ABW Finance Implementation Kickoff Meeting

Karen Hercus & Simon ThornUoA Project Director & UNIT4 Project Manager

Agenda• Introductions & Objectives• Project Background• Project Approach• Project Roles & Responsibilities• Project Plan• Risks & Issues• Next Steps

Objectives

• OneSource will transform the University’s business processes.

• Major improvement agenda involving people, processes and supporting technology.

• To replace Student Records and Admissions, Research Management, Human Resources, Payroll and Pensions, Finance and Procurement systems.

• Improve efficiency and transparency

Project BackgroundIrene Bews – Project Sponsor

Background to Project• Reasons for undertaking the project• Vision• Benefits• Scope• Key Stakeholders

Project Approach

Glossary• Accounts Payable: AP• Accounts Receivable: AR• Agresso Business World: ABW• General Ledger:GL• Integrated Systems Test: IST• Project Initiation Document: PID• Solution Design Document: SID• Training and Documentation TaD• User Acceptance Test: UAT

Project Phases• Project consists of two Phases:

• Phase1 – Agreeing common hierarchies & organisational structures

• Phase2 – Implementation of Agresso Business World (ABW) Finance Modules

Phase 1 – Common Hierarchies• Approach- Workshops

• Finance Representatives

• HR Representatives

• Student Records Representatives

• Deliverables• Agreed Organisational Structures

• Agreed High Level Financial Structures

• Timescales• By end of April 2013

Phase 2 – ABW Finance Implementation• Project Structure

• Management Stages

• Work streams

Mgt. Stage 1 Mgt. Stage 2 Mgt. Stage 3

Work Stream 1

Work Stream 2

Work Stream 3

Work Stream 4

Management Stages• Initiation• Solution Design• Build• Integrated System Test (IST)• User Acceptance Test (UAT)• Rollout• Project Closedown

Management Stages Deliverables• Initiation

• Project Initiation Document (PID)

• Project Plan and Detailed Stage Plan for Build

• Project Resource Plan with Resource Mobilised for Kick Off

• Project Governance Structures ,Process

• Project Standards Documentation

• Project Kick-off Meeting/Event

Management Stages Deliverables• Solutions Design

• Project Team Training Completed (ABW Fundamentals Training )

• Solution Design Document by Module

• Standard Configuration To Meet Business Processes

• High Level Data Migration Requirements

• High Level Gap Analysis/Gap Filling Strategy Options

• High Level Reporting Requirements

• High Level Integration Requirements

• Installed ABW systems and Technical Training.

Management Stages Deliverables• Build Pt1

• Prioritised Set of Reports, Integration and Conversion Development Lists/Catalogues

• Migration & Data Cleansing Strategy

• Security & Administration Strategy

• Documented Configured Template of the ABW System based on the Solution Design

• Testing and Training Environments and Facilities

Management Stages Deliverables• Build Pt2

• Set of Developed Reports ready for release to IST Environment.

• Unit Tested Software Developments for Agreed Gap Filling Solutions /Interface.

• Unit Tested Software Developments for Agreed Conversions

• IST Testing Strategy

• IST Test Plan

• Set of Test Scripts, Test scenario’s, Test data and expected results

• User Training Needs Assessment

Management Stages Deliverables• Integrated Systems Testing

• Completed Test Cycles

• Executed Test Scripts and Documented Results

• Completed Test Issue Log

• IST Review & Sign off

• Developed Reports for UAT

• Signed off Data Migration

• UAT Testing Strategy & Testing Plan

Management Stages Deliverables• User Acceptance Testing

• Set of Test Scripts, Test scenario’s, Test data and expected results

• Trained Users to undertake Testing

• Completed Tests

• UAT Review & Sign off

• First Cut Cutover Plan

Management Stages Deliverables• Rollout

• Trained End Users

• Production Environments in Place

• Documented Support processes

• Detailed cutover/cutback plans

Management Stages Deliverables• Project Closedown

• Post Project Review

• Updated Lessons Learnt Log

Work Streams• Solution Design• Build & Testing• Development• Security & Admin• Reporting• End User (EU)Training• Data Cleansing & Migration• Technical• Change Management• Go Live

Solutions Design Work Stream• Project Application Process Owners and Team Members supported by

UNIT4 Consultants• Basic ABW Training for Workshop Attendee’s• Series of Workshops by Module (GL,AP,AR)• Solution Design Document (SDD)

• Standard configuration to meet business processes

• High level Data Migration Requirements

• High Level Gap analysis/Options to bridge gaps

• High Level Reporting Requirements

• High Level Integration Requirements

• Data Control Requirements

• Solution Design Document produced by UNIT4 Consultants & Reviewed by UNIT4 Systems Architect

