1. Using an ERP Upgrade to Advance IT Best Practices
Katherine (Katie) Ranes
University Technology Office
Arizona State University

2. Agenda Introduction and Ground Rules Common Problem
Some Best Practices
Tools/Tips/Results
Question / Take-Away

3. The Rules Most value for you Engage with the problem
Continue the conversation

4. Common Problems Problem 1: Upgrade some component of your services.
Problem 2: Responsible for a process and want to advance best practice.
While we need to upgrade due to end of life of our current version we are using this opportunity to leverage, simplify and strengthen our systems.
How many are currently charged with doing an upgrade of some sort? What? Examples: Sharepoint, my example
How many are involved with changing the organization or advancing a process? Examples:
I am going to talk about both of these things. At ASU we were faced with upgrading our ERP systems in PeopleSoft for HR and Student Administration. At the same time, we had a new CIO who was working to change the organization.
This is where I was standing. At the crossroads of “Project” and “Process” or “upgrade” and “best practice” OR in the words of Walgreens corner of “Happy” and “Healthy”
In your mind, you want to do one focus on the product/service upgrade or focus on the organizational change. You can do both.

5. The Context - ASU

6. What fun! A new roof!
The Upgrade is like making a large improvement to your house. You are doing something to ensure the maintenance of your house is solid. Upgrade the system allows us to continue to take advantage of new updates and regulations, but it is still our data or furniture and most functionality has not changed. However this upgrade still requires large staff engagement to ensure all leaks are caught and tested. It may not be fun.
Our provost, one of our executive sponsors, described the ERP upgrade this way.
Looking for ways to gain more than a roof. You may be in the same boat, trying to energize the team doing routine maintenance.

7. Practice:
Project Management

8. Kick Off Have a kick-off meeting – Cross-functional
Ownership activity and be able to describe project.
3 colors of playdough and asked groups to represent the project in some way.
Here’s one of those representations. Accurate in that we had many teams interacting with each other, some very focused on specific areas and other dealing with more complicated work.

9. Project Management Training
PMP Certificate
Team Leader training
Collaboration Tools

10. Project Timeline – MS Project
Manage the framework at a project level, not each individual task.
Built framework using two tools. (Google spreadsheet) Google Docs.
I also built it in MS Project. One feature of MS project I like is this timeline with specific milestones culled out. Used in the Executive summary each month.

11. Deliverables - Collaboration
Project Documents
Project Framework
Issue Log
Risk Register
Presentations

12. Practice:
RESOURCE Management

13. Balancing Act – Project/Job
Team charters
Back fill
Some new hires

14. What does it cost? People – People - People ASU Technical Staff
ASU Functional Staff
External consultants
Ongoing operations staff
New hires

15. Tracking Time Needed to capture time/costs Desire to use internal
No systems
No standard procedures

16. Maturing in the Process

17. More Resources

18. Practice:
TESTING - Approvals

19. Testing Project We will not launch until we are ready …..
We will sell no wine before it’s time…..
We will not launch until we are ready …..

20. Testing Tools - Manual

22. Testing Approval

23. Practice:
SECURITY

25. Integration Coordination
External Voice
More information
Survey
Consistent follow-up
Simplify
Leverage the project

26. CoMMUniCATION/CHANGE Management
Practice:
CoMMUniCATION/CHANGE Management

27. Large Playground
Objective: Change the perception about PeopleSoft, Change the perception that technology just happens.
Lots of moving parts and large playground
Communication plan
Communication log
Pros on the team and external to the team
Who?

28. Use the Institution’s Resources
Painting Party – idea (face-to-face meetings)
Paint carried the message that there was improvement but could get a little messy (plan ahead, drop cloth etc. Web information)
Students – twitter and on-line signs, real signs
More specifics in web page, google
Don’t forget the internal team. Could drown in .

29. The ResULTs

30. Today at ASU Project Management Resource Management
Quality Assurance/Testing
Security
Communication

31. Your Take - AwAys

33. Take-homes Project Management Resource Management Testing Security
Communication – Change Management ?

34. References And QUestions

35. Where you can find it JIRA - www.atlassian.com/JIRA
Project Management Institute –
Planview -
Caspio -
Bare Bones Project Management – Bob Lewis (various)

36. Learn More