ERP System Implementation

[Pages:31]ERP System Implementation

Project Charter

DRAFT Version No: 1.5.5 Prepared by: Brian Mackay, AVP IT Services and CIO

Version as of: July 21, 2008

Project Charter

Table of Contents

1 INTRODUCTION............................................................................................................................1

1.1 BACKGROUND.................................................................................................................................................. 1 1.2 PROJECT GOAL AND OBJECTIVES..................................................................................................................... 2

1.2.1 Project Goal ......................................................................................................................................... 2 1.2.2 Project Objectives ................................................................................................................................ 2 1.2.3 Business Drivers .................................................................................................................................. 2 1.3 PROJECT SCOPE................................................................................................................................................ 3 1.4 APPROACH ....................................................................................................................................................... 4 1.5 DELIVERABLES ................................................................................................................................................ 4 1.6 CONSTRAINTS AND LIMITATIONS..................................................................................................................... 4

2 PROJECT STRUCTURE ...............................................................................................................6

2.1 PROJECT ORGANIZATION ................................................................................................................................. 6 2.1.1 Project Structure .................................................................................................................................. 6 2.1.2 Roles and Responsibilities ................................................................................................................... 7

2.2 PROJECT MANAGEMENT ................................................................................................................................ 10 2.2.1 Project Control................................................................................................................................... 10 2.2.2 Project Planning................................................................................................................................. 11 2.2.3 Status Reporting................................................................................................................................. 11 2.2.4 Issue Management ............................................................................................................................. 11 2.2.4.1 Raising and Submitting an Issue......................................................................................................... 11 2.2.4.2 Logging and Assigning Issues............................................................................................................. 11 2.2.4.3 Managing Issue Resolution................................................................................................................. 12 2.2.4.4 Reporting Status ................................................................................................................................. 12 2.2.5 Change Management ......................................................................................................................... 13 2.2.6 Risk Management .............................................................................................................................. 13 2.2.6.1 Risk Identification ............................................................................................................................... 13 2.2.6.2 Risk Action Planning .......................................................................................................................... 14 2.2.6.3 Risk Monitoring and Control .............................................................................................................. 14 2.2.7 Quality Management ......................................................................................................................... 15

2.3 PROJECT COMMUNICATION MANAGMENT ..................................................................................................... 15 2.3.1 Sponsorship Communications ........................................................................................................... 16

3 STATEMENT OF WORK (SOW)...............................................................................................21

3.1 PROJECT START-UP ....................................................................................................................................... 21 3.1.1 Project Initiation ................................................................................................................................ 21 3.1.2 Project Planning................................................................................................................................. 21 3.1.3 Project Management .......................................................................................................................... 21 3.1.4 Project Transition............................................................................................................................... 21

3.2 SITE PREPARATION ........................................................................................................................................ 21 3.2.1 Technical Infrastructure ..................................................................................................................... 22 3.2.1.1 Technical Environment ....................................................................................................................... 22 3.2.1.2 Application Environment .................................................................................................................... 22 3.2.2 Business Analysis .............................................................................................................................. 22 3.2.3 Data Conversion and Interface........................................................................................................... 22 3.2.4 Documentation................................................................................................................................... 22

3.3 PROJECT EXECUTION ..................................................................................................................................... 22 3.3.1 Issue Resolution................................................................................................................................. 23 3.3.2 Application Set-Up ............................................................................................................................ 23

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3.3.3 3.3.4

3.3.5 3.3.6 3.3.7

3.3.2.1 Prototype Set-Up ................................................................................................................................ 23 3.3.2.2 Functional Testing .............................................................................................................................. 23 3.3.2.3 Prototype Confirmation ...................................................................................................................... 23 3.3.2.4 Production Set-up ............................................................................................................................... 23 System Interfaces............................................................................................................................... 24 User Training ..................................................................................................................................... 24 3.3.4.1 ERP System Technical Training ......................................................................................................... 24 3.3.4.2 Data Capture Training ....................................................................................................................... 24 3.3.4.3 Basic Training .................................................................................................................................... 24 3.3.4.4 Advanced Training.............................................................................................................................. 24 Data Conversions ............................................................................................................................... 24 User Acceptance Testing ................................................................................................................... 24 3.3.6.1 Go Live ............................................................................................................................................... 25 Project Wrap Up ................................................................................................................................ 25 3.3.7.1 Acceptance/SignOff............................................................................................................................. 25 3.3.7.2 Post Production Review...................................................................................................................... 25