• Play back of Completed SDD to project team through a workshop for sign off

Build & Testing Work Stream• Project Application Team Members & UNIT4

Consultants• Full product training by module to the project team • Configuration of the ABW modules based on the SDD• Develop an IST & UAT Strategy• Develop Test Scripts, Test Scenario’s, gather test

data• Run IST Testing and Review Results• Support Users during UAT Testing

Development Work Stream• Project Application Team Members,

UNIT4 Application & Technical Consultants

• Produce Detailed Requirements for development

• Produce Detailed Technical Specifications• Undertake & Deliver Development• Test & Sign Off Development

Security & Admin Work Stream• Project Application Team Members, UNIT4

Consultants, ABW Systems Administrator• System Admin & Security Training• Security and Administration Workshop.• Agree roles with Business• Generate Security Matrix (Menu/Screen access

by Role)• Configure Roles & menu Access within ABW

system for testing within UAT

Reporting Work Stream• Project Application Team Members, UNIT4

Technical Consultants, UoA Technical • Generation of Report Catalogue• Reporting Workshop to Determine:

• Delivery Mechanism for Reports

• Priority for report development

• Train report writers in reporting tools if reqd• Produce Detailed Report Specifications• Develop reports and test

End User Training Work Stream• UoA TaD Team, Project Application Team Members• Training Needs Analysis

• Who

• What

• How

• Prepare Training Materials• Test training delivery through UAT• Develop End User training schedules and run

training

Data Migration Work Stream• Project Application Team Members, The Business, UoA Technical• Data Migration & Cleansing Workshop

• Confirm data migrations from SDD

• Confirm delivery mechanism for the data migration

• Confirm Data Cleansing Reqd for each migration

• Undertake Data Cleansing task within the business and manage this undertaking

• Develop detailed Requirements for migrations requiring development.

• Develop reconciliation processes for each migration• Develop, Document & Test Migration Process• Use Migrations to set up data for UAT

Technical Work Stream• UoA Technical, UNIT4 Technical Resource• Installation of ABW environments

• UNIT4 setup initial build environment and prod environment

• UoA Technical shadow installs to give in house capability

• Technical Training• Document system environment strategy• Maintain the ABW environments on a day to day

basis• Apply patches & upgrades as reqd

Go Live Work Stream• Applications Project Team, UoA Technical,

UNIT4 Application Consultants, The Business• Develop & Document detailed cutover plans

• Including migrations from the migration work stream

• Dates for stopping processing on legacy systems

• Develop & Document Support procedures for initial go live.

• Manage the cutover period• Provide immediate support after go live

Change Management Work Stream• Business Improvement Specialists with

support from the Applications Project Team. • Ensure business process improvement• Develop a communications strategy and

align to individuals • Public Relations

• Workshops e.g. Risk, Drop In Events, Road Shows, Intranet Site

• End User Training

Roles & Responsibility

Management Roles• UoA Project Sponsor – Irene Bews• UoA Senior Responsible Owner – Irene Bews• UoA Project Board – Pat Browne, Caroline Inglis, Fred

Stevenson-Robb, Stephen Hill, Alison Povall, Mark Lewis, Marion Malcolm, Brian Paterson

• UoA Project Director – Karen Hercus• UoA IS Technical Project Manager – Karen Grant• UoA Project Clerical Support – Alexander Olsen• UNIT4 Project Sponsor – Julie Munt• UNIT4 Project Manager – Simon Thorn

Project Team Roles• UoA Process Owners• UoA Applications Project

Team• UoA Technical • UNIT4 Lead Consultant• UNIt4 Implementation

Consultant• UNIT4 Technical Consultant• Business Improvement

Specialists

• Decision makers from each area within Finance

• Mhairi Rose, Susan Walker, Shiona Denton

• Various

• Mike Purchase

• Alan Kinsella

• TBA – dependant on hosting decision

• Marion Malcolm, Brian Paterson

Process Owners Responsibilities• The UoA representatives who are responsible for the successful implementation of

ABW within their process area and have the authority to authorise change to processes.

• To assist the UoA Project Director in implementing the system• To assist their Workstream team in defining new processes• To report issues and risks associated to their process area to the UoA Project Director • Ensure that requirements are fully explored, understood and explained by Workstream

teams• To act as a champion for the project• To provide support to UNIT4 Consultants • To actively engage users in UAT activities

Project Team ResponsibilitiesPart 1• The individuals who act as process experts and who will become specialists

in the operation of the system. They should have a good understanding of all the business processes and will be responsible for working under guidance of the UNIT4 consultants to build, configure and test the solution

• To define new business processes • To be trained as part of the project team.• To work under guidance of a Unit4 consultant to configure the solution.• To Develop testing materials (test scripts, expected results).• To test all areas of the system prior to UAT.

