Educational Information System 2009-10 Project Implementation Plan

Review MeetingAugust 5, 2009

D260

04/20/231

Agenda 11:00 am -12:30 pm Project calendar and milestones 2009-10

Impacts on campus operations

12:30 pm -1:00 pmLunch break

1:00 pm – 2:30 pm

Project control and governance – from planning to execution Special project topics – HR position control and budget encumbrance.

2:30 pm – 2:45 pm

Break

2:45 pm – 4:00 pm

Special project topics – Student application and registration (Cont.)Lessons learned from Finance Go LiveQ&A

04/20/232

Overall Project PlanMonth--> Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Apr-10 May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10

Business Area

Advancement

Finance

Financial Aid

Human Resources/Payroll

Student Live Cat/Sch

Project Management

Technical Management

Supporting ActivitiesBanner Document Management Suite

Reporting (ODS/EDW)

Luminis

Conversion/Data Archival

Integration

Month--> Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Apr-10 May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10

System Education; Analysis of Business Configuration/ModelsProduction Readiness

Live Banner 7.x Live Banner 8.x; Continued Refinement of Business Configuration/Models

System Education; Business Modeling

Production Readiness Live Banner 8.x Continued Refinement of Business Configuration/Models

System Education; Business Configuration/Modeling; Production

ReadinessLive Banner 8.x; Continued Refinement of Business Configuration/Models

System Education; Business Modeling

Production ReadinessLive Banner 8.x; Continued Refinement of

Business Configuration/Models

Continued Readiness for Fall Quarter

Continued Readiness for Sum- mer Quarter & Other

Go-Live Events

FinAid

Admissions

Summer Reg

Summer Start

Overall Project Management (Initiate, Plan, Implement Phases)Close Out

(Achievement Phase)

Enterprise Technical Management and Technical Environment Readiness (Initiate, Plan/Develop, Deploy Strategies to Sustain the Enterprise)

Install and Deploy Best-Practice Prototype (Finance)

Production Support and Deploy BDMS/Imaging Functionality to the Enterprise in Support of Project Milestones

Reporting Requirements Defined by Each Business Area and Deployed in Support of Production Business Requirements

Fall Qtr Begins (all business

areas)

AdvancementGo Live Events

Analyze/Design/Deploy Portal Reqs (Further Refine Finance)

Production Support and Continued Refinement of Portal Requirements Supporting Business Needs and FHDA Brand

Conversion Process Fulfilling All Enterprise Project Milestones Including Archival Requirements

Integration Requirements Strategically Analyzed/Designed/Deployed--Near Term and Future Requirements

Finance 8x

HR/PR

Catalog/Sched

04/20/233

Project control and governance Project milestones calendar Bi-Weekly Core Team Meeting

http://fhdafiles.fhda.edu/downloads/eis/FHDACoreTeamMtg72709.pdf

Weekly team meeting http://fhdafiles.fhda.edu/downloads/eis/TechnicalTeamcoreteamMeeting.doc

Issues tracking list http://fhdafiles.fhda.edu/downloads/eis/FHDAEISIssuesOpenItems73109.xls

Special Task Force (focus on special issues) Critical milestones calendar Banner position control/budget encumbrance Student application/registration

04/20/234

HR / Student Critical Milestones Calendar

04/20/235

Legacy System Position Control/Budgeting Encumbrance Process Flow Analysis

FHDA Legacy System Position, Assignments, Budgeting process analysis

December2008

January 152009

January 312009

February to March2009

Roll positions fromPrior year

Roll assignments from prior year

Budget download HR updates budgetper request

Verify and update budget

Budgeting processExternal excel spreadsheet

Customized processStep, longivity, service recognition increases next

fiscal year

Create assignments

04/20/236

Legacy System Position Control/Budgeting Encumbrance Process Flow Analysis (Cont.)

04/20/237

Banner Position Control/Budgeting Encumbrance Process Flow Analysis

04/20/238

Legacy System Student Application/Registration System Flow Analysis

04/20/239

Lessons learned from Finance Go Live Team cohesiveness and college representation

It is important to keep colleges involvements in both core teams and steering committee as impacts of both HR and Student go live will be huge on both campuses.

Change management Resist customizations and scope creeps at all cost. Impact on resources and budget should be carefully reviewed.

Training and communication Training will switch from configuration and setup to end user at

appropriate point. Training should be offered in different forums for different type of users.

Reporting Reporting needs should be prioritized for timely result. Information access and retrieval through self service channel.

Readiness Project readiness review 45 days prior Go Live

04/20/2310

Q &A

04/20/2311