35
Iftikhar Nadeem Raed Project Manager November 8, 2006 Project Raed: [An Update for the University Community]
Iftikhar NadeemRaed Project Manager
November 8, 2006
Project Raed:[An Update for the University Community]
April 8, 20233
AGENDA
• Mission and Vision• Goals of the Project• Benefits of the ERP Systems• Organization Structure• ERP Systems at KFUPM• Student Systems• Business Systems• Awareness and Training Programs• Q&A
Mission of the Project
To improve, enable, and integrate academic and administrative processes of the University
April 8, 20235
Vision of the 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
April 8, 20236
Goals of the 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
April 8, 20237
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
April 8, 20238
• Alignment with University strategy• Improved responsiveness• Enhanced organizational flexibility• Improved decision-making capabilities • Support for “IS Governance”• Human Capital Improvement• Improved accountability and transparency
Strategic Benefits
April 8, 20239
• Leveraging of global leading practices• Higher efficiency and productivity• Improved cycle time / accuracy • Integration• Visibility of process• Improved data quality
Operational Benefits
April 8, 202310
• 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’
Technical Benefits
April 8, 202311
Financial Benefits
• Savings in inventories, personnel, total logistics costs, procurement costs, etc
• Reduced assets deployed• Reduced staff costs• Improved cash flow • Increased stakeholders value
April 8, 202312
Functional Scope of WorkAcademics Modules1. Admission & registration
2. Student affairs2.1 Student Housing
2.2 Student Services
2.3 Coop & Summer Training
2.5 Counseling & Advising
2.6 Student Fund
2.7 Alumni Services
3. Applied Research
4. Scientific Research
5. Graduate Studies
IT Modules1. Document management system
2. University portal
3. Business intelligence
Administrative Modules1. General ledger2. Accounts payables3. Accounts receivables4. Cash management5. Fixed assets6. Costing & budgeting
7. Inventory management8. Warehouse management9. Purchasing
10. Project accounting11. Maintenance management
12. Faculty Affairs13. Staff Affairs14. Payroll15. F&P Services
16. Support services– Office and Housing Services– Medical Services– Food Services– Safety and Security Services– Transportation Services– Book Stores
April 8, 202313
Work Breakdown Structure
ERP Implementor
Software
Support
Business Process
ERP SystemImplementation
Project Raed
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
April 8, 202314
Organization of the Project
Executive Steering Committee
Project Management Team
Implementation Group 1
Implementation Group 2
Implementation Group n
Leadership Team
April 8, 202315
ERP Systems
Business Systems Project Student Systems Project
Business Intelligence Project
April 8, 202316
Student Systems
• Admissions• Graduate Studies• Registration• Student Housing• Student Services & Activities• Coop & Summer Training• Counseling & Advising• Student Fund• Alumni Services
April 8, 202317
Business Systems
• Finance• Faculty & Personnel Affairs• Applied Research• Scientific Research• Projects• Purchasing• Storehouse• Maintenance
• Book Department• Administrative Affairs• Safety & Security• Food Services• Public Relations & Information• Housing & Office Services
April 8, 202318
Finance
• Single Chart of Accounts
• Hierarchical Cost Center for better reporting
• Accrual basis of Accounting facilitating
• Reflection of the true financial status of the organization
• Better control over Receivables and Payables
• MOF reporting to continue on Cash Basis
• Real time budget checking
• Better tracking of Fixed Assets and its depreciation
• Improved visibility of the inventory on hand
• Journal approvals automated through the system
April 8, 202319
Faculty & Personnel Affairs
• E-Recruitment• HOD self-services• Employee self-services
– Business trips– Vacation & ticket requests– Scholarship requests– Request for training programs– Summer work for faculty– Committee meetings– Overtime requests– Online pay slips– Online personal information update
April 8, 202320
Faculty & Personnel Affairs
• Online evaluations– Faculty– Staff– Labor
• Maintenance of supervisory hierarchy• Quick pay• Integration between HR & payroll processes• Integration between payroll and finance
April 8, 202321
Applied Research
• Create, Approve and Track Proposals
• Capture Cost Budget and Interface to General Ledger
• Online Travel, Per diem, Over time Payments
• Customer Invoicing and tracking outstanding invoices
• Project Management – Work plan, Issues, Project Status
• Online Inquiry of Financial and Project Data
• Integration with HR, Purchasing and Finance
April 8, 202322
Scientific Research
• Create, Approve and Track Proposals
• Integration with E-Review System
• Capture Detailed Cost Budget
• Online Travel, Per diem, Over time Payments
• Project Management – Work plan, Issues, Project Status
• Online Inquiry of Financial and Project Data
• Integration with HR, Purchasing and Finance
• Online Conference and Trip Reports
April 8, 202323
Projects
• Create, Approve and Track Proposals
• Capture Cost Budget
• Track contracts with vendors
• Project Management – Work plan, Issues, Project Status
• Collect Construction-in-Progress Cost
• Online Inquiry of Financial and Project Data
• Integration with HR, Purchasing and Finance
• Capitalize Assets
April 8, 202324
Scientific Research
Data and Process Integration with Human Resource, Finance, Purchasing and e-Review System
Real time Data Inquiry based on the Accrual Accounting System
Project Management features to track Work Plan, Issues, Change Orders and Project Progress Reports
Reduction in Approval Cycles, due to Online Approvals embedded
Online Conference and Trip Report Requests and Approval
April 8, 202325
Projects
• Data and Process Integration with Human Resource, • Finance and Purchasing
• Project Management features to track Work Plan, • Submittals, Request for Inspection and Progress Reports
• Reduction in Approval Cycles, due to Online Approvals • embedded
• Collect Construction in Progress Cost, Create Asset Lines • and Interface to Fixed Assets
• Real time Data Inquiry
April 8, 202326
Purchasing and Storehouse
• Online item inquiry and PR submission • Centralized items management • Online PR approval• Quotation analysis and technical evaluation• Maintenance of suppliers master • Online approval of Purchase Order• Online P.O. status inquiry• Inspection and receiving of materials• Integration with Finance
April 8, 202327
Maintenance
• Online Work Request
• Asset Maintenance history
• Preventive Maintenance
• Detailed Spare Part List for each Asset
• Integration with Finance/Purchase/Stores
• Quick and Detailed Report
• Accurate reporting of maintenance cost
April 8, 202328
Book Department
April 8, 202329
Administrative Affairs
• Available Cars for U drive, RI Car, Bus Transportation
• Billing RI Car Rentals integrated with Finance
• Phone Inquiry Directory for Operators
• License renewal tracking for Car Section
• Tracking Copying of Academic papers
• Tracking Petrol expenses department wise
April 8, 202330
Safety & Security
• Maintenance of critical safety assets• Recording and reporting of safety incidents• Recording and reporting of security incidents
• Online request for car permits• Issuance and maintenance of car stickers• Integration with Payroll
April 8, 202331
Food Services
• Online requests for food services
• Implementation of POS system
• Integration with Inventory and Finance
April 8, 202332
Housing & Office Services
• Housing processes• Office services processes• Landscaping processes
April 8, 202333
Public Relations & Information
Online Request for Appointment, Journalist, Photographer
Online confirmation and approval of Requests
Management of gifts and souvenirs
April 8, 202334
Awareness & Training Programs
• Awareness Seminars• Website• Posters and catalogs• Newsletters• Training of key users• Training of end users/designated persons• Online training• ERP Support Center
April 8, 202335
Team Raed: Enabling Change
