Phase 2 Awareness Sessions

Dates: 30th June 2008 & 1st July 2008

2Version:

Agenda

• 10:00 Coffee & Registration

• 10:30 Introduction and update from APUC – Louise Burke

• 10:40 Update from Collaborative Procurement

• 11:15 Questions & Answers – Collaborative Procurement

• 11:30 Coffee

• 11:45 Plan & Scope of ePS Phase 2 Implementation - Lynn Peterson

• 12:15 Phase 2 Pathfinder College update

• 12:30 Lunch

• 13: 30 Interface – Alistair Dinwoodie (CAP Gemini)

• 13:45 Interface Questions & Answers – Breakout Session

• 14:30 Best Practice Indicators Training

3

ePS Progress within HE/FE Sector

Live ImplementationsUniversity of Aberdeen Edinburgh College of Art University of Abertay

University of Dundee Elmwood College West Lothian College

Heriot-Watt University Glasgow School of Art

Aberdeen College Inverness College

Adam Smith College Jewel and Esk College Statistics:

Angus College Kilmarnock College 2,643 users

Anniesland College Langside College 2,800 suppliers

Ayr College North Glasgow College 43,606 orders

Barony College North Highland College £18.2m throughput

Borders College Perth College

Cardonald College Reid Kerr College

Carnegie College Royal Scottish Academy of Music & Drama

Central College of Commerce Stow College

Clydebank College UHI Millennium Institute

4

ePS Progress within HE/FE Sector

Current Implementations Future Implementations

University of Edinburgh University of Strathclyde

Robert Gordon University Queen Margaret University

Napier University Glasgow Caledonian University

Angus College (Phase 2 Pathfinder) University of Stirling

Adam Smith College (Phase 2 Pathfinder) University of the West of Scotland

Reid Kerr College (Phase 2 Pathfinder)

5

Phase 1 Update - Testimonials

• North Highland College – Roddy Ferrier, “staff comfortable with using ePS”.

• RSAMD – Irene Gillespie, “APUC implemented PECOS at the RSAMD on the 6th and 7th of May 2008. Since then we have placed several orders with our preferred stationery company benefitting from substantial savings. We find the process very easy to use and have experience good service from APUC and our stationery company”.

• Carnegie College – Ken Haig, “the more orders we place the more comfortable we become with using ePS”.

• Anniesland College – David Gilmour, “of the few orders placed the lead time has been reduced and I am impressed by the speed of delivery. On the whole I am very positive”.

• Inverness College – David McLean, “all seems to be going well with ePS. A good implementation, very nice staff working on the implementation, very positive all round”.

6

Phase 1 Update - Savings

• Borders College – identified 5% savings

• Kilmarnock College - Savings between 12% and 44% on Lyreco - average of 5.15% on all products

• Perth College - Lyreco 59% cheaper across the 3 orders placed.

• Jewel & Esk College

– Approx 1.5 staffing expenditure saved @ £27,000 p.a.

– Reduced staff interruptions, from filling, manual delivery (manual to electronic) @ £15,000 p.a.

– Reduced cost of paper & pre-printed pads - £1,500 p.a.

– Reduced cost of printing and postage from previous faxing - £1,000 p.a.

7

Phase 2 Overview

• Project Scope– 75 users, combined total of requisitioners and approvers– additional departments– System Administration rights to enable institutions to add new users, suppliers

and Financial Tracking Codes– Addition of APUC contract suppliers

• Timescales– 5 to 8 week project plan– Roll out due to start September 2008, completion August 2010

• Resources– 1-2 APUC members available– 1-2 local members of staff required to work alongside APUC staff

• Interface File– File transfer from PECOS to Finance System

8

Phase 2 Project Plan – 6 Weeks

Pre-Implementation (Weeks) Project (Weeks)

  1 2 3 4 5 6 1 2 3 4 5 6

Tasks                        

Phase 2 Scope Meeting - Draft Project Plan                        

Initiate Integration Developments                        

Submit Workbook for Completion                        

Sign off Customer Agreement*                        

Data Gathering (Workbook)                        

Confirm Project Timescales, Scope & Resources                        

Finalise Workbook                        

Schedule Workshops                        

As Is Workshops / ARG's                        

Gaps in Data / Final data gathering/ ARGS                        

To Be Workshops                        

System Configuration                        

Process Baselining                        

Test Configuration                        

Supplier Adoption                        

Training                        

Go Live                        

Support                        

9

Phase 2 implementation plan

2008

September October

West Lothian College Carnegie College Available

November December

Dumfries & Galloway College

Available Available

2009

Quarter 1 University of Abertay Glasgow School of Art

Elmwood College Kilmarnock College

Quarter 2 Cumbernauld College R.S.A.M.D Perth College Central College of Commerce

Quarter 3 Stow College Edinburgh College of Art

Anniesland College Forth Valley College

Quarter 4 Inverness College UHI Millenium Institute

Clydebank College Langside College

Cardonald College

10

Phase 2 implementation plan

2010

Quarter 1 Stevenson College Borders College Barony College Ayr College

Quarter 1 Glasgow College of Nautical Studies

Glasgow Metropolitan College

Quarter 2 Motherwell College South Lanarkshire College

Coatbridge College

Quarter 2 Scottish Agricultural College

North Glasgow College

Telford College

Quarter 3 Oatridge Agricultural College

John Wheatley College

James Watt College North Highland College

Quarter 3 Moray College Newbattle Abbey

11

Interface Requirements

• Ongoing data gathering with each institution to establish understanding of finance system, internal systems and integration requirement

• Integration development will be carried out in parallel with onsite project

• Data transfer from PECOS to finance system will be available for go-live of phase 2 for each institution

12

Next Steps

• Project Planning– Target Departments– Requisitioners & Approvers

• Allocation of Resources• Completion of Workbook

– User Details– Financial Codes– Approval Plans

• Confirmation of Current Internal Processes• Initiate Integration Developments• Identify High transactional value, high volume suppliers.• Migrate to APUC Contract suppliers

Any Questions?