Description
Set of application software that brings financial, distribution, manufacturing, and other business functions into balance. It extends horizontally across the company’s business functions and vertically throughout the company’s supply chain
The ERP Project
Project Management Team
Enterprise Resource Planning Project
King Fahd University of Petroleum & Minerals
Dhahran 31261, Saudi Arabia
April 2005
A Presentation to
Business Process Owners
16 September 2014 2
Agenda
• Introduction of the Team
• A Presentation on the ERP Project
• Role of Business Process Owners
• Project Charter
• Project Plan
• Establishing Goals & Objectives
• Schedule of Meetings
• Project Team Directory
• Communication Plan
• Project Office
• Name the ERP Project
• Next Meeting
16 September 2014 3
Outline
• ERP systems and their Benefits
• Mission and Vision
• Goals and Objectives
• Statement of Work
• Organization Structure
• Assumptions and Constraints
• Schedule
• Estimated Cost
• Quality Audit
16 September 2014 4
What?s an ERP System?
Set of application software that brings
financial, distribution, manufacturing, and
other business functions into balance. It
extends horizontally across the company’s
business functions and vertically
throughout the company’s supply chain.
Source: Gartner
16 September 2014 5
Policies, Standards, Regulations,
Laws, Knowledge, Triggering Events
Information
Materials
Results
Information
Deliverables
Products
Human Resources, Tools, Equipment,
ERP Systems, Facilities
Guides
Process Step
Sub-Process Step
I
n
p
u
t
s
O
u
t
p
u
t
s
Enablers
Components of a Business Process (IGOE)
16 September 2014 6
• Key enabler of “best practice”
• Catalyst to improve operational and process effectiveness
• Framework for organizational transformation
• Tool for extended integration
• Facilitator for Information Systems’ governance
• Helps in human capital advancement
ERP … Driving Economic Value
16 September 2014 7
Benefits of an ERP System
Benefits must go beyond repairing the current state to address the
future needs of the organization across several dimensions.
Strategic
Operational
Technical
Financial
16 September 2014 8
• Alignment with business strategy
• Improved responsiveness
• Enhanced organizational flexibility
• Improved decision-making capabilities
• Support for “IS Governance”
Strategic Benefits
16 September 2014 9
• Leveraging of global leading practices
• Increase in capacity / utilization
• Improved cycle time / accuracy
• Integration
• Visibility of process
Operational Benefits
16 September 2014 10
• Leverage international “leading practices” instead of
“reinventing the wheel”
• Integrated package forces a process focus approach
to implementation
• Globally maintained “integrated package” reduces
cost, effort and skills required to maintain/enhance
systems.
• Centralised application security
• Less „programming? – more „customisation?
Technical Benefits
16 September 2014 11
Financial Benefits
• Savings in inventories, personnel, total logistics costs,
procurement costs, etc
• Reduced assets deployed
• Reduced staff costs
• Improved cash flow
• Increased stakeholders value
16 September 2014 12
ERP Solutions
for Higher Education & Research
• Oracle
• PeopleSoft
• SAP
• SunGard SCT
16 September 2014 13
16 September 2014 14
16 September 2014 15
16 September 2014 16
16 September 2014 17
ERP Users in the Middle East
• Gulf University of Science & Technology, Kuwait
• American University of Kuwait
• American University of Beirut
• Lebanese American University (LAU)
• American University Cairo
• Effat College, Jeddah
• American University of Sharjah
• Higher Colleges of Technology, Dubai
• UAE University
• Zayed University, Dubai
• King Faisal University has started the implementation
Mission of the ERP Project
To improve, enable, and integrate
academic and administrative
processes of the University
16 September 2014 19
Vision of the ERP Project
To adopt and sustain the best
information technology enabled
business processes in order to support
the most productive environment for
learning, innovation, and research
16 September 2014 20
Goals of the ERP Project
1. Improve effectiveness and efficiency of academic
and administrative processes
2. Improve support for decision making
