erp presentation
TRANSCRIPT
The ERP Project
Project Management TeamEnterprise Resource Planning Project
King Fahd University of Petroleum & Minerals
Dhahran 31261, Saudi Arabia
April 2005
A Presentation to Business Process Owners
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Agenda• Introduction of the Team• A Presentation on the ERP Project• Role of Business Process Owners• Project Charter• Project Plan• Establishing Goals & Objectives• Schedule of Meetings• Project Team Directory• Communication Plan• Project Office• Name the ERP Project• Next Meeting
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Outline
• ERP systems and their Benefits• Mission and Vision• Goals and Objectives• Statement of Work• Organization Structure• Assumptions and Constraints • Schedule• Estimated Cost• Quality Audit
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What’s an ERP System?
Set of application software that brings financial, distribution, manufacturing, and other business functions into balance. It extends horizontally across the company’s business functions and vertically throughout the company’s supply chain.
Source: Gartner
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Policies, Standards, Regulations, Laws, Knowledge, Triggering Events
Information Materials
Results Information Deliverables
Products
Human Resources, Tools, Equipment, ERP Systems, Facilities
GuidesProcess Step
Sub-Process Step
Inp
uts
Ou
tpu
ts
Enablers
Components of a Business Process (IGOE)
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• Key enabler of “best practice”• Catalyst to improve operational and process effectiveness• Framework for organizational transformation• Tool for extended integration• Facilitator for Information Systems’ governance• Helps in human capital advancement
ERP … Driving Economic Value
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Benefits of an ERP System
Benefits must go beyond repairing the current state to address the Benefits must go beyond repairing the current state to address the future needs of the organization across several dimensions.future needs of the organization across several dimensions.
Strategic
Operational
Technical
Financial
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• Alignment with business strategy
• Improved responsiveness
• Enhanced organizational flexibility
• Improved decision-making capabilities
• Support for “IS Governance”
Strategic Benefits
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• Leveraging of global leading practices• Increase in capacity / utilization• Improved cycle time / accuracy • Integration• Visibility of process
Operational Benefits
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• Leverage international “leading practices” instead of “reinventing the wheel”
• Integrated package forces a process focus approach to implementation
• Globally maintained “integrated package” reduces cost, effort and skills required to maintain/enhance systems.
• Centralised application security• Less ‘programming’ – more ‘customisation’
Technical Benefits
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Financial Benefits
• Savings in inventories, personnel, total logistics costs, procurement costs, etc
• Reduced assets deployed• Reduced staff costs• Improved cash flow • Increased stakeholders value
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ERP Solutions for Higher Education & Research
• Oracle
• PeopleSoft
• SAP
• SunGard SCT
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ERP Users in the Middle East • Gulf University of Science & Technology, Kuwait• American University of Kuwait• American University of Beirut• Lebanese American University (LAU)• American University Cairo• Effat College, Jeddah• American University of Sharjah• Higher Colleges of Technology, Dubai• UAE University• Zayed University, Dubai• King Faisal University has started the implementationKing Faisal University has started the implementation
Mission of the ERP Project
To improve, enable, and integrate academic and administrative processes of the University
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Vision of the ERP Project
To adopt and sustain the best information technology enabled business processes in order to support the most productive environment for learning, innovation, and research
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Goals of the ERP Project
1. Improve effectiveness and efficiency of academic and administrative processes
2. Improve support for decision making
3. Enhance availability and access to timely and reliable information
4. Enhance professional capabilities of human resources
5. Improve quality of services for all stakeholders
6. Enhance accountability of personnel, and integrity of processes and information
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Goal: Improve effectiveness and efficiency of academic and administrative processes
Select, enhance and implement an ERP system that meets all documented functional requirements to complete all transactions
Integrate functional systems Provide easy to use interfaces in both Arabic and English Provide training to end users Reduce transactional cost Reduce cycle time of transactions
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Goal: Improve support for decision making
Develop user-defined reports Implement a performance management system
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Goal: Enhance availability and access to timely and reliable information
Provide access to all users from anywhere at any time Maintain a single source of data Implement ISO 17799 standard for information security
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Goal: Enhance professional capabilities of human resources
Adopt ERP-enabled business processes Identify and conduct training programs
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Goal: Improve quality of service for all stakeholders
Deploy online self-services Deploy user support system
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Goal: Enhance accountability of personnel, and integrity of processes and information
Automate controls and reconciliation points Improve transparency and traceability of
transactions
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Critical Success Factors
Ownership, commitment and involvement of the top management
Awareness, capability and motivation at all levels among all stakeholders
An effective change management strategy and plan Necessary infrastructure for effective implementation
of the systems Minimum customization of the selected ERP system Good planning, and then rapid implementation, to
keep up the momentum Motivation and training of end-users
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Functional Scope of Work
Academics Modules1. Admission & registration
2. Student affairs
3. Research management
IT Modules1. Document management system
2. University portal
3. Business intelligence
