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IEEE BES / BMS ITSC Presentation August 11 th 2004

IEEE BES / BMS ITSC Presentation August 11 th 2004. Agenda – Sally Waselik. Introduction ICSS and BMS background BES Vs. BMS. ICSS and BMS background. Current ICSS system 10 year old, Coupled with Oracle financials AR, Custom developed, Limitations, De-supported ICSS Upgrade

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IEEE BES / BMS ITSC Presentation August 11 th 2004

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  1. IEEE BES / BMS ITSC PresentationAugust 11th 2004

  2. Agenda – Sally Waselik • Introduction • ICSS and BMS background • BES Vs. BMS

  3. ICSS and BMS background • Current ICSS system • 10 year old, Coupled with Oracle financials AR, Custom developed, Limitations, De-supported • ICSS Upgrade • Decouple from AR, Upgrade to latest technology stack • IEEE BMS • Add efficiencies in old system, Support new features, Complete re-design / Buy

  4. BES Vs. BMS • Distinct business needs • BES focus on Non member – Non Individual Entities • BMS focus on Individual entities • Different business / Technology drivers • Yet commonality and integration necessary

  5. Agenda – William Cook • Key drivers for successful IEEE business • Key stake holders for BES / BMS • Non member Business needs • IEEE BES Phased implementation

  6. Agenda – Nimish Shah • IEEE BMS Business needs • Keys to Efficient IT solutions • Business need / System limitations / Proposed solution mapping • IT Implementation plan – high level • BES Options / Investment / Staffing • BMS Options / Investment / Staffing • BES / BMS integration points • Enterprise Architecture

  7. Keys Drivers for a Successful IEEE Business • Outstanding Products • Relevancy to Member and Non-Member markets • Best-in-Class • Customer and Market Driven Offerings • Targeted and flexible product offerings • Individualized Marketing • Exceptional Service • Building Member Retention and Loyalty • Higher than some for-profit organizations • Operational Efficiencies • Transactional throughput • Volunteer productivity

  8. IEEE “Lines of Operations”Key Stake Holders • Publications • Publications, Sales & Marketing, Customer Service, Information Technology • Membership & Public Imperatives • Regional Activities, Technical Activities, Publications, Corporate Communications, Corporate Activities, Member Service, Information Technology • Standards • Standards, Publications, Customer Service, Information Technology. • Conferences • Technical Activities, Information Technology • “Other”

  9. IEEE BES Business Requirements • $92+ million dollar business – both print and electronic - Growing needs and complexity • BES System Requirements Include: • Integrated System reporting. • Hierarchical Customer structures. • Automatic billing & commission calculations. • Automatic renewals and invoicing. • Integrated Xplore/eRights authentication setup.

  10. IEEE BES Business Needs – Cont. • BES System Requirements (continued): • Automate Quotation, and customer correspondence • Integration between Marketing, Sales, Customer Relationship Management (CRM) and Fulfillment systems • Better reporting tools

  11. Current System Implementation & Limitations • Customer contact detail information and hierarchy maintained separately in Maximizer CRM system by Contract Administration & Sales. • Customer billing detail maintained separately in Excel file by Customer Service. • Renewal bills generated and sent via Word & Excel by Customer Service. • Manual billing and commission calculations input to Oracle AR system to record revenue. • Customer access detail manually input into eRights by Customer Service. • Reporting generated via multiple sources depending on the requirement – often doesn’t reconcile.

  12. BES Phase 1 • Will include all US IEL customers • Will utilize existing non member customer base already in Oracle system. • Will be integrated with CRM* customer account information in Maximizer (changes in one system will feed the other – “circle of life”). * Customer relationship management

  13. BES Phase 1 • Built in scanning and work flow using Feith software: • 90/60/30 day system driven renewal follow up. • “Contract” software will automatically generate appropriate notice (currently manual). • Notice can be emailed or printed and mailed directly to sales rep or customer. • Eliminates manual invoice tracking via Excel.