3. Enhance availability and access to timely and
reliable information
4. Enhance professional capabilities of human
resources
5. Improve quality of services for all stakeholders
6. Enhance accountability of personnel, and integrity
of processes and information
16 September 2014 21
Goal: Improve effectiveness and efficiency of
academic and administrative processes
? Select, enhance and implement an ERP system that meets all
documented functional requirements to complete all
transactions
? Integrate functional systems
? Provide easy to use interfaces in both Arabic and English
? Provide training to end users
? Reduce transactional cost
? Reduce cycle time of transactions
16 September 2014 22
Goal: Improve support for decision making
? Develop user-defined reports
? Implement a performance management system
16 September 2014 23
Goal: Enhance availability and access to timely
and reliable information
? Provide access to all users from anywhere at any time
? Maintain a single source of data
? Implement ISO 17799 standard for information security
16 September 2014 24
Goal: Enhance professional capabilities of human resources
? Adopt ERP-enabled business processes
? Identify and conduct training programs
16 September 2014 25
Goal: Improve quality of service for all stakeholders
? Deploy online self-services
? Deploy user support system
16 September 2014 26
Goal: Enhance accountability of personnel, and integrity
of processes and information
? Automate controls and reconciliation points
? Improve transparency and traceability of
transactions
16 September 2014 27
Critical Success Factors
? Ownership, commitment and involvement of the top
management
? Awareness, capability and motivation at all levels
among all stakeholders
? An effective change management strategy and plan
? Necessary infrastructure for effective implementation
of the systems
? Minimum customization of the selected ERP system
? Good planning, and then rapid implementation, to
keep up the momentum
? Motivation and training of end-users
16 September 2014 28
Functional Scope of Work
Academics Modules
1. Admission & registration
2. Student affairs
3. Research management
IT Modules
1. Document management system
2. University portal
3. Business intelligence
Administrative Modules
1. General ledger
2. Accounts payables
3. Accounts receivables
4. Cash management
5. Fixed assets
6. Costing & budgeting
7. Inventory management
8. Warehouse management
9. Purchasing
10. Project accounting
11. Maintenance management
12. Personnel administration
13. Payroll
14. Training
15. Support services
– Office and Housing Services
– Medical Services
– Food Services
– Safety and Security Services
– Transportation Services
– Book Store
16 September 2014 29
Work Breakdown Structure
ERP
Implementor
Software
Support
Business
Process
ERP System
Implementation
The ERP Project
Develop RFP
Review Systems
Select ERP
System
Sign Contract
Receive Software
Renew Support
Identify Processes
Document Processes
Renew Processes
Develop RFP
Review Proposals
Select
Implementer
Sign Contract
Hardware
Setup Project
Office
Upgrade Hardware
Operation &
Maintenace
Setup Procedures
Upgrade HelpDesk
Provide Support
Development
Data Migration
Configuration
Testing
Training
Documentation
Document
Processes
Prepare End-User
Documentation
Conduct Level I
Training
Conduct Level II
Training
Conduct Level III
Training
Conduct End-User
Training
Conduct Business
Process Training
Configure system
Prepare prototype
Determine
Requirements
Prepare Design
Build Prototype
Determine Data
Requirements
Prepare Data
Upload/Enter Data
Perform Unit
Tests
Perform
Integration Tests
Perform Stress
Test
16 September 2014 30
Organization of the ERP Project
Executive
Steering Committee
Project
Management Team
Implementation
Group 1
Implementation
Group 2
Implementation
Group n
16 September 2014 31
Executive Steering Committee
1. H.E. the Rector (Chair)
2. Vice Rector, Graduate Studies & Scientific Research
3. Vice Rector for Academic Affairs
4. Supervisor, Information & Communication Technology
5. Supervisor, Technical Affairs
6. Supervisor, Financial & Administrative Affairs
7. Dean, Faculty & Personnel Affairs
8. Dean, Student Affairs
9. Dean, Admissions & Registration
10. Dean, College of Computer Sciences & Engineering
11. Director, Information Technology Center
