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University of Florida ERP System Implementation Workplan

Explore the detailed workplan of University of Florida's ERP system integration, configuration, and maintenance. From system requirements to training strategies, this document outlines key responsibilities and milestones.

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University of Florida ERP System Implementation Workplan

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  1. University of Florida's Project Workplan • Vision Statement • Team Organization April 17, 2002

  2. ERP System – System Requirements and Integration Requirements • 10 systems • 10 systems integration • As defined in the University of Florida's System Requirements and Integration Requirements, which is an appendix to Vision Statement April 17, 2002

  3. University of Florida's System Foundation • Standard user interface = ERP system's web portal • UF’s self service transactions and financial transactions processed by ERP system (see page 7) • Master databases maintained by ERP system • Number schema = ERP system’s numbering schema • UF’s data dictionary = ERP system’s data dictionary April 17, 2002

  4. Self Service Transactions, Financial Transactions and Workflow April 17, 2002

  5. Eliminate the Use of Printed Reports for Management Information • Advanced Planning System used for strategic planning, budgeting, pro-forma financials, enrollment planning and value chain planning and scheduling • Queries for monitoring execution • Business intelligence (a/k/a analytics, data warehouses) used for analysis April 17, 2002

  6. ERP System Self Sufficiency • University of Florida to be self sufficient in providing user training and maintaining the ERP system April 17, 2002

  7. Adopt the ERP System's Configuration Tool Set • Models and/or spreadsheet used to configure Advanced Planning Systems • Business intelligence views configured using spreadsheet or “spreadsheet like” tool • Pre-defined queries, parameter queries, and ad-hoc queries configured using query tool April 17, 2002

  8. Adopt the ERP System's Configuration Tool Set • Workflow configured using rules and tables • Transaction processing modules configured using rules and tables • Automatic accounting and automatic chart of accounts classifications configured using rules and tables • Master databases configured using tables and forms tool April 17, 2002

  9. ERP System Maintenance Responsibilities • Users are responsible for: • Maintaining functionality using the configuration tool set April 17, 2002

  10. ERP System Maintenance Responsibilities • IT is responsible for: • Web portal modifications • Form modifications • Developing interfaces using Application Program interfaces • Use of any other tools that are not in the configuration tool set • Maintaining the ERP system's technical architecture • Outsourcing the technical architecture skillsets April 17, 2002

  11. IT Infrastructure Responsibilities • IT is responsible for: • Acquiring, implementing, and maintaining the Network IT infrastructure • Outsourcing IT infrastructure responsibilities April 17, 2002

  12. Consortium's IT Infrastructure Strategies • University of Florida to continue to support the NERDC April 17, 2002

  13. Adopt Process Flows to Improve Processes • Transaction processes (see page 17) • Adopt self service • Automate the process flow using workflow • Simplify the process • Standardize the process • Eliminate redundant transaction processing • Eliminate transactions to the extent practical April 17, 2002

  14. Adopt Process Flows to Improve Processes • Management processes • University Management • Value Chain Management • Relationship Management • Resource Management April 17, 2002

  15. Project Workplan • Critical Path and Milestone Dates • Consortium’s Locations • Phasing Strategy • Implementation Team Training Strategy • User Training Strategy • Other Implementation Strategies April 17, 2002

  16. Critical Path and Milestone Dates - Selection April 17, 2002

  17. Consortium Locations – Scripted Demonstrations • May 20 – 25, location to be decided • June 3 – 7, location to be decided • June 17- 21, location to be decided April 17, 2002

  18. Critical Path and Milestone Dates - Contracts April 17, 2002

  19. Critical Path and Milestone Dates - Stabilize April 17, 2002

  20. Consortium Locations – Conference Room Pilot and Foundation Configuration • Each university will host one of the following: • July 15 – August 29, 2002, conference room pilot, implementation services evaluations and final negotiations • September 16 – November 8, 2002, first 8 weeks of consortium’s foundation configuration • November 8 – January 17, 2003, middle 8 weeks of consortium’s foundation configuration (2 weeks off for Christmas and New Year) • January 20 – March 14, 2003, last 8 weeks of consortium’s foundation configuration April 17, 2002

  21. User Training Strategy • University of Florida’s user training team is responsible for: • University communications • User training materials • User training during implementation • Users training and support over the ERP system's life cycle April 17, 2002

  22. University of Florida’s Teams • Vision Team and Responsibilities • Project Manager and Responsibilities • Evaluation Team and Responsibilities • Negotiation Team and Responsibilities • Implementation Teams and Responsibilities April 17, 2002

