AUCA ERP Project - Charter€¦ · AUCA ERP Project - Charter 1 AUCA ERP Project ... New system should include all updated FS modules as well as new HR system automation modules

AUCA ERP Project - Charter 1

AUCA ERP Project

Project Charter

Project Phase Covered: Phase 1 – August 10, 2012 – February 10, 2014

Phase 2 – February15, 2014 – June 15, 2015

Executive Sponsor: Andrew Wachtel, President of AUCA

Program Manager: Sven Stafford, Director of the University Development

Project Manager: Sania Battalova

Date submitted: January, 2012

Date approved by executive sponsor:

«_____» _________________ 2012

Date approved by Steering Committee:

«_____» _________________ 2012


A. General Information Provide basic information about the project including: Project Title – The proper name used to identify this project; Project Working Title – The working name or acronym that will be used for the project; Proponent Secretariat – The Secretariat to whom the proponent agency is assigned or the Secretariat that is sponsoring an enterprise project; Proponent Agency – The agency that will be responsible for the management of the project; Prepared by – The person(s) preparing this document.

Project Title:

Automation of the University

Management and Academic

processes

Project Working

Title:

AUCA_ERP

Proponent

Secretariat:

Education

Proponent Agency:

American

University of

Central Asia

Prepared by:

Sania Battalova

Date Prepared:

January 2012

Points of Contact

List the principal individuals who may be contacted for information regarding the project.

Position Title/Name/Organization Phone E-mail

Project Sponsor

Andrew Wachtel – President

of AUCA

+(996 312) [email protected]

Project Director

Sven Stafford – Director of the

University Development

+(996 312)

663309 [email protected]

Project Manager

Sania Battalova – Director IRT +(996 312)


Project Technical

Coordinator,

system analyst,

systemic architect

Evegeny Eremeev – Head of

DBMSD Department IRT

+(996 312)


Proponent Agency

Head

Bermet Tursunkulova – Vice-

president for Academic

Affairs

mailto:[email protected]


Stakeholders

Representative(s)

Talant Sultanov – Vice-

president for Finance

Salkyn Ibraimova – Vice-

president for Administrative

Issues

Asel Kyrgyzbaeva – Director

of Registrar Office

Larissa Lukasheva – Director

of Admissions Office

Gulnur Esenalieva – Director

for Academic Advising and

Financial Aid

Ainura Adjibekova – Chief

Accountant

Ekaterina Kombarova –

Director of IT

Sergey Sklyar – Head of

Science and Math Program

Other

Departments and Program

Heads

Office Managers

B. Executive Summary An Executive Summary is required when Sections C thru G of the charter are excessively long. In two or three paragraphs, provide a brief overview of this project and the contents of this document.

The American University of Central Asia is the development of innovative and comprehensive

technology base for information integration and business processes of the University finance,

human resources, and academic activity management.

The University’s current Financial System (FS), based on two different software (1C:Enterprise

(v.7.7) and a special software for salary counting (ARIADNA), does not provide adequate

integration between the system parts (internal and external) and requires well developed and

robust reporting capabilities necessary to produce useful analytics in today’s higher education

environment.

The Financial System requires integration and upgrade, due to technology obsolescence of the

system architecture and functionality. The need to replace the FS with a progressive, supported

technical infrastructure and application initiated a review of the enterprise resource planning

software for academic needs provided by different vendors.

At the current time the University has a very primitive level of the HR office automation. HR

office software is based on MS Excel and doesn’t provide any connection with the University

data, collected and managed by FS and the academic data managed by Registrar office.

Because of no interest form SunGuard’s Banner to work in our region and because or special


system requirements for finance reporting, tax and HR management (according to Kyrgyz

Republic legislation) new software with opportunity to adopt all the needs and requirements

were reviewed. New system should include all updated FS modules as well as new HR system

automation modules. The new system has to be integrated with Student Information System

data and AUCA self-developed software for Academic Affairs.

A comprehensive requirements gathering session for administrative support software was

conducted by the AUCA. These documented requirements were used as the basis of an

evaluation of the MS Dynamics and 1C Enterprise products, along with other evaluation

factors. The 1C Enterprise was selected as the product line which could best meet the needs of

AUCA.

To make the system useful for the University at whole special comprehensive software will be

developed. The software united data and management tools of Registrar, Admissions, Financial

and HR offices, provide an opportunity to the University administration, Departments, offices,

and programs have an access to the data and reporting system. The software will provide an

opportunity to the University students and faculty have an access to personal and academic

information.

The Automation of the University Management and Academic processes project will consist of

the implementation of financial management software in two phases beginning in August 2012,

and ending in June 2015.

This document describes the implementation of the Financial and HR modules, as well as

development and implementation the software related to automation of the academic and

administrative management processes.

This document includes the project mission, objectives, scope, assumptions and constraints,

risks, milestones, methodology, and project team organization. This document will evolve over

the life of the implementation to include more information about subsequent phases.

C. Project Purpose Explain the business reason(s) for doing this project. The Project Purpose (the Business Problem and Project Business Objectives) is in the Project Proposal, Section B.