Project Team ResponsibilitiesPart 2• To act as a champion of the project both within their own areas

and externally (Colleges)• To act as the main point of contact within UoA when discussing:

interfaces, enhancement requests, and reporting needs• Assist with the compilation, approval and maintenance of all user

documentation\manuals• Ensure all software releases are tested prior to implementation

and disseminate information to all users.

Technical Responsibilities• The individuals that works closely with the Project Team to ensure the hardware is

configured to meet the business needs and implement the system and that technical resources are available to assist in any required development.

• Ensure that the system fits within the UoA architecture• Undertaking technical training relating to ABW• Work in partnership with UNIT4 Technical resource to ensure that UNIT4 is supported in

software installation/support and that installation knowledge is transferred to UoA.• Assist the business process owners with specifying reports and data migrations.• Manage liaison with the software supplier over outstanding enhancement requests• Specifying and provision of interfacing requirements to/from other systems (based on

business requirements identified by the project work streams and signed off by the process owners).

• Managing the delivery of development from UNIT4• Maintaining the system with patches or updates as requested by UNIT4 or the project team

Unit4 Lead Consultant Responsibilities• The UNIT4 Lead Consultant is responsible for ensuring the Solution Design

and Build is delivered according to the University’s requirements. • Lead the UNIT4 Consultancy team at UoA• To ensure that UNIT4 quality standards are adhered to as part of the UNIT4

services delivery.• Work with UNIT4 Consultants and UoA Lead Users to configure Agresso

ABW to meet the identified business requirements• Liaise with the UNIT4 Project Manager to ensure that any actions are

followed up promptly and effectively• Provide support to UoA Lead Users/Process Owners and UoA Project

Director during visits• Consider the impact on and from other process areas and ensure that there

are no conflicts.

Unit4 Consultant Responsibilities• The UNIT4 Implementation Consultants are responsible for working with UoA

project team to build and test the solution. • Prepares the build plans.• Guides, assists & provides QA to the UoA project team relating the configuration

of the build.• Troubleshoots issues arising with the build or configuration.• Works with UoA project team to specify any development required. • Runs data delivered by UoA through the standard migration routines within

ABW.• Reinforces training through knowledge transfer throughout the project.• Reviews and QA’s the testing plans and scripts created by the UoA project team.• Provides support and trouble shooting during testing cycles.• Provide support to UoA during cutover periods.

Business Improvement Specialists• Acts as principal point of contact for Business Improvement

matters• Input to Business Case, PID and Project Plan• Develop communications and change management plans• Ensure Business Improvement is considered during the To Be

design• Manage Business Improvement Project deliverables in line with

the project plan• Monitor Business Improvement project progress and performance• Work closely with the users to ensure the project meets the

business need

Other Responsibilities• Developments• Migrations• Reporting• Security & Admin

Development Responsibilities• Requirements• Technical Spec• Sign of Reqs & Tech Spec• Develop & Unit Test• Test • Amendments arising from

testing• Sign Off

• UoA

• UNIT4

• UoA

• UNIT4

• UoA

• UNIT4

• UoA

Migration Responsibilities• Data Migration Strategy• Data Cleansing• Develop reconciliation

processes• ABW Input File Formats• Data extracts to ABW File

formats• Data Imports and basic

data integrity checking• Run Reconciliation

Procedures • Sign Off

• UoA & UNIT4

• UoA

• UoA

• UNIT4

• UoA

• UNIT4 & UoA

• UoA

• UoA

Testing Responsibilities• Develop Testing Strategy

• Develop Test Scripts

• Setup test environments and populate with data

• Run IST test scripts and document results

• Support testing and troubleshoot issues

• Document build changes and raise appropriate change controls

• Update build with changes

• Test review and sign off

• UoA & UNIT4

• UoA

• UoA – for IST UoA & UNIT4 for UAT

• UoA

• UNIT4

• UNIT4 & UoA

• UoA

• UoA & UNIT4

Project Plan

Risks & Issues

RisksA project risk is an event or occurrence that may negatively impact on the project

Risks can be mitigated or prevented, but this requires advanced planning

We have identified 23 risks to the project , with a score of 6 – 18 after mitigating actionse.g.

• Existing Finance System inaccessible• Access to legacy data is ineffective• End user training is not effective• Post Go-Live support is not sufficient• Decision on hosting delayed

IssuesA project issue is a problem related to a project that is about to occur or is currently occurring

An issue must be resolved as soon as possible, otherwise it will have a detrimental effect of the project. A risk can become an issue if not dealt with effectively

We have identified 2 issues:

• Go Live Date to be agreed• HR/Payroll being implemented at a different time to Finance

Come Here.

Go Anywhere.

That’s the difference