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Project Workplan

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As defined in the University of Florida's System Requirements and ... Business intelligence (a/k/a analytics, data warehouses) used for analysis. April 17, 2002 ... – PowerPoint PPT presentation

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Title: Project Workplan


1
Project Workplan
University of Florida's
  • 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

3
University of Florida's System Foundation
  • Standard user interface ERP system's web portal
  • UFs self service transactions and financial
    transactions processed by ERP system (see page 7)
  • Master databases maintained by ERP system
  • Number schema ERP systems numbering schema
  • UFs data dictionary ERP systems data
    dictionary

4
Self Service Transactions, Financial Transactions
and Workflow
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

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

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

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

9
ERP System Maintenance Responsibilities
  • Users are responsible for
  • Maintaining functionality using the configuration
    tool set

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

11
IT Infrastructure Responsibilities
  • IT is responsible for
  • Acquiring, implementing, and maintaining the
    Network IT infrastructure
  • Outsourcing IT infrastructure responsibilities

12
Consortium's IT Infrastructure Strategies
  • University of Florida to continue to support the
    NERDC

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

14
Adopt Process Flows to Improve Processes
  • Management processes
  • University Management
  • Value Chain Management
  • Relationship Management
  • Resource Management

15
Project Workplan
  • Critical Path and Milestone Dates
  • Consortiums Locations
  • Phasing Strategy
  • Implementation Team Training Strategy
  • User Training Strategy
  • Other Implementation Strategies

16
Critical Path and Milestone Dates - Selection
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

18
Critical Path and Milestone Dates - Contracts
19
Critical Path and Milestone Dates - Stabilize
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
    consortiums foundation configuration
  • November 8 January 17, 2003, middle 8 weeks of
    consortiums foundation configuration (2 weeks
    off for Christmas and New Year)
  • January 20 March 14, 2003, last 8 weeks of
    consortiums foundation configuration

21
User Training Strategy
  • University of Floridas 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

22
University of Floridas Teams
  • Vision Team and Responsibilities
  • Project Manager and Responsibilities
  • Evaluation Team and Responsibilities
  • Negotiation Team and Responsibilities
  • Implementation Teams and Responsibilities

23
University of Florida's Vision Team
  • 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

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

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

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

27
University of Floridas 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

28
University of Floridas 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

29
University of Floridas Implementation Teams
30
University of Floridas Implementation Teams
31
University of Floridas Implementation Teams
32
Implementation Teams' Scope
33
Implementation Teams' Scope
34
Implementation Teams' Scope
35
Implementation Teams' Scope
36
Implementation Teams' Scope
37
Implementation Team Leader Responsibilities
  • Managing their team
  • Defining requirements and completing scripted
    demonstrations
  • Completing the conference room pilot
    implementation and due diligence

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

39
Questions?
Questions?
40
Project Overview Human Resource Management
Team Rita Cowan and Bob Willits Team 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
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
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
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
44
45
Human Resource Management Subjects
  • Position Control Process
  • Position Requisition Process
  • Applicant Tracking Process
  • Human Resource Data Management Process
  • Human Resource Development

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
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
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
48
49
Position Requisitions Process
  • Self service position requisitions to create or
    fill a position
  • Tracking and reporting status of requisitions

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
50
51
Human Resource Data Management Process
  • Views of data to support administrative
    decision-making analysis
  • Ability to do reporting/analysis
  • FMLA
  • ADA
  • Workers or unemployment compensation
  • Employee attendance
  • Turnover

April 17, 2002
51
52
Human Resource Data Management Process
  • Ability to track leave types for salaried and OPS
    employees
  • Employee self service for review of personal data
  • Automated exit process
  • Reports for EEO-6, IPEDS, Vets 100

April 17, 2002
52
53
Human Resource Development
  • Evaluation process
  • Tracking of education and training

April 17, 2002
53
54
Tenure, Promotion and Faculty Data
  • Reporting on tenure and non-tenure track faculty
  • Sabbatical data
  • Reporting on crucial faculty dates

April 17, 2002
54
55
Visa Status Information
  • Review of treaty conditions and substantial
    presence tests for non-resident aliens
  • Tracking of I-9 data

April 17, 2002
55
56
Benefit Enrollment and Administration
  • On-line status report of total benefits and
    compensation by employee, department or college
  • Ability to handle missed premium payments
  • Ability to display an individuals eligibility
    and enrollment and value of coverage