1. Business Problem The Business Problem is a question, issue, or situation, pertaining to the business, which needs to be answered or

resolved. State in specific terms the problem or issue this project will resolve. Often, the Business Problem is reflected as a critical business issue or initiative in the Agency’s Strategic Plan or IT Strategic Plan.

The current time AUCA have several databases and software developed and managed for the

different purposes: Registrar office, Admissions office and Financial Aid office (AUCA self-

developed soft and data called Academic Affairs Software - AAF), as well as Finance office – FO

- (1C Enterprise, commercial soft). Some important University offices are not automated and the

data they produced and collected are not available for the administrative and management

purposes. AAF and FO data are de-centralized and have a very limited level of integration.

Financial management system utilized by the AUCA consists two parts and two data operated

separately: finance management and payroll and salary limits the expansion of functionality


necessary to remain competitive in the higher education market and to meet AUCA educational

and public service missions.

To address these problems, AUCA plans to implement commercial software for financial

management. The proposed system will provide self-service access and business process

support to students, faculty, and staff and improve workflow for major financial functions

performed AUCA. Enhanced interoperability with other AUCA internal and external

application systems will provide additional benefits from information sharing, elimination of

redundant data entry, and business process improvement.

The capabilities of the newly developed and announced version of 1C Enterprise will support

reengineering efforts and business process improvements. The reduction in manual

reconciliations and processing will result in a significant cost savings and providing more

flexible and multipurpose reporting system, as well as widely access to personal information for

the AUCA staff and students.

New version of 1C Enterprise software consist HR module which will help to automatize the

office business processes and create a data, which will be connected and utilized as a part of the

University data system.

Academic Affairs software and data will be transformed into the Student Information System

(SIS) which will have program links and can interoperate with the Finance and HR systems.

Students, faculty and staff can access personal and academic information through the

developed portal systems (Faculty portal, students portal, administrative portal, technical

support portal).

The following critical business processes were researched and benchmarked during the

requirements definition and are listed below.

Finance System

1. Chart of accounts according to international accounting standards (IAS)

Charts composition, account “from document”, development analytical, currency and

quantitative accounting according to legislation of Kyrgyz republic and accounting policy of

AUCA

2. Accounting of property and inventories, equipment and machinery, low value stocks,

stock accounting according to average cost method and accrual accounting

3. Trading account

4. Banking and cash transactions, accounting of the exchange rate changes.

Accounting for cash flow and non-cash, foreign currency transactions with the

support of input and print payment orders, incoming and outgoing cash orders.

5. Accounting for payments to contractors and accountable persons (suppliers, customers, and

contractors accountable persons)

6. Accounting of fixed assets, intangible assets, grants, purchased for the University funds as

well as the other funds (grants, gifts)

7. Accounting of VAT and cascading taxes


8. Accounting students transactions and payments, and analysis of financial aid

Allowance payments for students’ tuition, as well as for other services rendered by AUCA

student financial aid, contracts’ maintenance.

9. Budget

Managing the university budget, reporting, assessment, planning

Human Resources/Salary

1) Accounting personnel and staffing

Personal data of employees, service information. Analysis of staffing

2) Labor relations and HR outsourcing

Staffing with an indication of tariff rates, surcharges, additional information about the staff

units.

3) Automation of recruitment

Support for documenting and automating the process of selection and evaluation of candidates.

4) Accounting for payroll, personnel records

Accounting for the personnel movement and promotion (in main job and part-time).

Payroll for the employee’s salary, as well as for the employment agreement or subject to grant

funds, etc. Calculation of the legislation regulated taxes and fees.

Management of the academic processes and Student Information System (SIS)

1. Admissions and recruiting

Enrollment statements and applications, applicants information, applicants education history,

entrance exams and scores, analysis and forming entrance rating of applicants, events schedule

(entrance exams, consultations, etc.), upload and storage of documents.

2. Registrar office (Academic Affairs0

Forming the students personal files, curriculum management, courses singing up, students’

Courses registration, courses evaluation, forms, reports, course audit, time table, credit hours

conversion, reconciliation, finance history record.

2.1. Students’ Data

Data entry, draw up individual and group plans (syllabus), tracking of students’ academic and

non-academic activity, risk of expulsion identification, storage of electronic copies of

documents, lists of study (courses) and grades, academic performance/raiting, turn-out of

students, turn-out requirements tracking, on-line request of issue AUCA official documents

(transcript, certificates, etc.), GPA analysis, transcripts and the other reports.

2.2. Courses taught

Management of the courses list and their attributes, calculation and audit of co/pre requisites,

course registration and the registration cancellation, timetable forming and management, events

calendar (final exams, etc.)

2.3. On-line registration

On-Line registration access, add/drop period, registration opening/blocking/restrictions,

timetable conflicts determination, waiting lists forming and management, feedback.

2.4. Advising

Forming and managing lists of advisers; meetings and consultations planning, events calendars,

analysis and identification of students who require special attention (audit level, below

curriculum), the identification of students for whom expulsion is possible.


