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AGENDA
OVERVIEW
TIMELINE AND SCHEDULE OF ACTIVITIES
PHASES OF THE PROJECT
PROJECT TEAM
SUMMARY
1
2
3
4
5
WHAT WILL BE UPGRADED
UPGRADE WITH NEW FUNCTIONALITY
• Accounts Payable (AP)• Asset Management (AM)• eProcurement (ePro)• General Ledger (GL)• Purchasing
UPGRADE ONLY• Accounts Receivable (AR)• Billing (BI)• Contracts• Project Costing (PC)
UCF RESEARCH FOUNDATION
• eProcurement & Purchasing Implementation
BUSINESS UNITS
• UCF01• UCF02• UCF03• RFD01• DSO01
ALL MODULES9.2
UPGRADE DRIVERS
Maintain UCF’s cutting edge technology
Strengthen our partnership with Oracle
Move while current infrastructure (hardware and human capital) is intact
Better serve our FCSM user base
Remain current on tools and applications
Use the 9.2 application features
TIMELINE
May – Sep2016
May – Sep 2016
Mar – May (1)Jun – Sep (2)2016
Jul 2015 –Sep 2016
Sep 2015 –Jun 2016
May 2015 –Jan 2016
Orientation & Planning
Phase 1 Phase 3 Phase 5
Phase 6Phase 4Phase 2
OCT 32016
GO LIVE!
Phase 8
ProductionSupport
TechnicalDevelopment & Upgrade
Communication
Phase 7
Solution Delivery
Analysis & Design
Testing(Phase 1) (Phase 2)
Training
Aug – Sep 2016
PHASE 1 – ORIENTATION & PLANNING (MAY 2015 – JAN 2016)
Prepare project charter• Scope of work• Vision and expectations
Define high-level project plan• Stages and tasks• Timeframe
Develop and begin communication strategy
Plan for resources
PHASE 2 – ANALYSIS & DESIGN(SEPT 2015 - JUNE 2016)
Fit/GapSessions
Involve key stakeholders
Explore new functionality
Identify fits and gaps
Consolidate and document fit/gap results
Define reporting requirements
PHASE 2 – ANALYSIS & DESIGN(SEPT 2015 - JUNE 2016)
Functional design and specifications
Business process review
Customization review
Conversion design
Develop prototype
Create reports
PHASE 3 – TECHNICAL DEVELOPMENT & UPGRADE (JULY 2015 – SEPT 2016)
Development
Modification (MOD) Data Conversion
PHASE 4 – TESTING(MAR – MAY 2016 [1], JUNE – SEPT 2016 [2])
Test existing and new functionality
Module
User Acceptance Testing (UAT)
Volume
Acceptance sign-off
Integration
PHASE 5 – TRAINING(MAY – SEPT 2016)
WEB
PRINTED MATERIALS ADDY NOTES
INSTRUCTOR-LED
PHASE 6 – COMMUNICATION(MAY – SEPT 2016)
UCF Financials website
http://www.financials.ucf.edu/
Campus mail
Emails
Focus Groups
PHASE 7 – SOLUTION DELIVERY(AUG – SEPT 2016)
OCTOBER 3, 2016
GO-LIVE
PHASE 8 – PRODUCTION SUPPORTOCT 2016 ONWARDS
Monitor system performance
Provide enhanced Financials Service Desk support
Log reported issues and provide solutions
PROJECT STRUCTURE
EXECUTIVE SPONSOR • William Merck
SPONSOR • Tracy Clark
MANAGER • Becky Vilsack
STEERING COMMITTEE
• Becky Vilsack• Joel Hartman• Kim Smith• Robert Yanckello• Tracy Clark
IMPLEMENTATION TEAM • CS&T, F&A, HR, ORC, Purchasing, UCFRF
IMPLEMENTATION TEAM
Rebecca VilsackProject Manager
UCF Research Foundation
Purchasing
Computer Services & Telecommunications
Finance & Accounting (FSS)
Finance & Accounting
Office of Research & Commercialization
Human Resources
Module Functional Technical
Asset Management & Security Maukonen
DasGyoryJacksonNimmathotaSmith
Accounts Payable Fay, Kentish
Accounts Receivable Sanders, Kentish
Billing Kentish, Sanders
Contracts Mullins, Sanders
eProcurement Fay, Mullins
General Ledger Besana, Gyory
Project Costing Wilson, Kentish
Purchasing Fay, Mullins
Training & Communication Wray
NEXT STEPS
IDENTIFY STAKEHOLDERS AND PARTICIPANTS
ATTEND STAKEHOLDER SESSIONS
Fit/Gap
Kickoff –2/1/16
2/8/16 –2/26/16
User Acceptance Testing (UAT)
Phase 15/2/16 –5/27/16
Phase 28/22/16 –9/16/16
Training
5/15/16 –9/16/16
THANK YOU