4 PROJECT SCHEDULE ................................................................................................................26

4.1 HIGH-LEVEL PROJECT PLAN .......................................................................................................................... 26

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1 INTRODUCTION

1.1 BACKGROUND

With Thompson Rivers Universitys (TRU) transition to university status in April 2005, TRU has been provided with a number of new opportunities to grow and develop. While much of the programming and services remain the same under the new entity, TRU has taken on new roles in graduate studies and in research and teaching. And, with the assumption of responsibility for BCs Open University as part of TRU-Open Learning (TRU-OL), TRU now has a provincial mandate for the provision of open learning. This change in the life of our institution compels us to revisit our institutions "Mission Statement" and "Values" and gives us an opportunity to set new institutional strategic goals and objectives. Once complete, the revised strategic planning document will provide key waypoints to guide the development of our university.

As the most comprehensive, primarily undergraduate university in Canada, TRU seeks to build on the strengths it has established for the quality and impact of its highly flexible, integrated, experiential and practical university learning experience. Specifically, TRU will seek to clearly establish itself as the University of Choice in the context of six distinct strategic goals. These include:

The university of choice for student engagement;

The university of choice for the integration of research and scholarship with teaching and learning;

The university of choice for aboriginal students and first nations;

The university of choice for open learning;

The university of choice for international opportunities; and

The university of choice for career success.

TRU has selected SunGard HE as the vendor of choice for its Enterprise Resources Planning System (ERP). The justifications for this include:

TRU TRU-OL has significant depth of knowledge with Banner and has been running versions of this application for 10 years. Moreover, there is a good base of knowledge of this product in the BC Post Secondary Education system to support further development and ease integration with the BC Campus Portal.

TRU is licensed to use significant portions of Banner. While additional investments will be required to enable TRUs expansion and growth, it would be poor fiscal stewardship to purchase and install another vendor solution given this fact.

SunGard HE is a market leader and the one of the highest ranked Higher Education ERP software providers, according to the Gartner Group.

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The SunGard HE Banner solution will also integrate with TRUs ancillary applications such as the Library, Retail and Warehousing/Distribution.

1.2 PROJECT GOAL AND OBJECTIVES

1.2.1 PROJECT GOAL

The project goal is the implementation of an integrated ERP application suite at TRU to support its strategic goals.

1.2.2 PROJECT OBJECTIVES Within the overall goal as stated above the following objectives have been identified:

1. Enhance quality of TRUs online student, faculty and staff experience through secure self-service options;

2. Develop its national reputation for academic excellence and a quality student experience; 3. Implement business intelligence tools to support better decision making; 4. Continuously improve TRUs business processes; and 5. Lower IT costs and other operating expenses.

1.2.3 BUSINESS DRIVERS

Business drivers representing user expectations of the ERP system are summarized as follows:

1. Strengthen the position of TRU in the competitive higher education marketplace by providing our principal clients (students) with systems technology they expect from a University.

2. Offer easy-to-use reporting and interactive query tools to facilitate the management of information, including decision-support, managerial, costing and commitment information.

3. Optimize the fully integrated ERP system to: Provide one system-of-record for TRU student records. Facilitate the sharing of information between the closely intertwined operational areas (e.g., Human Resources and Payroll, Student System & Finance). Provide integration capabilities between the core ERP system and edge system solutions. Improve the efficiency of business processes by providing uniform systems solutions for both F2F and OL operations. This uniformity will provide the bridge between both F2F and OL program and course offerings. Support the capturing of data at point-of-entry to minimize data duplication and redundancy.