  14. BES Phase 1 • On receipt of payment will automatically create an invoice and send to Oracle AR system. • Provides automatic feed into Oracle GL system based on defined revenue recognition rules. • Significant step in improving automation of back end business system – leads to improved customer service & processing efficiency.

  15. BES Phase 2 • Expands deployment and accompanying Phase 1 benefits to non-US IEL product line, and all other electronic only packages such as ASPP and POP.

  16. BES Phase 3 • Continues software integration with purchase of Advanced Pricing and Sales Reporting Modules. • Functional integration to be expanded to include new electronic offerings (eg. Enterprise, IEL “Lite”) and print subscription ordering & fulfillment. • Will provide integrated internal system to improve service and drive operational efficiencies.

  17. BES Phase 4 Possible enhancement to include customer facing self-service applications and integration into content delivery platform (Xplore).

  18. Agenda – Nimish Shah • IEEE BMS Business needs • Keys to Efficient IT solutions • Business need / System limitations / Proposed solution mapping • IT Implementation plan – high level • BES Options / Investment / Staffing • BMS Options / Investment / Staffing • BES / BMS integration points • Enterprise Architecture

  19. IEEE BMS Business needs • Member (Individual Entity) • Unified view of customer • Ability segment markets and preferences • Remove dependency on annual subscription based processes and system • Flexibility on Products and offerings • Self service and web technologies • Operational efficiencies.

  20. Keys to Efficient IT Solution – 4 Rs • Things to consider when Redesigning • Reusability • Flexible framework / Buy Vs. Build / Common services / Common components – not Silo systems, interoperability • Repeatability • Use of Same processes / Controlled environment / Flexibility • Reliability • 24 X 7, Fail over, Robust architecture, scalability • Recentness • Supported environment, Latest technology to make use of resources, efficiencies etc.

  21. IEEE Business Entity System

  22. IEEE Business Management System

  23. Implementation Path 2005 2004 BES Phase I BES Phase II BES Phase III BES Phase IV Integration Merge BMS Requirements BMS POC BMS Phase I / .. Phase II ICSS Upgrade ICSS Upgraded System ICSS June Release ICSS Sept. Release ICSS Dec. Rel. Production Support Bug fixes Enterprise Architecture Initiative

  24. Project investment Phase 1 and 2 • 2003 / 2004 – Invested app. 350K on capital for Oracle modules and 165K on incremental head count – On target for cost and on schedule for project delivery dates!

  25. Project Investment / needs – BES Phase 3 and 4 • 2005 (Projected) Covers Phase III deployed and Phase IV Requirements for the year 2005 • Capital – 560K • Expense + Depreciation – 135K (2005) (Includes incremental contractors and Oracle software investments) • Additional internal staff needs managed through work program prioritization Developers, DBAs, QA, Infrastructure, Users etc.

  26. IT Cost Managing Membership Business – (in units and relative terms not absolute values)

  27. Project Costs - BMS • Capital for 2005 – 2.9MM, Expense and depreciation – 465K * • Assuming Oracle modules and depreciation for the part of the year (The development starts 2Q 2005) • Timing, Expectations • Internal Buy-In on Range of Costs • Seek Contingency Funding from BOD • Specific target milestones for approvals and Project Initiation *Based on what we know today….

  28. Enterprise Architecture Focus for 2004 / 2005 • Baseline current capabilities • Build team and facilitate in defining Enterprise architecture • Identify key technology components to go after for 2004 and 2005 such as • User experience / Portal • Membership / customer / Subscription • BES / BMS synergies and Integration • Data warehouse / Reporting • Infrastructure – OS / Database / Security

  29. BES / BMS Issues Discussion Ben Johnson / Sally Waselik

  30. Action Plan on BMS initiative • Get a buy in from ITSC to move forward on BES and BMS Projects – 8/2004 • Obtain agreement in principle on Requirements – 8/2004 • Send out RFP to vendors for their response – late August 2004 • Continue to narrow down the list of vendors and keep fine tuning cost projections – 8/2004 – 2/2005 • Follow-up ITSC prior to November Board series – 10/2004 • Finalize recommendation to the board • FINCOM presentation if possible • Present motion in November Board Series – 11/2004

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