pm overview presentation with narration

8/13/2019 PM Overview Presentation With Narration

1/28

PennDOT SAP Plant Maintenance


Project Overview

Spring 2006


2/28

Page 1

Overview Presentation

PennDOT SAP Plant Maintenance Project

What Are Todays Objectives?

Discover what participants know about the PennDOT SAP PlantMaintenance Project

Provide an overview of the PennDOT SAP Plant Maintenance Project

Discuss which areas the project may impact

Explain who will implement and how it will be accomplished

Discuss the benefits for the PennDOT areas impacted

Highlight the project timeline and whats ahead

Describe how employees will be prepared for using the new PlantMaintenance System

Provide an opportunity to ask questions


3/28


Project Introduction


4/28

Page 3



Operational Impact

11 Engineering Districts

58 Maintenance Organizations(67 counties)

Budget (> One Billion $ per year)

Employees (> 8,300)

MORIS Business Processes Impact All of PennDOTMORIS Business Processes Impact All of PennDOT


5/28


6/28

Page 5



Why Plant Maintenance?

Plant Maintenance Project Drivers

Promote integration and sharing of information with the CommonwealthsEnterprise SAP system.

Leverage new integrated technology. As of today, PennDOT is currentlyusing SAP for budget, finance, non-inventory purchasing and humanresources.

Plant Maintenance Scope

Replace MORIS and SIMOS functionality with an SAP solution integratedinto the COPAs ERP.

Replace MORIS Payroll/Timesheet with an SAP solution.

Coordinate the replacement of the FMIS timesheet with an SAP solution. Provide interface functionality to the Customer Care Center.


7/28

Page 6



What Are The Project Objectives?

Plant Maintenance Objectives

Deliver the project on time and within budget.

Limit customization. Customize only when standard SAP functionality will not

meet the requirements.

Leverage SAP to provide more efficient and effective collection, analysis, andreporting of operational data.

Implement full time evaluation.

Pay employees accurately and on time.

Deliver a comprehensive cost accounting system.

Address legislative and legal issues for the Commonwealth and federally

mandated requirements (e.g. FHWA). Implement a successful business transformation through communications,

education, and training.


8/28

Page 7



PennDOT Process Ownership

AdministrationDeputate

AdministrationDeputate

HighwayDeputate

HighwayDeputate

HumanResources InformationSystems OfficeServices FiscalMgt CPE BOMO BHSTE

MarkAlexanderP.E.

SIMOS

Craig ReedP.E.

Rick Dolbin

Bruce Harter

Highway

Equipment

Sandy Tosca,P.E.

BusinessTrans.

Ron Jones

KathyUram

IT

MartyShortall

ChrisNorris

Irene Fulk

JoanneHarter

HR

Training RoleMapping

KarenMitchell

TomColaizzi

Ann SmithFunctionalTeam Lead

Budget

FinanceCost

Accounting

Materials

Inventory

Process

Area

Cindy Myers

DaveMargolis

DianeChamberlin

Process

Owner

PennDOTProject Manager

PennDOTProject Manager

Comptroller

Tim GussGreg Sides


9/28

Page 8



Plant MaintenanceRoles and Responsibil ities

Primary Responsibili ties and Focus

PennDOT: Customer

Functional requirements, design, and solution confirmation

Business policies and procedures

Business transformation implementation

Training and user acceptance testing resources

Identify reporting requirements

Ensure needs of field are met

Ensure useful reports are available to monitor and manage operations

Integrated Enterprise Systems (IES): Service Provider/Customer

Project Management in partnership with BearingPoint Adherence to IES standards, procedures and policies (e.g., security, development, testing, etc.)

Integration with existing system components

Ensure no functional impact to other agencies

BearingPoint: Integrator

Project Management in partnership with IES Implementation of a Plant Maintenance solution to meet MORIS requirements

Integration existing system components and other business initiatives (SRM, BMS, etc.)

Change management framework

Meet PennDOT and IES goals


10/28

Page 9



What Is The Project Team Structure?