April 17, 2002
56
57
Retirement
  • Notification of retirement eligibility
  • Reporting of current employee/retiree information
    relating to insurance, retirement and tax
    deferred income

April 17, 2002
57
58
Miscellaneous Information
  • Contacts
  • Bob Willits bob-willits_at_ufl.edu
  • 392-1075
  • Rita Cowan rcowan_at_ufl.edu
  • 392-5305
  • Website
  • www.admin.ufl.edu/committees/erp

April 17, 2002
58
59
Questions?
Questions?
60
Payroll Team Objectives
61
Payroll Teams Objectives-People Improvements
  • Learn the process flow mindset of employee to
    paycheck
  • Learn the configuration skill sets for
    maintaining the payroll system
  • Learn the skill sets for using the payroll system

62
Payroll Teams Objectives-People Improvements
  • Transfer user skill sets to the user training
    team
  • Improve cross-functional collaboration across the
    employee to paycheck business units
  • Bottom-up change management and commitment to the
    objectives

63
Payroll Teams Objectives-Process Improvements
  • Automate employee to paycheck process flow
  • Standardize and simplify all processes in the
    employee to paycheck process flow
  • Eliminate processing of payroll transactions by
    the payroll business unit

64
Payroll Teams Objectives-Module
  • Time and Attendance
  • Faculty and Staff Time and Effort
  • Travel Reporting and Authorization
  • Payroll Gross and Gross to Net
  • External tax reports for employees, students and
    others

65
Time and Attendance and Effort Reporting Process
and Module
  • Process Improvements
  • Payroll business unit transfers all time
    reporting to employees and their managers
  • Integrates time and effort reporting for
  • Payroll
  • Leave account
  • Projects
  • Assigned duties and work orders


66
Time and Attendance and Effort Reporting Process
and Module
  • Management Information Requirement Plan
  • Course planning of Instructor requirements and
    instructor availability
  • Project planning of team requirements and team
    availability
  • Work order planning and worker requirements and
    worker availability

67

Time and Attendance and Effort Reporting Process
and Module
  • Analyze
  • Faculty effort
  • Annual expenditure analysis
  • Compensated absences
  • Overtime and reason codes
  • Leave usage
  • Provides the ability to retain detail historical
    data of all activity

68
Time and Attendance and Effort Reporting Process
and Module
  • Compliance Reporting Requirements
  • Collects and retains information for FLSA
    Compliance
  • Supports the federal Family Medical Leave Act
    guidelines
  • FBOE data files
  • Federal faculty reporting

69
Travel Reporting Process and Module
  • Process Improvements
  • Self service and workflow
  • Manage travel budget and approvals using workflow

70
Travel Reporting Process and Module
  • Management Information Requirements Plan
  • Travel budgets to the lowest unit
  • Analyze
  • Travel by various categories
  • In state and out of state
  • Foreign

71
Travel Reporting Process and Module
  • Compliance Reporting Requirements
  • Accountable plan rules under IRC
  • State rules in accordance with Florida Statutes

72
Travel Reporting Process and Module
  • Planning Models
  • Forecasting payroll costs
  • Gross up
  • Withholding W4
  • Business Intelligence
  • Time and attendance
  • Travel
  • Payroll cost

73
Payroll Gross and Gross to Net Process and Module
  • Process Improvements
  • Local control
  • 403(b) 457 and other tax exempt IRC limit
    computations
  • Management Information Requirements
  • Plan
  • Provides a method to verify payments prior to
    final payroll processing
  • Projection of next payroll cash requirements

74
Tool Set
  • Self Service
  • Time and attendance
  • Effort reporting
  • Travel reporting
  • Payroll certificates

75
Tool Set
  • Workflows
  • Travel approvals, provides for electronic
    approval of expenditure of funds by a responsible
    party.
  • Provides electronic approval of time entered
  • Provides e-mail of advices
  • Certifications

76
Tool Set
  • Imaging
  • Travel reimbursement receipts
  • Death certification
  • Salary reduction agreement for deferred
    compensation on leave payout
  • Court orders, garnishment, educational loans,
    child support
  • Jury duty acknowledgement
  • Military Orders
  • Provides the ability to maintain and retrieve an
    image of all data that was sent to the IRS

77
Questions?
Questions?
78
Project Workplan
University of Florida's
  • Vision Statement
  • Team Organization
  • April 17, 2002
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