3. Financial Aid

Application acceptance, appointment / change / review of financial support, criteria for

financial aid selection, financial support tracking, history of the provided financial support,

internal and external funds, grants, forms and applications, integration with the Registrar office

database.

4. Distance learning (e-learning) and the Library

Upgrade the e-learning systems, integration with SIS, Finance and HR systems. Integration the

Library system with the University Access control system

5. Continue Education Center

Management of the Center participants, class schedule, study groups formation and

management, grading, time table, courses registration. Contracts record, discounts, reports,

forms.

6. Alumni

Management alumni database, tracking of the place of employment, events calendar, success

story and career development, donations’ record, forms and reports.

7. Student Information System

Web-portal with set of services available for students (academic and non-academic activity).

Integration and access to personal financial and financial aid information. On-line services,

forms, reports, documents.

8. Management of faculty information and services

Faculty load distribution, FTE, evaluation. Web-portal with set of services available for faculty

(academic and non-academic activity), integration and access to personal financial information,

employment, insurance contributions, benefits and assignments. On-line services, forms,

reports, and documents.

In addition to these, the other business processes will be re-engineered to improve

administrative efficiency and effectiveness.

* Spreadsheet of results available on request. Details of the saving summarized in Decision

Director spread sheets. 2. Project Goals and Objectives List the specific goals and objectives of the project.

The following list represents the team’s goals and objectives in implementing AUCA ERP

System:

Facilitate communication

Establish and improve analytics

Increase the efficiency of business operations

Promote data-driven decision-making

Targeted automation/integration


Improve Change Management capabilities of the organization

Facilitate access to business data and reporting

Enhance access to the business systems

3. Critical Success Factors List the factors that are critical to the success of this project.

The AUCA ERP project is designed to address the critical success factors listed below.

• Well-Defined Business Objectives

• Engaged, Visible Leadership at Sponsor and Executive Level

• Excellent Communication to all Stakeholders

• Proven Project Methodology

• Strong Change Management approach to deal with “institutional inertia”

• Adequate Training

• Department Ownership of Business Processes

• Complete and Detailed Project Planning documents

Implementation method is proven and continuous

Project expectations are realistic and sustained

• Well-defined requirements

• A periodic quality review process

The following sections of this document will define how these factors will be approached

logistically, tactically and strategically.

D. Assumptions Assumptions are statements taken for granted or accepted as true without proof. Assumptions are made in the absence of fact. List and describe the assumptions made in the decision to charter this project.

This project assumes that:

• AUCA is willing to implement the best practices built into the software

• Legacy enhancements or changes to existing systems will be frozen

• The scope will be managed through a formal change control process

• Project accomplishments will be acknowledged by all levels of the AUCA

• Executive support will continue throughout the life of the project

• There will be sufficient availability of skilled AUCA resources

• The project sponsors and project management will commit to making timely

decisions

• Project participants are knowledgeable of their roles and responsibilities

• The project team is empowered to make business process decisions

Key Assumptions Phase 1

Start date August 10, 2012

Phase 2

Start date February 15,


Go Live August 15, 2013

18 month phase duration

ending February 15, 2014

60 days post-

implementation support

AUCA will provide (4)

developers to the project

beginning September 20,

2012 through phase end

date

AUCA will be responsible

for providing training

delivery resources

AUCA will provide

functional resources to

assist with the design and

testing of the system as

needed

AUCA will provide files

for conversions as needed

Scope and preliminary

design for Phase III

purchasing use is defined

in this phase

2014

Go Live March 15, 2015

15 month phase duration

ending June 15, 2015

60 days post-

implementation support

AUCA will provide (4)

developers to the project

for the duration (on a

contract base)

AUCA will be responsible

for providing training

delivery resources

AUCA will provide

functional resources to

assist with the design and

testing of the system as

needed

E. Project Description, Scope and Management Milestones

1. Project Description Describe the project approach, specific solution, customer(s), and benefits. The Project Description is located in the Project Proposal, Section C.

American University of Central Asia is contracting implementation services to replace current

financial and asset management systems and implement HR system with 1C Enterprise (Version

8.9). In addition to the replacement of legacy software, the implementation of Students

Information System for management and asset academic processes will include re-engineering

of business processes (both automated and manual) and development and implementation of

interfaces to AUCA customers (administration, offices, departments) with the objective of

improving service delivery to our customers—the AUCA students, faculty and staff.

The Statement of Work (SOW) defines the scope of the Implementation Services to be

performed, and the Deliverables to be produced by Vendor and AUCA programming staff in

Phases I and II of the AUCA ERP Project. Implementation Services include software

implementation of specified 1C Enterprise modules and sub modules, redesign and developing

documentation of selected AUCA business processes.


The scope of work incorporates by reference the findings of the six-week assessment jointly

conducted by AUCA and Vendor during the Requirements Phase of the Project.

The scope of work and requirements set forth in this SOW are based on the information

developed by the AUCA team during the Requirements Phase, as further qualified and

supplemented by Vendor's and software developers higher education experience and

knowledge. Vendor will direct the implementation of the 1C Enterprise Finance and HR

modules and shall provide the Services and the Deliverables described in this SOW in

accordance with the detailed Project Management Standard pertaining to Project documentation

for a high complexity project.

