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Project Presentation Sethu Lambu Manager, IS Production Engineering

Electronic-File Processing System (EFP). Project Presentation Sethu Lambu Manager, IS Production Engineering GBA573 IT Project Management Summer 2004 University of San Diego. i2 Trade Service Business. SBU of i2 Technologies 10% of company revenues Products

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Project Presentation Sethu Lambu Manager, IS Production Engineering

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  1. Electronic-File Processing System (EFP) Project Presentation Sethu Lambu Manager, IS Production Engineering GBA573 IT Project Management Summer 2004 University of San Diego

  2. i2 Trade Service Business • SBU of i2 Technologies • 10% of company revenues • Products • For Distributors and Contractors • Pricing Content for MRO products from Electrical, Plumbing, and Industrial verticals • Attributed Content • Publications • Hi-Tech Component Content Products/Services • Decision support software & content

  3. Content Production & Delivery Oracle, Unix, C, Shell MS Access Tools Source Electronic files Process Data Validate Integrate EDMS Deliver Call Center Editing, Domain Knowledge FTP, CD Source Catalogs Capture Data Validate Integrate Integrate Books & XML Capture Data Format Pubs Publish Deliver Editing, Domain Knowledge Content@ and XPP

  4. EFP Problem Statement • Backlog of 80,000 items over a quarter during peak time. • Worst case = 250,000 items over 1 year • Double the resources to clear backlogs • Need to reduce backlog by 50% in one year • Need to eliminate this from next year

  5. Electronic File Processing - Current Oracle, Unix, C, Shell MS Access Tools Source Electronic files Process Data Validate Integrate EDMS Deliver FTP, CD Each of these areas have their own databases for the same items Mfr Data Handling Pre-Data Input Table Data Admin Data Input Work Feedback, Corrections TO REPLACE WITH THE NEW EFP SYSTEM ….

  6. EFP Design EDMS Source data file MD Handling Reports EFP database Pre-DIT Admin validation DIT Design – common database, functional UIs Technology – Oracle 9i, C#, .net Framework

  7. EFP Benefits

  8. EFP Project Scope • Objectives • Solve the business problem: eliminate backlog • Satisfy users • Monitor and demonstrate benefits • Justification • Current system’s problems highlighted by research in 2003 • Redundancies, Rework, Patchwork, Inefficient UI, Unreliable backup • Discounted ROI 101.85% plus intangible benefits • Business Process Requirements • One integrated system for electronic file processing • Auto-tracking and reporting mechanism • Max users = 20, max items = 20 Million • All verticals

  9. EFP Deliverables Project Management Deliverables • Business Case, ROI, Feasibility • Approval from sponsors • Team formation • Requirements sign-off • Work breakdown structure • Project Schedule • Project status reports for sponsors, users and project team • Project time tracking reports • User acceptance and sign-off • Final project presentation • Lessons-learned report Product Deliverables • EFP design document • Software code • Source code descriptions • Prototypes at appropriate stages for approval by users • QC / Testing package • Training materials • User training • User manual summary document • Entity relationship diagram and a method to maintain it • Post-deployment support • Dedicated network drive • Server, memory space

  10. EFP Feasibility • Technical • Development technology & environment already available • Does not affect the functioning of subsequent processes • Immense knowledge existing business rules • Economic • No additional cost incurred for software or hardware • Discounted ROI 101.85% plus intangible benefits • Operational • Greatest challenge from extreme flexibility with existing tools • EFP offers flexibility with robustness • Extensive involvement by users needed

  11. EFP Risk Management • Does not offer extreme flexibility like existing tools • Flexibility with robustness, similar editing features • Modular deployment not possible • Seems like no value for a long time. • Prototypes & demos help in “keeping it live” • Time commitment from users • Testing prototypes will keep them involved • Testing scheduled during non-critical hours • Global development team to compensate for time lost • QA resources are shared by other projects • Include tester in all design discussions • Regular update to QA manager re: project progress

  12. EFP Communication Strategy • Sponsors • Weekly dashboard updates & regular milestone updates • Users • Involve in prototype demos, design changes • Written approvals • Clarity in communication, quick response, PM interface • Developers • Global team • Written, oral, net meetings • Others • QA testers: work closely with users • Sys-admin: extremely important during deployment

  13. EFP Summary Tasks

  14. EFP Work Breakdown Structure

  15. EFP Work Breakdown Structure

  16. EFP Project Participants

  17. EFP Measure of Success • During the project • User Acceptance • Technical Quality • Time Schedule • Cost • Security • After the project • User Acceptance • Minimal post-deployment changes • Measure backlog • Measure additional resources required to clear backlog • Validate intangible benefits

  18. THANK YOU

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