project workplan april 17, 2002 university of florida's vision statement team organization
TRANSCRIPT
Project Workplan
April 17, 2002
University of Florida's Vision Statement
Team Organization
April 17, 20022
ERP System – System Requirements and Integration Requirements
10 systems 10 systems integration As defined in the University of Florida's
System Requirements and Integration Requirements, which is an appendix to Vision Statement
April 17, 20023
University of Florida's System Foundation
Standard user interface = ERP system's web portal
UF’s self service transactions and financial transactions processed by ERP system (see page 7)
Master databases maintained by ERP system Number schema = ERP system’s numbering
schema UF’s data dictionary = ERP system’s data
dictionary
April 17, 20024
Self Service Transactions, Financial Transactions and Workflow
Financial Aid
AccountsPayable
AccountsReceivable
Registrationand Enrollment
Time &Attendance
PayrollGross and
Gross to Net
Human ResourceSystem
Admissions
Requisitions
Projects
GeneralLedger
Purchasing
InventoryReceivers,
Issues,Transfers
Human ResourceData Management
PropertyAccounting
Contracts
Bids,Quotes,RFP
ITNs
Travel &Entertainment
Recruiting
Student Self Service Self Service Requistions Employee Self Service
Flexible BenefitEnrollment
Billing
WorkOrders
April 17, 20025
Eliminate the Use of Printed Reports for Management Information
Advanced Planning System used for strategic planning, budgeting, pro-forma financials, enrollment planning and value chain planning and scheduling
Queries for monitoring execution Business intelligence (a/k/a analytics, data
warehouses) used for analysis
April 17, 20026
ERP System Self Sufficiency
University of Florida to be self sufficient in providing user training and maintaining the ERP system
April 17, 20027
Adopt the ERP System's Configuration Tool Set
Models and/or spreadsheet used to configure Advanced Planning Systems
Business intelligence views configured using spreadsheet or “spreadsheet like” tool
Pre-defined queries, parameter queries, and ad-hoc queries configured using query tool
April 17, 20028
Adopt the ERP System's Configuration Tool Set
Workflow configured using rules and tables Transaction processing modules configured
using rules and tables Automatic accounting and automatic chart of
accounts classifications configured using rules and tables
Master databases configured using tables and forms tool
April 17, 20029
ERP System Maintenance Responsibilities
Users are responsible for: Maintaining functionality using the configuration
tool set
April 17, 200210
ERP System Maintenance Responsibilities
IT is responsible for: Web portal modifications Form modifications Developing interfaces using Application Program
interfaces Use of any other tools that are not in the
configuration tool set Maintaining the ERP system's technical
architecture Outsourcing the technical architecture skillsets
April 17, 200211
IT Infrastructure Responsibilities
IT is responsible for: Acquiring, implementing, and maintaining the
Network IT infrastructure Outsourcing IT infrastructure responsibilities
April 17, 200212
Consortium's IT Infrastructure Strategies
University of Florida to continue to support the NERDC
April 17, 200213
Adopt Process Flows to Improve Processes
Transaction processes (see page 17) Adopt self service Automate the process flow using workflow Simplify the process Standardize the process Eliminate redundant transaction processing Eliminate transactions to the extent practical
April 17, 200214
Adopt Process Flows to Improve Processes
Management processes University Management Value Chain Management Relationship Management Resource Management
April 17, 200215
Project Workplan
Critical Path and Milestone Dates Consortium’s Locations Phasing Strategy Implementation Team Training Strategy User Training Strategy Other Implementation Strategies
April 17, 200216
Critical Path and Milestone Dates - Selection
Define VisionStatements
Organize Vision Teams andEvaluation/Implementation
Teams
Release the Invitationto Negotiate (ITN)
Plan the Project
February March JuneMay
DefineRequirements
2002
Evaluate ITNResponses andSelect the Short
List
Schedule andCompleteScripted
Demonstrations
TentativelySelect ERP
System
April
Milestone Dates
March 23 Set Implementation Objectives
April 26 - Requirements Completed
May 10 - Short List Selection
July 2 - Tentative Selection of ERP System
June 28 - Scripted Demonstrations Completed
Negotiations and ContractReviews
July
University Communications
April 17, 200217
Consortium Locations – Scripted Demonstrations
May 20 – 25, location to be decided June 3 – 7, location to be decided June 17- 21, location to be decided
April 17, 200218
Critical Path and Milestone Dates - Contracts
Schedule and CompleteSite Visits, Reference
Checks, CorporateOffice Visits, and Other
Due Diligence Tasks
Complete Conference RoomPilot
Implementation
