AIS Project – Regional Status Meeting

AIS Project – Regional Status Meeting Management & Technology Consultants

Agenda • Regional Status Report • Introductions • Project Overview • Project Status Report • AIS Project Website • Navigation • Issue Tracking • Feedback • Organizational Change Management Toolkit • Questions © 2006 BearingPoint, Inc.

Background • August 2005 - VCCS begins process to replace current Financial system to better meet the needs of VCCS employees and students • November 2005 to December of 2005 - VCCS conducted requirements gathering • January 2006 to March 2006 – VCCS conducted vendor evaluation and software selection • March 2006 - VCCS approves selection of PeopleSoft • March 2006 to May 2006 – Development of project documents for Commonwealth of Virginia approval • June 2006 - AIS project receives development approval from Commonwealth of Virginia CIO © 2006 BearingPoint, Inc.

Project Description The Virginia Community College System (VCCS) has contracted with BearingPoint for implementation services to replace mainframe-based financial and asset management systems with PeopleSoft Financials (Version 8.9). In addition to the replacement of legacy software, the implementation of the Administrative Information System (AIS) for finance will include re-engineering of business processes (both automated and manual) and development and implementation of interfaces to VCCS and Commonwealth of Virginia systems with the objective of improving service delivery to our customers—the VCCS students, faculty and staff. © 2006 BearingPoint, Inc.

AIS Steering Committee The AIS Steering Committee provides executive sponsorship and support to the project: • Karen Petersen – Executive Vice Chancellor (Chair) • Neil Matkin – Vice Chancellor for Information Technology Services • Monty Sullivan – Vice Chancellor for Academic Services and Research • Tim Brown – J Sargeant Reynolds CC • Rick Brehm – Germanna CC • Peter Hunt – Southside Virginia CC • John VanHemert – New River CC • Alison Baker – Northern Virginia CC • Phyllis Milloy – Tidewater CC • Chris Hinkle - VITA • John Brilliant – Internal Audit (non-voting) © 2006 BearingPoint, Inc.

PROJECT PLAN • The project plan guides the execution of the implementation project. As a Commonwealth Major IT Project, the AIS is required to develop a comprehensive project plan consisting of the following components: • Project Performance Plan • Work Breakdown Structure • Resource Plan • Project Schedule • Project Budget • Procurement Plan • Risk Plan • Communications Plan • Change and Configuration Management Plan • Quality Management and IV & V Plan © 2006 BearingPoint, Inc.

Risk Management Activities Risk Identification – Continuous efforts to capture, acknowledge, and document risks as they are found. Risk Analysis – An evaluation of each identified risk to estimate the probability of occurrence, severity of impact, timeframe of expected occurrence, triggers for mitigation actions, classification of related risks, and priority ranking. Risk Planning – Establishes actions, plans, and approaches for addressing risks and assigns responsibilities and schedules for completion. Metrics for determining the risk status are also defined during this step. Risk Tracking – Document risk status and monitor progress against the mitigation plan. Risk Control – Implement tasks to mitigate or eliminate project risk. Risk Communication – A consistent effort to document the risk status in the risk assessment log throughout all steps in the project and to communicate that risk status to all appropriate parties. © 2006 BearingPoint, Inc.

June-Aug 2006 March - May 2007 June - July 2007 Aug. 2007 Sept-Nov. 2006 Dec. – Feb. 2007 Time Period AIS Phase I – GL/AP/PO 1. PROJECT MANAGEMENT 2. STRATEGY 2.1, 2.2, 2.3 Infrastructure, Testing, Change 3. DESIGN 3.1 – 3.3 GL/AP/Portal Design 4. BUILD 4.1 – 4.3 GL/AP (Conversions, Interfaces, Customizations, Reports, Security) 4.4 Establish Non-production Environment 4.5 Write Testing Scripts & Perform System Tests 5. DEPLOY 5.1 Establish Production Environment 5.2 End User Training 5.3 Complete User Acceptance Testing 5.4 Cut Over System 6. OPERATE 6.1 Post Implementation Support (60 days) Configuration & Development Complete Begin Project Go-Live AIS Project Schedule – Phase I © 2006 BearingPoint, Inc.

June-Aug 2006 March - May 2007 June - July 2007 Aug. 2007 Sept-Nov. 2006 Dec. – Feb. 2007 Time Period AIS Phase I – GL/AP/PO 1. PROJECT MANAGEMENT 2. STRATEGY 2.1, 2.2, 2.3 Infrastructure, Testing, Change 3. DESIGN 3.1 – 3.3 GL/AP/Portal Design 4. BUILD 4.1 – 4.3 GL/AP (Conversions, Interfaces, Customizations, Reports, Security) 4.4 Establish Non-production Environment 4.5 Write Testing Scripts & Perform System Tests 5. DEPLOY 5.1 Establish Production Environment 5.2 End User Training 5.3 Complete User Acceptance Testing 5.4 Cut Over System 6. OPERATE 6.1 Post Implementation Support (60 days) Configuration & Development Complete Begin Project Go-Live AIS Project Schedule – Phase I 26% Complete 96% Complete 63% Complete 14% Complete 31% Time Elapsed 26% Complete © 2006 BearingPoint, Inc.

AIS Project Website The AIS Project Website facilitates the timely distribution of all project information. The link to the site is http://helpnet.vccs.edu/AIS/Default.htm. Four areas: • Public • Project Management Team • Project Steering Committee • Project Workgroups © 2006 BearingPoint, Inc.

