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Slide1 : March 19, 2002 Draft University of Florida's Implementation Objectives


Measures of a Successful ERP System Implementation : Measures of a Successful ERP System Implementation Objectives to measure: People improvements Process improvements Modules IT innovations Workplans to measure on-time Budgets to measure within budget


Vision Team’s Objectives – People Improvements and Process Improvements : Vision Team’s Objectives – People Improvements and Process Improvements People improvements Reorganizations Changes in responsibilities Top down change management and commitment to the objectives Improve Administrative and Academic collaboration Process improvements Information processes, high level design Transaction processes, high level design, simplification and standards Numbers, schema, simplification and standards


Vision Team’s Objectives – Modules and IT Innovations : Vision Team’s Objectives – Modules and IT Innovations Modules All acquired ERP system modules IT innovations Advanced Planning Systems Business Intelligence Queries Self Service Workflow


University Management Team’s Objectives – People Improvements : University Management Team’s Objectives – People Improvements Learn the strategic mindset Learn the process flow mindset of strategic plans to objectives to budgets to execution to analyze execution to improve strategic planning, objectives and budgets Learn skillsets for using the configuration tool set to maintain the university management system Learn skillsets for using the university management system Transfer user skillsets to the user training team Improve cross-functional collaboration across the strategic planning, budgeting and financial reporting business units Bottom-up change management and commitment to the objectives


University Management Team’s Objectives – Process Improvements : University Management Team’s Objectives – Process Improvements University’s objectives are achieved and resources utilized are within budget Consistent on-plan and within budget information – eliminate shadow budget systems On-plan and within budget information is timely once a day Automate the university management process flow Standardize and simplify all processes in the university management process flow 1 day closing process Automate all accounting rules and all chart of accounts classifications


University Management Team’s Objectives – Modules : University Management Team’s Objectives – Modules Key performance indicators that quantify the university’s objectives Budgeting Business Units Budgets Position Budgets Capital Project Budgets Capital Property Acquisition Budgets Sponsored Programs Budgets Work Order Budgets Financial reporting General ledger (recording of all financial transactions in the general ledger at a summary level) Investments or portfolio management Chart of accounts and university numbering schema


University Management Team’s Objectives – IT Innovations : University Management Team’s Objectives – IT Innovations Spreadsheet as the Advanced Planning System modeling tool for strategic planning, budgeting, pro forma financials Business intelligence for on-plan analysis, budget analysis and financial analysis Queries to monitor on-plan and within budget Self service plan and budget submissions/revisions Automated workflow for plan and budget submissions/revisions Spreadsheet as form tool for budget preparation and journal entries


Student Relationship Team’s Objectives – People Improvements : Student Relationship Team’s Objectives – People Improvements Learn the process flow mindset of recruits to collections Learn the configuration skillsets for maintaining the student relationship management system Learn the skillsets for using the student relationship management system Transfer user skillsets to the user training team Improve cross-functional collaboration across the recruits to collections business units Bottom-up change management and commitment to the objectives


Student Relationship Team’s Objectives – Process Improvements : Student Relationship Team’s Objectives – Process Improvements Improve student relationships Consistent information to manage student relationships – eliminate shadow and stand alone systems Automate recruit to collections process flow Standardize and simplify all process in the recruit to collections process flow Eliminate redundant processing of student transactions Reduce the number of student transactions processed


Student Relationship Team’s Objectives – Modules : Student Relationship Team’s Objectives – Modules Recruiting Admissions Enrollment/Registration Financial Aid Billing Debt Payments and Collections Student Self Service Advising Student Records, Grades and Academic Progress Student Support Services Commencement/Degree Certification


Student Relationship Team’s Objectives – IT Innovations : Student Relationship Team’s Objectives – IT Innovations Business intelligence for declined/accepted offers, student admissions, student population, student turnover Queries for student information Self service modules Automated workflow for recruit to collections


Alumni and Friends Team – People Improvements : Alumni and Friends Team – People Improvements Learn the process flow mindset of prospect to collections Learn the configuration skillsets for maintaining the alumni and friends system Learn the skillsets for using the alumni and friend system Transfer user skillsets to the user training team Improve cross-functional collaboration across the prospects to collections business units Bottom-up change management and commitment to the objectives


