PPT

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?