Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment...

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Project Team Kickoff Project Team Kickoff April 17, 2003 April 17, 2003

Transcript of Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment...

Page 1: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Project Team KickoffProject Team Kickoff

April 17, 2003April 17, 2003

Page 2: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

• GreetingsGreetings• Project EnvironmentProject Environment• Project TimelinesProject Timelines• Project OrganizationProject Organization• Team MatrixTeam Matrix• ToolsTools• Questions and Answers, and General Questions and Answers, and General

DiscussionDiscussion

AgendaAgenda

Page 3: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Project Project ManagementManagement Steering

Committee

CoordinatingCommittee

Executive Sponsor

President andCabinet

ProjectManager

ProjectDirectors

ImplementationTeams

SCT, Inc.

Project Steering Committee

The Steering Committee serves as the senior administration of the project and is the liaison group to the President, his cabinet, and the Board of Trustees.

The Executive Sponsor is the liaison to the project Steering Committee and serves as the executive director of the project.

The project Coordinating Committee consists of the directors of the departments most directly involved in implementing and operating the Banner system. The Coordinating Committee supports and advises the project directors and manager; endorses the work of implementation teams; and resolves policy, process, and project resource issues not needing Steering Committee involvement.

The Project Directors provide day-to-day project management and lead the activities of the implementation teams.

The Project Manager is an SCT employee assigned full-time to UWF’s project. The Project Manager manages the SCT resources engaged in the project, acts as UWF’s liaison to SCT, and works closely with the Project Directors.

The processing EXPERTS who make it all happen!!!

Page 4: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Project CharterProject Charter•Project Goals and VisionProject Goals and Vision•Project Values and MethodsProject Values and Methods•OpportunitiesOpportunities•Critical Success Factors and Critical Success Factors and

Definition of SuccessDefinition of Success•Benefits of Project InvolvementBenefits of Project Involvement

Page 5: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Project Goals and Project Goals and VisionVision• Accomplish the State-mandated Accomplish the State-mandated

transition off the SAMAS/FLAIR transition off the SAMAS/FLAIR financial system and the payroll financial system and the payroll processing services of the Bureau of processing services of the Bureau of State Payrolls (BOSP).State Payrolls (BOSP).– Meet the mandated deadline of Meet the mandated deadline of July 1, July 1,

20042004 for financial processing. for financial processing.– Meet the mandated deadline of Meet the mandated deadline of January 1, January 1,

20052005 for payroll processing. for payroll processing.

Page 6: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Project goals - continuedProject goals - continued

• In addition to replacing State systems, In addition to replacing State systems, replace selected UWF systemsreplace selected UWF systems::– Replace Replace payroll/personnel/budget (PPB)payroll/personnel/budget (PPB)

system with Banner Human Resources.system with Banner Human Resources.– Replace Replace property systemproperty system with fixed with fixed

assets function of Banner Finance.assets function of Banner Finance.– Replace “Replace “FirstMateFirstMate” employee web portal ” employee web portal

with the employee self-service functions with the employee self-service functions of Banner Human Resources.of Banner Human Resources.

Page 7: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Other project goalsOther project goals• Provide a solution for Provide a solution for grants and contractsgrants and contracts

processing using Banner Finance.processing using Banner Finance.

• Successfully integrate Banner to other UWF Successfully integrate Banner to other UWF administrative information systems.administrative information systems.

• Implement Banner without customized Implement Banner without customized programming changes; that is, programming changes; that is, “plain “plain vanilla” is a great flavor!!!vanilla” is a great flavor!!!

• Pursue common solutions with other SUS Pursue common solutions with other SUS universities that use Banner Finance and universities that use Banner Finance and HR.HR.

Page 8: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

PrioritiesPriorities

• 11stst – Implement required functionality – Implement required functionality to maintain business operations, by to maintain business operations, by the required deadlines.the required deadlines.

• 22ndnd – Implement enhancements and – Implement enhancements and business transformations to improve business transformations to improve business processes, services, and business processes, services, and management information at UWF.management information at UWF.

Page 9: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Project Values and Project Values and MethodsMethods• Commitment.Commitment.

• Collaboration, cooperation, and Collaboration, cooperation, and teamwork.teamwork.

• Willingness to innovate and adapt.Willingness to innovate and adapt.

• Communication.Communication.

• Professionalism.Professionalism.

• Shared responsibility and mutual support.Shared responsibility and mutual support.

• Courage.Courage.

Page 10: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

OpportunitiesOpportunities

UWF IT Strategic GoalUWF IT Strategic Goal

Opportunity to Opportunity to advance this goal advance this goal with Banner.with Banner.

Implement a Implement a reduced-paper reduced-paper processing processing environment using environment using electronic forms, electronic forms, electronic workflow, electronic workflow, and electronic and electronic signatures/ signatures/ authorizations.authorizations.

Implement Implement employee employee self-serviceself-service functions functions of Banner to replace of Banner to replace paper-based paper-based processing with web-processing with web-based processing.based processing.

Page 11: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

OpportunitiesOpportunities

UWF IT Strategic GoalUWF IT Strategic Goal

Opportunity to Opportunity to advance this goal advance this goal with Banner.with Banner.

<continued><continued> • Implement Implement Banner Banner electronic workflowelectronic workflow to convert paper-to convert paper-based processes to based processes to electronic electronic workflows.workflows.

