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University of Kentucky

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  1. University of Kentucky IRIS Project Update - Blueprint Phase

  2. Meeting Agenda • Introductions & Project Organization • Project Timelines & Phases • Q & A

  3. Project Organization Steering Committee & Project Sponsors Project Management Project Team Subject Matter Experts, Liaisons & End-users Change Management & Training

  4. Project Sponsors Steering Committee Project Leadership Team Project Team Change Management & Communications Training Reporting & Policy Other Stakeholders Subject Matter Experts Campus Liaisons Project Organization

  5. The core functional teams include: Finance Human Resources Campus Management Materials Management The other teams supporting the IRIS Project… IRIS Project Teams

  6. 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 Change Management & Communications

  7. 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 Training

  8. 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 Reporting & Policy

  9. Working Partners SAP LSI Sigma UK DB2 IBM

  10. 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 SAP Responsibilities

  11. 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

  12. 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 IRIS Team Responsibilities, cont’d.

  13. 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 Campus (Non-IRIS) Roles & Responsibilities

  14. Project Phases We are Here

  15. 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. Project Calendar

  16. 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 1: Project Preparation - Deliverables

  17. 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 Milestone 2: Business Blueprint - Deliverables

  18. Project Phases

  19. 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 Realization

  20. 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

  21. Go Live & Support • Support for End-users • Measurement and Review of System Performance • Follow-up and Advanced Training • Close outstanding issues

  22. Stakeholder Time Commitment (Estimates)

  23. 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. Next Steps

  24. QUESTIONS?