Software development staff performs all planned tasks in all the areas described in this

document and the other project documents.

2. Project Scope


Preliminary Scope and Consultant Staffing by Phase

Phase Phase I Phase II

Go Live Date August 15, 2013 March 15, 2015

Modules Сhart of accounts

Multi-currency account

Finance Transactions

Inventories, low-value stocks.

Inventory.

Accounting for retail / bank /

cash transactions

Fixed assets and intangible assets

Tax accounting

Grants

Students’ payments and

transactions

Budget

Monthly transactions

Payment and Payroll

Human Resources Tracking

System

Human Resources Data Module

Database management of

Academic Affairs and Student

Information System (SIS)

Registrar office: students data,

courses, registration

Student Information System

Asset Management

Admissions, Enrollment and

Financial aid

Advising

Travel & Expenses

Management and integration the

Alumni data system

E-learning and the Library

systems integration and

management

Continue education system

integration and management

Faculty portal

All Systems integration

Additional

Features &

Functions

Local checks and forms

production

Reporting

History conversions (balances

forward plus one year of details

where possible)

Budget Load

Computer Access/Retrieval

System, Security System

Customer Identification interface

(CIIPS)

HR Interface

HR and Finance system

integration

Workflow approvals

Reporting

History conversions

Portal integration extended

Students and Faculty portal

Portals interface

Preliminary Scope and Supported Business Processes by Phase

Finance System


Business Processes Supported – Phase I

Chart of Accounts

Initial design

Identification and implementation of accounts

Maintenance processes, eestablishment of the attributes of accounts, appointment of an

analyst

Multi-currency accounting

• A list of currencies and funds in the accounts in any currency defined in the list box, cash

currency, automatic calculation of exchange rate changes, currency conversion

• Management and accounting of monetary and nonmonetary accounts

• Support of multi-currency accounts

Financial transactions

• Definition of journal entries (the original, correct, reverse, distribution, forms)

• Develop the necessary forms of documents

• Implementation of the accounting form document

Inventories, low-value stocks. Inventory. Accounting for retail / bank / cash transactions • Implementation of the inventories account, low-value stocks weighted average cost

methodd • Consideration of the low-value stocks behind balancing. • The development of accrual accounting in stock • Develop the inventory mechanism • Accounting for transactions of the inventories and law-value stocks movements of

commodities • View transaction history for any period of time (since the entry residues)

Accounting for retail / bank / cash transactions • Accounting for receipts and disposals (sale) of goods and services • Consideration of cash and bank deposits • Multi-currency accounting • Operations on settlements with suppliers, customers, accountable persons • Writing and printing of documents (payment orders, credit and debit orders, etc.) • Banking and Cash Books • Calculation, settlement, specification and analysis

Fixed assets and intangible assets

• Accounting of fixed assets and intangible assets • Collection and disposal of fixed assets • Depreciation • Inventory • Transfers of fixed assets • Consider the location and material liability persons

Tax accounting

• VAT and tax cascading accounting


• Calculation of tax revenues • Tax accounting of fixed assets • Establishing registries and regulatory reporting system • Tax Records • Support for upload forms in electronic format

Grants

• Income and expenditure, accounting, analysis of the grant funds and their relationship

with the budget

• Accounting of grant of fixed assets, work with the grants and the reflection of the

operations under the charge of grants.

• Monitoring the use of grants

• Redistribution of grants

Students’ payments and transactions • Students’ ffinancial transactions and accountability of students • Consideration of students in the areas of education (departments, programs, and courses) • Student’s contracts maintenance • Transfers of students (from the Department, etc.) • Tuition payment • Accounting for the provision of financial aid AUCA or grantor • Additional charges for fee-paying courses • Analysis of student fees and financial aid • The gradual recognition of revenue from students tuition payment • Automatic registration of expelled students, students in the academic leave • Automatic additional charge / reversal of income • Analysis of the correctness of the charges (including the adjustment of the contract

students) • Return of sums paid

Budget

Budget drafting

Flexibility and customization

Budget load: revenue and expenses

Budget execution and management Consideration of cash and bank transactions to work with the budget Budget adjustments through journal entries Automatic control of the budget Regulated (required) Records

Monthly transactions

• Routine operation performed at the end of the month

• Automatic collection of small amounts in the accounts

• Issuing debt for education

• Depreciation

• Revaluation of Currency

• Other


Reporting

Replacement of necessary existing financial reports in production

Query – strategy for

Development a set of standard reports which help you analyze the data on the balance,

the turnover of accounts and entries in various sections Mandatory (regulated) reports intended for submission to the staff and administration of

the University, government regulatory bodies, including the form of financial statements,

tax returns, reports and statistics for the bodies of state funds. Submission the reports in electronic form.