Integrated Enterprise System (IES) Advisory Board

Plant Maintenance

Steering Committee

Plant Maintenance

Oversight Committee

Legend

CoordinationLegend

CoordinationGuidance

PennDOT Plant Maintenance

Project Manager

PennDOT PM Process Owners

(PennDOT Steering Committee)

PennDOT Functional. Team Leads(Highway, Equipment, Materials, Finance

Budget, Comptroller, Signs, BIS, Training & Timesheets,

Business Transformation, Training)

PennDOT SMEs

PennDOT SAP

Project Office

PennDOT Dist. Team

Leaders

Requirements &

Coordination

IES Executive Director

Plant Maintenance

Project Management Team

Plant Maintenance

Configuration Team

IES Asst. Directors

PM Change Mgt./

Training Team

Plant Maintenance

Integration Team


11/28

Page 10



How Are The Districts Involved?

District Implementation Team Mission

To successfully lead and manage the implementation of SAP PlantMaintenance in the district and counties.

Responsibilities:

Provide input/feedback on key Plant Maintenance project phases;

Provide continuous resources throughout the project phases for purposes ofdeveloping district support network (e.g Subject Matter Experts, Power

Users, Trainers, User Acceptance Testers); Champion the transition;

Communicate all relevant project information in the district and county;

Assure all project tasks are completed in a timely manner;

Escalate Business/Technical issues to appropriate Functional Team Leader;and, Project management related issues to PennDOT Plant MaintenanceProject Manager for resolution


12/28

Page 11



Team Composition:

Team Leader: ADE-Maintenance or Designee

Highway Member

Equipment Member

Materials Member

Payroll Member

SIMOS Member

Support: HR, Fiscal, Procurement, IT, Training Officer

Communications: Monthly District Team Leader meetings as needed

What Is The District ImplementationTeam Structure?

Any issues or concerns should be immediately provided to your District Team

Leader for action planning and resolution

Any issues or concerns should be immediately provided to your District Team

Leader for action planning and resolution


13/28

Page 12



How Will Districts DetermineReadiness?

R.3 Conducted basic computer skills

R.2 Completed Training Site Readiness

B.5 Conducted Awareness and Feedback Events

P.2 Assigned Distric t SMEs

B.1 Identified District Trainers

R.4 Participated in playback session

R.1 Completed Role Mapping

Realization Tasks

B.6 Identified District Trainers

B.4. Developed District Communications Plans

B.3 Assigned Resources to Participate in To-BeB.2 Assigned Resources to Participate in As-Is

Business Blueprint Tasks

P.1 Assigned District Team Leaders

Project Preparation Tasks

District12-0

District11-0

District10-0

District

9-0

District

8-0

District

6-0

District

5-0

District

4-0

District

3-0

District

2-0

District

1-0

G

Y

R

On Target

Minor Issues

Major Issues


14/28

Page 13



How Will Districts DetermineReadiness?

F.4 Confirm connectivity & GUI installation

F.3 Partic ipated in User Acceptance Testing (UAT)

F.2 Completed End User Training

G.1 Continue End User Training

B.2 Provide Level 1 Help Desk Support for Users

Go-Live and Support Tasks

F.5 Communicated Go-Live Support Strategy to Users

F.1 Attended Train-Trainer Session

Final Preparation Tasks

District12-0

District11-0

District10-0

District

9-0

District

8-0

District

6-0

District

5-0

District

4-0

District

3-0

District

2-0

District

1-0

G

Y

R

On Target

Minor Issues

Major Issues


15/28

Page 14



District Implementation Team Leaders

Title

Maintenance Services Engineer

District MORIS Coord.

ADE Maintenance (acting)

ADE Maintenance

District MORIS Coord.ADE - Maintenance

District MORIS Coord.

ADE - Maintenance

ADE - Maintenance

Dist. Maintenance Ops. Mgr.