16 September 2014 32
Project Management Team
1. Supervisor, Financial & Administrative Affairs (Chair)
2. Director, Information Technology Center (Deputy Chair)
3. Advisor, Information Strategy (Member)
4. Manager, Computing Services, ITC (Member)
16 September 2014 33
Implementation Groups
1. Business Process Owner (Chair)
2. Key User(s)
3. Application Developer (sharing)
4. Functional Consultant
5. Technical Consultant (sharing)
16 September 2014 34
Assumptions & Constraints
? Availability of all business process owners and users for
completing assigned project tasks
? Solicit technical resources from within the University as and
when possible
? No new major hardware will be required to install the
selected ERP system
? Training and other incentives will be provided to project
teams and users to enhance their capabilities and level of
motivation
? Quality is first priority though project should be completed
in 2 years with minimum cost
? ERP system offering best value for users will be selected,
though it could be costly and may require technical
compromises
16 September 2014 35
Tentative Schedule
24 23 22 21 20 19 18 17 16 15 14 13 12 11 10 9 8 7 6 5 4 3 2 1
Major Tasks
Document processes
Issue RFP for ERP system
Select ERP system(s)
Prepare infrastructure
Issue RFP for ERP implementer
Select ERP implementer
Setup project environment
Prepare business blueprint
Configure & customize
Prepare & migrate data
Train and test
Perform quality assurance
Cut-over and go-live
Support users
16 September 2014 36
Proposed Milestone Chart
Project Start Date: 12 March 2005
Project Go-Live: 01 January 2007
Project End Date: 30 April 2007
16 September 2014 37
Appointment of External Quality Auditor
Objective:
To have an independent review of quality of project
management as well as implementation of the ERP system
Scope of Work:
To prepare and implement a quality management plan that
includes quality audits at predetermined stages/points in the
project life cycle. The auditor shall plan an audit and submit
a report at the end of the audit.
Duration:
The work will be carried out throughout the project life cycle.
However, on site audits will comprise of 10-12 days
Any Questions?
16 September 2014 39
Agenda
• Introduction of the Team
• A Presentation on the ERP Project
• Role of Business Process Owners
• Project Charter
• Project Plan
• Establishing Goals & Objectives
• Schedule of Meetings
• Project Team Directory
• Communication Plan
• Project Office
• Name the ERP Project
• Next Meeting
16 September 2014 40
Business Process Owner
? Leads team of users, developers and consultants
? Coordinates with the Project Management Team
? Recommends relevant module of ERP system to be
selected after evaluation of all short-listed systems
? Responsible for documentation, renewals and signing-off
the business processes in his domain
? Tests and validates the system prior to its acceptance
? Assumes responsibility of achieving goals and objectives
of the ERP project in his domain
16 September 2014 41
Project Charter
? Mission
? Vision
? Goals and Objectives
? Project Organization
? Statement of Work
? Quality
? Assumptions and Constraints
? Duration
? Cost
? Performance Reporting
16 September 2014 42
Project Plan
– Scope Management Plan
– Schedule Management Plant
– Budget
– Human Resources Plan
– Communication Management Plan
– Quality Management Plan
– Procurement Plan
– Risk Management Plan
– Integrated Project Plan
– Measuring & Controlling Project Performance
16 September 2014 43
Establishing Goals & Objectives for the Project
in your Functional Area
– What is a Goal?
– SMART Goals
S: Specific
M: Measurable
A: Action-Oriented / Attainable
R: Realistic
T: Timely
– Number of Goals (5-7)
– What is an Objective?
16 September 2014 44
Schedule of Meetings
– Weekly meetings for 1-2 hours
– Structured Meetings will be held
– Minutes of the Meetings will be prepared
– Copy to all relevant members of the Project Team
16 September 2014 45
Project Team Directory
– Name
– Position
– Department
– Telephone
– Fax
– Mobile
– E-Mail
16 September 2014 46
Communication Plan
– Organization of the Project
– Meetings
– Awareness sessions
– E-Mail
– Project Newsletter
– Project web site
– Publications of the Public Relations Dept.
