Judy Burns – Team Lead Sara Belmontes Pam Grimm Matt Lauer Aimee Lewis P.J. Snodgrass

2. Change Management Team • Judy Burns – Team Lead • Sara Belmontes • Pam Grimm • Matt Lauer • Aimee Lewis • P.J. Snodgrass

3. Presentation Outline • Background of project • Overview of SAP, R/3, IRIS • Information on IRIS implementation • How to keep in touch with IRIS’s progress • Question and answer time

4. Project Background • Spring 1997 – Eli Fly led the initiative to purchase a new Financial and Human Resource software system. • 1998 - 26 workgroups met and defined the requirements for the system. • Three companies were selected to demo their products (Oracle, PeopleSoft, SAP). • Spring 1999 – the final decision was made to purchase SAP’s R/3 system.

5. What is ? • SAP is the company. • R/3 is SAP’s software product. • IRIS is UT’s installation of R/3. • IRIS stands for Integrated R/3 Information System.

6. The R/3 Integration Model FI SD FI SD Financial Sales & Financial Sales & Accounting Distribution Accounting Distribution MM MM CO CO Materials Materials Controlling Controlling Mgmt. Mgmt. PP PP AA AA R/3 R/3 Production Production Asset Asset Planning Planning Accounting Accounting Client / Server Client / Server PS PS QM QM Project Project Quality Quality ABAP ABAP System System Mgmt. Mgmt. PM PM WF WF Plant Plant Workflow Workflow Maintenance Maintenance HR IS HR IS Human Industry Human Industry Resources Solutions Resources Solutions

7. Financial Accounting Purchasing Equipment Inventory Grants & Contracts Budgeting Human Resources Compensation Payroll Recruitment Time recording Business Warehouse Pre-defined reports for data analysis and ad hoc reporting Pre-define queries Key Functional Areas

8. Why replace the existing systems? • Some of the existing systems are 25 years old and use outdated and inadequate technology. • Many of the current systems do not support real time updating or editing. • IRIS will have more functionality than the existing systems. • IRIS will help UT improve its business processes.

9. Why purchase rather than build it ourselves? • The University cannot afford the resources it would take to keep up with rapid technology changes. • SAP spends over $700 million annually in R&D. • IRIS can easily be expanded with automatic integration.

10. What will the implementation of do for UT? • Simplify our business processes by • Reducing duplication of effort • Reducing paperwork • Reducing number of approvals • Make data easier to access, analyze, and report

11. will affect… • Management • Leadership in the change process is critical. • Document approvals will change. • The way UT does business will change.

12. will affect … • Central Campus & System Offices • There will be less centralized data entry. • Training will be available and can provide opportunity for growth and change.

13. will affect … • Departmental Users • Responsibility of data entry will shift to each department. • Original documents will be stored in each department. • You will be able to track the status of your transactions.

14. Learning to use • If you are already familiar with Windows applications, it will not be difficult to learn IRIS. • IRIS has a “Windows” type look and feel. • Training and continued support will be an integral part of the implementation. • Online help is readily available.

15. Sample Menu

16. Sample Screen

17. When willbe implemented? • IRIS will begin to “Go Live” April 2, 2001 and will be implemented incrementally through June, 2001. • Implementation will begin at the Knoxville area campuses and units and fan out to the other campuses. • There are 5 major milestones in the implementation project.

18. Implementation Roadmap Final Preparation March 2001 IRIS Roadmap ContinuousImprovement April 2001---- ProjectPreparation February 2000 Go Live &Support of IRIS April 2, 2001 BlueprintFebruary – May 2000 Realization June 2000 – February 2001

19. Why will be successful? • The approach follows successful implementation guidelines. • A large number of UT employees from across the state were enlisted to define the requirements. • We are drawing on experiences of other higher education institutions. • A full time core implementation team has been chosen along with many part time resources from all across the state.

20. Why will be successful? • SAP is providing a team of consultants who are experienced with implementing R/3 in a university environment • R/3 is very flexible, has been developed over a period of many years, and is continually being improved • IRIS has strong commitment from President Gilley and the IRIS Executive Sponsor Eli Fly.

21. Implementation Directors • Eli Fly Executive Sponsor • Neal Wormsley UT Project Director • John Solms SAP Project Director

22. Executive Committee Eli Fly Dwayne McCay Bob Salvucci (President of Public Sector SAP America) Steering Committee Sylvia Davis Charles Moss Mark Paganelli Charles Peccolo Sara Phillips Project Committees

23. Training for • Training courses will be developed this summer. • A schedule will be developed this fall. • Training will begin in January, 2001.

24. Summary • Benefits of IRIS • Easier access to your information • Easier to use • Many standard reports delivered with the system • Ongoing training • Great on-line help

25. How you can check on the progress of the implementation • Check the IRIS Website at www.utenn.edu/iris • IRIS email IRIS@mail.utenn.edu • Attend future information sessions • UT Conference Center Building, Suite 412, Knoxville, Tennessee 37996-4140

26. Questions…Answers • What else do you want to know at the next presentation? • What are your concerns?