Security

Initial setup

Maintenance process

Provide authorized access to groups and to individual users. Administration and management of users’ information

• Audit trail (running change control)

Integration

Portal/finance portal pack, online access

Asset Management

Business Processes Supported – Phase II

Record and Manage Assets

Inventory

Automated recording of physical plant assets and purchases of assets

Automated calculation of depreciation with user-defined rules on methodology and

frequency

Create/convert physical location inventory

Interface with general ledger, accounts payable, purchasing

Converted balances with accumulated depreciation converted

Reporting

Replacement of necessary existing asset reports in production

Security

Initial setup

Maintenance process

Integration

Portal/finance portal pack

Human Resources/Payment and Payroll


Staff records and analysis of staffing

Employees types configurable rates (different categories).

Position management


• An application for leave - a break from reporting routing and approval

• Planning for the entire year

• Time and attendance check in to allow time tracking employees to request, report and

plan time within one application

• Leave requests / time off reporting with routing and approval

Leave management and control

Full / Part time, multiple job, multiple pay, non-standard pay schedule time

Bio-demographic data

Staffing management (staffing, resources, attributes, rights and responsibilities)

Inside information (department, office, etc.)

Promotion

Accounting for allowances

HR administration, forms unification

Enrollment, On-line enrollment

Project management - Estimates and timeline based on team work

Payroll processing, employees records

• Employees movement

• Consideration of pluralists

• Calculation of salary on the basis of earned credit hours

• Payroll for labor contract

• Payroll with taking into account grant funds

• Display all types of charges

• Consideration of sick leaves, holidays, business travelling

• Automatic calculation of taxes and fees

• Consideration of additional allowances and tax

• Required and standard reporting forms

Security

Initial setup

Maintenance process Provide authorized access to user’s groups and to individual users. Administration of users Audit trail (running change control)

Integration

Integration with the financial system, developed as a part of integrated financial system

Portal/finance portal pack with on-line access

Academic Affairs and Student Information System (SIS)


Generation and set up basic principles and parts of the system

Multilingual Support

Management of student movement processes,

Admission,


Development of students' personal files - from the time of application, entrance

exams, admission, and till graduation,

Storage of electronic copies of the documents

Accounting for sabbatical leaves, probation periods, deductions / recoveries

Curriculum Management - course and program management including the proposal,

approval and management of courses and programs

Enrollment, course registration and assessment;

Students’ syllabus and curriculum building

Courses transfer (credit hours) obtained in other University, link with the AUCA

curriculum

Permissions, academic records and planning,

Tracking of the student graduation requirements

Identification of the risk of expulsion

Accounts (finance planning tools, customer accounting, bills, invoices; refunds)

Program Audit

Time table. Scheduling

Management of student contracts (integration with the Financial system)

Security

Initial setup


Integration Integration with the financial system

Portal pack with on-line access for prospective/enrolled students (SIS)

Admissions and Financial Aid


Internal and external awards and loans, grants, financial aid

Apply for Admission, forms and acknowledge applications

Academic and non-academic history and access to the information

Applicant evaluation

Candidates selection

Accounting of the financial aid provided in various sections

Security

Initial setup

Maintenance process

Provide authorized access to user’s groups and to individual users. Administration of users Audit trail (running change control)


Integration Integration with the financial system

SIS/Financial Aid/Admissions Portal pack

Advising


Management of adviser’s list

Meetings/consultations scheduling Mechanisms for computing students who do not meet the curriculum (degree audit) Analytical reports

Security

Initial setup


Integration

Faculty/Adviser/SIS Portal pack

Management and integration the Alumni data system


• Revision and update modules, and integration with a database of Academic Affairs

System and SIS

• Integration with the financial system.

• Management information about the alumni progress and advancement

• Management and accounting the University Alumni donations and grants

• Management of information about alumni

• Analytical reports

Security

Initial setup

Maintenance process


Integration

• Alumni system portal/pack and integration with SIS (Academic Affairs)

Continue education system integration and management


• Accounting of the AUCA students, as well as third parties are studying at Center of

Continuing Education

• Management of the continuing education curriculum

• Accounting for students agreements

• Courses enrollment, registration, and evaluation of courses


• Management of the courses participants, invoices for payment

• Course discounts system

• Analytical reports

Security

Initial setup

Maintenance process


Integration

Integration with the financial system

SIS/Academic affairs database Portal pack

E-learning and the Library systems integration and management


Revision and update modules, and integration with a database of Academic Affairs System,

SIS, Finance and HR

Library system integration with SIS and Finance System.

