florida school financial officers association fsfoa june ......• an enterprise resource planning...
TRANSCRIPT
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PeopleSoft Project
Florida School Financial Officers AssociationFSFOA June 2017 Conference
IT- Change Management
Presented by:Sandra Ford, MS, SNS
Chief Operations OfficerManatee County School District
Bradenton, Fl
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PeopleSoft Project
“It may be hard for an egg to turn into a bird: it would be a jolly sight harder for it to learn to fly while remaining an egg.”- C. S. Lewis
Change Quotation
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PeopleSoft Project
• Overview of Project• Structure of Project Management• Change Management• Training/Retraining Management• Challenges• Questions
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PeopleSoft Project
“To design and successfully implement a robust business platform that supports user-
friendly, automated and accurate business processes, services and reporting, and
reduces operational costs so that District resources can be
invested back in the classroom”
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ERP Replacement Program: Vision
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PeopleSoft Project
ERP Replacement Program: Goals
• Collect, analyze, and report timely and reliable data• Eliminate duplicate data entry • Access data when needed• Streamline and improve recruiting and hiring processes• Eliminate paper based processes• Automate manual processes• Enhance productivity• Accurately forecast, budget, and report on financials to the
State and the Federal Government• Facilitate strategic thinking
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PeopleSoft Project
• An Enterprise Resource Planning (ERP) system integrates all departments and functions across the district onto a single, integrated software program.
• The goal of using an enterprise resource planning system is to provide one central repository for all information that is shared by all departments to improve the flow of data across the organization.
ERP Overview
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PeopleSoft Project
ERP Replacement Program: Overview
CampusSolutions
Taleo Upgrade
FSCM:Financials
and Supply Chain
Management
HCM:Human Capital
Management
PeopleSoft
Manatee Technical College (MTC) project to integrate
Student Financials with District and replace MTC’s Student
Information System
3 projects make up the Enterprise Resource Planning (“ERP”) Replacement Program:
Taleo optimization project to streamline hiring and
onboardingDistrict-wide project to replace
Business and Web Apps
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PeopleSoft Project
Program Overview
• 3 projects make up the ERP Replacement Program:
PeopleSoft
District-wide project to replace JDE
Includes:• District Financials• School-Based Internal
Accounts• Human Resources• ePortal Replacement• Payroll / Timesheets• Employee Self Service• Purchasing• Warehouse /
Inventory / Assets…
Taleo Optimization
To streamline hiring & onboarding
Includes:• ACE questions to
sort/rank applicants• Simpler application
process for applicants
Campus Solutions
To integrate MTC student financials with
SDMC
Includes:• Financial Aid• Student Financials• Campus Community• Admissions• Academic Advising• Student Records
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PeopleSoft Project
ERP Program Timelines
• Three projects are underway, with varying Go-Live dates:Ja
n 17
Feb
17
Mar
17
Apr 1
7
May
17
Jun
17
Jul 1
7
Aug
17
Sep
17
Oct
17
Nov
17
Dec
17
Jan
18
Feb
18
Mar
18
PeopleSoft
Taleo*
Campus Solutions
Phase 1 Phase 2
2/1/2018
4/1/2018
2/1/20184/1/2017
*Taleo Optimization will occur in 2 phases:• Phase 1 Go Live: 4/1/2017
• Adding ACE questions• Phase 2 Go Live: 2/1/2018
• Integrating to PeopleSoft
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PeopleSoft Project
PeopleSoft Project Timeline2016 2017 2018
Mar/Apr May/Jun Jul/Aug Sep/Oct Nov/Dec Jan/Feb Mar/Apr May/Jun Jul/Aug Sep/Oct Nov/Dec Jan Feb Project Kick Off
Fit Gap Sessions
Design and Configuration
Development – Interfaces/Customizations/Reports
Develop End User Training Content
Data Conversion / Plan & Convert
Testing
End User Training
Cutover
Go Live
Post Prod. Supt.