  23. Fred Cantrell, Chair and Project Manager Anurag Agarwal Nur Erenguc Karen Fooks Chuck Frazier Sandy Goldstein Ken Hillier Joe Joyce Karen Kirkman Bill Montgomery Steve Pritz Mike Rollo Denise Stevens Denise Tanner Wayne Tharp Ken Tomlinson John Watson Scooter Willis Victor Yellen Fedro Zazueta University of Florida's Vision Team April 17, 2002

  24. Vision Team Responsibilities • Defining the vision • Planning the project • Organizing implementation teams • Filling the team leader and team member positions • Back fill staffing for team leaders and team members April 17, 2002

  25. Vision Team Responsibilities • Advising on the short list selection • Advising on the final selection of the ERP system • Advising on the selection of implementation services firm(s) • Setting and achieving implementation objectives • Managing a successful implementation April 17, 2002

  26. Project Management Responsibilities • Fred Cantrell is the University of Florida's project manager • Responsibilities are: • Resolving issues that the Vision Team can not resolve • Planning the project and maintaining the project workplan • Cross teams coordination of the Vision Team, Evaluation Team, Negotiation Team and Implementation Teams April 17, 2002

  27. University of Florida’s Evaluation Team • Team members • John Kruczek • Wayne Tharp • Responsibilities are: • Draft and release the Invitation to Negotiate • Evaluate proposals • Select the short list of ERP systems April 17, 2002

  28. University of Florida’s Negotiation Team • Team members • Fred Cantrell • To be named • Responsibilities • Negotiate with vendors • Tentatively select the ERP system • Select implementation services firm(s) • Select the ERP system • Budgets • Contracts April 17, 2002

  29. University of Florida’s Implementation Teams April 17, 2002

  30. University of Florida’s Implementation Teams April 17, 2002

  31. University of Florida’s Implementation Teams April 17, 2002

  32. Implementation Teams' Scope April 17, 2002

  33. Implementation Teams' Scope April 17, 2002

  34. Implementation Teams' Scope April 17, 2002

  35. Implementation Teams' Scope April 17, 2002

  36. Implementation Teams' Scope April 17, 2002

  37. Implementation Team Leader Responsibilities • Managing their team • Defining requirements and completing scripted demonstrations • Completing the conference room pilot implementation and due diligence April 17, 2002

  38. Implementation Team Leader Responsibilities • Setting and achieving implementation objectives • Developing implementation workplans (tactical) • Estimating the implementation budget • Completing implementation • Stabilizing the ERP system April 17, 2002

  39. Questions? Questions?

  40. Project OverviewHuman Resource Management TeamRita Cowan and Bob WillitsTeam Leaders

  41. Human Resource Objectives- People Improvements • Learn the process flow mindset of recruit to retire • Learn the configuration skill sets for maintaining the human resource system • Learn the skill sets for using the human resource system April 17, 2002 April 17, 2002 41

  42. Human Resource Objectives- People Improvements • Transfer user skill sets to the user training team • Improve cross-functional collaboration across the recruit to retire business units • Bottom-up change management and commitment to the objectives April 17, 2002 April 17, 2002 42

  43. Human Resource Objectives -Process Improvements • Improve human resource management • Recruit, develop, and retain human resources • Consistent information to manage human resources productivity and administration – eliminate shadow and stand alone systems April 17, 2002 April 17, 2002 43

  44. Human Resource Objectives -Process Improvements • Standardize and simplify all processes in the recruit to retire process flow • Automate process flows for human resource management April 17, 2002 April 17, 2002 44

  45. Human ResourceManagement Subjects • Position Control Process • Position Requisition Process • Applicant Tracking Process • Human Resource Data Management Process • Human Resource Development April 17, 2002 April 17, 2002 45

  46. Human Resource Management Subjects • Tenure, Promotion and Faculty Data • Visa Status Information • Benefit Enrollment and Administration • Retirement April 17, 2002 April 17, 2002 46

  47. Position Control Process • Ability to do “what if” scenarios • Ability to summarize data by administrative levels • Ability to store and retrieve position data such as position description, title, pay plan April 17, 2002 April 17, 2002 47

  48. Position Control Process • Allow storage and tracking of future appointments • Allow multiple appointments on one position • Ability to track positions and provide historical information April 17, 2002 April 17, 2002 48

  49. Position Requisitions Process • Self service position requisitions to create or fill a position • Tracking and reporting status of requisitions April 17, 2002 April 17, 2002 49

  50. Applicant Tracking Process • Identify qualified candidates based on credentials sought • Self service entry and update of applications • On-line entry of employment decisions • Letter generation to applicants • EEO reporting April 17, 2002 April 17, 2002 50

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