Decide onImplementationStrategies andDevelop Team
LeaderWorkplans
CompleteFinal
Negotiations
ObtainApprovals
and ExecuteContracts
EvaluateImplementation
Services
TentativelySelected ERP
System
August2002
July
Milestone Dates
August 16 - Conference RoomPilot Implementation Completed
August 29 - Implementation ServicesSelected
August 30 - Final Approvals andAuthority to Contract
Negotiations and Contract Review
September
University Communications
April 17, 200219
Critical Path and Milestone Dates - Stabilize
Consortium's FoundationConfiguration
September 2002 July 2004 January 2005
Milestone Dates
March 2003 - Consortium' s Foundation Configuration
July 1, 2004 - Go-live on ERP System
January 1, 2005 - Stabilize ERP System
March 2003
University Communications
UNF Instance Configuration,Data Conversions, Interfaces,
Testing and User Training
UNFStabilization
UF Instance Configuration,Data Conversions, Interfaces,
Testing and User Training
UFStabilization
FSU Instance Configuration,Data Conversions, Interfaces,
Testing and User Training
FSUStabilization
UWF Instance Configuration,Data Conversions, Interfaces,
Testing and User Training
UWFStabilization
April 17, 200220
Consortium Locations – Conference Room Pilot and Foundation Configuration
Each university will host one of the following: July 15 – August 29, 2002, conference room pilot,
implementation services evaluations and final negotiations
September 16 – November 8, 2002, first 8 weeks of consortium’s foundation configuration
November 8 – January 17, 2003, middle 8 weeks of consortium’s foundation configuration (2 weeks off for Christmas and New Year)
January 20 – March 14, 2003, last 8 weeks of consortium’s foundation configuration
April 17, 200221
User Training Strategy
University of Florida’s user training team is responsible for: University communications User training materials User training during implementation Users training and support over the ERP system's
life cycle
April 17, 200222
University of Florida’s Teams
Vision Team and Responsibilities Project Manager and Responsibilities Evaluation Team and Responsibilities Negotiation Team and Responsibilities Implementation Teams and Responsibilities
April 17, 200223
University of Florida's Vision Team
Fred Cantrell, Chair and Project Manager
Anurag Agarwal Nur Erenguc Karen Fooks Chuck Frazier Sandy Goldstein Ken Hillier Joe Joyce Karen Kirkman Bill Montgomery
Steve Pritz Mike Rollo Denise Stevens Denise Tanner Wayne Tharp Ken Tomlinson John Watson Scooter Willis Victor Yellen Fedro Zazueta
April 17, 200224
Vision Team Responsibilities
Defining the vision Planning the project Organizing implementation teams Filling the team leader and team member
positions Back fill staffing for team leaders and team
members
April 17, 200225
Vision Team Responsibilities
Advising on the short list selection Advising on the final selection of the ERP
system Advising on the selection of implementation
services firm(s) Setting and achieving implementation
objectives Managing a successful implementation
April 17, 200226
Project Management Responsibilities
Fred Cantrell is the University of Florida's project manager
Responsibilities are: Resolving issues that the Vision Team can not
resolve Planning the project and maintaining the project
workplan Cross teams coordination of the Vision Team,
Evaluation Team, Negotiation Team and Implementation Teams
April 17, 200227
University of Florida’s Evaluation Team
Team members John Kruczek Wayne Tharp
Responsibilities are: Draft and release the Invitation to Negotiate Evaluate proposals Select the short list of ERP systems
April 17, 200228
University of Florida’s Negotiation Team
Team members Fred Cantrell To be named
Responsibilities Negotiate with vendors Tentatively select the ERP system Select implementation services firm(s) Select the ERP system Budgets Contracts
April 17, 200229
University of Florida’s Implementation Teams
Team Vision Team Owner
Team Leader
University Management
Finance and Administration
Jim Ferrer
Student Team Registrar Steve Pritz
Alumni Team Foundation Michael House
Vendor Team Purchasing M. Whitley
HR Team Academic Affairs & Finance and Administration
Rita Cowan and Bob Willits
April 17, 200230
University of Florida’s Implementation Teams
Team Vision Team Owner
Team Leader
Payroll Team Comptroller M. Miller
Sponsored Programs Value Chain Team
DSR S. Goldstein
Capital Project, Property Facilities M’gt and Assets
Finance and Administration
Frank Green
April 17, 200231
University of Florida’s Implementation Teams
Team Vision Team Owner
Team Leader
Instruction Value Chain
Provost Victor Yellen
User Training Finance and Administration
Fred Cantrell
ERP System Technical Architecture
OIT W. Curry
IT Infrastructure OIT Fedro Zazueta
April 17, 200232
Implementation Teams' Scope
Team Process Flow Processes and Modules
University Management Team
Plans to Budgets, Closing to Financial Reports
