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Project Kickoff PeopleSoft Financials Implementation

Project Kickoff PeopleSoft Financials Implementation. April 2, 2014. Finance Team. Montclair State University Team Donald Cipullo CFO Edward Chapel CIO Samir Bakane Executive Director - OneMontclair Catherine Rush Director of Financial Systems

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Project Kickoff PeopleSoft Financials Implementation

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  1. Project Kickoff PeopleSoft Financials Implementation April 2, 2014

  2. Finance Team • Montclair State University Team • Donald Cipullo CFO • Edward Chapel CIO • Samir BakaneExecutive Director - OneMontclair • Catherine Rush Director of Financial Systems • Frank Downing Project Manager • Cognizant Team • VasundharKolli Account Manager • Doug Gosnell Engagement Director • AbhijeetPatil Project Manager • Rohit Srivastava Solution Architect

  3. Background & Objectives Business Benefits Project Background • This project supports the ‘OneMontclair’ ERP Program at MSU specifically focused on Transformation in the Financials area. • Business process improvement cannot be readily supported by the current platforms. • Workarounds and labor-intensive efforts are often required to perform basic university business functions. • Obtaining management information is difficult and time consuming. • Current FRS system is no longer supported by the primary vendor and is limited to only regulatory updates Solution Components • Enable Better Controls • Improve Visibility • Improve Operational Efficiencies • Improve Productivity • Improve Reporting Conference Room Pilots SME | End Users PeopleSoft 9.2 Implementation | Support Change Mgt. and User Training SME | End Users

  4. Financials Transformation Roadmap Set the Foundation Implementation Project Scope Extending the Boundary Transformed PeopleSoft Financials Application Institutionalize the New Chart of Accounts and Finance System • Phase 2: • Implement following 6 PeopleSoft modules • eSupplierconnection • eSettlement • Strategic Sourcing • Asset Management • Travel & Expenses (including Mobile Integration) Define New Chart of Account Structure • Phase 1: • Implement following 11 PeopleSoft modules • General Ledger • Commitment Control • Accounts Payables • eProcurement • Purchasing • Receivables • Billing • Cash Management • Project Costing • Grants • Contracts Phase 0: Define New Chart of Accounts Structure

  5. Approach • “Product Implementation” • ERP products are based on ‘Industry Best Practices’ reflecting avendor’s interpretation of the best/most effective way to perform a business transaction. • Product Implementation is the process of mapping overall process vision to product capabilities • Product can usually be configured for alternative process flows thus avoiding customizations that add to long term costs • Business Process Definition and User Adoption will be the key to overall success of the Implementation

  6. Project Phases 4/2014 5/2014 11/2014 Configure Business Processes Develop Interfaces, Data Conversions and Reports Conference Room Pilot Finalize Design Schedule and Plan 4/2015 3/2015 01/2015 7/2015 Go Live! Power & End User Training on MSU configured system Business Validation of System Independent System Validation

  7. Conference Room Pilot (CRP) What is CRP? Conference Room Pilot is a walk-through of business solution designs by core project team members with key project stakeholders and SMEs. Why CRP? CRPs provide a forum to articulate the solution to enable business scenarios. Benefits of the CRP • Reduce risk • Reduced scope creep • Reduced ramp up latency • Accelerated build • Reduced Rework • Solution buy-in; early often • See to believe

  8. Conference Room Pilot (CRP) - Iterative June ‘14 Sept ‘14 Jan ‘15

  9. Project Phase 1 - Timeline

  10. Critical Success Factors • Process • Effective project plan accommodates University resource availability • Risks and Issues identified and mitigated • Program/Project Team continued focus on “OneMontclair” • Measurable improvements to Business Processes • Clear and usable documentation • Quality Assurance built into the methodology • Communication Early and Often • People • Effective Change Management Plan • Training delivered @ Point of Need • Empowered Users able to define business process with minimal customizations • Enthusiastic & Supportive User Community • Technology • Core System extensible for future capabilities • Data – high transparency, “single source of truth”, improved auditability • Improved accessibility, automation & web integration (workflow, mobile, e-processes)

  11. Next Steps

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