Iftikhar Nadeem

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Project Raed An Update for the University
Community

• Iftikhar Nadeem
• Raed Project Manager
• December 6, 2006

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A copy of this presentation will be available on

• www.kfupm.edu.sa/erp

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AGENDA

• Goals of the Project
• Benefits of the ERP Systems
• ERP Systems at KFUPM
• Student Systems
• Business Systems
• Awareness and Training Programs
• Preparation for GO-LIVE
• Portal Demonstration
• QA

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Whats Raed?

• It is an Arabic word, which means pioneer.
  Originally, the word means somebody who leads his
  people in the desert to foresee the grass and
  places of rain, in order to help his people to
  revive their life. There is a saying in Arabic
  which emphasizes the importance of this person to
  be reliable (says the truth). For our ERP
  project, we hope that it would be a pioneer,
  visionary, and creative move in bringing a
  positive change which will improve the efficiency
  and effectiveness of KFUPM processes. In
  addition, through its integrated applications, it
  would provide accurate and reliable data and
  information to all users.

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Mission of the Project

• To improve, enable, and integrate academic and
  administrative processes of the University

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Vision of the 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 Project

• Improve effectiveness and efficiency of academic
  and administrative processes
• Improve support for decision making
• Enhance availability and access to timely and
  reliable information
• Enhance professional capabilities of human
  resources
• Improve quality of services for all stakeholders
• Enhance accountability of personnel, and
  integrity of processes and information

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Whats an ERP System?
Set of application software that brings
financial, distribution, manufacturing, and other
business functions into balance. It extends
horizontally across the companys business
functions and vertically throughout the companys
supply chain.
Source Gartner
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Strategic Benefits

• Alignment with University strategy
• Improved responsiveness
• Enhanced organizational flexibility
• Improved decision-making capabilities
• Support for IS Governance
• Human Capital Improvement
• Improved accountability and transparency

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Operational Benefits

• Leveraging of global leading practices
• Higher efficiency and productivity
• Improved cycle time / accuracy
• Integration
• Visibility of process
• Improved data quality

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Technical Benefits

• 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

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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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Functional Scope of Work

• Academics Modules
• Admission registration
• Student affairs
• 2.1 Student Housing
• 2.2 Student Services
• 2.3 Coop Summer Training
• 2.5 Counseling Advising
• 2.6 Student Fund
• 2.7 Alumni Services
• Applied Research
• Scientific Research
• Graduate Studies
• IT Modules
• Document management system
• University portal
• Business intelligence

• Administrative Modules
• General ledger
• Accounts payables
• Accounts receivables
• Cash management
• Fixed assets
• Costing budgeting
• Inventory management
• Warehouse management
• Purchasing
• Project accounting
• Maintenance management
• Faculty Affairs
• Staff Affairs
• Payroll
• FP Services

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Work Breakdown Structure
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Organization of the Project
Leadership Team
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Project Raed
Business Systems Project
Student Systems Project
Business Intelligence Project
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Business Intelligence Strategy

• Establish a Business Intelligence Competency
  Center
• Select specialized tools and systems for the
  following
• Data Extraction, Profiling, Cleansing, Quality,
  Transformation and Loading, Warehousing and
  Marting
• Ad-hoc reporting and analysis
• Enterprise Performance Reporting
• Data and Text Mining
• Statistical and Advanced Analyses
• Develop a strong ownership for the BI program
  through awareness, training and incentives
• Implement the Systems in phases
• Phase I Research, HR, and Finance, Selected
  Services
• Phase II Student and Faculty, Others.

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Business Intelligence Architecture
M E T A D A T A
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Student Systems

• Admissions
• Graduate Studies
• Registration
• Student Housing
• Student Services Activities
• Coop Summer Training
• Counseling Advising
• Student Fund
• Alumni Services

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Business Systems

• Finance
• Faculty Personnel Affairs
• Applied Research
• Scientific Research
• Projects
• Purchasing
• Storehouse
• Maintenance

• Book Department
• Administrative Affairs
• Safety Security
• Food Services
• Public Relations Information
• Housing Office Services

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Finance

• Single Chart of Accounts
• Hierarchical Cost Center for better reporting
• Accrual basis of Accounting facilitating
• Reflection of the true financial status of the
  organization
• Better control over Receivables and Payables
• MOF reporting to continue on Cash Basis
• Real time budget checking
• Better tracking of Fixed Assets and its
  depreciation
• Improved visibility of the inventory on hand
• Journal approvals automated through the system

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Faculty Personnel Affairs

• E-Recruitment
• HOD self-services
• Employee self-services
• Business trips
• Vacation ticket requests
• Scholarship requests
• Request for training programs
• Summer work for faculty
• Committee meetings
• Overtime requests
• Online pay slips
• Online personal information update