Change Management Activities
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PeopleSoft Project
Program Governance – SDMC
School Board Superintendent
Program Sponsor
ERP Program Team (See next slide)
Subject Matter Experts Change Agents Site Communication Leads
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PeopleSoft Project
ERP Program Organization Chart
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Business Systems Director
Business Analyst Manager
Business Analyst
• Purchasing• Travel & Expense• eSupplier• Accounts Payable• Cash Mgmt.
Business Analyst
• General Ledger• Commitment
Control• Project Costing• Grants
Business Analyst
• Inventory • Mobile Inventory• Maintenance• Assets
Business Analyst
• HR• Benefits• Taleo optimization • Ben Admin (long
term)
Business Analyst
• Payroll• T&L• Absence Mgmt.
Deputy Superintendent Operations / ERP Program Sponsor
Campus Solutions Project Manager
COO / ERP Program Change Lead
Business Analyst
• Billing • Accounts
Receivable
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PeopleSoft Project
Organizational Change ManagementLeadership and Stakeholder Engagement• Create a change agent network• Develop change leadership skills
and commitment• Promote stakeholder involvement• Help end users to “get ready” for
the implementation
Communications• Create targeted messaging, based
on change impacts• Reduce resistance by facilitating
communications with end users and the project team
• Create ownership for the success of the ERP Replacement Program
Organizational Alignment• Assess organizational change
readiness• Align roles and responsibilities• Pinpoint areas with change
resistance• Identify change impacts
Training• Provide role-based end user
training• Develop training materials• Manage knowledge transfer for
key project resources
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PeopleSoft Project
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Change Management in a NutshellEmployees are more willing to accept change when they:• Understand what is changing
and how they are impacted• Understand the context and
necessity for change• Are provided the necessary
information, tools, and/or skills to do their jobs effectively
• Receive clear and consistent project information
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PeopleSoft Project
Change ManagementChange Management includes the work required to prepare the people and the organization for changes resulting from the PeopleSoft implementation.
Key Objectives• Build effective change sponsorship from the top• Align change management activities with the project vision• Involve relevant stakeholders early and throughout the change process• Communicate key messages and ideas at the right time, to the right
audience, and at the right level of detail• Prepare the organization and users to use the new processes and
applications proficiently in their daily activities• Evaluate Change Readiness for risk mitigation and success measurement • Reduce disruption pre and post go-live
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Change Agents help with the activities outlined in green.
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PeopleSoft Project
Cascading CommunicationsChange Team
PeopleSoft Project
Create communications, aligned with key program milestones, using effective vehicles.
Collect feedback and address concerns.
SponsorshipNetwork of Leaders and
Change Agents
Discuss key changes with employees, based on the materials created by the change team.
Gather feedback from colleagues to assess change readiness.
EmployeesPeople Impacted by Upcoming Changes
Are employees throughout an organization, in different departments and at different levels, that receive consistent messaging from managers and change agents.
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PeopleSoft Project
Objectives• Create a “personalized”
communications channel for employees.
• Provide feedback to the project team.
• Help move employees along the commitment curve.
• Reduce employee resistance.
Change Agent NetworkThe Change Agent Network includes employees from across the district –Change Agents – that share information and solicit participation in communications and employee engagement activities as part of the PeopleSoft Project.
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PeopleSoft Project
Engagement: Change Network
Employees
Communicate Key Messages
Discuss Key Messages with Peers
Ask Questions and Provide Feedback
Share Relevant Feedback and Questions
Change NetworkOCM Team
• The Change Network supports communications to SDMC employees.• Change Agents and Site Communications Leads help to:
– Inform, educate, and engage SDMC staff– Create general awareness, understanding, and ownership of the ERP Replacement
Program– Develop a communications loop between operations, schools, and the ERP Replacement
Program Team
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PeopleSoft Project
Implementation Timeline
Degr
ee o
f Com
mitm
ent
AWARENESS
UNDERSTANDING
COMMITMENT
ACCEPTANCE
Change Commitment Curve: OverviewThe Commitment Curve depicts typical stages of organizational change. The Change Management Strategy is designed to help monitor and facilitate the appropriate movement of affected employees through the Commitment Curve.