Organizational Change Management (OCM) • A risk management initiative to proactively manage the adoption of change throughout the life-cycle of the project through: • leadership engagement • stakeholder involvement • communication • continuous risk management • The Organizational Change Management Toolkit is the over-arching guide supporting the OCM work effort. © 2006 BearingPoint, Inc.

OCM Approach The AIS Project Team will provide the Colleges with tools, templates and checklists necessary to ensure College preparedness and success of the project through: • communications with stakeholders • assessment of the organizational implications of change • business process redesign • preparation of the workforce • training © 2006 BearingPoint, Inc.

OCM Toolkit Set of processes and tools aligned with the project phases designed to build awareness and commitment. The Toolkit will help the Colleges: • understand and plan for College responsibilities associated with the AIS project • set clear expectations of the materials and support to be provided by the AIS project team • define tasks and the timeline so Colleges can effectively plan for participation in the project © 2006 BearingPoint, Inc.

Communications Activities • Provide project stakeholders relevant information on the status and direction of the project. • Identify project stakeholders and their information needs. • Determine communication tools and communication frequency. • Assign resources to develop and disseminate communications to project stakeholders. • Create a process for communication feedback from project stakeholders. © 2006 BearingPoint, Inc.

Communication ToolsAIS Project Website The AIS Project Website facilitates the timely distribution of all project information on: • Project Schedule • Training • Frequently Ask Questions (FAQ’s) • Project Mission and Objectives • Project Documentation • Issue and Risk Reporting • Project Presentations • Meeting Information and • Documentation © 2006 BearingPoint, Inc.

Communication ToolsAIS Project Newsletter An electronic newsletter to communicate project developments, system design features, system benefits, and success stories. Sent monthly to the college coordinators for dissemination to all college stakeholders. © 2006 BearingPoint, Inc.

Communication ToolsMeeting-in-a-Box A slide deck with facilitator’s notes and participant handouts for presentation to the Colleges. Developed for specific communications checkpoints identified in the project schedule. Will be used for presentation at regional project meetings and to replicate the presentation at the Colleges at the coordinator’s discretion. © 2006 BearingPoint, Inc.

College Communication Plan The Colleges may identify a need to have a College-specific communications plan. A template will be provided to the College Coordinators for this purpose. Below is a sample of the information requirements matrix which would be included in a communication plan. © 2006 BearingPoint, Inc.

Organizational Readiness Activities The Organizational Readiness Assessment Surveys will be used to evaluate understanding of the AIS project and project assignments and stakeholder commitment. Survey results will allow project team to: • identify project risks • promptly initiate mitigation strategies and corrective actions © 2006 BearingPoint, Inc.

Organizational ReadinessCheckpoints • Associated with any change, there is an evolution or progression path of change acceptance. The project activities include the following communications check points: • Stakeholder Awareness • System Design • Business Process Redesign Activities • Preparation for Testing • Go-Live Preparation © 2006 BearingPoint, Inc.

Business Process Redesign The AIS project provides an opportunity to evaluate the efficiency and effectiveness of financial administration processes through structured business process redesign (BPR). AIS Project Team will provide process documentation for system process. © 2006 BearingPoint, Inc.

Business Process Reengineering – Front-end and Back-end Processes • Colleges are encouraged to evaluate processes which occur prior to and after system processes for re-engineering efficiencies. • Elements to consider when evaluating processes include: • the number of hand-offs • the number and effectiveness of approvals • accuracy and timeliness of transactions • separation of duties and effective internal controls AIS Project Team will supply blank process templates and access to documentation developed by other colleges. © 2006 BearingPoint, Inc.

Workforce Analysis Activities • The activities to prepare and equip the workforce to adopt new processes and technologies are: • defining new roles and responsibilities required to operate the system • assessing current staff skills and competencies and comparing them to those necessary in the new environment • developing a transition plan for staff to fulfill the new roles • evaluating roles, responsibilities, and reporting lines to determine that processes can execute efficiently and effectively, while remaining in compliance with internal controls • establishing new performance standards and communicating them to staff • supporting the effective transition of the workforce through a structured training program © 2006 BearingPoint, Inc.

Training Approach A comprehensive training approach will be developed for use of the new system and business processes. • End user training provided by BearingPoint • Class size approximately twelve (12) participants • Training materials developed for VCCS business processes • Training delivered at VCCS regional facilities • Training delivered within 45-60 days of go-live © 2006 BearingPoint, Inc.

Training Areas – Phase I • General Ledger: • Journal Entries (Data Entry, Colleges, System Office) • GL Processing (End User, Colleges, System Office) • Accounts Payable / Purchasing: • Vouchers / Purchasing • Check Production • Query/nVision/Tree Manager • General Accounting: • Reconciliation Processes (CARS, CIPPS, SIS) • Project Related: • Data Cleaning • Testing • Project Overview © 2006 BearingPoint, Inc.

College Implementation Plan The AIS Project Team developed an overall plan of project tasks. A College Implementation Plan was prepared to include: • tasks specific to College activities • approximate effort required to complete tasks • estimated beginning and dues dates © 2006 BearingPoint, Inc.

Implementation Coordinator Responsibilities College Implementation Coordinator responsibilities include: • change champion • management of College activities • management of college plan • feedback to the AIS Project Team © 2006 BearingPoint, Inc.

AIS Project – Regional Status Meeting