16 September 2014 47
Project Office
Moving to
this location
By the end of
October 2005
16 September 2014 48
Name the ERP Project
16 September 2014 49
Next Meeting
16 September 2014 50
Thank You
doc_626708160.ppt
Set of application software that brings financial, distribution, manufacturing, and other business functions into balance. It extends horizontally across the company’s business functions and vertically throughout the company’s supply chain
The ERP Project
Project Management Team
Enterprise Resource Planning Project
King Fahd University of Petroleum & Minerals
Dhahran 31261, Saudi Arabia
April 2005
A Presentation to
Business Process Owners
16 September 2014 2
Agenda
• Introduction of the Team
• A Presentation on the ERP Project
• Role of Business Process Owners
• Project Charter
• Project Plan
• Establishing Goals & Objectives
• Schedule of Meetings
• Project Team Directory
• Communication Plan
• Project Office
• Name the ERP Project
• Next Meeting
16 September 2014 3
Outline
• ERP systems and their Benefits
• Mission and Vision
• Goals and Objectives
• Statement of Work
• Organization Structure
• Assumptions and Constraints
• Schedule
• Estimated Cost
• Quality Audit
16 September 2014 4
What?s an ERP System?
Set of application software that brings
financial, distribution, manufacturing, and
other business functions into balance. It
extends horizontally across the company’s
business functions and vertically
throughout the company’s supply chain.
Source: Gartner
16 September 2014 5
Policies, Standards, Regulations,
Laws, Knowledge, Triggering Events
Information
Materials
Results
Information
Deliverables
Products
Human Resources, Tools, Equipment,
ERP Systems, Facilities
Guides
Process Step
Sub-Process Step
I
n
p
u
t
s
O
u
t
p
u
t
s
Enablers
Components of a Business Process (IGOE)
16 September 2014 6
• Key enabler of “best practice”
• Catalyst to improve operational and process effectiveness
• Framework for organizational transformation
• Tool for extended integration
• Facilitator for Information Systems’ governance
• Helps in human capital advancement
ERP … Driving Economic Value
16 September 2014 7
Benefits of an ERP System
Benefits must go beyond repairing the current state to address the
future needs of the organization across several dimensions.
Strategic
Operational
Technical
Financial
16 September 2014 8
• Alignment with business strategy
• Improved responsiveness
• Enhanced organizational flexibility
• Improved decision-making capabilities
• Support for “IS Governance”
Strategic Benefits
16 September 2014 9
• Leveraging of global leading practices
• Increase in capacity / utilization
• Improved cycle time / accuracy
• Integration
• Visibility of process
Operational Benefits
16 September 2014 10
• Leverage international “leading practices” instead of
“reinventing the wheel”
• Integrated package forces a process focus approach
to implementation
• Globally maintained “integrated package” reduces
cost, effort and skills required to maintain/enhance
systems.
• Centralised application security
• Less „programming? – more „customisation?
Technical Benefits
16 September 2014 11
Financial Benefits
• Savings in inventories, personnel, total logistics costs,
procurement costs, etc
• Reduced assets deployed
• Reduced staff costs
• Improved cash flow
• Increased stakeholders value
16 September 2014 12
ERP Solutions
for Higher Education & Research
• Oracle
• PeopleSoft
• SAP
• SunGard SCT
16 September 2014 13
16 September 2014 14
16 September 2014 15
16 September 2014 16
16 September 2014 17
ERP Users in the Middle East
• Gulf University of Science & Technology, Kuwait
• American University of Kuwait
• American University of Beirut
• Lebanese American University (LAU)
• American University Cairo
• Effat College, Jeddah
• American University of Sharjah
• Higher Colleges of Technology, Dubai
• UAE University
• Zayed University, Dubai
• King Faisal University has started the implementation
Mission of the ERP Project
To improve, enable, and integrate
academic and administrative
processes of the University
16 September 2014 19
Vision of the ERP Project
To adopt and sustain the best
information technology enabled
business processes in order to support
the most productive environment for
learning, innovation, and research
16 September 2014 20
Goals of the ERP Project
1. Improve effectiveness and efficiency of academic
and administrative processes
