1. APPO Project Phase I Kick-Off July 24, 2002

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

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

11. 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

12. 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

13. 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

14. 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

15. Project Plan
APPO Kick Off, July 24, 2002

16. 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

17. 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

18. 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

19. 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

20. 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