Security

Initial setup

Maintenance process

Integration

E-learning and Library portal pack integrated with SIS/Finance system/HR

All Systems integration


Summary of Major Management Milestones and Deliverables

No. Phase / Activity Date

Phase I – Finance System, Human

Resources/Payment and Payroll, Academic

Affairs and Student Information System

1 Plan & Design August 10, 2012 –

November 10, 2012

2 Build & Unit Test November 15, 2012 – June

15, 2013


3 System & Integration Test June 15, 2013 – August

15, 2013

4 User Acceptance Testing & Training August 30, 2013 - October

30, 2013

5 Post Implementation Support

October 30, 2013 –

December 15, 2013

6 Corrections and updates

December 15, 2013 –

February 10, 2014

7 Close Project Phase February 15, 2014

Phase II – Management and Integration of

Distance and Continuing Education Systems,

Library, Alumni System, Asset Management and

Finance aid

1 Plan & Design

February 15, 2014 –

March 30, 2014

2 Build & Unit Test March 30, 2014 – October

30, 2014

3 System & Integration Test October 30, 2014 –

December 20, 2014

4 User Acceptance Testing & Training January 15, 2015 – March

15, 2015

5 Post Implementation Support

March 15, 2015 – April

15, 2015

6 Corrections and updates

April 15, 2015 – June 10,

2015

7 Close Project Phase June 15, 2015

Project Measures of Success

AUCA ERP Project

Measures of Success for Phase I – Finance System, Human Resources/Payment and

Payroll, Academic Affairs and Student Information System

1. President and CIO approval of the Proposal & Charter, review and confirmation of

approval by August 10, 2012.

2. Successful approval of the Project Plan (Baseline) by September 10, 2012.


3. Successful implementation of all solutions for initial findings and recommendations by

September 20, 2012.

4. Successful start of the Project execution phase with 100% team availability and

completion of all project opening meetings by September 20, 2012.

5. Completion of the Plan and Design phase completed and accepted no later than

November 10, 2012

6. Successful implementation of all solutions for mid- findings and recommendations

February 10, 2013.

7. Successful validation (100%) of data and testing of all requirements for the Build and

Unit Test no later than June 15, 2013.

8. Successful validation (100%) of data and testing of all requirements for the System and

Integration Test no later than August 15, 2013.

9. Successful validation (100%) of data and testing of all requirements for the User

Acceptance Testing no later than October 30, 2013.

10. Successful completion of User Training no later than November 15, 2013.

11. Successful capture of all best practices and lessons learned for Project management

Information Clearinghouse by February 10, 2014.

12. Implementation of all final findings in next phase of Administrative Implementation

System Project by February 15, 2014.

AUCA ERP Project

Measures of Success for Phase II – Asset Management/Time and Expense, SIS, Advising,

continue education, Academic Affairs, Financial Aid, Distance learning and Library

1. President approval of the Proposal & Charter, review and confirmation of approval by

January 30, 2014.

2. Successful approval of the Project Plan (Baseline) by February 15, 2014.

3. Successful implementation of all solutions for initial findings and recommendations

February 28, 2014.


4. Successful start of the Project execution phase with 100% team availability and

completion of all project opening meetings by February 15, 2014.

5. Completion of the Plan and Design phase completed and accepted no later than March

30, 2014.

6. Successful validation (100%) of data and testing of all requirements for the Build and

Unit Test no later than October 30, 2014.

7. Successful validation (100%) of data and testing of all requirements for the System and

Integration Test no later than December 20, 2014.

8. Successful validation (100%) of data and testing of all requirements for the User

Acceptance Testing no later than March 15, 2015.

9. Successful completion of User Training no later than March 15, 2015.

10. Successful capture of all best practices and lessons learned for Project management

Information Clearinghouse by June 10, 2015.

11. Implementation of all final findings in next phase of Administrative Implementation

System Project by June 15, 2015.

F. Project Authority

a. Authorization

Dr. Andrew Wachtel, AUCA President and the Executive Sponsor will work with AUCA

Program and Progect Managers, and third parties to expedite and resolve issues that require the

highest executive level involvement, such as contract amendments.

The Executive Sponsor will participate in project activities on an as-needed basis and be readily

accessible to the Project Management Team and the AUCA ERP Project Steering Committee ,

which he will chair and serve as a project champion and promote the visibility and credibility of

the project for the AUCA community and Board of Trustees.

The Executive Sponsor will schedule and conduct meetings of the AUCA ERP Steering

Committee.

Responsibilities:

1) Project and the Project Charter approval, approval of the Project sources,

implementation dates and the project closing dates.

2) Explanation and selection of the AUCA priorities and their influence at the

internal and external processes at the University


3) Leadership, coordination, and the project results promotion. Presentation the project

outcomes.

4) Support of the vital links between the project outcomes and external community needs

5) Approval of the project implementation plan (by phase and in general)

AUCA ERP Project Steering Committee

The Steering committee is responsible for leading the project implementation according to the

institutional approach. The Committee is final arbiter to determine the project priorities and

resources allocation, acting as a Board for change management, policy change and decision

making. The Committee will meet at least once per two months and will provide reports on

decision made.

One of the important directions of the Steering committee activity is coordination of the AUCA

policies change and set up the changes order. The Steering committee will discuss all the

question risen by the project work groups , which require policy changes as well as alternate

decisions, during the project implementation.

The issues which are directly related to changes in institutional policies or the processes of re-

engineering, as well as those that require a review of policies at different levels - they will all be

within the competence of the Committee supervision.

The decisions the Committee will make a decision on should be in time manner and according

to the approved budget of the project.

b. Program Manager

Name the Program Manager and define his or her role and responsibility over the project.