2. Improve support for decision making
3. Enhance availability and access to timely and
reliable information
4. Enhance professional capabilities of human
resources
5. Improve quality of services for all stakeholders
6. Enhance accountability of personnel, and integrity
of processes and information
16 September 2014 21
Goal: Improve effectiveness and efficiency of
academic and administrative processes
? Select, enhance and implement an ERP system that meets all
documented functional requirements to complete all
transactions
? Integrate functional systems
? Provide easy to use interfaces in both Arabic and English
? Provide training to end users
? Reduce transactional cost
? Reduce cycle time of transactions
16 September 2014 22
Goal: Improve support for decision making
? Develop user-defined reports
? Implement a performance management system
16 September 2014 23
Goal: Enhance availability and access to timely
and reliable information
? Provide access to all users from anywhere at any time
? Maintain a single source of data
? Implement ISO 17799 standard for information security
16 September 2014 24
Goal: Enhance professional capabilities of human resources
? Adopt ERP-enabled business processes
? Identify and conduct training programs
16 September 2014 25
Goal: Improve quality of service for all stakeholders
? Deploy online self-services
? Deploy user support system
16 September 2014 26
Goal: Enhance accountability of personnel, and integrity
of processes and information
? Automate controls and reconciliation points
? Improve transparency and traceability of
transactions
16 September 2014 27
Critical Success Factors
? Ownership, commitment and involvement of the top
management
? Awareness, capability and motivation at all levels
among all stakeholders
? An effective change management strategy and plan
? Necessary infrastructure for effective implementation
of the systems
? Minimum customization of the selected ERP system
? Good planning, and then rapid implementation, to
keep up the momentum
? Motivation and training of end-users
16 September 2014 28
Functional Scope of Work
Academics Modules
1. Admission & registration
2. Student affairs
3. Research management
IT Modules
1. Document management system
2. University portal
3. Business intelligence
Administrative Modules
1. General ledger
2. Accounts payables
3. Accounts receivables
4. Cash management
5. Fixed assets
6. Costing & budgeting
7. Inventory management
8. Warehouse management
9. Purchasing
10. Project accounting
11. Maintenance management
12. Personnel administration
13. Payroll
14. Training
15. Support services
– Office and Housing Services
– Medical Services
– Food Services
– Safety and Security Services
– Transportation Services
– Book Store
16 September 2014 29
Work Breakdown Structure
ERP
Implementor
Software
Support
Business
Process
ERP System
Implementation
The ERP Project
Develop RFP
Review Systems
Select ERP
System
Sign Contract
Receive Software
Renew Support
Identify Processes
Document Processes
Renew Processes
Develop RFP
Review Proposals
Select
Implementer
Sign Contract
Hardware
Setup Project
Office
Upgrade Hardware
Operation &
Maintenace
Setup Procedures
Upgrade HelpDesk
Provide Support
Development
Data Migration
Configuration
Testing
Training
Documentation
Document
Processes
Prepare End-User
Documentation
Conduct Level I
Training
Conduct Level II
Training
Conduct Level III
Training
Conduct End-User
Training
Conduct Business
Process Training
Configure system
Prepare prototype
Determine
Requirements
Prepare Design
Build Prototype
Determine Data
Requirements
Prepare Data
Upload/Enter Data
Perform Unit
Tests
Perform
Integration Tests
Perform Stress
Test
16 September 2014 30
Organization of the ERP Project
Executive
Steering Committee
Project
Management Team
Implementation
Group 1
Implementation
Group 2
Implementation
Group n
16 September 2014 31
Executive Steering Committee
1. H.E. the Rector (Chair)
2. Vice Rector, Graduate Studies & Scientific Research
3. Vice Rector for Academic Affairs
4. Supervisor, Information & Communication Technology
5. Supervisor, Technical Affairs
6. Supervisor, Financial & Administrative Affairs
7. Dean, Faculty & Personnel Affairs
8. Dean, Student Affairs
9. Dean, Admissions & Registration
10. Dean, College of Computer Sciences & Engineering
11. Director, Information Technology Center
16 September 2014 32
Project Management Team
