Systems Integration

Project (SIP)

Southeastern Pennsylvania ChapterNovember 6, 2002

Project Timeframe

Requirements January 2001 – May 2001

Product Selection June 2001 – December 2001

Implementation Planning January 2002 – April 2002

Implementation May 2002 – December 2003

SIP History

January 2001 Project begins

May 2001 Needs Assessment completed

July 2001 RFP distributed

December 2001 PeopleSoft selected

May 2002 Planning and Fit Gap completed

August 2002 Human Resources live

Establish Team

IT staff Functional department staff Paid staff Volunteers Management Executive sponsor IT Committee Implementation Partner

Gather Requirements

65 SEPA staff members participated in identifying and prioritizing core business needs

700+ requirements were created

Vendors had to respond to each requirement indicating the functionality / capability of product

Legacy Environment – May 2002

American Red Cross - SEPA ChapterInformation Systems Structure

May 2001

Raisers Edge(Blackbaud)

CHERS

FinancialDevelop-

ment

Accounting

FundWare

ATREX

Goldmine/QuickQuotes

Health &Safety

Inventory

Emergency

Services

CommunityServices

Payrolloutsourced

Manual Entry of:- Donations- P.O.s- Invoices- Course receipts- Commissions- Course costs

Receipt ofInventory

VolunteerServices

Branches

HR

= paper or manualcommunication

= manual entry intosystem

AFESdata

GeneralServices

Fleet MaintenanceOutsourced

BloodSupport

Blood Regions

IT

Note: HR will beimplementing atemporarysolution.

Note: VolunteerServicesinteracts with alldepts re:volunteerrecruitment.

Project Goals

Improve ability to service constituents by implementing customer centric IT systems

Eliminate redundant data entry and

maintenance caused by multiple parallel systems

Provide more accurate and timely information

Improve the efficiency of the Chapter

Request for Proposal – 9 Categories

Case Management Contributor Relations Customer Relationship Management Financial Management Fleet Management Human Resources Learning Management Expense Management Volunteer Management

PeopleSoft Selected

Single vendor solution Full-featured software with outstanding

tools Vendor is stable and profitable Completely web-based application Pricing model favorable to the Red Cross Users Choice

Implementation Plan – Method

Conference Room Pilot (SIP City)

Limited consulting support – 1 ¼ FTE High level of user involvement Dependence on formal off-site PeopleSoft

training for IT staff and users Utilize “IT Committee”

Major Implementation Components

Business Process Review / Change

System Configuration

Data Entry / Conversion

Test Script Development

Security

Test Script Execution

Major Implementation Tenets

Review business processes and be willing to change as needed

Obtain internal resources and volunteers wherever possible to save consulting costs

Select the best possible implementation partner

Minimize customizations and advocate reporting tools

SIP Hardware Configuration

Implementation Plan Timeline

Application Duration Completion

Human Resources 3 months 9/1/02Volunteer Management 3 months 12/1/02Financial Management 5 months 1/1/03Expense Management 2 months 3/1/03Learning Management 4 months 3/15/03Fleet Management 2 months 5/1/03Contributor Relations 5 months 8/1/03Case Management 5 months 9/1/03CRM 1 month 10/1/03