• Use Use desktop tool desktop tool interfaceinterface features features of Banner, such as of Banner, such as Excel integration in Excel integration in budgeting.budgeting.

Page 12: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

OpportunitiesOpportunities

UWF IT Strategic GoalUWF IT Strategic Goal

Opportunity to Opportunity to advance this goal advance this goal with Banner.with Banner.

Provide a more Provide a more seamless and seamless and integrated integrated administrative administrative systems systems environment.environment.

• Utilize integration Utilize integration between Banner between Banner modules.modules.

• Interface other UWF Interface other UWF administrative administrative information systems to information systems to Banner.Banner.

• Use Use Luminis web Luminis web portalportal to provide an to provide an integrated web integrated web environment, not only environment, not only for Banner systems, for Banner systems, but also for other web-but also for other web-based UWF systems.based UWF systems.

Page 13: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

OpportunitiesOpportunities

UWF IT Strategic GoalUWF IT Strategic Goal

Opportunity to Opportunity to advance this goal advance this goal with Banner.with Banner.

Provide more flexible Provide more flexible and seamless access and seamless access to administrative to administrative information.information.

• Use the Use the reporting reporting datamartsdatamarts feature of feature of Banner to provide Banner to provide flexible flexible ad hocad hoc reporting and reporting and information query information query solutions to meet solutions to meet management needs.management needs.

Page 14: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Critical Success Factors Critical Success Factors and Definition of Successand Definition of Success• Meeting the mandated deadlines.Meeting the mandated deadlines.• Meeting mandated State Meeting mandated State

requirements.requirements.• Maintaining University operations Maintaining University operations

without serious disruption.without serious disruption.• Excellent communications with the Excellent communications with the

rest of the University.rest of the University.• Successful implementation of change Successful implementation of change

and improvement.and improvement.

Page 15: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

What’s in it for me???What’s in it for me???

• We get to keep our jobs!!We get to keep our jobs!!• Financial rewards and incentives.Financial rewards and incentives.• Improved work environment and Improved work environment and

processes.processes.• Professional development, and Professional development, and

acquiring valuable skills.acquiring valuable skills.• Improved service to clients, and Improved service to clients, and

improved customer satisfaction.improved customer satisfaction.

Page 16: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Project EnvironmentProject Environment

Page 17: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Unconscious Competence

Conscious Competence

Conscious Incompetence

New Rules

Awareness

Practice Reinforcement

Training

Unconscious Incompetence

Page 18: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Terms of ParticipationTerms of Participation

Page 19: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Project TimelinesProject Timelines

Page 20: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

5/03 - 5/04

TRAINING/CONFIGURATION

9/03 - 7/04

TESTING

3

FEB 2003 DEC 2004

4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12

7/04

FINANCE LIVE

6/03 - 8/04

DOCUMENTATION/USER TRAINING

Banner FinanceTeam Leader: Doyle Pitts

Page 21: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Banner Human Resources

Team Leader: Linda Archer

3

FEB 2003 MAR 2005

4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2

Jan 05Human Resources Live3/03 - 10/04

Training Configuration

1/04 - 1/05Testing

7/03 - 1/05Documentation/User Training

Page 22: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Project OrganizationProject Organization

Page 23: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Executive SponsorMichael

Dieckmann

Project DirectorsColleen AsmusBarbara Daley

Finance Team LeaderDoyle Pitts HR Team Leader

Linda Archer

Project ManagerMarge DuFala

Technical Team LeaderBarney Whitley

Remote DBARafael Vargas

WorkgroupCoordinator

Team Members

Technical Rep

WorkgroupCoordinator

Team Members

Technical Rep

WorkgroupCoordinator Workgroup

Coordinator

Team Members

WorkgroupCoordinator Workgroup

Coordinator

Coordinating

Committee

Steering Committee

Page 24: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Finance Teams

AccountsPayable

AccountsReceivable

BudgetingFixed Assets

PurchasingSponsored Research

CoordinatorBob Casey

CoordinatorDavid Adams

CoordinatorGloria

Resmondo

CoordinatorMitzi Elliot

CoordinatorCandace Perez

CoordinatorCarol Rafaski

Judy Valori/Susan Konzem

Page 25: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Human Resource Teams

BenefitsEmployment &Classification

Position Control

Payroll

CoordinatorJeff

Comeau

CoordinatorLaurie Jones

CoordinatorValerie

Moneyham

CoordinatorWilliamPollard

Suz-Ann Olafson

Page 26: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

Team MatrixTeam Matrix

Page 27: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

• Banner Project Web SiteBanner Project Web Site• CalendarsCalendars• Project Definition DocumentProject Definition Document• Project common directoryProject common directory• Configuration Management PlanConfiguration Management Plan• Issue/Jeopardy/ChangeIssue/Jeopardy/Change Request ManagementRequest Management• Meeting Agenda & MinutesMeeting Agenda & Minutes• Status ReportingStatus Reporting

Tools

Page 28: Project Team Kickoff April 17, 2003. Greetings Greetings Project Environment Project Environment Project Timelines Project Timelines Project Organization.

“ “The American …The American …landscape is landscape is littered with the littered with the remains of remains of technically [and technically [and fiscally] sound fiscally] sound programs that programs that have been crushed have been crushed by employees’ by employees’ resistance to resistance to change.” change.” T. TerezT. Terez

BUT … We’ve always

done it this way