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Project Team Kickoff April 17, 2003 Agenda • Greetings • Project Environment • Project Timelines • Project Organization • Team Matrix • Tools • Questions and Answers, and General Discussion Project Management The project Coordinating Committee consists of the Project Steering directors of the departments Committee most directly involved in The The Steering implementing ExecutiveCommittee and Sponsor operating is thethe serves as the project senior liaison Banner to system. the The Steering The Project Manager is an administration of the project Committee Coordinating and Committee serves fullas the SCT employee assigned and is theand liaison group to the executive supports director advises of the the time to UWF’s project. The The President, Project hisDirectors cabinet, and the project. project directors and manager; Project Manager manages provide Board ofday-to-day Trustees. endorses the workengaged of the SCT resources project management teams; and inimplementation the project, acts as UWF’s and lead the activities of resolves policy, process, liaison to SCT, and works and the implementation project resource issues not closely with the Project teams. needing Steering Committee Directors. involvement. The processing EXPERTS who make it all happen!!! President and Cabinet Steering Committee Executive Sponsor Coordinating Committee Project Directors Project Manager Implementation Teams SCT, Inc. Project Charter • Project Goals and Vision • Project Values and Methods • Opportunities • Critical Success Factors and Definition of Success • Benefits of Project Involvement Project Goals and Vision • Accomplish the State-mandated transition off the SAMAS/FLAIR financial system and the payroll processing services of the Bureau of State Payrolls (BOSP). – Meet the mandated deadline of July 1, 2004 for financial processing. – Meet the mandated deadline of January 1, 2005 for payroll processing. Project goals - continued • In addition to replacing State systems, replace selected UWF systems: – Replace payroll/personnel/budget (PPB) system with Banner Human Resources. – Replace property system with fixed assets function of Banner Finance. – Replace “FirstMate” employee web portal with the employee self-service functions of Banner Human Resources. Other project goals • Provide a solution for grants and contracts • • • processing using Banner Finance. Successfully integrate Banner to other UWF administrative information systems. Implement Banner without customized programming changes; that is, “plain vanilla” is a great flavor!!! Pursue common solutions with other SUS universities that use Banner Finance and HR. Priorities • 1st – Implement required functionality to maintain business operations, by the required deadlines. • 2nd – Implement enhancements and business transformations to improve business processes, services, and management information at UWF. Project Values and Methods • Commitment. • Collaboration, cooperation, and teamwork. • Willingness to innovate and adapt. • Communication. • Professionalism. • Shared responsibility and mutual support. • Courage. Opportunities Opportunity to advance UWF IT Strategic Goal this goal with Banner. Implement a reducedImplement employee paper processing self-service functions of environment using Banner to replace paperelectronic forms, based processing with electronic workflow, and web-based processing. electronic signatures/ authorizations. Opportunities UWF IT Strategic Goal <continued> Opportunity to advance this goal with Banner. • Implement Banner electronic workflow to convert paper-based processes to electronic workflows. • Use desktop tool interface features of Banner, such as Excel integration in budgeting. Opportunities Opportunity to advance UWF IT Strategic Goal this goal with Banner. Provide a more seamless • Utilize integration between Banner modules. and integrated • Interface other UWF administrative systems administrative information environment. • systems to Banner. Use Luminis web portal to provide an integrated web environment, not only for Banner systems, but also for other web-based UWF systems. Opportunities UWF IT Strategic Goal Provide more flexible and seamless access to administrative information. Opportunity to advance this goal with Banner. • Use the reporting datamarts feature of Banner to provide flexible ad hoc reporting and information query solutions to meet management needs. Critical Success Factors and Definition of Success • Meeting the mandated deadlines. • Meeting mandated State requirements. • Maintaining University operations without serious disruption. • Excellent communications with the rest of the University. • Successful implementation of change and improvement. What’s in it for me??? • We get to keep our jobs!! • Financial rewards and incentives. • Improved work environment and processes. • Professional development, and acquiring valuable skills. • Improved service to clients, and improved customer satisfaction. Project Environment Unconscious Competence New Rules Unconscious Incompetence Practice Reinforcement Awareness Conscious Competence Training Conscious Incompetence Terms of Participation Project Timelines Banner Finance Team Leader: Doyle Pitts 7/04 FINANCE LIVE 5/03 - 5/04 TRAINING/CONFIGURATION FEB 2003 3 DEC 2004 4 5 6 7 8 9 10 11 12 1 2 3 4 9/03 - 7/04 TESTING 6/03 - 8/04 DOCUMENTATION/USER TRAINING 5 6 7 8 9 10 11 12 Banner Human Resources Team Leader: Linda Archer Jan 05 Human Resources Live 3/03 - 10/04 Training Configuration FEB 2003 3 MAR 2005 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 1/04 - 1/05 Testing 7/03 - 1/05 Documentation/User Training 9 10 11 12 1 2 Project Organization Executive Sponsor Michael Dieckmann Coordinating Committee Steering Committee Project Manager Marge DuFala Remote DBA Rafael Vargas Project Directors Colleen Asmus Barbara Daley Finance Team Leader HR Team Leader Doyle Pitts Technical Team Leader Linda Archer Barney Whitley Workgroup Coordinator Workgroup Coordinator Team Members Team Members Technical Rep Technical Rep Workgroup Workgroup Coordinator Coordinator Workgroup Workgroup Coordinator Coordinator Team Members Finance Teams Accounts Payable Accounts Receivable Coordinator Coordinator Bob Casey David Adams Budgeting Coordinator Gloria Resmondo Fixed Assets Coordinator Mitzi Elliot Judy Valori/Susan Konzem Purchasing Coordinator Candace Perez Sponsored Research Coordinator Carol Rafaski Human Resource Teams Benefits Coordinator Jeff Comeau Employment & Classification Coordinator Laurie Jones Suz-Ann Olafson Position Control Payroll Coordinator Coordinator Valerie Moneyham William Pollard Team Matrix Tools • • • • • • • • Banner Project Web Site Calendars Project Definition Document Project common directory Configuration Management Plan Issue/Jeopardy/Change Request Management Meeting Agenda & Minutes Status Reporting BUT … We’ve always done it this way “The American …landscape is littered with the remains of technically [and fiscally] sound programs that have been crushed by employees’ resistance to change.” T. Terez