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Faculty Personnel Affairs

• Online evaluations
• Faculty
• Staff
• Labor
• Maintenance of supervisory hierarchy
• Quick pay
• Integration between HR payroll processes
• Integration between payroll and finance

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Applied Research

• Create, Approve and Track Proposals
• Capture Cost Budget and Interface to General
  Ledger
• Online Travel, Per diem, Over time Payments
• Customer Invoicing and tracking outstanding
  invoices
• Project Management Work plan, Issues, Project
  Status
• Online Inquiry of Financial and Project Data
• Integration with HR, Purchasing and Finance

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Scientific Research

• Create, Approve and Track Proposals
• Integration with E-Review System
• Capture Detailed Cost Budget
• Online Travel, Per diem, Over time Payments
• Project Management Work plan, Issues, Project
  Status
• Online Inquiry of Financial and Project Data
• Integration with HR, Purchasing and Finance
• Online Conference and Trip Reports

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Projects

• Create, Approve and Track Proposals
• Capture Cost Budget
• Track contracts with vendors
• Project Management Work plan, Issues, Project
  Status
• Collect Construction-in-Progress Cost
• Online Inquiry of Financial and Project Data
• Integration with HR, Purchasing and Finance
• Capitalize Assets

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Scientific Research
Data and Process Integration with Human
Resource, Finance, Purchasing and e-Review
System Real time Data Inquiry based on the
Accrual Accounting System Project
Management features to track Work Plan, Issues,
Change Orders and Project Progress Reports
Reduction in Approval Cycles, due to Online
Approvals embedded Online Conference and
Trip Report Requests and Approval
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Projects

• Data and Process Integration with Human
  Resource,
• Finance and Purchasing
• Project Management features to track Work Plan,
  
• Submittals, Request for Inspection and
  Progress Reports
• Reduction in Approval Cycles, due to Online
  Approvals
• embedded
• Collect Construction in Progress Cost, Create
  Asset Lines
• and Interface to Fixed Assets
• Real time Data Inquiry

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Purchasing and Storehouse

• Online item inquiry and PR submission
• Centralized items management
• Online PR approval
• Quotation analysis and technical evaluation
• Maintenance of suppliers master
• Online approval of Purchase Order
• Online P.O. status inquiry
• Inspection and receiving of materials
• Integration with Finance

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Maintenance

• Online Work Request
• Asset Maintenance history
• Preventive Maintenance
• Detailed Spare Part List for each Asset
• Integration with Finance/Purchase/Stores
• Quick and Detailed Report
• Accurate reporting of maintenance cost

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Book Department

• Book approval process
• Procurement of books
• Integration with student systems
• Issuance of books
• Return of books

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Administrative Affairs

• Available Cars for U drive, RI Car, Bus
  Transportation
• Billing RI Car Rentals integrated with Finance
• Phone Inquiry Directory for Operators
• License renewal tracking for Car Section
• Tracking Copying of Academic papers
• Tracking Petrol expenses department wise

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Safety Security

• Maintenance of critical safety assets
• Recording and reporting of safety incidents
• Recording and reporting of security incidents
• Online request for car permits
• Issuance and maintenance of car stickers
• Integration with Payroll

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Food Services

• Online requests for food services
• Implementation of POS system
• Integration with Inventory and Finance

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Housing Office Services

• Housing processes
• Office services processes
• Landscaping processes

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Public Relations Information
Online Request for Appointment, Journalist,
Photographer Online confirmation and approval of
Requests Management of gifts and souvenirs
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Preparations for Go-LiveJanuary 6, 2007

• Awareness and End Users Training
• Posters, Brochures, Training Guides/Manuals
• Management Briefings
• Seminars
• Functional Users
• General End User Training
• Management End User Training
• Data Preparation and Migration
• Data collection and entry
• Data profiling and cleansing
• Preparation of data loading scripts
• Migration of data
• Production Environment
• Production servers for Oracle
• Production servers for Portal
• Load and Stress Testing
• PCs, Printers and Scanners

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Preparations for Go-LiveJanuary 6, 2007

• Cut-Over Plan
• Make production instance up on Dec. 10, 2006
• Update documents by Dec. 15, 2006
• Sync in production and test instances by Dec.
  15, 2006
• Complete end users training by Dec. 24, 2006
• Load opening balances on Jan. 02, 2006
• Contingency Plan
• All transaction to be recorded and entered once
  ready
• Redundancy in the hardware platform
• Selected legacy systems may be activated
• ERP Support Center
• Located in Bldg. 21
• Under PMT Supervision
• 7 AM 6 PM Support Service

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7x24 Service for Exit Re-Entry Visa