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TCO eProcurement Project

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  1. TCO eProcurement Project Mid - Phase 4 DRB Update 18 July 2007

  2. Agenda • Meeting Objectives • Safety Moment • Phase 4 Activities and Status • Production changeover impact • Preliminary Site Readiness Assessment • Next Steps

  3. 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

  4. 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

  5. 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%

  6. 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.

  7. 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.

  8. 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”

  9. 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

  10. Cutover Downtime Impact

  11. Preliminary Site Readiness AssessmentOverall Assessment IS=Total Importance Score : AS1=Total Assessed Score % : AS2=Total Critical Assessed Score %

  12. 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

  13. 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

  14. 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?

  15. Appendix: Detailed Readiness Assessment

  16. 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)

  17. 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)

  18. 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)

  19. 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)

  20. 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)