Alumni and Friends Team – Process Improvements : Alumni and Friends Team – Process Improvements Increase donations for alumni and friends Improve alumni and friends relationships Consistent information to manage alumni and friends relationships – eliminate shadow and stand alone systems Automate prospect to collections process flow Standardize and simplify all process in the prospect to collections process flow Eliminate redundant processing of alumni and friend transactions Reduce the number of alumni and friend transactions processed


Alumni and Friends Team – Modules : Alumni and Friends Team – Modules Relationship Management Pledges Debt Payment and Collections


Alumni and Friends Team – IT Innovations : Alumni and Friends Team – IT Innovations Business intelligence for alumni and friend analysis Queries for alumni and friend information Self service modules Automated workflow for prospects to collections


Vendor Relationship Team’s Objectives – People Improvements : Vendor Relationship Team’s Objectives – People Improvements Learn the process flow mindset of requisitions to payments Learn the configuration skillsets for maintaining the vendor system Learn the skillsets for using the vendor system Transfer user skillsets to the user training team Improve cross-functional collaboration across the requisition to payment business units Bottom-up change management and commitment to the objectives


Vendor Relationship Team’s Objectives – Process Improvements : Vendor Relationship Team’s Objectives – Process Improvements Reduce the cost of commodities and services Consistent information to manage vendor relationships – eliminate stand alone systems Automate requisitions to payment process flow Standardize and simplify all process in the requisitions to payment process flow Eliminate redundant processing of vendor transactions Reduce the number of vendor transactions processed


Vendor Relationship Team’s Objectives – Modules : Vendor Relationship Team’s Objectives – Modules Requisitions Bids, Quotes, RFP’s, ITN’s Contracts Purchase Orders Receiving Inventory Management Commodity Management


Vendor Relationship Team’s Objectives – IT Innovations : Vendor Relationship Team’s Objectives – IT Innovations Business intelligence for vendor analysis and commodity analysis Queries for vendor information Self service modules Automated workflow for requisitions to payment Internet trading exchanges for bids and quotes E-commerce to/from vendors


Human Resource Team’s Objectives – People Improvements : Human Resource Team’s Objectives – People Improvements Learn the process flow mindset of recruit to retire Learn the configuration skillsets for maintaining the human resource system Learn the skillsets for using the human resource system Transfer user skillsets 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


Human Resource Team’s Objectives – Process Improvements : Human Resource Team’s Objectives – Process Improvements Improve human resource productivity Recruit, develop,and retain human resources Consistent information to manage human resources productivity and administration – eliminate shadow and stand alone systems Standardize and simplify all processes in the recruit to retire process flow Eliminate transaction processing in the human resources business units


Human Resource Team’s Objectives - Modules : Human Resource Team’s Objectives - Modules Position Control or Staffing Position Requisitions Applicant Tracking Human Resource Data Management Flexible Benefit Enrollment and Administration Benefit Administration - Insurance Training or Human Resource Development Retirement – Defined Benefit Retirement – Defined Contribution Workers Compensation


Human Resource Team’s Objectives – IT Innovations : Human Resource Team’s Objectives – IT Innovations Business intelligence for human resource analysis Queries for human resource information Self service modules Automated workflow for: Position requisitions New hires, promotions, terminations Wage and salary changes


Payroll Team’s Objectives – People Improvements : Payroll Team’s Objectives – People Improvements Learn the process flow mindset of employee to paycheck Learn the configuration skillsets for maintaining the payroll system Learn the skillsets for using the payroll system Transfer user skillsets 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


Payroll Team’s Objectives – Process Improvements : Payroll Team’s Objectives – Process Improvements Automate employee to paycheck process flow Standardize and simplify all process in the employee to paycheck process flow Eliminate processing of payroll transactions by the payroll business unit


Payroll Team’s Objectives - Modules : Payroll Team’s Objectives - Modules Time and Attendance Faculty and Staff Time and Effort Travel Reporting and Authorization Payroll Gross and Gross to Net


Payroll Team’s Objectives – IT Innovations : Payroll Team’s Objectives – IT Innovations Business intelligence for time and attendance and faculty staff effort Queries for human resource information Self service modules Automated workflow for: Time and attendance Faculty and staff time and effort Travel reporting


Property Team’s Objectives – People Improvements : Property Team’s Objectives – People Improvements Learn the process flow mindset of acquire to retire Learn the configuration skillsets for maintaining the property management system Learn the skillsets for using the property management system Transfer user skillsets to the user training team Improve cross-functional collaboration across the acquire to retire business units Bottom-up change management and commitment to the objectives


