Download APPO Project Phase I Kick-Off

APPO Project
Phase I Kick-Off
July 24, 2002
Agenda
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Project background
Project objectives and team charge
Project goals
Project scope
Deliverables
Project organization
Project plan
Project management approach
Team meeting ground rules
Next step.
APPO Kick Off, July 24, 2002
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Project Background
• Retirement of mainframe
– Maintenance Cost
– Evolving Business Needs
• Shared Financial Systems - SFS
• Eliminating legacy GL dependency
• Migrating Legacy Programs/Processes
off Mainframe.
APPO Kick Off, July 24, 2002
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APPO Project Objectives and
Team Charge
To explore solution alternatives for
migrating legacy accounts payable
programs/processes off mainframe and
to recommend a best accounts payable
migration alternative that is technically
attainable, financially cost-effective, and
functionally feasible and practical.
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APPO Project Objectives
Technically Attainable
– Solutions should be built on technology that currently exists.
Financially Cost-Effective
– Analyze and compare implementation costs and operational
costs.
– Cost-benefit analysis to justify solution alternatives.
Functionally Feasible and Practical
– Chosen technology and solutions should be able to meet
majority of business requirements.
– Solutions should be able to simplify processes, reduce manual
touches and reduce current processing cycle time.
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Project Goals
• Team training of procurement and payable
processes.
• Identify legacy AP process improvement
opportunities.
• Identify potential technology & software.
• Perform software gap analysis.
• Identify possible alternatives for legacy AP
processes.
• Analyze alternatives (technical, functional and
financial).
• Solution recommendations.
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Project Scope – Business Scope
• Major Processes In Scope
– Encumbrance
– Direct charge
– PO invoice payment cycle
– Pre-Audit
– Post-Audit
– Check printing & payment distribution
– File maintenance and storage.
• Processes Out of Scope (To be addressed in projects separate from
APPO Phase I)
– Procard transactions
– SWAP?
– Property Control?
– Electronic internal billings within campus
– Inter campus billings
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– MDS.
Project Scope – System Scope
• Legacy Programs In Scope
– EPRQ
- QFO2
– VPAM
- INQP
– INQV
- ADDI
– INQC
– INQR
– GENR
– 1099 payments.
• Legacy Programs Out of Scope (To be addressed in projects
separate from APPO Phase I)
– File Interface with Accrual Accounting Systems
– Tax-related reporting.
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Project Deliverables
• Charter (scope, plan, risk assessment,
communication plan, project schedules, etc.)
• Current process model and baseline
• Future process model and desired
measurements
• Software gap analysis report
• Final project report and recommendation to
the management.
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Project Organization
Project Team
Name
Department
Address
Phone No.
E-Mail
Mike Hardiman
Purchasing, Business Service
202 A.W. Peterson
262-8721
[email protected]
Tom Fisher
Purchasing, Business Service
203 A.W. Peterson
262-6357
[email protected]
Vera Laufenberg
Purchasing, Business Service
270 A.W. Peterson
262-3198
[email protected]
Terri Mills
Accounting, Business Services
366 A.W. Peterson
262-2006
[email protected]
Janet Larson
Accounting, Business Services
370A A.W. Peterson
262-9681
[email protected]
Jeanne Schiro
Accounting, Business Services
370C A.W. Peterson
262-0525
[email protected]
Steve Carrola
Business Service Administration, IT
474 A.W. Peterson
262-5873
[email protected]
Charlie Simonson
Facilities Management
101 Service Building
265-0656
[email protected]
Dave L. Allen
Graduate School
339 Atmos Oceanic & Space Science
263-7297
[email protected]
Cathy Holmes
DoIT
2287, 1210 W. Dayton
262-4569
[email protected]
Ruth Fruehling
SFS Team, Business Services
310 A.W. Peterson
262-0202
[email protected]
Jim Hellenbrand
SFS Team, Business Services
356 A.W. Peterson
262-1336
[email protected]
Gareth Green
SFS Team, Business Services
330 A.W. Peterson
265-9035
[email protected]
Hua Ramer
SFS Team, Business Services
360 A.W. Peterson
262-4858
[email protected]
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Project Organization
SFS Steering Committee
John Torphy
Don Minor
Nancy Wilkinson
Pennie Maclean
Diane Mann
Al Benzschawel
SFS Strategic
Planning Committee
Bob Dye
Jim Knickmeyer
Ken Mount
Diane Barrett
Colleen Kerl
Jan Richardson
Donna Halleran
Paul Jelle
Pennie Maclean
Maggie Roth
Mike Hardiman
Al Benzschawel
Larry Wold
Cathy Holmes
APPO Kick Off, July 24, 2002
APPO Team
Procurement
Accounts Payable
SFS Team
Campus Representatives
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Project Team Responsibilities
Team Members
• Serve as functional expert in responsible process areas
and share expert knowledge with the team.
• Participate in team meetings & discussions.
• Learn from other functional experts on the team to
gain an understanding of APPO processes.
• Gather and share process related data for the project.
• Apply functional expertise and judgment in the
development of project deliverables.
• Participate in the development of project deliverables.
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Project Team Responsibilities
Strategic Planning Committee
• Authorize and approve APPO project.
• Define project objectives and team
charge.
• Allocate and approve project resources.
• Approve project deliverables.
• Resolve project related issues.
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Project Team Responsibilities
Steering Committee
• Authorize and approve APPO project.
• Approve project objectives and team
charge.
• Approve project budget.
• Approve project deliverables.
• Resolve project related issues.
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Project Plan
Tasks
Estimated Completion Date
Project Kick Off
Develop and Approve Project Charter
Develop As-Is Business Model
Define Critical-to-Quality
Develop To-Be Business Model
Software Gap Analysis
Develop Solution Alternatives
Develop Management Recommendations
Management Approval
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Project Management Approach
Scope Management Process
• Project team recommendation of scope change with
justifications.
• Scope change request should be made to SPC for
approval.
• Significant scope change should also be made to
Steering Committee for approval.
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Project Management Approach
Issue Management
• Document issues that can have significant impact
on the project or that require further clarification
or investigation.
• Prioritize issues.
• Assign issues to related functional team members
for investigation and issue resolution.
• Track documented issue status.
• Issue status: Accepted, rejected or resolved.
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Project Management Approach
Communication Plan
• Status report to SPC at each milestone.
• Regular project briefings with the management
team representatives.
• Issues meeting: Periodic review of issue log by the
team.
• Steering Committee report: Summarized final
project report from the team.
• Regular status report on SFS website.
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Ground Rules for Team Meeting
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One person speaks at a time.
Do not interrupt while someone is speaking.
Give other people the opportunity to speak.
Think what you are going to say and say it clearly.
No side conversations.
Focus on issues and opinions, not the person with
opinions.
Show respect and courtesy to each other.
Do not blame or make negative comments about other
people.
No one person makes decision. All ideas and decisions
belong to the team.
Don’t be afraid to ask for clarification.
Start and stop meetings on time.
Make every possible effort to attend team meetings.
Check in during team
for
APPOmeeting
Kick Off, July
24,the
2002next meeting.
Take responsibility to catch up with missed meetings.
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Next Step
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Schedule team meetings – biweekly
Develop Charter – Hua
Team approval of Charter
SFS SPC approval of Charter
Team training on business processes –
procurement.
APPO Kick Off, July 24, 2002
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