PPT

THE BEST-RUN UNIVERSITIES RUN SAPTHE BEST-RUN UNIVERSITIES RUN SAP

University of University of KentuckyKentucky


Meeting Agenda

Introductions & Project Organization

Project Timelines & Phases

Q & A


Project Organization

Steering Committee & Project Sponsors

Subject Matter Experts, Liaisons &End-users

Project Management

Change Management & Training

ProjectTeam


Project Organization

Project Sponsors

Steering Committee

Project Leadership Team

Project Team

Change Management & Communications

Training

Reporting & Policy

Other Stakeholders• Subject Matter Experts• Campus Liaisons


IRIS Project Teams

The core functional teams include:

Finance

Human Resources

Campus Management

Materials Management

The other teams supporting the IRIS Project…


Change Management & Communications

Internal and external communications and documentation

Manage content for the IRIS Project website

Manage communication among and between the Project teams

Plan and develop presentations

Provide support for IRIS meetings

Work closely with Training team activities

Develop and implement University-wide plan to address changes

Establish documentation standards and maintain libraries


Training

Project Team

Plan, coordinate and schedule training for Project team

End-User

Conduct workshops and presentations

Create training materials to support each SAP module

Provide training for end-users on “timely” basis

Develop training database and document the design, curriculum and

participation

Evaluate and monitor feedback on training


Reporting & Policy

Work with others to identify and resolve policy issues and

business processes

Track policy decisions and issue resolutions

Insure that decisions are documented and communicated

appropriately

Work to identify and analyze university reporting needs and

solutions


Working Partners

SAP LSISigma UK

DB2

IBM


SAP Responsibilities

Lee Nelson – SAP Consulting Project Manager

Manage and direct all project consultants/subcontractors

Promote the successful knowledge transfer and skills development needed for early UK self-sufficiency

Assist in development of project plan and training schedule;

Provide additional SAP resources as necessary

Attend Steering Committee meetings

Cooperate with Sigma Systems on Financial Aid software


IRIS Team Responsibilities

Executive Sponsorship

Ownership of UK performance, deliverables and resource management

Subject matter, business process, and technology experts

Project staffing for duration of project

Project staffing to achieve knowledge transfer

Timely and expedited decision making at all levels

Documentation of all business policies and procedures

Prompt resolution of any business policy and procedures issues

Attend and successfully complete appropriate mySAP Project Team training at the appropriate time for continuation of project


IRIS Team Responsibilities, cont’d.

Internal communication and dissemination of information within UK

Technical knowledge of UK existing systems and operating environment

Provide and maintain at an appropriate time in a working order, hardware and technical infrastructure to ensure successful completion of the Project

Travel expenses for UK employees to and from SAP training classes


Campus (Non-IRIS) Roles & Responsibilities

Subject Matter Experts (SME):

Assist Project Team by….. Providing process expertise Reviewing process design Assisting in training end-users

Campus Liaisons (Departmental/Unit)

Typically a key departmental SME that… Provides critical communication link between project team and

campus department/unit. Is included in periodic project update sessions


Project Phases

We are Here


Project Calendar

Project Preparation ends August 6, 2004

Business Blueprint begins August 7, 2004 and ends December 17, 2004

Realization begins January 2005

Final Preparation and Go Live & Support dates for each

module will be determined during the Business Blueprint

phase.


Milestone 1: Project Preparation - Deliverables

Due August 6, 2004

Project Charter

Project Team Organization Chart

Project Workplan

Communication Plan

Change Management Plan

Project Standards and Procedures

Preliminary Enterprise Scope Document

Landscape Architecture Design

Technical Architecture Design

Hardware Sizing Recommendation


Milestone 2: Business Blueprint - Deliverables

August 7 - December 17, 2004 SAP System Installed

System Administration Procedures

SAP Organization Structure Design

Initial Reporting, Interface, Conversion, Enhancement (RICE) Requirements

Gap Analysis

Business Blueprint

Baseline Scope

Business Process Procedure Master List

Issue Resolution Plan

Knowledge Transfer Plan

Training Plan

User Readiness Assessment Matrix/Plan

Organizational Impact Analysis Plan


Project Phases


Realization

SAP baseline configuration & testing

Final configuration

Design specifications and development of interfaces,

conversions, reports.

Project team training (Level 3)

End-user training development

Development of end-user security profiles

Integration testing


Completion of final system testing

Train end-users

Move data and system to production environment

Testing, Testing, Testing!

Develop “go-live” strategy

Establish help desk

Final Preparation


Go Live & Support

Support for End-users

Measurement and Review of System Performance

Follow-up and Advanced Training

Close outstanding issues


Stakeholder Time Commitment (Estimates)

Blueprint

(Aug - Dec)

Realization

(TBA)

Final Prep.

(TBA)

Stakeholders Training

1-5 Days

Subject Matter Experts

4-10 Hrs/ Week

4-10 Hrs/ Week Training

1-5 Days

Liaisons 1-4 Hrs/ Week 1-4 Hrs/ Week Training

1-5 Days


Next Steps

Requirements Workshops (Blueprint Phase) SAP Organization Structure General Requirements Business Process Detail Requirements

Who is Involved? Subject Matter Experts End-users

What happens?

Conduct workshops with core functional areas to: outline requirements, set-up prototype “sandbox” configuration, identify SAP transactions to be used, document roles and security, identify interface programs, data conversion programs, reporting requirements, and then compile Blueprint deliverables.


QUESTIONS?

PPT

Technology

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