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Note: The Unaware level is not displayed on the diagram, but is the beginning phase and is characterized by the stakeholder having little or no knowledge of the project.
Program Leadership, SMEs, and Change Agents move up the Commitment Curve before the broader employee/end user group to help drivethe change effort and bring users to desired levels.
Program Leadership and Senior Stakeholders Change Agents Employees and End Users
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PeopleSoft Project
Change Readiness AssessmentThe Change Readiness Assessment will be used to assess the organization’s readiness for change.
The analysis of the responses will provide:• Information about the district’s change history and current aptitude for change• Potential barriers to a successful change implementation• An ongoing assessment method to monitor and react to people’s readiness for change
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Design Survey Deploy Survey Analyze Results Assessment Report
• Distribute the survey
• Allow 2 weeks to complete with a reminder 1 week after the initial distribution
• Report Change Readiness Assessment results to Change Agents, SMEs, and Leadership
• Identify the target audience
• Determine demographics and focus areas
• Develop questions for the assessment
• Identify change management opportunities and challenges
• Modify the change management strategy and communication plan as needed
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PeopleSoft Project
• The project SharePoint site will store project communications materials, including: fact sheets, program briefings, and Frequently Asked Questions (FAQs).
Project SharePoint Site
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PeopleSoft Project
Objectives• Create a “personalized”
communication channel to support change throughout the organization.
• Directly influence stakeholders and teams in the field.
• Allow the project team to better penetrate the organization and reach areas of need or concern.
• Build momentum along the commitment curve through clear and consistent expectations.
• Create a strong line of communication back to the program team to assess progress, issues, and risks.
Benefits• Provide positive role models,
committed to the change effort.• Provide an employee perspective
on the change effort.• Maximize movement along the
commitment curve by providing readiness and acceptance input.
• Reduce resistance through active leadership and employee involvement.
• Enable a faster, better, and smarter implementation of changes.
• Increase effectiveness of messages through respected peer delivery.
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Change Agent Network
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PeopleSoft Project
Change Impact Assessment: DefinedA Change Impact Assessment:• Mitigates risks associated with moving to a new system environment by identifying
major areas of change• Assesses the magnitude and complexity of required changes• Creates an understanding of organizational impacts for planning and effectively
managing change• Develops information that may be used for:
• Training• Technology• Communications• Change Management• Security and Controls
• Clarifies what is NOT changing
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PeopleSoft Project
Impact of Change: ProcessA Change Impact Assessment is typically conducted in four steps:
Wo
rksh
ops
and
Int
ervi
ews
Thro
ugh
ou
t Gather key process changes• Understand the key differences between “as-is” and “to-
be”
• Work with the functional teams to outline key changes
Document changes with associated impacts
• Identify impacts to organizational structure, roles, processes, skills, behaviors, and supporting technology
Assess magnitude and complexity of changes
• Rate each change as high, medium, or low impact
• Calculate ratings based on level of impact to the organizational structure or to employees’ work processes, job content, tools, skills, knowledge, and workload
Develop change impact documents
• Outline key changes and impacts
• Use as input into action plans and change management activities
• Provide employees with an understanding of changes
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PeopleSoft Project
ERP Training Goal
Enable end users to perform their job tasks effectively
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PeopleSoft Project
• Provide training to all employees
• Blend training delivery methods– Online/Web-based– Classroom/Instructor led
• Just in time
ERP Training Overview
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PeopleSoft Project
• Training “to-be” Manatee County Processes
• Step by Step• Hands on Activities• Role based
ERP Training Overview
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PeopleSoft Project
Challenges
• Staff Time• Budget• Change Management• Process Improvement• Decision Making Paralysis• False Starts• Staff Turnover and Reassignment
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PeopleSoft Project
Questions and Answers
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