Change Network KickoffJuly 28, 2016

Today Next Change Network Roundtable

3:00-4:00 pm

Kissam Multi-Purpose Room, C210

Thursday, August 25, 2016 3:00-4:00 pm

Kissam Multi-Purpose Room, C210

• SkyVU Overview:o Implementation

Timeline, Methodology

o Change Management Overview

o Business Process Mapping & Analysis

Overview

• Introductions and Objectives

• Questions and Answers

• SkyVU Oracle Cloud Sample

Agenda

• Change Network Overview:o Role of Change Champion

o Role of Change Agent

o Communication

Introductions &

Purpose of Kickoff

Objectives of Kickoff

Understand your involvement in:

Communication Feedback Adoption

Examine Change Network

Review SkyVU project

Scope Timeline User Interface

Implementation

Overview

Support Vanderbilt University’s academic mission

by modernizing its financial, administrative and

research support systems.

Why Are We Doing This?

Mission statement:

Sponsorship, Management, & Outreach

Executive

Steering

CommitteeEric

Kopstain

John

Lutz

Brett

SweetBarb

Carroll

Susan

WenteDennis

Johnson

Financials Human Resources Grants

Procurement &

DisbursementsBusiness Intelligence Research

Change Management IDM & MDM Technical

SkyVU Project

Schools &

Departments

Change

Champions

Business

Partners

Larger Vanderbilt Community

Guiding Principles

Simplification & Standardization

Forward Focus

Accountable Governance

Transparency & Inclusion

Measurable Results

REQUIREMENTS-DRIVEN(Blank White Board)

What do you want?

SOLUTION-DRIVEN(Package-Enabled)

Will this work for you?

As IsDocumentation

To Be Design

(Visio)

To Be Design

vs. Tech

Fit/Gap

Tech

Design

Solution

DevelopmentDeploymentUAT

To Be

Solution

Review

PrototypeDevelop

mentTesting Deployment

Prototype

2

REQUIREMENTS - DRIVEN APPROACH ATTRIBUTES

• Presumption of customization

• Time spent defining and documenting “as is”

• Approach impedes process improvement focus

• Approach encourages “wish list” scope creep

• Significant delay until end user hands-on, day-in-the-life exposure increases project risk

SOLUTION - DRIVEN APPROACH ATTRIBUTES

• Presumption that out-of-the-box will work 80% + of the time

• Time spent on defining and solving true gaps

• Drives process improvement discussion via leading practice “straw man”

• Prevents non-strategic differentiator scope creep

• Immediate end-user hands-on, day-in-the-life process experience mitigates change risk

• 35% project time savings typical

Solution Driven Approach

Testing

Today

TeamTraining

FY16 FY17 FY18

Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug

ConfigWorkshops

Finance BP Mapping IWorkshops

BPM 2Workshops

BPM 3Workshops

Change Network Planning

Transition Realization

SkyVU Timeline

Configure ConfigTest1

Config Test 2

End User Training Prep

Build User Training

Deliver End User Training

Design Configuration Validation

Workgroups

Go-Live

(Phase I)

Change Agents Kickoff Change Management Network ActiveChange Champions Kickoff

ConversionMapping

Oracle

Applications

Cloud

Business

Process

Mapping

Change

Management

IDM & MDM

BI

Research

Facilities

PartnerReview

IDM implementation

MDM - Person data (EPI replacement) implementation

Oracle Business Intelligence Suite (On-premise)

Additional Data Configuration

Conversion Extract, Load, Cleanse

Conversion Extract, Load

Config

Integration Inventory

Integration mapping TestingIntegration mapping

Evaluation and Replacement of University Research Systems (Coeus and PEER)

System Integration Test

Config

10

User Validation

Payroll Parallel

PartnerReview

HCM BP Mapping IWorkshops

PartnerReview

BPM 2Workshops

PartnerReview

Business ProcessAnalysis

Facilities Evaluation

Today

• McCormack & Dodge General Ledger

• McCormack & Dodge Fixed Assets

• eDOG - General Ledger Data

• PeopleSoft Accounts Payable

• Concur Expense

• VUBudget

• Endowment (Unit) Accounting System

• QGLARS - Quarterly GL Reporting

• General Accounts Receivable

• Narrative Chart of Accounts (NCOA)

• Procurement Card portal (tbd)

Financials

• PeopleSoft Purchasing

• eProcurement

• ePlus

• VandyContracs

Procurement

• PeopleSoft HR & Payroll Interface

• C2HR

• ePac

-Job & Position Changes (JPC)

-Earnings Distribution Changes (EDC)

-Retroactive Changes (RDC)

-Additional Pay

• WALDO (Labor Data)

• Benefit Express

• eTimesheet

• Exempt Time Off (ETO)

• Kronos

• VPES (Performance Evaluation System)