Administrative Modules1. General ledger2. Accounts payables3. Accounts receivables4. Cash management5. Fixed assets6. Costing & budgeting
7. Inventory management8. Warehouse management9. Purchasing
10.Project accounting11.Maintenance management
12.Personnel administration13.Payroll14.Training
15.Support services– Office and Housing Services– Medical Services– Food Services– Safety and Security Services– Transportation Services– Book Store
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Work Breakdown Structure
ERP Implementor
Software
Support
Business Process
ERP SystemImplementation
The ERP Project
Develop RFP
Review Systems
Select ERP System
Sign Contract
Receive Software
Renew Support
Identify Processes
Document Processes
Renew Processes
Develop RFP
Review Proposals
Select Implementer
Sign Contract
Hardware
Setup Project Office
Upgrade Hardware
Operation & Maintenace
Setup Procedures
Upgrade HelpDesk
Provide Support
Development
Data Migration
Configuration
Testing
Training
Documentation
Document Processes Prepare End-User Documentation
Conduct Level I Training Conduct Level II Training Conduct Level III Training Conduct End-User Training
Conduct Business Process Training
Configure system
Prepare prototype
Determine Requirements
Prepare Design
Build Prototype
Determine Data Requirements
Prepare Data
Upload/Enter Data
Perform Unit Tests Perform Integration Tests Perform Stress Test
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Organization of the ERP Project
Executive Steering Committee
Project Management Team
Implementation Group 1
Implementation Group 2
Implementation Group n
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Executive Steering Committee1. H.E. the Rector (Chair)2. Vice Rector, Graduate Studies & Scientific Research3. Vice Rector for Academic Affairs4. Supervisor, Information & Communication Technology5. Supervisor, Technical Affairs6. Supervisor, Financial & Administrative Affairs7. Dean, Faculty & Personnel Affairs8. Dean, Student Affairs9. Dean, Admissions & Registration10. Dean, College of Computer Sciences & Engineering11. Director, Information Technology Center
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Project Management Team
1. Supervisor, Financial & Administrative Affairs (Chair)2. Director, Information Technology Center (Deputy Chair)3. Advisor, Information Strategy (Member)4. Manager, Computing Services, ITC (Member)
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Implementation Groups
1. Business Process Owner (Chair)
2. Key User(s)
3. Application Developer (sharing)
4. Functional Consultant
5. Technical Consultant (sharing)
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Assumptions & Constraints Availability of all business process owners and users for
completing assigned project tasks Solicit technical resources from within the University as and
when possible No new major hardware will be required to install the
selected ERP system Training and other incentives will be provided to project
teams and users to enhance their capabilities and level of motivation
Quality is first priority though project should be completed in 2 years with minimum cost
ERP system offering best value for users will be selected, though it could be costly and may require technical compromises
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Tentative ScheduleMajor Tasks123456789101112131415161718192021222324
Document processes
Issue RFP for ERP system
Select ERP system(s)
Prepare infrastructure
Issue RFP for ERP implementer
Select ERP implementer
Setup project environment
Prepare business blueprint
Configure & customize
Prepare & migrate data
Train and test
Perform quality assurance
Cut-over and go-live
Support users
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Proposed Milestone Chart
Project Start Date: 12 March 2005
Project Go-Live: 01 January 2007
Project End Date: 30 April 2007
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Appointment of External Quality Auditor
Objective:To have an independent review of quality of project management as well as implementation of the ERP system
Scope of Work:To prepare and implement a quality management plan that includes quality audits at predetermined stages/points in the project life cycle. The auditor shall plan an audit and submit a report at the end of the audit.
Duration:The work will be carried out throughout the project life cycle. However, on site audits will comprise of 10-12 days
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Agenda• Introduction of the Team• A Presentation on the ERP Project• Role of Business Process Owners• Project Charter• Project Plan• Establishing Goals & Objectives• Schedule of Meetings• Project Team Directory• Communication Plan• Project Office• Name the ERP Project• Next Meeting
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Business Process Owner
Leads team of users, developers and consultants Coordinates with the Project Management Team Recommends relevant module of ERP system to be
selected after evaluation of all short-listed systems Responsible for documentation, renewals and signing-off
the business processes in his domain Tests and validates the system prior to its acceptance Assumes responsibility of achieving goals and objectives
of the ERP project in his domain
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Project Charter Mission Vision Goals and Objectives Project Organization Statement of Work Quality Assumptions and Constraints Duration Cost Performance Reporting
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Project Plan
– Scope Management Plan– Schedule Management Plant – Budget– Human Resources Plan– Communication Management Plan– Quality Management Plan– Procurement Plan– Risk Management Plan – Integrated Project Plan– Measuring & Controlling Project Performance
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Establishing Goals & Objectives for the Project in your Functional Area
– What is a Goal?– SMART Goals
S: Specific
M: Measurable
A: Action-Oriented / Attainable
R: Realistic
T: Timely– Number of Goals (5-7)– What is an Objective?
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Schedule of Meetings
– Weekly meetings for 1-2 hours– Structured Meetings will be held– Minutes of the Meetings will be prepared– Copy to all relevant members of the Project Team
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Project Team Directory
– Name– Position– Department– Telephone– Fax – Mobile– E-Mail
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Communication Plan
– Organization of the Project– Meetings– Awareness sessions– E-Mail– Project Newsletter– Project web site– Publications of the Public Relations Dept.
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Project Office
Moving tothis locationBy the end ofOctober 2005
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Name the ERP Project
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Next Meeting
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Thank You