Campus Management Implementation Planning Report

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Campus Management Implementation Planning Report

• Presented to
• Mercer University
• October 1st 2nd, 2008

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What You are About to Do
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What is the Planning Process?

• A tool to mitigate risk
• Project gap analysis
• Process for refining the charter/scope
• Jump start to success

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Planning Goals

• Conduct an independent review of Mercers ability
  to implement the CMC software suite.
• Use information from the review to plan and
  execute the best possible CMC implementation.

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Planning Method

• The review was conducted in August 2008
• 61 Mercer personnel were interviewed
• 151 personnel participated in the online survey
• 24 personnel participated in group sessions
• Current documentation and processes were reviewed
  by Collegiate Project Services

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Part IFindings
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Major Findings

• Stakeholders see several strengths of the
  institution
• Stakeholders perceive solid benefits of a new
  system
• Stakeholders have several specific concerns about
  the project
• Experience levels, teamwork, attitudes, and
  awareness are relatively high
• Staffing levels, group process sophistication,
  and project management sophistication levels are
  low

Specifics Follow
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Institutional Strengths

• Attitude/Enthusiasm/Commitment
• Willingness to Change
• Skilled Staff
• Management Support/Leadership
• We are Prepared
• Work Well Together
• IT Staff

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Top Ten Concerns

• Training
• System Functionality
• Data Migration
• Schedule/Timeline
• Budget
• System Performance
• Resistance to Change
• Usability
• Reduced Service During Implementation
• Workload

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Benefits Perceived by University Stakeholders

• Technology Upgrade
• Usability
• Productivity
• Integration
• Functionality
• Access to Data

• Reporting
• Standardization
• Communication
• Reliability
• Improved Service

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Planning Profile Factors
The CPS Planning Profile contains 16 factors that
are organized into five major groupings, as
follows

• Group 1 Technical Readiness
• Group 2 Functional Readiness
• Group 3 Project Readiness
• Group 4 Cultural Readiness
• Group 5 Resource and Effort Awareness

Each factor is scored on a scale from 1 to 4.
Scores of 3 and 4 represent strengths to build
on scores of 1 and 2 represent weaknesses that
must be overcome in order to increase the
likelihood of project success.
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Planning Factors

• Technical Readiness
• IT Skill sets
• IT Staffing Level
• IT Experience
• Functional Readiness
• Functional Staffing Level
• Functional Experience
• Project Readiness
• Comparable Project Experience
• Project Management Sophistication
• Level of CM ERP Software Familiarity

Cultural Readiness 9. Teamwork 10. Team Process
Sophistication 11. Leadership Support 12. Team
Leadership 13. Attitude toward ERP
Project Resource Effort Awareness 14. Budget
Awareness 15. Staffing Strategy Awareness 16.
Effort Awareness
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Planning Profile Results
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Part IIGetting Organized
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The Planning Deliverables

• Critical Issues
• Risk Identification
• Training Plan

• A Project Organization
• Staffing Requirements
• Staffing Timelines
• Roles responsibilities
• Project budget
• Communication plan

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Proposed Project Organization
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Roles Responsibilities

• Project Sponsors
• Project Steering Committee
• Project Management Team
• Implementation Team
• Faculty Advisory Committee
• Functional Team Members

Link
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Proposed Functional Staffing
LINK
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Proposed Functional Staffing
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Proposed Functional Staffing
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Proposed Technical Staffing
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The Communication Plan

• Two Parts
• A detailed plan for communicating with project
  stakeholders An outline for a suggested
  project web site

Link
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Critical Project Issues
Link
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Risk Identification
Link
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Technical Training Plan

• C Programming with Microsoft .NET
• Microsoft .NET Framework (C)
• Developing Windows Forms Applications using C
• Querying Microsoft SQL Server
• Distributed Application Development with MS
  Visual Studio
• Crystal Reports

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Team Process Training Plan
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Part IIIRecommendations
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Staffing Recommendations

• Fill all openings in functional departments
• Hire an experienced Microsoft SQL data base
  administrator
• Develop a staffing plan for each functional
  offices affected by the CMC implementation
• Develop a staffing plan for the administrative
  computing team for coverage during the CMC
  implementatiob
• Communicate and allocate Backfill Dollars

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Staff Development Recommendations

• Carry out the training plan for the IT
  Administrative Computing team
• Carry out training in group meetings skills for
  the Implementation Team
• Conduct a project team leader skills course for
  the members of the Implementation Team
• Provide project management overview for all
  members of the Implementation Team

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Teamwork and Cultural Recommendations

• Hold a facilitated, cross-functional session to
  develop teamwork ground rules for the project
• Implement the proposed communication plan to
  include a project e-newsletter and website

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General Project Recommendations

• Freeze all enhancements to the PLUS system other
  than regulatory requirements
• Establish a cross-functional team to review the
  implementation of new academic programs to
  minimize the impact on the PLUS system during the
  implementation period
• Appoint an internal Mercer resource as a project
  scheduler

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Next Steps

• Immediately communicate the results of this
  planning phase to Mercer stakeholders
• Approve and then begin implementing the
  recommendations from this report
• Approve and start immediately to execute the
  proposed project communication plan
• Begin working with the university marketing
  department to design a brand name for the project
  to launch on Oct. 24th

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Questions?
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Campus Management Implementation Planning
Process Report

• Presented to
• Mercer University
• October 1st 2nd, 2008