• JOBS

• Merit Increase

• CATS

• Taleo (re-implementation)

• Orientation Tracking (tbd)

• PeopleFinder (tbd)

• Tuition Reimbursement System

Human Resources

Enterprise

• Privilege Management (PM)

• SAP Business Objects

• Access VU / Identity Systems

• Enterprise Person Index (EPI)

• ePac Effort Certification

• Center Management

• DMS (Departmental Mgmt System)

Grants - Post Award

Systems under consideration for replacement

Academic Affairs

• Faculty Information System

Finance

Human

Resources

Enterprise/

VUIT

DofA

(non-HR)

Provost

Key

HCM Core

Global HR

Benefits

Absence Mgmt

Payroll Interface

Global Payroll

Workforce Comp

Time & Labor

Security Role Mgmt

Finance

General Ledger

AR/Billing

Asset Mgmt

Accounts Payable

Auto Invoice Processing

Expenses

Cash Mgmt

Projects

Endowment Accounting

Planning & Budgeting

Procurement

Purchasing

Self Service

eMarketplace

Procurement Contracts

Supplier Portal

Strategic SourcingFaculty Tracking

(post 7/1/17)

Talent Mgmt

Goals Mgmt

Performance Mgmt

Succession Mgmt

Talent Acquisition

(Taleo)

Recruiting

Onboarding

Social Sourcing

Grants

Project Financials

Project Contract Billings

Grants Mgmt

SkyVU Cloud

Cloud Systems Integrations

Advance Donor/Gift MgmtDev &Alumni

Concur Travel

Shipping Mgmt

Bank Integrations (3)

Pcard Integration

Finance

Debt Mgmt (post 7/1/17; new system)

Blackline non-cash recons

Conflict Disclosure

Protection of Minors General

Counsel

Data Warehouse & BI Enterprise

VUIT

Identity Management

AIMWorx/Pinnacle

Master Data Mgmt

Coeus Pre-Award Mgmt

PeopleSoft Campus Solutions - Student Fin

Acorn Library System

Academic

Affairs

PEER Award (no current integration) Division of

Administration

EHS

Safety Hub (BioRaft)Post Office

Mail Metering

Package Tracking

Card Office

CBORD Card System

CC Selection Meal Plan

Procare Billing/Attndnce

Childcare

VUPD

AlertVU/Everbridge

Traffic & Parking T2

H & W Portal

Health & Wellness

AIM

Plant Ops

AIM by Assetworks

Campus Planning

ePhil (requisitions)

Research/Grants

CORES Award Mgmt

Dining Services

Dining

Finance

Human

Resources

Enterprise/

VUIT

DofA

(non-HR)

GC

Provost

DAR

VUMC

owned

Key

Learning Mgmt

Benefit Vendors (8-10)

Check Printing (HR & AP)

Tuition Reimbursement

Unemployment& Employment Verification

Background Checks

Human

Resources

Benefit Express (thru 2017)

Tax Reporting

COBRA

PeopleFinder?

Change

Management

Overview

Change ManagementProject Manager: Kara Sundar Huron: Susan Garland, Vivek Cherian

Business Process

AnalysisJosh Vincent

CommunicationsLeslie Buchanan

SkyVU Program Management Office (PMO)

Lead Partners

Partners

Change

Champions

Vanderbilt Community

Change Agents

TrainingAmanda Roberts

Campus

CoordinationNatalie Richardson

Change Management Organizational Chart

Why is Change Management Important?

What does the

solution look

like?

What is the plan

to implement the

solution?

How is my role

changing?

Organizational

Individual

Why are we

doing this?

How will I execute my

new role &

responsibilities?

Will new processes,

policies and procedures

need to be designed?What is our

situation / issue

today?

What is in it for me –

and my department?

Commitment

Results

Change Management Methodology

Business Process

Mapping Overview

Change Management

Business Process Analysis: Iterative Approach

BP Mapping 3

Business Process Mapping

BP Mapping 2

BP Mapping 1

Change Impact

Inventory

Business Partner

Validation

BP Maps

Business Process Analysis (BPA)