ADE - Maintenance

William Kovach12-0

Kathy OShea11-0

George Mcauley10-0

Mark Lingenfelter9-0

Jeff Mitchell8-0Nick Martino6-0

Stephanie Rejniak5-0

Dennis Giordano4-0

Robert Hippenstiel3-0

James Surkovich2-0

Terry Nye1-0

NameDistrict

ADE-Ms serve as Plant Maintenance Process Owners in Districts and CountiesADE-Ms serve as Plant Maintenance Process Owners in Districts and Counties


16/28


Plant Maintenance Project Timelineand Key Activit ies


17/28

Page 16



Start: February 2006

Finish: March 2006

Start: March 2006

Finish: July 2006

Start: Ju ly 2006

Finish: March 2007

Start: March 2007

Finish: June 2007

July 2007

Project Set-up

Project Team training

Proj. Mgt. Procedures

Meet with Stakeholders

Verify as-is processes

Design to-be

processes

Configure SAP PlantMaintenance Software Perform Unit andIntegration Testing Dev. of customizations,conversions, interfaces

and reports

Perform UserAcceptance Testing

Conduct Train theTrainer

End-user training

Go-Live -Plant

Maintenance begins

MORIS turned off

Project Prep Blueprint Realization Final Prep. Go Live

Project Timeline and Key Activit ies


18/28

Page 17



Project Preparation (February March)

Create project management procedures (Governance, ProjectOrganization, Roles and Responsibilities, Issues Management, RiskManagement, etc.)

Conduct key stakeholder interviews Execute early communications and change management

activities

Prepare for Business Blueprint

Key Activities

Focuses on project start up activi ties and the creation of project

management procedures.

Purpose


19/28

Page 18



Business Blueprint (March July)

Validate current processes and requirements (As Is)

Develop new system SAP Design (To Be Design)

Gain PennDOT and IES acceptance of design

Perform initial cutover planning

Understand the impact of the system design on the PennDOT

organization

Key Activities

Confirms the business requirements and develops a design in

SAP that meets business requirements (e.g. design the house).

Purpose


20/28

Page 19



Realization (July March, 2007)

Configure the new system

Create required customizations (user exits, workflows, interfaces,reports, and conversions)

Perform unit and integration testing (end-to-end testing of business

scenarios) Perform regression testing to validate that current systemfunctionality was not adversely impacted

Define end user training approach

Change Management activities

Key Activities

Build the new system and perform init ial testing activities (e.g.

build the house).

Purpose


21/28

Page 20



Final Preparation (March 2007 June 2007)

Train the trainers

Train end users

Perform User Acceptance Testing

Confirm interfaces and conversions through additional testing Develop detailed end users support plans

Gain approval for system Go Live

Perform cutover activities and Go Live

Key Activities

Perform final preparations for go live, to gain end user

acceptance of the system, and to train end users (e.g. final

inspection and touch- ups on new features in the house).

Purpose


22/28

Page 21



Go Live & Support (July 2007)

End user support

System support

Key Activities

Provide a period of system and end user support after the go

live (e.g. move into the new house).

Purpose


23/28


How Will We Prepare Our Employees?


24/28

Page 23



How Will We Be Trained?

PennDOT employees will serve as trainers for end users.

Training will consist of classroom instruction with exercises and jobaids in a just-in-time fashion.

Training documentation will consist of:

Business process flow diagrams

Classroom/reference manuals

General reference material Job aids or quick reference cards


25/28

Page 24



What Project Activit ies Are Coming Up?

May 12 June 1,2006

To validate the future state Plant Maintenanceprocesses

1. To Be Future Process

Validation Workshops

July, 2006To formally approve how SAP will be built tomeet PennDOT business requirements

3. Acceptance of To BeDesign

OngoingTo deploy project communications to keystakeholders to create project awareness andinvolvement in early project phases

2. Communications Website

Communications Toolkits

Awareness & Feedback Events

Launch District ImplementationTeams

DatePurposeActivity


26/28

Page 25



Project Information

SAP Information Center on the LAN:

http://dot.state.pa.us/intranet.dotmysap.nsf

Joe Martin, PennDOT Project Manager

717-214-3229

[email protected] Utilize this site to

submit a

question to the

project team


27/28


28/28

Page 27



SAP Plant Maintenance ProjectOverview

pm overview presentation with narration

Documents