1. Supervisor, Financial & Administrative Affairs (Chair)
2. Director, Information Technology Center (Deputy Chair)
3. Advisor, Information Strategy (Member)
4. Manager, Computing Services, ITC (Member)
16 September 2014 33
Implementation Groups
1. Business Process Owner (Chair)
2. Key User(s)
3. Application Developer (sharing)
4. Functional Consultant
5. Technical Consultant (sharing)
16 September 2014 34
Assumptions & Constraints
? Availability of all business process owners and users for
completing assigned project tasks
? Solicit technical resources from within the University as and
when possible
? No new major hardware will be required to install the
selected ERP system
? Training and other incentives will be provided to project
teams and users to enhance their capabilities and level of
motivation
? Quality is first priority though project should be completed
in 2 years with minimum cost
? ERP system offering best value for users will be selected,
though it could be costly and may require technical
compromises
16 September 2014 35
Tentative Schedule
24 23 22 21 20 19 18 17 16 15 14 13 12 11 10 9 8 7 6 5 4 3 2 1
Major Tasks
Document processes
Issue RFP for ERP system
Select ERP system(s)
Prepare infrastructure
Issue RFP for ERP implementer
Select ERP implementer
Setup project environment
Prepare business blueprint
Configure & customize
Prepare & migrate data
Train and test
Perform quality assurance
Cut-over and go-live
Support users
16 September 2014 36
Proposed Milestone Chart
Project Start Date: 12 March 2005
Project Go-Live: 01 January 2007
Project End Date: 30 April 2007
16 September 2014 37
Appointment of External Quality Auditor
Objective:
To have an independent review of quality of project
management as well as implementation of the ERP system
Scope of Work:
To prepare and implement a quality management plan that
includes quality audits at predetermined stages/points in the
project life cycle. The auditor shall plan an audit and submit
a report at the end of the audit.
Duration:
The work will be carried out throughout the project life cycle.
However, on site audits will comprise of 10-12 days
Any Questions?
16 September 2014 39
Agenda
• Introduction of the Team
• A Presentation on the ERP Project
• Role of Business Process Owners
• Project Charter
• Project Plan
• Establishing Goals & Objectives
• Schedule of Meetings
• Project Team Directory
• Communication Plan
• Project Office
• Name the ERP Project
• Next Meeting
16 September 2014 40
Business Process Owner
? Leads team of users, developers and consultants
? Coordinates with the Project Management Team
? Recommends relevant module of ERP system to be
selected after evaluation of all short-listed systems
? Responsible for documentation, renewals and signing-off
the business processes in his domain
? Tests and validates the system prior to its acceptance
? Assumes responsibility of achieving goals and objectives
of the ERP project in his domain
16 September 2014 41
Project Charter
? Mission
? Vision
? Goals and Objectives
? Project Organization
? Statement of Work
? Quality
? Assumptions and Constraints
? Duration
? Cost
? Performance Reporting
16 September 2014 42
Project Plan
– Scope Management Plan
– Schedule Management Plant
– Budget
– Human Resources Plan
– Communication Management Plan
– Quality Management Plan
– Procurement Plan
– Risk Management Plan
– Integrated Project Plan
– Measuring & Controlling Project Performance
16 September 2014 43
Establishing Goals & Objectives for the Project
in your Functional Area
– What is a Goal?
– SMART Goals
S: Specific
M: Measurable
A: Action-Oriented / Attainable
R: Realistic
T: Timely
– Number of Goals (5-7)
– What is an Objective?
16 September 2014 44
Schedule of Meetings
– Weekly meetings for 1-2 hours
– Structured Meetings will be held
– Minutes of the Meetings will be prepared
– Copy to all relevant members of the Project Team
16 September 2014 45
Project Team Directory
– Name
– Position
– Department
– Telephone
– Fax
– Mobile
16 September 2014 46
Communication Plan
– Organization of the Project
– Meetings
– Awareness sessions
– Project Newsletter
– Project web site
– Publications of the Public Relations Dept.
16 September 2014 47
Project Office
Moving to
this location
By the end of
October 2005
16 September 2014 48
Name the ERP Project
16 September 2014 49
Next Meeting
16 September 2014 50
Thank You
doc_626708160.ppt