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University of Kentucky. IRIS Project Update - Blueprint Phase. Meeting Agenda. Introductions & Project Organization Project Timelines & Phases Q & A. Project Organization. Project Sponsors & Steering Committee . Project Management. Functional Teams. Subject Matter Experts.

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university of kentucky

University of Kentucky

IRIS Project

Update - Blueprint Phase

slide2

Meeting Agenda

  • Introductions & Project Organization
  • Project Timelines & Phases
  • Q & A
slide3

Project Organization

Project Sponsors &

Steering Committee

Project Management

Functional

Teams

Subject Matter Experts

Change Management & Training

project organization
Project Sponsors

Steering Committee and Coordinating Committee

Project Leadership Team

Functional Project Teams

Change Management & Communications

Training

Reporting & Policy

Project Organization
iris project teams
The core functional teams include:

Finance

Human Resources

Campus Management

Materials Management

The other teams supporting the IRIS Project…

IRIS Project Teams
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

Change Management & Communications
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

Training
reporting policy
Work with others to identify and resolve policy issues and business processes

Insure that decisions are documented and communicated appropriately

Work to identify and analyze university reporting needs and solutions

Reporting & Policy
working partners
Working Partners

SAP

LSI

Sigma

UK

DB2

IBM

sap responsibilities
Lee Nelson – SAP Consulting Project Manager

Manage and direct all project consultants and subcontractors (LSI)

Cooperate with Sigma Systems on Financial Aid software

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

Assist in development of project plan and training

schedule

SAP Responsibilities
iris team responsibilities
Ownership of UK deliverables, performance and resource management

Timely and expedited decision making at all levels

Documentation of all business policies and procedures

Manage the change process

Receive communication and dissemination of information

Provide and maintain hardware and technical infrastructure

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

Develop and provide end-user training

IRIS Team Responsibilities
iris project team activities to date
Moving

Training

Business Process Review

IRIS Project Team – Activities-to-Date
iris phase i focus
Implement Core Functionality to replace FRS, MM (Materials Management), HRS, and SIS.

Lay a Successful Foundation

Build Momentum for Future Improvements and Implementation of Additional Functionality

IRIS – Phase I Focus
slide15
Financials & Controlling

General Ledger

Accounts Payable

Accounts Receivable (Grants)

Grants Management (Post Award Processing)

Funds Management

Controlling (Cost Center Accounting & Overhead Orders)

Materials Management

Purchasing

Inventory Management

Human Resources & Payroll

Personnel Administration

Organizational Management

Benefits

Time Management

Payroll

Project Scope (University & Hospital)

slide16
Campus Management

Admissions

Event Planning (Course Planning)

Registration (Booking)

Grading

Progression

Financial Aid (SIGMA)

Student Billing

Student Accounting

Standard Workflows

Known Enhancements

Procurement Card Handling

Endowment Income Distribution

Faculty Effort Reporting

Project Scope - continued

slide18
Project Preparation ends August 6, 2004

Business Blueprint begins August 9, 2004 and ends December 17, 2004

Complete Blueprint for Review by November 30

Blueprint Signoff December 17

Realization begins January 2005

Final Preparation and Go Live& Support dates for each functional area will be determined during the Business Blueprint phase.

Project Calendar

slide19
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

slide20
August 9 - December 17, 2004

Business Blueprint Components

Baseline Scope: Project Scope for IRIS Phase I

Timeline for Realization, Final Preparation & Go Live for components in scope.

SAP Organization Structures (Cost Accounting, Funds Management, HR, Academic Structure)

Business Process Requirements

Business Process Flow Charts

GAP Analysis

RICE List – Development Requirements for custom Reports, Interfaces, Conversions, Enhancements.

Business Process Master List

Milestone 2: Business Blueprint - Deliverables

slide21
August 9 - December 17, 2004

BASIS

Install SAP Systems for Development & Testing

Develop and Implement System Administration Procedures

Change Management & Training

IRIS Project Team Training (Level 2)

End User Training Plan

User Readiness Assessment Matrix/Plan

Organizational Impact Analysis

Knowledge Transfer Plan

Milestone 2: Business Blueprint – Deliverables, cont’d.

blueprint workshops requirements gathering
Blueprint Workshops – Requirements Gathering
  • Business Blueprint Workshops
    • SAP Organization & Enterprise Structure
    • General Requirements
    • Business Process Workshops
    • Detail Requirements Workshops
  • Who is Involved?
    • IRIS Team Members
    • Subject Matter Experts
campus staff not assigned to the project
Subject Matter Experts (SME):

Assist Project Team by…..

Providing process expertise

Reviewing process design

Provides critical communication link between project team and campus department/unit

Time commitment during Blueprinting (August -December)…..

6-10 Hours/Week

Campus Staff Not Assigned to the Project
next steps
Next Steps
  • Workshops Scheduled & Confirmed
    • Tuesday August 3
      • HR Enterprise Structure & General Requirements:

Tuesday August 3, 8:30 – 10:00

      • HR Organizational Structure: 1:00 – 2:30
      • Personnel Administration: 3:00 - 4:30
    • Wednesday August 4
      • Benefits: 8:30 – 10:00
      • Payroll: 1:00 – 2:30
    • Thursday August 5
      • Time Management: 8:30 – 10:00
      • Review: 1:00 – 2:30
next steps25
Next Steps
  • Initial Workshops to be scheduled
    • Financial Organization Structure
    • Materials Management Org. Structure
    • General Ledger
    • Funds Management
    • Grants Management
    • Academic Structure