Lead – Josh Vincent

Lead Partners

Partners

BP Maps

2 & 3

A&S

Blair

Divinity

Engineering

Law

Owen

Nursing

Medicine

Peabody

OGC

Public Aff

OOI

DoA

DAR

Diversity

Athletics

Finance

VUITProvost Other

Susan Hart Kurt Shepherd Mike Bannon Jennifer Bischoff

Institutional Validation & Engagement Approach

Conduct

Workshops

BPM 1

Update

Maps

Business

Partner

Validation

Update

Maps

Conduct

Workshops

BPM 2

Update

Maps

Business

Partner

Validation

Update

Maps

Design Configure Validate Realization

Conduct SIT

Sessions

Business

Partner

Validation

Update

Maps

BPM 3

Business Process Analysis

Business Process Analysis Lead

works with Business Partners to

engage institutional stakeholders

Operationalize

Business Processes

July January April

Susan HartAcademic Affairs

Bonnie BielecLaw School

Bryan RatliffPeabody

Mike BannonAdministration

Christy HooperGeneral Counsel

Patrick RettonArts & Sciences

Jennifer BischoffAdministration

Debbie JankeAdministration

Bart BrunkInvestments

Kurt ShepherdEnrollment Affairs

Lisa JonesReal Estate

Shannon SouthInternal Audit

Gena CobbleDevelopment & Alumni Relations

Lauren KysarDean of Students

Kiley StokesDining Services

Chris CookStudent Accounts

Crystal LasterPublic Affairs

Janiece HarrisonSponsored Projects

Stacey CrowhurstFacilities Services

Robert HalliburtonBlair

Dawn TurtonAcademic Affairs Admin.

Jeff DulyStudent Loans

Jenny HardinHR Finance

ShanmugaSundaramInformation Technology

Judy PetersonDivinity & Libraries

Ashley ThompsonHousing & Residential Education

Caitlin MullaneyOwen

Jane ZubulakeMedicine & Nursing

Laura NaironBusiness Services

Gina OwensAthletics

Alison WilliamsEngineering

{TBD}Diversity

Business Partners Functional LeadsDalana Robertson

General Ledger

Barb CarrollCore HR, Taleo Recruiting

Jana BlickAssets, Receivables

Terri ArmstrongBenefits, Absence Mgmt, Time & Labor

Trey BeasleyCash

Kristie HallCore HR, Absence Mgmt, Time & Labor, Payroll

Michelle VazinGrants

David O’FerrellPayroll

Chuck NicholasProcurement

Kim BoyceBenefits

Tony GraysonPayables, Expenses

Candy LindsayTaleo Recruitment

Kirk StonecipherBudget & Planning

Stacy HattenTaleo Recruiting

Evelyn GallettiBudget & Planning

Gena CobbleEndowment

Bold denotes Business Partner Lead

Change Network

Overview

Why a Change Network?

Augment the formal

management structure

and leverages the

informal network of

leaders and individuals

across the university to

provide an additional

communications

channel

A feedback loop to

identify gaps in

information and risks in

overwhelming

individuals with the

degree of change

Change Network Supports

Network of leaders

Communication channel

Feedback loop

Encourage adoption

Campus Coordination

Change Championswide influence | enable change | actively engaged

Change Agentslocal influence | advocate change | direct feedback

Campus Coordination

Provost

Research

DofA Investments

Chancellor’s

Office

Public Affairs

AthleticsGeneral

Counsel

Finance

DARVUIT

Change

Champion

Role

Encourage and promote

the implemented

change

Create positive

expectations for the SkyVU

changes

Communicate benefits of

SkyVU change to your team

Provide critical

informationto your team

regarding SkyVU

Sample

Agenda for Monthly Change

Network

Roundtables

• Welcome

• 3:00-3:20– SkyVU Updates:o Current Projects

o Updates

o Meet the Expert

• 3:20-3:50– Change Champions Updates:o What are you hearing?

o What meetings in your areas can we

attend to offer resources and answer

questions?

o Open dialogue

o Outstanding questions

• 3:50-4:00– Wrap Up/ Close

Coming Fall 2016

Change Agent Role

Working with our Change

Champions and Business Partners,

we will identify Change Agents

The SkyVU team will kick off the

Change Agents Network this Fall

Communication

Change Network Communication Plan

July August September October

• Roadshows

• Configuration

Report-OutsCommunications

Website updates, MyVU updates, SkyVU Blog

Campus

Coordination

• Welcome e-mail to

Change Champions

• Change Network

Kickoff

• Change Network

Roundtable

• Change Agent

Network

- Fall 2016

• Change

Network

Roundtable

• SkyVU website

announcements

• Roadshows

• SkyVU Town Hall

• Roadshows

• SkyVU Blog

Launch

- Link in MyVU

- Every 2 weeks

• SkyVU Town

Hall

• Change

Network

Roundtable

Communication from Change Champions to campus communities

SkyVU Websitehttps://www4.vanderbilt.edu/skyvu/

Website Content

About

Guiding Principles

Timeline & Scope

Training & Resources

Communications

Blog

FAQ

Contacts

SkyVU

Oracle Cloud

Sample

Infolets:

• Allow user to monitor important data

with a glance and quickly make a decision

• Quickly access Finance applications to act

Workareas with Infolets (e.g. Invoices)

Next Steps

Send Natalie a list of any meetings your area

engages in to add to SkyVU Roadshows

Send to:

Natalie.Richardson@vanderbilt.edu

Questions

Next Change Network Roundtable

Thursday, August 25, 2016 3:00-4:00 pm

Kissam Multi-Purpose Room, C210