Shasta County Office of Education Kick-Off Meeting Kathy Carlson October 8, 2010.

Shasta County Office of EducationKick-Off Meeting

Kathy CarlsonOctober 8, 2010

Agenda Executive Summary Project Information Project Scope Change Management Project Timing Project Milestones Project Success Factors Project Approach

Executive Summary The goal of this project is to convert

existing Bi-Tech data and implement Escape Online 5 in a hosted XCOE environment.

Project Information Project Sponsors

De’An Miller – Shasta COE Ramona Marshall – Escape Technology

Project Information Escape Project Team Members

Kathy Carlson – Project Manager Ramona Marshall – Project Analyst Tom Henzie – Data Technician

Shasta COE Team Members Kelli Roberts – Project Manager Ruth MacDougall – Business Applications Specialist Deborah Williams, EESD, Assistant Director of

Business Services Donell Evans – AUHSD, Chief Business Official Sally Burnham – Data Analyst, Conversion

Project Scope

Modules & Business Process Included or Excluded Finance Accounts, View and Management IncludedBudget Management and Entry IncludedJournal Entries IncludedDepartment Requisitions IncludedEmployee Requisitions IncludedPayment Requisitions IncludedStores Requisitions IncludedVendor Requisitions IncludedAP Invoice and Check Management IncludedAR Invoice and Check Management IncludedFixed Asset IncludedPurchasing Vendor and Management IncludedWork Order Management IncludedJE Import IncludedSACS Validation and Reporting Included1099 Processing and Reporting IncludedRequisition Year End Closing IncludedData Grids Included

The following items are considered standard functionality and included in the product at no additional charge.

Project Scope

Modules & Business Process Included or Excluded HR/Payroll Seniority Granting and Reporting IncludedEmployee Management IncludedLeave Management and Reporting IncludedPayroll Entry and Management IncludedRetro Calculation and Management IncludedManual/Cancel Pay Checks IncludedQuarterly Tax Reporting IncludedRetirement Processing and Reporting IncludedW2 Processing IncludedRoll Forward Assignments IncludedRetiree Benefits Payrolls IncludedData Grids Included

The following items are considered standard functionality and included in the product at no additional charge.

Project Scope

Module Description of custom work

Finance 10089 - Custom PO Orig and PO Copy

Finance 10090 - Custom AP Check

Finance 10094 - Custom AR Invoice

Payroll 10091 - Custom Employee Payroll Checks

Payroll 10092 - Custom Employee Advice

Payroll 10093 - Custom Payroll Vendor Check

The following items are considered custom and will be chargeable.

Change Management Any additions or changes to approved

scope will need to have an estimate completed by Escape Technology and then the cost/impact to the Go Live date will be determined.

Escape will not proceed with any changes to the software without prior approval from SCOE.

Project TimingPhase Live Date Districts

1 01/03/11 Castle Rock, Indian Springs, Mountain Union, Oak Run & Whitmore

2 04/01/11 County Office & Chrysalis

3 07/01/11 Anderson, Cascade, Columbia, Grant, Black Butte, Enterprise, Happy Valley, Fall River, Bella Vista, North Cow Creek, Junction, ROP, Cottonwood, Millville & Pacheco

Phase I Status Overview training complete Finance Setup complete HR/Payroll Setup 90% complete Data Migration 90% complete Positions & Employees 50% complete Core Training scheduled for next week Project is on schedule!!!

Phase II & III Status Overview training for Phase II in progress All other tasks are on schedule!!

Project MilestonesProject Milestone(All dates are Milestone target

dates, not actual dates)

Ph. 1 Ph. 2 Ph. 3

Pre-Implementation 06/04/10 n/a n/a

Project Documents 07/01/10 n/a n/a

Infrastructure 07/23/10 09/30/10 10/29/10

Overview Training 08/18/10 10/07 & 10/08 01/20/10

Set up Complete 08/30/10 10/29/10 02/10/11

Finance Conversion 09/30/10 11/19/10 02/11/11

HR/Pay Conversion 09/30/10 11/19/10 02/11/11

Project Milestones

Project Milestone Ph. 1 Ph. 2 Ph. 3

Kick-Off Meeting 10/08/10 10/08/10 10/08/10

Core Training 10/13 & 10/14 01/28/11 03/11/11

Acceptance Testing 11/08/10 02/18/11 04/22/11

Parallel Testing 12/09/10 03/04/11

05/27/11

Final Training 12/17/10 03/08/11 06/15/11

Site User Training N/A 03/28/11 06/24/11

Final Import 12/30/10 03/30/11 06/29/11

User Live on OL5 01/03/11 04/01/11 07/01/11

Project Constraints Project Constraints

Escape Technology development resources are currently constrained.

SCOE and District resources are currently constrained.

Project Assumptions Workstations will be upgraded as needed to meet

minimum requirements. Customer will have necessary resources to participate

in and complete the necessary steps involved in the project.

Goal is meet all live dates for each phase.

Project Success Factors The following define a successful project:

Data integrity Software stability for daily transactions Accurate and timely payroll Accurate paychecks/ACHs Users are properly trained to use the system Users are able to complete their daily work

using the system

Project Approach Project Escalation Process

The Escalation Process will be initiated by either the Escape Project Manager or SCOE Project Manager when an issue or dispute can’t be resolved at the project level.

Project Defect Tracking Process Problems or defects found in the software will

be reported to Escape, a CR will be created which will be tracked and managed to resolution by the Project Manager.

Project Approach (cont.) Transition to Customer Support

After approximately 2 live payroll and AP runs, Shasta COE will be transitioned to Customer Support and assigned reps for HR/Payroll and Finance.

To ensure a smooth transition, the support reps will be included in project meetings and onsite support as we approach the live date.

Questions and Comments Thank You