of interviews and focus group sessions </li></ul><ul><li>Launch of the communication website </li></ul>
  11. 11. Process Steps (continued) <ul><li>Individual interviews </li></ul><ul><li>Online questionnaire </li></ul><ul><li>Focus group sessions </li></ul><ul><li>Data compilation and analysis </li></ul><ul><li>Development of the Project Plan </li></ul><ul><li>Feedback Sessions </li></ul>
  12. 12. Offshoots of this Planning <ul><li>This planning will… </li></ul><ul><li>Set in motion the ERP education process </li></ul><ul><li>Begin the stakeholder engagement process, including faculty </li></ul><ul><li>Raise awareness of issues surrounding the ERP </li></ul>
  13. 13. Part III Deliverables The Blueprint for a Successful Implementation
  14. 14. The Planning Deliverables <ul><li>Project timeline </li></ul><ul><li>Project budget </li></ul><ul><li>Staffing requirements and strategy </li></ul><ul><li>Project organization </li></ul><ul><li>Roles and responsibilities </li></ul><ul><li>Communication plan </li></ul><ul><li>Critical issues </li></ul><ul><li>Risk Analysis </li></ul><ul><li>Project scope </li></ul><ul><li>Training plan </li></ul>
  15. 15. Planning Profile Scores <ul><li>Group 1: Technical Factors (3) </li></ul><ul><li>Group 2: Functional Factors (2) </li></ul><ul><li>Group 3: Project Factors (3) </li></ul><ul><li>Group 4: Cultural Factors (5) </li></ul><ul><li>Group 5: Resource and Effort Awareness (3) </li></ul>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. 16. The 16 Planning Factors <ul><li>Technical Factors </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 Factors </li></ul><ul><ul><li>Functional Staffing Level </li></ul></ul><ul><ul><li>Functional Experience </li></ul></ul><ul><li>Project Factors </li></ul><ul><ul><li>Comparable Project Experience </li></ul></ul><ul><ul><li>Project Management Sophistication </li></ul></ul><ul><ul><li>ERP Software Familiarity </li></ul></ul><ul><li>Cultural Factors </li></ul><ul><ul><li>Teamwork </li></ul></ul><ul><ul><li>Team Process </li></ul></ul><ul><ul><li>Sophistication </li></ul></ul><ul><ul><li>Leadership Support </li></ul></ul><ul><ul><li>Team Leadership </li></ul></ul><ul><ul><li>Attitude toward </li></ul></ul><ul><ul><li>ERP Project </li></ul></ul><ul><li>Resource & Effort Awareness </li></ul><ul><ul><li>Budget Awareness </li></ul></ul><ul><ul><li>Willingness to Backfill </li></ul></ul><ul><ul><li>Effort Awareness </li></ul></ul>
  17. 17. Readiness Profile Results Planning Profile Scores Matrix Technical Factors Functional Factors Project Factors Cultural Factors Resource & Effort Awareness
  18. 18. Sample Project Timeline and Implementation Sequence
  19. 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. 20. Sample Staffing Timeline
  21. 21. Sample Project Organization
  22. 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. 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. 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. 25. 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
  26. 26. Your Role <ul><li>Encourage your staff to visit the website so they will understand this planning effort </li></ul><ul><li>Encourage your staff to be candid during the individual interview sessions </li></ul><ul><li>Encourage your staff who are not going to be interviewed to participate in the online survey </li></ul><ul><li>Participate in the interview that will be scheduled for you </li></ul><ul><li>Participate in the critical issues session and the risk analysis session </li></ul>
  27. 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. 28. Planning for your ERP Implementation Questions?