Sven Stafford, Director of the University Development

Responsibilities:

1. Supervises the activities of 1C Enterprise, AUCA implementation partner, and AUCA

software vendors and developers

2. Monitors the project budget

3. Oversees the execution of the 1C Enterprise and AUCA ERP Project Statement of Work.

4. Presents relevant discussion topics and issues for resolution to AUCA ERP Project Steering

Committee

5. Produces and distributes AUCA ERP Project Steering Committee meeting agenda and

minutes

6. Assures communication, support and buy-in of the AUCA community

7. Amends, modifies & updates the Project Schedule

8. Attends meetings with the AUCA ERP Project Steering Committee as needed

9. Provides change management leadership

10. Addresses project issues and removes obstacles or other constraints

11. Ensures resources (human and financial) are available to carry out the project to its

completion

12. Monitors implementation activities, forwarding issues and concerns the AUCA ERP Project

Workgroup and the AUCA ERP Project Steering Committee as appropriate.


13. Monitors compliance with Independent Verification and Validation process

14. Monitors progress against project implementation plan

c. Project Manager

Sania Battalova, Director of Information Resources and technology

Responsibilities:

1. Manages the project team and the budget

2. Reviews and troubleshoots all activities among the AUCA's implementation teams and

work groups

3. Oversees the execution of the Project Schedule, the Project Charter, 1C Enterprise’s and

SIS software developers Statement of Work to ensure that (1) the project is delivered on

time, within budget and (2) that staff and consultants fulfill their roles and

responsibilities

4. Oversees the following implementation activities: business process redesign (including

cross functional processes), prototyping, table set-up, reporting, communications, data

mapping and conversion, data cleansing, developing data standards, testing, training,

user documentation, hardware acquisitions, risk management, and change management

5. Provides on-going review and feedback through the implementation

6. Presents relevant discussion topics and issues for resolution to AUCA ERP Project

Steering Committee.

7. Assures communication, support and buy-in of the AUCA community

8. Amends, modifies and updates the Project Schedule in conjunction with the Program

Director and the Project Technical Coordinator

9. Attends meetings with of the AUCA ERP Project Steering Committee as needed

10. Coordinates team building activities for implementation teams and work teams

11. Coordinates with the Training Coordinator in developing and delivering an AUCA-

wide training plan for the AIS implementation.

Oversight

Describe the Commonwealth or Agency Oversight controls over the project.

All of the following entities will have Project oversight:

Internal – Program Sponsor and AUCA ERP Project Steering Committee

AUCA ERP Project Steering Committee Andrew Wachtel – President of AUCA (Chair)

Bermet Tursunkulova – Vice president for Academic Affairs

Talant Sultanov – Vice president for Finance

Melis Osmonov

Natalia Slastnikova

Nikolai Shulgin


G. Project Organization

1. Project Organization Chart

Dr. Andrew Wachtel,

President of AUCA, the

project Sponsor

The

AUCA ERP Project

Steering Committee

Program Manager, Sven

Stafford, Director of

AUCA Development

Project Manager

Sven Stafford/Sania

Battalova

Programmers –

Software developers

IT and Technical Team

Leader

Consulting

AUCA ERP Project

Stakeholders

Implementation and

Training

Coordinating and

Communication

Finance office

Human Resources

office

Registrar Office

Admissions Office

Finance Aid Office

Departments’ rep-s

Students’ rep-s

Office managers’ rep-s

Network Administrators

Web-portal Developers


2. Organization Description Describe the type of organization used for the project team, its makeup, and the lines of authority.

The American University ERP Project team is a matrix organization composed of functional

business teams and technical teams all reporting to a Project Manager.

The strong matrix structure used in this project has many characteristic by definition – full time

project manager with considerable authority and a mixture of full and part time project staff.

The Project Manager’s responsibilities are defined in detail on page 19 of this document.

The Program Director will direct the work of the Project Manager and the project team.

3. Roles and Responsibilities

Describe, at a minimum, the Roles and Responsibilities of all stakeholders identified in the

organizational diagram above. Some stakeholders may exist whom are not part of the formal

project team but have roles and responsibilities related to the project. Include these

stakeholders’ roles and responsibilities also.

The Project Working group is a matrix structure, which includes functional groups of

participants, as well as technical specialists to report to the Project manager.

The Project Director will direct the activity of the Project manager and the Project team.

AUCA ERP Project Implementation Workgroup

Salkyn Ibraimova – Vice-president for Administrative Issues

Sergey Sklyar – Head of Science and Math Program

Asel Kyrgyzbaeva – Director of Registrar Office

Larissa Lukasheva – Director of Admissions Office

Ainura Adjibekova – Chief Accountant, Budget manager

Ainura Kapalova – Director of PPD, Purchasing manager

Evgeny Eremeev – Head of SDDM, Technical Team Leader, System Analyst

Decision Director Consultant

Ekaterina Kombarova – Director of ACCT, coordinating and communications

Dmitry Kanisev– Senior Network Administrator

Stanislav Tsymbalov – Senior developer for Web-services, Portal developer

Dmitry Tolstousov – Software developer, programmer

Dmitry Kojomin - Software developer, programmer

Maya Sharsheeva – User support and Senior manager for E-learning

Safia Rafikova – Director of the Library Services


Technical and Test Team

AUCA Technical Team Leader (TTL) - The Technical Team Leader manages the processes of

the software development, purchasing, adaptation and implementation. The Leader assures

that the integrity of design is maintained across business processes. This role is also the team

lead for a group of Program and software developers. Web-portal developers, network

administrators. The team Leader works as a System Analyst.

