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Planning for Your ERP Implementation
The Stepping Stone to a Successful Project
Collegiate Project Services
Topics We Will Cover
Purpose of the Planning Process
Who We Are
What We will Do
Planning Deliverables
Purpose of the Planning Process
1. Identify the strengths and weaknesses of Mercer to carry out its ERP implementation
2. Recommend how to build on the strengths and improve the weaknesses
3. Put together the most appropriate implementation plan
Part ICollegiate Project Services
Who We Are and What We Do
Collegiate Project Services
Who We Are. Collegiate Project Services is a professional project management firm in our 20th year of serving our clients worldwide
Our Skill Sets. Collegiate Project Services has two core competencies - project management and organizational development
Our Qualifications. Our project managers are credentialed professionals, experienced in Higher Ed, and experienced in managing Higher Ed ERP implementations.
Collegiate Project Services (continued)
Our Focus. We specialize in helping our clients select, prepare for, and implement ERP solutions on campus.
Our Independence. We are a project management firm that represents the interests of the university – we do not sell software or technical or functional consulting – we have no conflict of interest when advising and managing our client’s ERP projects.
Our Mission
“Helping Higher Education Manage its most Critical Technology Projects”
Our Mission
“Helping Higher Education Manage its Critical
Technology Projects”
Part IIScope of Work
What is Going to Happen in the Next 60 Days
Methods of Data Collection
Individual structured interviews of selected personnel
Online questionnaire to a broad group of university stakeholders
Focus group sessions
Analysis of selected documents
Steps in the Process
1. Administrative and technical department heads Briefing
2. Executive VPs and academic deans briefing
3. Scheduling of interviews and focus group sessions
4. Launch of the communication website
Process Steps (continued)
6. Individual interviews
7. Online questionnaire
8. Focus group sessions
9. Data compilation and analysis
10.Development of the Project Plan
11.Feedback Sessions
Offshoots of this Planning
This planning will…
Set in motion the ERP education process
Begin the stakeholder engagement process, including faculty
Raise awareness of issues surrounding the ERP
Part IIIDeliverables
The Blueprint for a Successful Implementation
The Planning Deliverables
• Project timeline
• Project budget
• Staffing requirements and strategy
• Project organization
• Roles and responsibilities
• Communication plan
• Critical issues
• Risk Analysis
• Project scope
• Training plan
Planning Profile Scores
Group 1: Technical Factors (3)Group 2: Functional Factors (2)Group 3: Project Factors (3)Group 4: Cultural Factors (5)Group 5: Resource and Effort Awareness (3)
The CPS Planning Profile contains 16 elements that are organized into five major groupings, as follows:
Each Readiness factor is scored on a scale from 1 to 4. Scores of 3 and 4 represent strengths to build on; scores of 1 and 2 represent weaknesses that must be overcome in order to increase the likelihood of project success.
The 16 Planning Factors
Technical Factors1. IT Skill sets2. IT Staffing Level3. IT Experience
Functional Factors4. Functional Staffing Level5. Functional Experience
Project Factors6. Comparable Project
Experience7. Project Management
Sophistication
8. ERP Software Familiarity
Cultural Factors9. Teamwork10.Team Process Sophistication11.Leadership Support12.Team Leadership13.Attitude toward ERP Project
Resource & Effort Awareness14.Budget Awareness15.Willingness to Backfill16.Effort Awareness
Readiness Profile Results
Planning Profile Scores Matrix
TechnicalFactors
FunctionalFactors
ProjectFactors
CulturalFactors
Resource & EffortAwareness
Sample Project Timeline and Implementation Sequence
Sample UniversityERP Implementation Project Timeline
“Go-Live” Milestones
June 2008 January 2010
Jul 08 Oct 08 Jan 09 Apr 09 Jul 09 Oct 09
Sep 09
Student Go-Live
Jul 09
Data conversioncomplete
Dec 09
AlumniGo-Live
Feb 09
Begin data validation
Jun 09
Financials Go-Live
Sep 08
BPA document
Jul 08
Project Start