Property Team’s Objectives – Process Improvements : Property Team’s Objectives – Process Improvements Increase property availability Reduce the total cost of property ownership Consistent information to manage property availability and maintenance – eliminate shadow and stand alone systems Standardize and simplify all processes in the acquire to retire process flow


Property Team’s Objectives - Modules : Property Team’s Objectives - Modules Capital Projects Fixed Assets and Depreciation Property or Facilities, Moveable Equipment Maintenance Management Work Order Management Inventory Management – Spare Parts


Property Team’s Objectives – IT Innovations : Property Team’s Objectives – IT Innovations Business intelligence for property maintenance Queries for property information


Instruction Value Chain Team’s Objectives – People Improvements : Instruction Value Chain Team’s Objectives – People Improvements Learn the process flow mindset of student demand forecast to plan to execute to analyze forecast and execution to improve student demand forecast and improve plans Learn skillsets for using the configuration tool set to maintain the instruction value chain system Learn skillsets for using the instruction value chain system Transfer user skillsets to the user training team Improve cross-functional collaboration across the demand to plan to execute business units Bottom-up change management and commitment to the objectives


Instruction Value Chain Team’s Objectives – Process Improvements : Instruction Value Chain Team’s Objectives – Process Improvements Increase demand for instruction services Improve the accuracy of student demand forecasts Improve productivity of resources required to fulfill demand Improve quality of instruction services Consistent demand and course/instructor/facilities availability information Automate course/instructor/facilities scheduling


Instruction Value Chain Team’s Objectives - Modules : Instruction Value Chain Team’s Objectives - Modules Curriculum Data Management, Course Offerings, Course Inventory Enrollment Management Course/Instructor/Facilities Scheduling Housing Assignments Academic Advising Instructor Evaluations


Instruction Value Chain Team’s Objectives – IT Innovations : Instruction Value Chain Team’s Objectives – IT Innovations Advanced planning systems for modeling the instruction value chain Business intelligence for forecast analysis, value chain execution analysis and for quality analysis Queries for demand course/instructor/facilities availability information


Sponsored Programs Team’s Objectives – People Improvements : Sponsored Programs Team’s Objectives – People Improvements Learn the process flow mindset of proposal to completed project to analyze to improve proposal Learn skillsets for using the configuration tool set to maintain the sponsored program system Learn skillsets for using the sponsored program system Transfer user skillsets to the user training team Improve cross-functional collaboration across the proposal to completed project business units Bottom-up change management and commitment to the objectives


Sponsored Programs Team’s Objectives – Process Improvements : Sponsored Programs Team’s Objectives – Process Improvements Increase research funds Improve quality of research Consistent information to manage and account for sponsored programs (projects) Standardize and simplify all processes in the proposal to completed project process flow


Sponsored Programs Value Chain Team’s Objectives - Modules : Sponsored Programs Value Chain Team’s Objectives - Modules Funding Opportunities Proposals Awards Administration Project Management Cost Allocations Researcher Evaluations Grant Reporting Compliance Reporting


Sponsored Programs Value Chain Team’s Objectives – IT Innovations : Sponsored Programs Value Chain Team’s Objectives – IT Innovations Project management models to manage projects Business intelligence to analyze in-process and completed projects Queries for managing project execution E-commerce to/from sponsors


User Training Teams’ Objectives – People Improvement : User Training Teams’ Objectives – People Improvement University understands the vision University is informed on the workplan status People have new mindsets All users have the skillsets to use web portal, self service modules and workflow Managers and knowledge workers have skillsets to use information systems


Technical Architecture Team’s Objectives : Technical Architecture Team’s Objectives Learn skillsets to maintain the technical architecture Satisfactory ERP system response time 99.999% ERP system up time Secure ERP system


IT Infrastructure Team’s Objectives : IT Infrastructure Team’s Objectives Standard personal productivity tools aligned with ERP system Standard messaging system aligned with ERP system Standard multi-dimensional database management system and relational database management system aligned with ERP system Standard desktop hardware and operating systems aligned with ERP system Standard server hardware and operating systems aligned with ERP system Standard network hardware and operating systems aligned with ERP system 99.999% IT infrastructure uptime Least total cost of IT infrastructure ownership