TTL manages the processes, designs and creates technology solutions in response to business

requirements. Design, develop, and test all required modifications, interfaces, conversions, and

reports. Skills include SQL/SQR, Application Designer, 1C-Enterprise, and whatever is

required to complete these development tasks.

TTL manages the Software Change Management (SCM) process for all customer environments.

Their primary responsibility is to coordinate and manage the application of all object changes,

track updates and fixes throughout the various installation database environments and acts as

the approver for implementing changes into the various environments. This individual utilizes

upgrade tools to manage the software upgrade process.

Software and Database Developers -This individuals design and maintain the various

applications, software and database environments required for the new system. The developers

have responsibility for migrating data from one database environment to another and for

maintaining security for each database. They are also responsible for assessing the computer-

related needs of user community, assigning User IDs and setting up security access. They work

on system configuration and the system parts integration.

The Database and Software developers responsible for the high-level design of the technical

solution. The System Architect proposes the use of appropriate technology to meet the needs of

the organization. They determine the number of databases, hardware configurations, and data

sharing and storage criteria.

Systems Administrator - The Systems Administrator is responsible establishing network access

and workstation set up. Other responsibilities include establishing system schedules such as

on-line access "up times," coordinating reporting needs and special batch execution, and

ensuring operational activities were performed (e.g., back-ups and other jobs were executed

successfully). These individuals are knowledgeable about the client's LAN, WAN, and desktop

configuration.

Network Engineer - The Network Engineer is responsible for the design and support of the

existing and future LAN and WAN network architecture. This person conducts circuit needs

analysis, prepares and configures the firewall, and performs day-to-day network support


activities. Client personnel typically fill this role.

Web Portals Developer - intra- and extra-net site activities. Responsibilities include

development and maintenance of web design, web architecture design, and maintenance of

web-based content according to established standards. This individual is responsible for the

technical infrastructure and maintenance supporting the web site(s), including all the system

portals and supporting web-applications.

Test Team

Test Lead - The Test Lead assures that the project testing approach is complete for all areas of

the project, functional, technical, and process change. The Test Lead coordinates with the

project manager to complete detailed test plans for all phases of testing. The Test Lead is

responsible for developing the data verification and acceptance methods, procedures for

handling test case failures, issue identification and resolution, and overall project

communication during testing activities.

Systems and Integration Test Lead –The Systems and Integration Test Lead coordinates with

the Test Lead to complete detailed test plans for systems and integration test activities, defining

test execution schedules and roles and responsibilities. The Integration Test Lead is responsible

for overseeing the execution and completion of systems and integration testing, including

resolution of all system and integration test issues.

User Test Lead - The User Test Lead coordinates with the Test Lead to complete detailed test

plans for user test activities, defining test execution schedules and roles and responsibilities.

The User Test Lead is responsible for overseeing the execution and completion of user

acceptance testing, including resolution of all user test issues.

Performance Test Lead - The Performance Test Lead coordinates with the Test Lead to

complete detailed test plans for performance test activities, defining test execution schedules

and roles and responsibilities. The Performance Test Lead is responsible for overseeing the

execution and completion of performance testing, including resolution of all performance test

issues.

Training Team

Training Administrator - This individual administers the enrollment of team members in

PeopleSoft training courses. The Training Administrator usually has responsibility for

assessing training needs and developing training schedules. The Training Administrator will

assist Functional Leads and Business Analysts in the development and deployment of End

User training. Client personnel typically fill the Training Administrator role.

Trainer - The Trainer is responsible for presenting the training material to the End User

training class participants.


H. Resources Identify the initial funding, personnel, and other resources, committed to this project by the project sponsor. Additional resources may be committed upon completion of the detailed project plan.

Resources Allocation and Source

Funding Source: USAID ($332,080), AUCA

(139,540)

Amount: $467,620

Savings:

Contingency

Reserve

Included as optional services in implementation support


I. Signatures

The Signatures of the people below document approval of the formal Project Charter. The Project Manager is empowered by this charter to proceed with the project as outlined in the charter.

Position/Title Signature/Printed Name/Title Date

Proponent Agency Head and

the Project Sponsor

Andrew Wachtel, President

Program Manager

Sven Stafford, Director of the University

Development

Project Manager Sania Battalova, Director of IRT

Other Stakeholders as needed Bermet Tursunkulova

Vice-president for Academic Affairs

Other Stakeholders as needed Talant Sultanov,

Vice-president for Finance

Documents

AUCA ERP Project - Charter€¦ · AUCA ERP Project - Charter 1 AUCA ERP Project ... New system should include all updated FS modules as well as new HR system automation modules