Project Leap Steering Committee Meeting
8 December 2008
Agenda
1. Key Messages
2. Progress and Status
3. Scope Management
4. Confirm Major Decisions
5. Assistance with Major Risk Resolution
6. Related Initiatives
7. Current Team Structure
8. Goods in Kind Tally
1. Key Messages
Business Requirements documents and Request for Proposal are being issued for review and sign off – critical finalisation date of 22 December
Engaging more directly with Senior Stakeholders and Working Group members on the understanding of requirements
Quick wins have kicked off – Online Giving Tactical and Ordering/Accounts Payable process improvement
Timing of releases within Phase 1 and Phase 2 is proving complex due to natural business cycles and preferences of different teams
People and Change work stream continues and a short term senior resource has been engaged to assist with Communication and Change Management
There is some confusion around the specific requirements for Grant Management as opposed to Grant Financial Tracking
Out of Scope items continue to be refined, latest exclusions are Online Shopping and Website Redesign (J4G and CMRI)
Expectations remain very high
2. Progress and Status – On Track
Last 2 Weeks Junior Business Analysts (Student
Interns) selected and under negotiation Continue People and Change activities Finalise high level project plan and
timeline – in progress Develop detailed project plan to end of
Analysis and Design phase – in progress Finance Business Requirements signed
off Online Giving Tactical solution agreed Request for Proposal distributed for
review Detailed timeline for Tender process
completed Commenced formal risk management and
status reporting Kicked off Purchase Order and Accounts
Payable process improvement Student Interns selected for Junior
Business Analyst roles – one has accepted, other under negotiation
Next 2 Weeks Supporter Relationship Management
business requirements reviewed and signed off
Fundraising and Event Management business requirements reviewed and signed off
Online Giving business requirements reviewed and signed off
Document and prioritise solution selection criteria
Develop process modeling standards Develop process framework Continue Purchase Order and Accounts
Payable process improvement Finalise impact assessment workshops
and sessions for Corporate Services and Fundraising
2. Status of Business Requirements
Finance First draft issued Friday 21 November Reviewed on Friday 28 November Signed off Wednesday 4 December
Online Giving 90% complete, plan to issue Friday 5 December for review Finalise review Friday 12 December Seeking sign off Tuesday 17 December
Technical Requirements – Non Functional Requirements First draft currently under review, plan to issue Friday 5 December
for further review Finalise review Friday 12 December Seeking sign off Tuesday 17 December
2. Status of Business Requirements and RFP
Supporter Relationship Management Issued Thursday 4 December for review Finalise review Tuesday 9 December Seeking sign off Monday 15 December
Fundraising and Event Management Issued Friday 5 December for review Finalise review Thursday 11 December Seeking sign off Wednesday 17 December
Request for Proposal First pass review conducted, issued to Steering Committee for
review Friday 5 December Seeking sign off Friday 12 December
2. Upcoming Key Dates and Milestones
22 December –Signed Off Business Requirements 5 January – Tender - Issue Request for Proposal Early February – Received and Review Proposals End February – Evaluate and Select Software Package Tentative End January – Deliver Online Giving Tactical Solution Deliver Phase 1 – July 2009 ?? Problematic for Admin, prefer earlier
or later Commence Phase 2 – May 2009 ?? or earlier if possible Deliver Phase 2 – ?? Considering staggered roll out starting in
September 2009 for J4G Merchandising, January 2010 for CMRI Merchandising, April 2010 for Supply Chain including Order Processing
2. Status Update - Quick Wins
1. Online Giving Tactical Solution Ideally needs to go live end of March to support Direct Mail project
requirements, currently looking at end January implementation Bill Kotsifas will be assigned to this sub project and Kylie Ritson will be the
business owner Business requirements underway for both tactical and strategic solutions,
solution design underway with Westpac
2. Purchase Order and Accounts Payable Process Improvement Very poor practice with extensive delays in invoice payments, disgruntled
vendors, rework and unclear procedures Major improvements can be gained by redesigning the business process
that are independent of the software that supports this function Will impact any staff that order supplies and need invoices paid Suggest that primary responsibility realigned to the person doing the
ordering rather than the clerical staff in Accounts Will require development and approval of new policies, processes and
procedures Fully reusable once new software is implemented, anticipate minor
adjustments to detailed work instructions only
3. Project Leap Scope – IN Scope Phase 1
Administration Accounts Jeans 4 Genes Community Relations
Planning & Budgeting Project Accounting Cost Accounting Accounts Payable Expense Management Banking & Cash Management Accounts Receivable Asset Depreciation General Account Maintenance Financial Reporting Management Information Grant Financial Tracking
Departments
Functions
Finance & Administration Supporter Relationship Management
Supporter Account Maintenance Supporter Profiling Single View of Supporter Supporter Relationships Supporter Contact History Supporter Reporting Volunteer Management Campaign Management Committee Management &
Support
Event Management Online Regular Giving Direct Mail Campaigns Trusts & Grant Management Fundraising Activities
– Bequests– Gifts– Lotteries– Sponsorships etc
Fundraising Reporting
Fundraising & Event Management
3. Project Leap Scope – IN Scope Phase 2
Functions
Operations &Scientific Research
Supply Chain Management Order Processing Inventory Management Asset Management
Finance & Administration
Supply Chain Management Order Processing Inventory Management Asset Management
Fundraising & Event Management
Merchandise Outsourcing Supply Chain Management Order Processing Inventory Management
3. Project Leap Scope – OUT of Scope
Human Resources Operations ICT Scientific Research
Property Management Contract Management
Departments
Functions
Operations & Scientific Research
People Management
Finance & Administration
Payroll Processing Human Resource
Management Workforce Planning
Corporate Governance Workflow Management Project Management Call Centre Management Online Shopping Website Redesign
These departments and processes are currently outside of the scope of Project Leap, if they need to be included there will be major impacts on delivery timeframes and costs.
