1. 11/02/2011 Appointment Process Redesign 2.0 Project Kick-Off

2. 6/23/20162 Agenda  Opening Remarks/Introductions  Business/Project Objectives  Project Background  Critical Success Factors  Project Acceptance Criteria  Project Scope  High Level Project Timeline  Project Processes  Project Organization  Project Risks  Question and Answer  Next Steps

3. 6/23/20163 Business Goals/Project Objectives Enhance APR functionality and ease of use for initiators and approvers. Increase adoption

4. 6/23/20164 Project Background  Final phase of APR 1.0 went live in July 2010  APR 1.1 (Key enhancements) went live in November 2010  Additional enhancements including simple edit and other action form went live in October 2011

5. 6/23/20165 Critical Success Factors Change management related  Acceptance from the Assistance Deans Resources  Need to have skilled and experienced resources that are committed to the project

6. 6/23/20166 Project Acceptance Criteria What constitutes customer acceptance and approval Testing Scenarios  Test Execution  Sign off from Business Owners Go/No Go or Readiness Review  Training/Documentation and Change management to be complete  Go Live Requirements (cutover plan, support plan) are complete

7. 6/23/20167 Project Scope Overview  Enhance APR based on the 12 tickets identified as the scope of work  Develop a short term solution for document attachment for APR transactions using the existing Ixos infrastructure  Review the additional 57 defect tickets and incorporate into the scope as many as possible without jeopardizing timeline and budget

8. 6/23/20168 Out of Scope Comprehensive “Edit” functionality

9. 6/23/20169 High Level Project Timeline Project PhaseStartEnd Requirement Analysis/DesignNov 11 Development/Unit TestingDec 11Feb 12 Integration testingMar 12Apr 12 User Acceptance testingMay 12 Roll outJun 12

10. 6/23/201610 Project Processes Project Reports Weekly status reports, meeting minutes Issue Notification & Escalation Process Request Tracker – send emails to saptest@mit.edu and use “Appointment Process Redesign 2.0” in the SAP Project Name fieldsaptest@mit.edu Meetings Weekly team meetings every Tuesday from 10:30 AM to 11:30 AM Monthly Sponsor meeting – TBD Team Roster and Distribution lists Google Calendar for the team at the following location http://www.google.com/calendar/hosted/mit.edu/render Project Documents Project folder for “Appointment Process Redesign” at the following location: S:\Admin\Project Management\Appointment Process Redesign Project Notebook on the Wiki at the following location: https://wikis.mit.edu/confluence/display/apptnb/Home

11. 6/23/201611 Project Organization Other members of the project team from Business side VPF Leslie Wright HR Chuck Pizzano Community Several folks RoleName Technical LeadShridhar Kulkarni Business AnalystJack Kogera Java/UI DeveloperTBD U/I AnalystNancy Gift Project ManagerShawn Weggelaar ABAP DeveloperSharon DiLiberto QA AnalystJack Kelliher TrainingSara Davies

12. 6/23/201612 Training & Documentation  Develop end user documentation & training materials  Deliver training to end users  Provide training schedule and logistics

13. 6/23/201613 Project Risks Description of Risk Probability of Risk Impact of Risk Mitigation Strategy Possibility of scope creep – The last meeting with Assistant Deans was in Feb 2011. There may be additional requirements that we are not aware of. High  Meet with Assistant Deans and other stakeholders soon and review the scope.  Discuss any additional scope for impact on schedule and budget with sponsors.  Conduct frequent Mock up review sessions to refine and freeze scope early in the project Resource availability LowHigh  Keep Resource Managers in the loop on resource needs and timelines  Escalate resource issues to sponsors ASAP  Seek alternate resource when available/feasible  Review Project Scope and Schedule for possible revisions

14. 6/23/201614 Q & A

15. 6/23/201615 Next Steps Action itemsResponsibility 1. Assign Java/UI resource to the project Rich Murphy 2. Identify which of the 57 defects will be addressed in APR 2.0Shridhar 3. Develop detailed project plan andShawn share with team and sponsors 4. Organize and meet with Assistant DeansGerry O’Toole as soon as possible to review scope and manage expectations