APPO Project Phase I KickOff July 24, 2002

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APPO Project Phase I Kick-OffJuly 24, 2002
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Agenda

• Project background
• Project objectives and team charge
• Project goals
• Project scope
• Deliverables
• Project organization
• Project plan
• Project management approach
• Team meeting ground rules
• Next step.

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Project Background

• Retirement of mainframe
• Maintenance Cost
• Evolving Business Needs
• Shared Financial Systems - SFS
• Eliminating legacy GL dependency
• Migrating Legacy Programs/Processes off Mainframe.

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APPO Project Objectives and Team Charge
To explore solution alternatives for migrating
legacy accounts payable programs/processes off
mainframe and to recommend a best accounts
payable migration alternative that is technically
attainable, financially cost-effective, and
functionally feasible and practical.
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APPO Project Objectives

• Technically Attainable
• Solutions should be built on technology that
  currently exists.
• Financially Cost-Effective
• Analyze and compare implementation costs and
  operational costs.
• Cost-benefit analysis to justify solution
  alternatives.
• Functionally Feasible and Practical
• Chosen technology and solutions should be able to
  meet majority of business requirements.
• Solutions should be able to simplify processes,
  reduce manual touches and reduce current
  processing cycle time.

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Project Goals

• Team training of procurement and payable
  processes.
• Identify legacy AP process improvement
  opportunities.
• Identify potential technology software.
• Perform software gap analysis.
• Identify possible alternatives for legacy AP
  processes.
• Analyze alternatives (technical, functional and
  financial).
• Solution recommendations.

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Project Scope Business Scope

• Major Processes In Scope
• Encumbrance
• Direct charge
• PO invoice payment cycle
• Pre-Audit
• Post-Audit
• Check printing payment distribution
• File maintenance and storage.
• Processes Out of Scope (To be addressed in
  projects separate from APPO Phase I)
• Procard transactions
• SWAP?
• Property Control?
• Electronic internal billings within campus
• Inter campus billings
• MDS.

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Project Scope System Scope

• Legacy Programs In Scope
• EPRQ
• VPAM
• INQV
• INQC
• INQR
• GENR
• 1099 payments.
• Legacy Programs Out of Scope (To be addressed in
  projects separate from APPO Phase I)
• File Interface with Accrual Accounting Systems
• Tax-related reporting.

• QFO2
• INQP
• ADDI

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Project Deliverables

• Charter (scope, plan, risk assessment,
  communication plan, project schedules, etc.)
• Current process model and baseline
• Future process model and desired measurements
• Software gap analysis report
• Final project report and recommendation to the
  management.

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Project OrganizationProject Team
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Project Organization
SFS Steering Committee John Torphy Don
Minor Nancy Wilkinson Pennie Maclean Diane
Mann Al Benzschawel
SFS Strategic Planning Committee Bob Dye Jim
Knickmeyer Ken Mount Diane Barrett Colleen
Kerl Jan Richardson Donna Halleran Paul
Jelle Pennie Maclean Maggie Roth Mike Hardiman Al
Benzschawel Larry Wold Cathy Holmes
APPO Team Procurement Accounts Payable SFS
Team Campus Representatives
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Project Team ResponsibilitiesTeam Members

• Serve as functional expert in responsible process
  areas and share expert knowledge with the team.
• Participate in team meetings discussions.
• Learn from other functional experts on the team
  to gain an understanding of APPO processes.
• Gather and share process related data for the
  project.
• Apply functional expertise and judgment in the
  development of project deliverables.
• Participate in the development of project
  deliverables.

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Project Team ResponsibilitiesStrategic Planning
Committee

• Authorize and approve APPO project.
• Define project objectives and team charge.
• Allocate and approve project resources.
• Approve project deliverables.
• Resolve project related issues.

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Project Team ResponsibilitiesSteering Committee

• Authorize and approve APPO project.
• Approve project objectives and team charge.
• Approve project budget.
• Approve project deliverables.
• Resolve project related issues.

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Project Plan
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Project Management ApproachScope Management
Process

• Project team recommendation of scope change with
  justifications.
• Scope change request should be made to SPC for
  approval.
• Significant scope change should also be made to
  Steering Committee for approval.

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Project Management Approach Issue Management

• Document issues that can have significant impact
  on the project or that require further
  clarification or investigation.
• Prioritize issues.
• Assign issues to related functional team members
  for investigation and issue resolution.
• Track documented issue status.
• Issue status Accepted, rejected or resolved.

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Project Management Approach Communication Plan

• Status report to SPC at each milestone.
• Regular project briefings with the management
  team representatives.
• Issues meeting Periodic review of issue log by
  the team.
• Steering Committee report Summarized final
  project report from the team.
• Regular status report on SFS website.

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Ground Rules for Team Meeting

• One person speaks at a time.
• Do not interrupt while someone is speaking.
• Give other people the opportunity to speak.
• Think what you are going to say and say it
  clearly.
• No side conversations.
• Focus on issues and opinions, not the person with
  opinions.
• Show respect and courtesy to each other.
• Do not blame or make negative comments about
  other people.
• No one person makes decision. All ideas and
  decisions belong to the team.
• Dont be afraid to ask for clarification.
• Start and stop meetings on time.
• Make every possible effort to attend team
  meetings.
• Check in during team meeting for the next
  meeting.
• Take responsibility to catch up with missed
  meetings.

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Next Step

• Schedule team meetings biweekly
• Develop Charter Hua
• Team approval of Charter
• SFS SPC approval of Charter
• Team training on business processes procurement.