APPO Project Phase I Kick-Off July 24, 2002

Agenda Project background Project objectives and team charge Project goals Project scope Deliverables Project organization Project plan Project management approach Team meeting ground rules Next step. APPO Kick Off, July 24, 2002

Project Background Retirement of mainframe Maintenance Cost Evolving Business Needs Shared Financial Systems - SFS Eliminating legacy GL dependency Migrating Legacy Programs/Processes off Mainframe. APPO Kick Off, July 24, 2002

APPO Project Objectives and Team Charge To explore solution alternatives for migrating legacy accounts payable programs/processes off mainframe and to recommend a best accounts payable migration alternative that is technically attainable, financially cost-effective, and functionally feasible and practical. APPO Kick Off, July 24, 2002

APPO Project Objectives Technically Attainable Solutions should be built on technology that currently exists. Financially Cost-Effective Analyze and compare implementation costs and operational costs. Cost-benefit analysis to justify solution alternatives. Functionally Feasible and Practical Chosen technology and solutions should be able to meet majority of business requirements. Solutions should be able to simplify processes, reduce manual touches and reduce current processing cycle time. APPO Kick Off, July 24, 2002

Project Goals Team training of procurement and payable processes. Identify legacy AP process improvement opportunities. Identify potential technology & software. Perform software gap analysis. Identify possible alternatives for legacy AP processes. Analyze alternatives (technical, functional and financial). Solution recommendations. APPO Kick Off, July 24, 2002

Project Scope – Business Scope Major Processes In Scope Encumbrance Direct charge PO invoice payment cycle Pre-Audit Post-Audit Check printing & payment distribution File maintenance and storage. Processes Out of Scope (To be addressed in projects separate from APPO Phase I) Procard transactions SWAP? Property Control? Electronic internal billings within campus Inter campus billings MDS. APPO Kick Off, July 24, 2002

Project Scope – System Scope Legacy Programs In Scope EPRQ VPAM INQV INQC INQR GENR 1099 payments. Legacy Programs Out of Scope (To be addressed in projects separate from APPO Phase I) File Interface with Accrual Accounting Systems Tax-related reporting. QFO2 INQP ADDI APPO Kick Off, July 24, 2002

Project Deliverables Charter (scope, plan, risk assessment, communication plan, project schedules, etc.) Current process model and baseline Future process model and desired measurements Software gap analysis report Final project report and recommendation to the management. APPO Kick Off, July 24, 2002

Project Organization Project Team APPO Kick Off, July 24, 2002

Project Organization SFS Steering Committee John Torphy Don Minor Nancy Wilkinson Pennie Maclean Diane Mann Al Benzschawel SFS Strategic Planning Committee Bob Dye Jim Knickmeyer Ken Mount Diane Barrett Colleen Kerl Jan Richardson Donna Halleran Paul Jelle Pennie Maclean Maggie Roth Mike Hardiman Al Benzschawel Larry Wold Cathy Holmes APPO Team Procurement Accounts Payable SFS Team Campus Representatives APPO Kick Off, July 24, 2002

Project Team Responsibilities Team Members Serve as functional expert in responsible process areas and share expert knowledge with the team. Participate in team meetings & discussions. Learn from other functional experts on the team to gain an understanding of APPO processes. Gather and share process related data for the project. Apply functional expertise and judgment in the development of project deliverables. Participate in the development of project deliverables. APPO Kick Off, July 24, 2002

Project Team Responsibilities Strategic Planning Committee Authorize and approve APPO project. Define project objectives and team charge. Allocate and approve project resources. Approve project deliverables. Resolve project related issues. APPO Kick Off, July 24, 2002

Project Team Responsibilities Steering Committee Authorize and approve APPO project. Approve project objectives and team charge. Approve project budget. Approve project deliverables. Resolve project related issues. APPO Kick Off, July 24, 2002

Project Plan APPO Kick Off, July 24, 2002

Project Management Approach Scope Management Process Project team recommendation of scope change with justifications. Scope change request should be made to SPC for approval. Significant scope change should also be made to Steering Committee for approval. APPO Kick Off, July 24, 2002

Project Management Approach Issue Management Document issues that can have significant impact on the project or that require further clarification or investigation. Prioritize issues. Assign issues to related functional team members for investigation and issue resolution. Track documented issue status. Issue status: Accepted, rejected or resolved. APPO Kick Off, July 24, 2002

Project Management Approach Communication Plan Status report to SPC at each milestone. Regular project briefings with the management team representatives. Issues meeting: Periodic review of issue log by the team. Steering Committee report: Summarized final project report from the team. Regular status report on SFS website. APPO Kick Off, July 24, 2002

Ground Rules for Team Meeting One person speaks at a time. Do not interrupt while someone is speaking. Give other people the opportunity to speak. Think what you are going to say and say it clearly. No side conversations. Focus on issues and opinions, not the person with opinions. Show respect and courtesy to each other. Do not blame or make negative comments about other people. No one person makes decision. All ideas and decisions belong to the team. Don’t be afraid to ask for clarification. Start and stop meetings on time. Make every possible effort to attend team meetings. Check in during team meeting for the next meeting. Take responsibility to catch up with missed meetings. APPO Kick Off, July 24, 2002

Next Step Schedule team meetings – biweekly Develop Charter – Hua Team approval of Charter SFS SPC approval of Charter Team training on business processes – procurement. APPO Kick Off, July 24, 2002