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Best Practices from19 ERP Implementations


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Presentation given "off site" at EDUCAUSE and SGHE Summit meetings sponsored by Collegiate Project Services about best practices from the ERP implementations in the Tennessee Board of Regents

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Best Practices from19 ERP Implementations

  1. 1. Best Practices from 19 ERP Implementations Presented by, Tom Danford, CIO Tennessee B T Board of Regents d fR
  2. 2. Today’s Goals Today s Present lessons learned ese t esso s ea ed from the full suite ERP implementations of 19 TBR institutions Discuss how these lessons learned can apply on an ERP implementation at a single institution
  3. 3. The TBR Challenge Implement several ERP modules1 across 19 institutions plus the system office in a forty-month period! 1Student and Financial Aid, Finance, Finance HR and Payroll, Payroll Advancement, and a portal solution
  4. 4. Our Imperative Keep every institution on schedule and on budget. It is critical for us to have a quality implementation while controlling costs. A guiding principle is to conserve the resources of the universities for academic and other goals goals.
  5. 5. Current Status We are in our 27th month of the project Implementations have been sequenced according to three waves of schools, or “cohorts” cohorts 34 implementations have been completed, and 64 i implementations are in progress l i i Except in three instances, all 100 completed and in-progress implementations to date have been on schedule and on-time
  6. 6. Eight ERP Best Practices Lessons We Have Learned, Some Easily and Some the Hard Wayy
  7. 7. Best Practice 1 Establish guiding g g principles at the highest levels of the i h institution and i i d then live by them.
  8. 8. Best Practice 2 Form a governance structure that involves the i l th highest levels of executives as possible….and get them involved frequently.
  9. 9. Our model for…. Best Practices 3, 4, and 5 Our Project Management Model…. j g
  10. 10. Best Practice 3 Provide professional project management support in large doses.
  11. 11. Assumption People in higher education are in the bus ess of educating students, ot business o educat g stude ts, not managing major ERP implementations Therefore The system provided project management support i three in h significant ways
  12. 12. Project Management Support at the Campus Level 1. Provided detailed project schedules in Microsoft Project to all the schools 2. Separated the role of project manager and project scheduler 3. Provided training in project tracking and reporting format to the system d i f h
  13. 13. Best Practice 4 Develop a Metrics-Driven Reporting and Feedback System
  14. 14. The Weekly Flash Report Purpose Provide a snapshot each week of how well all the P id h h k fh ll ll h implementations are proceeding. How the Report is Produced Schedule updates are emailed to the independent program manager once a week The program manager evaluates schedule progress according to several criteria and assigns a color code (red, yellow, green) The program manager then produces and distributes the report system wide each week. Link to a sample Flash Report
  15. 15. Monthly Executive Dashboard y
  16. 16. Best Practice 5 Establish an independent program office at the system level
  17. 17. A Sampling of the Program Manager Duties Duties…. Coordinate and oversee the various implementation pj projects system-wide y Provide early warnings to the system and the university presidents when project milestones are in jeopardy Design interventions, as needed, to help individual campuses get back on track Develop project metrics and provide weekly flash reports and monthly executive dashboard reports on pg progress against budget and p g g g progress against g schedule Train campus project managers and schedulers in the use of modern project management tools and processes
  18. 18. Best Practice 6 Do the best communication job you possibly can
  19. 19. Best Practice 7 Deal directly and as quickly as i kl possible with cultural and people issues
  20. 20. Best Practice 8 Form a true partnership with your ERP provider and implementer
  21. 21. Will These Practices Work for You? Applying these lessons learned to the single institution i tit ti
  22. 22. What Applies Developing guiding principles and sticking to them Involving senior executives Imposing professional project management processes and tools and training campus personnel in how to use these tools Separating the scheduler and manager roles Weekly flash reports and monthly executive dashboards Vendor partnering d i Communicating frequently Using an experienced outside project management firm who has done it before
  23. 23. Thanks for Joining us Today! For more information… Pick up our complementary CD that contains this PowerPoint presentation as well as a copy of the TBR Guiding Principles that were adopted for their implementations. Linger and talk with Tom Danford before you leave. Contact Tom at