Strategic planning, performance measures, budgeting, financial reporting, general ledger, accounting rules for recording and classifying transactions, treasury
Student Relationship Team
Recruit to Collections Recruiting, admissions, enrollment, financial aid, accounts receivable for students and other customers
Alumni and Friends Team
Recruit to Collections Contact management, pledges, collection of pledges
April 17, 200233
Implementation Teams' Scope
Team Process Flow Processes and Modules
Vendor Team Requisition to Payment Requisitions, bids/quotes/RFP/ITN, purchasing, accounts payable, commodity management, vendor management
HR Team Recruit to Retire Positions, administrative HR management, benefits
Payroll Team Employee to Paycheck Time and attendance, faculty effort reporting, travel reporting, payroll gross and gross to net
April 17, 200234
Implementation Teams' Scope
Team Process Flow Processes and Modules
Capital Project, Property/Facilities Management and Assets Team
Acquire to Retire Capital projects, property/facilities/assets management, maintenance management
Instruction Value Chain Team
Student Demand to Fulfilled Demand
Curriculum and course data management, demand management, course/instructor/ classroom scheduling, value chain HR management, instructor evaluations
April 17, 200235
Implementation Teams' Scope
Team Process Flow Processes and Modules
Sponsored Programs Value Chain Team
Opportunity to Completed Project
Opportunities, proposals, awards, project management, value chain HR management, contract administration, grant reporting, cost allocations, and compliance reporting
User Training Team
Not Applicable University communications, web portal, self service, work flow, transaction processing, planning models, business intelligence, and query skill sets
April 17, 200236
Implementation Teams' Scope
Team Process Flow Processes and Modules
Technical Architecture Team
Not Applicable Modifications, interfaces, data management, security, performance tuning
IT Infrastructure Team
Not Applicable Aligning and optimizing IT infrastructure to the ERP system’s technical architecture
April 17, 200237
Implementation Team Leader Responsibilities
Managing their team Defining requirements and completing scripted
demonstrations Completing the conference room pilot
implementation and due diligence
April 17, 200238
Implementation Team Leader Responsibilities
Setting and achieving implementation objectives Developing implementation workplans (tactical) Estimating the implementation budget Completing implementation Stabilizing the ERP system
Questions?
Questions?
Project Overview University Management Team
Jim Ferrer, Team Leader
April 17, 200241
Project Goals
Strategic Planning Performance Measures Budgeting Financial Reporting General Ledger Accounting Rules for Recording and
Classifying transactions Treasury
April 17, 200242
Strategic Planning Process and Module
Process Improvements Formal strategic planning process Quantify plan as imperatives, input, outputs,
outcomes, metric or financial Simple and standard Participatory Plan to plan comparisons
April 17, 200243
Budgeting Process and Module
Process Improvements Budgets based on plans Standard planning and budget process
according to budget entity Simple planning and budgeting process Participative process
April 17, 200244
Financial Reporting Process and Module
Process Improvements One day close with preliminary financials
available the day after the last day in the accounting period
April 17, 200245
General Ledger Process and Module
Process Improvements Automate all accounting rules Automate all chart of accounts classifications Automate the recording of all budget
transactions in the general ledger Entire audit trail to source transactions
April 17, 200246
General Ledger Process and Module
Chart of Accounts numbering schema to be determined by ERP system
Organization structure comprised of business units and positions
Ability to account for projects - Capital Sponsored research programs Maintenance
April 17, 200247
General Ledger Process and Module
Project start and completion dates that span fiscal years
Work order system
April 17, 200248
Tool Sets
Excel for: Strategic planning Budget planning Cash flow Queries
Budget vs. Actual Available budget
April 17, 200249
Defining Requirements/Completing Scripted Demonstrations
Vision is that “Shadow” Systems will be eliminated
Feedback wanted from University community to determine system requirements Description of current systems maintained List additional data fields or functionality required
April 17, 200250
Defining Requirements/Completing Scripted Demonstrations
Communicate by phone, fax or email to:
Jim Ferrer
Associate Controller
Phone: 392-1321
Fax: 392-4760
Email: [email protected]
www:admin.ufl.edu/committees/erp
Questions?
Questions?
Project Workplan
April 17, 2002
University of Florida's Vision Statement
Team Organization