Sample Functional Staffing Recommendations
Role/Position FTE Load Dates / Frequency
Functional Project Leads 16 @ 25% Up to 32 months
Finance Up to 1 FTE July 2008 - July 2009
HR (Position/Benefits/Payroll) Up to 2 FTE Jan 2009 – Jan 2010
Student Admissions Up to 1.5 FTE Sep 2008 – Sep 2009
Student Registration / Records Up to 1 FTE Sep 2008 – Sep 2009
Student Degree Audit / Curriculum / Catalog
Up to 1 FTE Sep 2008 – Sep 2009
Student Accounts Up to 0.5 FTE Sep 2008 – Sep 2009
Financial Aid Up to 1 FTE Sep 2008 – Sep 2009
Sample Staffing Timeline
June 2008 January 2010
Jul 08 Oct 08 Jan 09 Apr 09 Jul 09 Oct 09
Functional Team Leads 16 FTE @ 25%
Student Degree Audit / Curriculum / Catalog 1 FTE
Student Admissions 1.5 FTE
Student Registration / Records 1 FTE
Student Accounts 0.5 FTE
Financial Aid 1 FTE
HR Positions/Benefits 1 FTE
HR Payroll 1 FTE
Advancement 1 FTE
Sample UniversityERP Implementation Project Timeline
Proposed Functional Staffing Requirements
Finance 1 FTE
Sample Project Organization
Executive Steering CommitteeTBD
Project SponsorTBD
FinanceTBD
AdmissionsTBD
Financial AidTBD
Student AccountsTBD
Registration/Student Records
TBD
Data Standards/Reporting
TBD
IT TechnicalTBD
PurchasingTBD
IT GeneralTBD
Project Admin & Communication Support
TBD
Project ManagerTBD
HR/PayrollTBD
PM Support TeamVendor PM, Project
Scheduler
Accounts PayableTBD
Campus Management Implementation TeamTBD
Sample of Critical Issues
Type of IssueNumber
Generated Use
Major tasks that must be done 111
Put in the project plan
Risks & Potential Problems 51
Input to the risk analysis
Questions to be Answered 56
Part of the Communication Plan
Assumptions to Validate 49
Make sure we don’t miss something
Sample Risk Identification
Category DescriptionNumber
Classified
Critical RisksMost probable and most serious 3
Likely RisksHigher probability but lower seriousness 16
Latent RisksLower probability but higher seriousness 28
Secondary Concerns
Lower probability and lower seriousness 3
Risk Assessment Matrix
No Compensation for Extra Project Work, 14, 10
Project Costs Exceeding Budget, 11, 13
Campus Unprepared for Project Work Demands ,
9, 15
Retention of Newly Trained Staff After Project , 12, 12
Problems from Geographic Distances between SU Campuses, 6, 9
Poor Stakeholder/ Project Manager Compatability, 5, 11
Poor Project Management , 4, 13
Lack of Adequate Financial Resources, 9, 10
Poor Management of User Expectations, 9, 10
Training Held Off-Site, 5, 14Poor Coordination/Collaboration, 5, 14
Difficulty Recruiting Qualified Staff, 7, 12
Failure to Follow Project Plan, 5, 15Lack of Stakeholder Involvement in
Project Planning, 5, 15
Costs versus Access to Functionality, 10, 10
Lack of System-Wide Data Network, 10, 10
Data Center Security, 7, 15
Inadequate Project Planning, 8, 14
Lack of Executive Support for Project, 9, 13
Staffing Shotage During Project, 11, 12
8
9
10
11
12
13
14
15
16
4 6 8 10 12 14
Probability-SeriousnessCoordinate
Average Probability Score = 8.1
Ave
rag
e S
erio
usn
ess S
core
= 1
2.4
CRITICAL RISKSMost Probable, Most Serious
LATENT RISKSRelatively Lower Probability, Relatively Higher Seriousness
LIKELY RISKSRelatively Higher Probability, Relatively Lower SeriousnessSECONDARY CONCERNS
Relatively Lower Probability,Relatively Lower Seriousness
The Communication Plan
Two Parts:
A detailed plan for communicating with project stakeholders
An outline for a suggested project web site
Link
Your Role
Encourage your staff to visit the website so they will understand this planning effort
Encourage your staff to be candid during the individual interview sessions
Encourage your staff who are not going to be interviewed to participate in the online survey
Participate in the interview that will be scheduled for you
Participate in the critical issues sessionand the risk analysis session
Planning Timeline
Week of Activity
July 21 Initial phone call; Planning Session
July 28 Scheduling; Orientation Sessions
Aug 4 Data Gathering (launch online questionnaire)
Aug 11 Data Gathering
Aug 11 Focus Group Sessions
Aug 25 Miscellaneous data gathering
Sep 1 Data Preparation
Sep 8 Data Analysis
Sep 15 Report Preparation
Sep 22 Editing and Review
Sep 29 Presentations
Planning for your ERP Implementation
Questions?