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University of Kentucky

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

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  1. University of Kentucky IRIS Project Update - Blueprint Phase

  2. Meeting Agenda • Introductions & Project Organization • Project Timelines & Phases • Q & A

  3. Project Organization Project Sponsors & Steering Committee Project Management Functional Teams Subject Matter Experts Change Management & Training

  4. Project Sponsors Steering Committee and Coordinating Committee Project Leadership Team Functional Project Teams Change Management & Communications Training Reporting & Policy Project Organization

  5. The core functional teams include: Finance Human Resources Campus Management Materials Management The other teams supporting the IRIS Project… IRIS Project Teams

  6. 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

  7. 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

  8. 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

  9. Working Partners SAP LSI Sigma UK DB2 IBM

  10. 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

  11. 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

  12. Moving Training Business Process Review IRIS Project Team – Activities-to-Date

  13. 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

  14. 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)

  15. 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

  16. Project Methodology Phases We are Here

  17. 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

  18. 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

  19. 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

  20. 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.

  21. 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

  22. 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

  23. 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

  24. Next Steps • Initial Workshops to be scheduled • Financial Organization Structure • Materials Management Org. Structure • General Ledger • Funds Management • Grants Management • Academic Structure

  25. QUESTIONS?

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