Project Kickoff

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Project Kickoff PeopleSoft Financials
Implementation
April 2, 2014
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Finance Team

• Montclair State University Team
• Donald Cipullo CFO
• Edward Chapel CIO
• Samir Bakane Executive Director - OneMontclair
• Catherine Rush Director of Financial Systems
• Frank Downing Project Manager
• Cognizant Team
• Vasundhar Kolli Account Manager
• Doug Gosnell Engagement Director
• Abhijeet Patil Project Manager
• Rohit Srivastava Solution Architect

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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

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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
• eSupplier connection
• 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
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Approach

• Product Implementation
• ERP products are based on Industry Best
  Practices reflecting a vendors 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

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

• Reduce risk
• Reduced scope creep
• Reduced ramp up latency

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Conference Room Pilot (CRP) - Iterative
June 14
Sept 14
Jan 15
Purpose
CRP 0 A first view of the PeopleSoft Application and basic flows to the MSU SMEs.
CRP 1 Basic Business process cycles will be run with MSU master data and the configuration impact showcased to MSU SMEs.
CRP 2 Business process cycles will be run with MSU master data and any significant RICEW components built to address business gaps will also be shown to the MSU SMEs.
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Project Phase 1 - Timeline
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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 _at_ 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)

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Next Steps
Key Upcoming Activities Month
Finalize Governance and Schedule Meetings April 14
Begin building Project Plan April 14
Prepare for CRP 0 April 14
Deliver University wide Kick-off April 14
Sample values for Chart of Accounts May 14
Begin building Change Management Plan May 14
Begin Interface and Conversion Strategies May 14
CRP 0 begins June 14