systems integration project (sip) southeastern pennsylvania chapter november 6, 2002
TRANSCRIPT
Systems Integration
Project (SIP)
Southeastern Pennsylvania ChapterNovember 6, 2002
Project Timeframe
Requirements January 2001 – May 2001
Product Selection June 2001 – December 2001
Implementation Planning January 2002 – April 2002
Implementation May 2002 – December 2003
SIP History
January 2001 Project begins
May 2001 Needs Assessment completed
July 2001 RFP distributed
December 2001 PeopleSoft selected
May 2002 Planning and Fit Gap completed
August 2002 Human Resources live
Establish Team
IT staff Functional department staff Paid staff Volunteers Management Executive sponsor IT Committee Implementation Partner
Gather Requirements
65 SEPA staff members participated in identifying and prioritizing core business needs
700+ requirements were created
Vendors had to respond to each requirement indicating the functionality / capability of product
Legacy Environment – May 2002
American Red Cross - SEPA ChapterInformation Systems Structure
May 2001
Raisers Edge(Blackbaud)
CHERS
FinancialDevelop-
ment
Accounting
FundWare
ATREX
Goldmine/QuickQuotes
Health &Safety
Inventory
Emergency
Services
CommunityServices
Payrolloutsourced
Manual Entry of:- Donations- P.O.s- Invoices- Course receipts- Commissions- Course costs
Receipt ofInventory
VolunteerServices
Branches
HR
= paper or manualcommunication
= manual entry intosystem
AFESdata
GeneralServices
Fleet MaintenanceOutsourced
BloodSupport
Blood Regions
IT
Note: HR will beimplementing atemporarysolution.
Note: VolunteerServicesinteracts with alldepts re:volunteerrecruitment.
Project Goals
Improve ability to service constituents by implementing customer centric IT systems
Eliminate redundant data entry and
maintenance caused by multiple parallel systems
Provide more accurate and timely information
Improve the efficiency of the Chapter
Request for Proposal – 9 Categories
Case Management Contributor Relations Customer Relationship Management Financial Management Fleet Management Human Resources Learning Management Expense Management Volunteer Management
PeopleSoft Selected
Single vendor solution Full-featured software with outstanding
tools Vendor is stable and profitable Completely web-based application Pricing model favorable to the Red Cross Users Choice
Implementation Plan – Method
Conference Room Pilot (SIP City)
Limited consulting support – 1 ¼ FTE High level of user involvement Dependence on formal off-site PeopleSoft
training for IT staff and users Utilize “IT Committee”
Major Implementation Components
Business Process Review / Change
System Configuration
Data Entry / Conversion
Test Script Development
Security
Test Script Execution
Major Implementation Tenets
Review business processes and be willing to change as needed
Obtain internal resources and volunteers wherever possible to save consulting costs
Select the best possible implementation partner
Minimize customizations and advocate reporting tools
SIP Hardware Configuration
Implementation Plan Timeline
Application Duration Completion
Human Resources 3 months 9/1/02Volunteer Management 3 months 12/1/02Financial Management 5 months 1/1/03Expense Management 2 months 3/1/03Learning Management 4 months 3/15/03Fleet Management 2 months 5/1/03Contributor Relations 5 months 8/1/03Case Management 5 months 9/1/03CRM 1 month 10/1/03