4. Improve operational efficiency through

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Self-Service options for all stakeholders; More integrated workflow (i.e., End-to-End); More automated processes, reducing error-prone manual processes with less hand-offs, wait-states and handling; Less paperwork or paper flows; and Use of best practices. 5. Provide the capability to enforce varying acceptable levels of security over data, functions and processes within the system. 6. Provide flexibility allowing TRU to easily modify or develop functionalities to correspond with changing conditions, for example, changes in the Collective Agreements. 7. Provide customer relationship management capabilities by implementing a state-of-the-art CRM solution to enhance student engagement. 8. Facilitate TRUs integration with the BCCampus portal and suite of services. 9. Enable a Services-Oriented Architecture approach that facilitates the extension of TRUs enterprise architecture, resulting in a more agile TRU organization and better services for all constituencies.

1.3 PROJECT SCOPE

The following table represents the recommended project scope:

1. Identity Management Foundation (Identity Integrating Database)

2. Luminis Portal

3. Tutor Pay

4. Human Resources

5. Finance

6. Student System (including unique OL functionality)

7. Customer Relationship Management

8. Advancement

9. ODS and Data Warehousing

Detailed components of the Project Scope are contained within the Project Requirements document.

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Phase I

1.4 APPROACH

The Project Steering Committee will collectively articulate the strategic direction for the resource integration initiative and manage project activities through the Project Management Office (PMO), which is comprised of ,,stakeholder representatives. The Project Management Office (PMO), in turn, provides guidance for work to be undertaken by various working groups. The overall project approach is summarised as follows: 1. Project Steering Committee will provide overall project direction and resolve strategic issues. 2. The Project Management Office (PMO) will meet regularly to monitor project progress,

review project deliverables, approve work products, resolve project delays and remove project barriers. 3. The Project Management Office (PMO) will assign project tasks to the responsible work group(s), with established target dates and deliverables. Each Working Committee will be comprised of respective functional and site representatives. 4. Where applicable, facilitated workshops will be conducted to formulate an operable framework for project activities to be undertaken or to identify and resolve project issues.

1.5 DELIVERABLES

The major deliverables for the ERP System Implementation Project includes: 1. System Implementation. Successfully implement the application modules as prescribed in

the project scope. 2. Business Process Improvement. Develop business processes to optimize the system

functionality without compromising efficiency and control. 3. Knowledge Transfer. Facilitate knowledge transfer to the designated super users so they can

be better equipped to (i) provide application support; (ii) conduct acceptance testing of upgrades or new releases; and (iii) serve to provide on-going training of new users or refresher training of existing novice users. Additionally, the knowledge transfer process will encourage the Institution to become more self-reliant.

1.6 CONSTRAINTS AND LIMITATIONS

The following risk factors may impose significant constraints and limitations on the direction and activities to be undertaken and may impact the ultimate timing and final delivery of the project:

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Executive and user expectations if not properly managed would create significant barriers to the successful implementation of the project. The scope and size of the project represents significant risk exposures. The tight time schedule may present significant challenges to provide an end-to-end solution in the initial implementation phases. The demand on key personnel within each functional area may pose significant risk given that the project schedule may conflict with peak workload periods. Training of the broader group in the user community requires significant time and resource commitments. Funding (or the lack of) may cause significant delays in the project schedule. Demands on skilled resources in the marketplace may pose significant challenges for TRU to provide backfills for their key resources. Intangibles, currently unknown and unidentifiable, may pose significant risks to the project. Risk is defined as any factor that may potentially interfere with successful completion of the project. Risks are inherent in any project. Therefore, it is important for TRU to develop risk mitigation strategies that would serve to minimize the organizations exposures to any of the risk factors.

A current list of the full set of identified risks and their mitigation/deflection plans are contained in the Risk Management Log.

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