Tco eprocurement project
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TCO eProcurement Project. Mid - Phase 4 DRB Update 18 July 2007. Agenda. Meeting Objectives Safety Moment Phase 4 Activities and Status Production changeover impact Preliminary Site Readiness Assessment Next Steps. Meeting Objectives. PHASE 2 Generate & Select Alternatives(s).

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TCO eProcurement Project

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Tco eprocurement project

TCO eProcurement Project

Mid - Phase 4 DRB Update

18 July 2007


Agenda

Agenda

  • Meeting Objectives

  • Safety Moment

  • Phase 4 Activities and Status

  • Production changeover impact

  • Preliminary Site Readiness Assessment

  • Next Steps


Meeting objectives

Meeting Objectives

PHASE 2Generate &

Select

Alternatives(s)

PHASE 3Design &

Plan

PHASE 5Transfer &

Operate

PHASE 1Identify & Assess

Opportunity

PHASE 4Build &

Deploy

We are Here

  • Overview of Project Status

    • Phase 4 Accomplishments

    • Execution plan update

    • Issues/Concerns

  • Project Schedule validation


Phase 4 deliverables

Phase 4 Deliverables

Phase 1

Phase 2

Phase 3

Phase 4

Phase 5

Identify & Access Opportunity

Generate & Evaluate Alternatives

Design & Plan

Build & Deploy

Transfer & Operate

P3- Complete reviews and document To-Be Business Processes

P3- Prepare System Environments (QA)

P4- Continue Change Management Activities

P4- Prepare System Environments (PRDN)

P4- Ready Suppliers

P4- Ready Internal End-Users

P4- Ready System (Ariba and JDE OWxe)

P4- Execute Production Changeover Plans

P4- Startup (Go-Live)

P1/P5- Continue Project Management Activities

4


Key accomplishments

Key Accomplishments

  • Train the Trainer

    Daily knowledge transfer sessions initiated to strengthen team capabilities.

  • Contracts Data Migration:

    2 Dry-runs of contract migration implemented. Target date full resolution of errors is end of July.

  • System Configuration

    Ariba configuration files 80% completed. DOA data for internal users pending.

  • Business Process definition

  • All To-Be processes defined agreed and documented. Desk reference guides developed

  • Change Management:

  • Targeted sessions in progress with functional groups to discuss impact of eProcurement on work processes

  • Supplier Enablement:

  • All TCO suppliers enabled for Ariba transactions. Supplier catalog coverage for Tier 1 =58%


Key accomplishments contd

Key Accomplishments - contd

  • Testing:

  • Test Scenarios documented for all functional areas. QA testing 80% completed

  • Training:

  • Training enrolment in progress. Internal training scheduled for August 01. Supplier training scheduled for August 25.

  • Communication:

    Key project communications prepared as per plan. Russian interpretation in progress. Communications integrated to cutover plan

  • Production Cutover:

    Cutover plan finalized and work arounds established for processes that will be suspended.

  • Project Metrics:

    Project metrics defined and documented. Ongoing metrics for production support established.


Project issues risks concerns

Project Issues/Risks/Concerns

  • Network:

  • Network response time improvement remains a criteria for go-live.

  • Cyrillic functionality:

  • Full Bi-directional transfer of data not functional. Going live with this will require additional work by AP to update JDE data.

  • Go-Live date :

  • Phase IV activities are driven by Go-Live date. Critical to firm up date ASAP.


Lessons learned

Lessons Learned

  • Change management is the single biggest challenge. You can’t do enough change management.

  • Examine and “fix” existing business processes before automating them. Ensure that process re-engineering efforts are accepted by all stakeholders.

  • Having high quality catalog content is critical to end user compliance.

  • E-learning for a complex system is not effective. It’s better to train face-to-face.

  • A key to successful implementation is creating a strong support structure –helpdesk, system administration, IT support.

The Aberdeen Group

“Best Practices in eProcurement”


Production changeover

Production Changeover

  • Go-live Date Constraints

    • Availability of new network. Estimated lead time is 2 – 3 months from end of June 2007.

    • Month end closing

    • Minimal down time (Project estimate is 5 days)

  • Key Precursors for Go-live

    • TCO passes Site Readiness Criteria

    • DRB approval for production changeover

    • Production Support Model well publicized


Cutover downtime impact

Cutover Downtime Impact


Preliminary site readiness assessment overall assessment

Preliminary Site Readiness AssessmentOverall Assessment

IS=Total Importance Score : AS1=Total Assessed Score % : AS2=Total Critical Assessed Score %


Eprocurement definition of success

eProcurement Definition of Success

  • The implementation of a fully integrated eProcurement solution providing

    • reliable technology, with

    • associative business processes

  • which meet TCO requirements for

    • operational excellence, and

    • generates sustainable process efficiencies and cost savings.

  • The Key success elements are

    • Achieve Business Case

    • Achieve Full Integration with JDE

    • Achieve Full Utilisation of eProcurement

    • Achieve Supplier Adoption

    • Install Adequate System Support Structure


Eprocurement success metrics

eProcurement Success Metrics

  • The percentage of spend and transactions on goods and services channelled (or ordered) through eProcurement. 80%

  • The percentage of spend placed through priced catalogs materials 20-25%, services – 50%

  • The extent of reduction in invoice processing cycle time - TBD

  • The extent of reduction in materials order processing time - TBD

  • The levels of participation and usage of eProcurement by preferred suppliers – 100%

  • The level of satisfaction with eProcurement System by internal end-users – 50 % of users 3 out of 5. ( 3 month after go-live)

  • The deployment completed with schedule time frames and project cost estimates


Next steps

Next Steps

  • Aug 01: Complete & Submit Configuration files

  • July 20: Complete contracts migration testing

  • Aug 01: Train Internal TCO users

  • Aug 20: Complete system testing

  • Aug 29: Go/No Go meeting scheduled

  • Aug 25: Train Suppliers

Are there any topics or focus areas that you would like us to cover with you before the Go/No-Go or during the Go/No-Go meeting?


Appendix detailed readiness assessment

Appendix: Detailed Readiness Assessment


Preliminary site readiness assessment system ready

Preliminary Site Readiness AssessmentSystem Ready ?

I=Importance (1-5) : CS=Completion Status %

AS1=Assessed Score (I x CS) : AS2=Critical Assessed Score (I x CS: Criteria 5 only)


Preliminary site readiness assessment system meets business needs

Preliminary Site Readiness AssessmentSystem Meets Business Needs ?

I=Importance (1-5) : CS%=Completion Status

AS1=Assessed Score (I x CS%) : AS2=Critical Assessed Score (I x CS%: Criteria 5 only)


Preliminary site readiness assessment suppliers ready

Preliminary Site Readiness AssessmentSuppliers Ready ?

I=Importance (1-5) : CS%=Completion Status

AS1=Assessed Score (I x CS%) : AS2=Critical Assessed Score (I x CS%: Criteria 5 only)


Preliminary site readiness assessment site ready

Preliminary Site Readiness AssessmentSite Ready ?

I=Importance (1-5) : CS%=Completion Status

AS1=Assessed Score (I x CS%) : AS2=Critical Assessed Score (I x CS%: Criteria 5 only)


Preliminary site readiness assessment post deployment support in place

Preliminary Site Readiness AssessmentPost-Deployment Support In-Place?

I=Importance (1-5) : CS%=Completion Status

AS1=Assessed Score (I x CS%) : AS2=Critical Assessed Score (I x CS%: Criteria 5 only)


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