Bio Services
Animal Management
Animal Management
3. Scope Management
Formal change control will kick in after Business requirements signed off
Critical to tightly manage scope especially given the extremely high expectations and inexperience
Change requests will be prepared by the Project Leap team as they arise
Suggest Change Control Committee consist of Stephen Ryall, Greg Craig and Julia Cognet
Will kick off meeting in February 2009
3. Project Management Tradeoffs
Cost
Time
Quality
Cheap
Quick
Good
Project success is often reliant on the project manager’s ability to manage stakeholder expectations and make trade offs between key project dimensions
3. Project Management Relationships
Cost
Scope
Risk
Human Resources
Communication
Time
Quality
Procurement
4. Guidance and Decisions Required
1. Confirm major decisions made to date
2. Confirm RFP Short List
3. Accelerate People Management Deliverables
4. Advise Steering Committee leave dates and all staff Christmas leave dates
4.1 Confirm Major Decisions Made to Date
Implementation of new Ordering System is on hold Recommend that Order Processing and Supply Chain Management included
as Project Leap Phase 2 Pending selection of Project Leap platform and evaluation of available Order
Processing and Supply Chain functionality Can undertake evaluation, prepare high level timeline and high level budget
estimates once Phase 1 is underway Tentative date for presentation of findings and recommendations to Steering
Committee in April 2009
Merchandise Outsourcing is part of Project Leap Phase 2 Existing arrangements with McKinnons will be unchanged until Project Leap
Phase 2
Support for Project Leap Phase 2 Pending timeframe and budget estimates to be presented in April 2009
4.2 Confirm RFP Vendors to be Invited
Agreed to ‘Closed Tender’ process Will consider Application Hosting as it may reduce short term costs Confirm Short List –
iMIS Raiser’s Edge + Financial Edge Dialogue - Serenic Navigator + Microsoft Dynamics NAV Eclipse – Microsoft Dynamics NAV Professional Advantage - Microsoft Dynamics NAV Technology One Sage MIP CoreSoft NetSuite – Oracle solution, only provided as Application Hosting ThankQ
4.3 Accelerate People Management Deliverables
Administration structure review – Corporate Services and Fundraising
Prepare existing position descriptions – Trish Hart Develop and launch new Performance Management
Framework – Trish Hart Prepare new Position descriptions – Trish Hart Short term senior resource has been engaged to plan
and execute major People and Change work stream deliverables, will also assist Trish with her deliverables
5. Assistance with Major Risk Resolution
1. Less than planned access to Business Owner
2. Business unable to envisage requirements
3. Change Management
4. Unrealistically high expectations
6. Related Initiatives
1. Order Processing System Upgrade
2. Pareto Direct Mail Initiative
3. Jeans for Genes Merchandise Outsourcing
4. ICT Infrastructure Upgrade
5. Educational Website
6. CMRI and J4G Websites
7. Grant Management Database
7. Governance – Latest Team Structure
8. Goods in Kind Tracking
Activity Deliverables Provider ValueChange Management Briefings 3.5 hours deliver
3.5 hours preparation
Jan Payne $2,000
Process Briefings and Standards
2 hours delivery
1 hour preparation
Standards Template
Richard Nowakowski
Ved Prasad
$1,200
Project Deliverable Templates and Framework
Deliverable Templates
Project Framework
Tim Kinchington $1,500
Human Resource Consultant - potential
Performance Management Framework
Detailed communication plan
Detailed change management plan
Annette Delaney $2,000 pd