A Presentation to

Business Process Owners

The ERP Project

Project Management Team

Enterprise Resource Planning Project
King Fahd University of Petroleum & Minerals
Dhahran 31261, Saudi Arabia

April 2005
 Agenda
• Introduction of the Team
• A Presentation on the ERP Project
• Role of Business Process Owners
• Project Charter
• Project Plan
• Establishing Goals & Objectives
• Schedule of Meetings
• Project Team Directory
• Communication Plan
• Project Office
• Name the ERP Project
• Next Meeting

2 April 22, 2010

 Outline
• ERP systems and their Benefits
• Mission and Vision
• Goals and Objectives
• Statement of Work
• Organization Structure
• Assumptions and Constraints
• Schedule
• Estimated Cost
• Quality Audit

3 April 22, 2010

 What’s an ERP System?

Set of application software that brings

financial, distribution, manufacturing, and
other business functions into balance. It
extends horizontally across the company’s
business functions and vertically
throughout the company’s supply chain.

Source: Gartner

4 April 22, 2010

 Components of a Business Process (IGOE)

Policies, Standards, Regulations,

Laws, Knowledge, Triggering Events

Guides Results

Outputs
Process Step
Inputs

Information Information
Sub-Process Step
Materials Deliverables
Products
Enablers
Human Resources, Tools, Equipment,
ERP Systems, Facilities

5 April 22, 2010

 ERP … Driving Economic Value
• Key enabler of “best practice”
• Catalyst to improve operational and process effectiveness
• Framework for organizational transformation
• Tool for extended integration
• Facilitator for Information Systems’ governance
• Helps in human capital advancement

6 April 22, 2010

 Benefits of an ERP System

Benefits must go beyond repairing the current state to address the

future needs of the organization across several dimensions.

Strategic Technical

Operational Financial
7 April 22, 2010
 Strategic Benefits
• Alignment with business strategy
• Improved responsiveness
• Enhanced organizational flexibility
• Improved decision-making capabilities
• Support for “IS Governance”

8 April 22, 2010

 Operational Benefits
• Leveraging of global leading practices
• Increase in capacity / utilization
• Improved cycle time / accuracy
• Integration
• Visibility of process

9 April 22, 2010

 Technical Benefits
• Leverage international “leading practices” instead of
“reinventing the wheel”
• Integrated package forces a process focus approach
to implementation
• Globally maintained “integrated package” reduces
cost, effort and skills required to maintain/enhance
systems.
• Centralised application security
• Less ‘programming’ – more ‘customisation’

10 April 22, 2010

 Financial Benefits

• Savings in inventories, personnel, total logistics costs,

procurement costs, etc
• Reduced assets deployed
• Reduced staff costs
• Improved cash flow
• Increased stakeholders value

11 April 22, 2010

 ERP Solutions
for Higher Education & Research

• Oracle
• PeopleSoft
• SAP
• SunGard SCT

12 April 22, 2010

13 April 22, 2010
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15 April 22, 2010
16 April 22, 2010
 ERP Users in the Middle East
• Gulf University of Science & Technology, Kuwait
• American University of Kuwait
• American University of Beirut
• Lebanese American University (LAU)
• American University Cairo
• Effat College, Jeddah
• American University of Sharjah
• Higher Colleges of Technology, Dubai
• UAE University
• Zayed University, Dubai
• King Faisal University has started the implementation

17 April 22, 2010

Mission of the ERP Project

To improve, enable, and integrate

academic and administrative
processes of the University
 Vision of the ERP Project

To adopt and sustain the best

information technology enabled
business processes in order to support
the most productive environment for
learning, innovation, and research

19 April 22, 2010

 Goals of the ERP Project

1. Improve effectiveness and efficiency of academic

and administrative processes
2. Improve support for decision making
3. Enhance availability and access to timely and
reliable information
4. Enhance professional capabilities of human
resources
5. Improve quality of services for all stakeholders
6. Enhance accountability of personnel, and integrity
of processes and information

20 April 22, 2010

Goal: Improve effectiveness and efficiency of
academic and administrative processes

 Select, enhance and implement an ERP system that meets all

documented functional requirements to complete all
transactions
 Integrate functional systems
 Provide easy to use interfaces in both Arabic and English
 Provide training to end users
 Reduce transactional cost
 Reduce cycle time of transactions

21 April 22, 2010

Goal: Improve support for decision making

 Develop user-defined reports

 Implement a performance management system

22 April 22, 2010

Goal: Enhance availability and access to timely
and reliable information

 Provide access to all users from anywhere at any time

 Maintain a single source of data
 Implement ISO 17799 standard for information security

23 April 22, 2010

Goal: Enhance professional capabilities of human resources

 Adopt ERP-enabled business processes

 Identify and conduct training programs

24 April 22, 2010

Goal: Improve quality of service for all stakeholders

 Deploy online self-services

 Deploy user support system

25 April 22, 2010

Goal: Enhance accountability of personnel, and integrity
of processes and information

 Automate controls and reconciliation points

 Improve transparency and traceability of
transactions

26 April 22, 2010

 Critical Success Factors

 Ownership, commitment and involvement of the top

management
 Awareness, capability and motivation at all levels
among all stakeholders
 An effective change management strategy and plan
 Necessary infrastructure for effective implementation
of the systems
 Minimum customization of the selected ERP system
 Good planning, and then rapid implementation, to
keep up the momentum
 Motivation and training of end-users

27 April 22, 2010

 Functional Scope of Work
Academics Modules Administrative Modules
2. Admission & registration 2. General ledger
3. Accounts payables
3. Student affairs 4. Accounts receivables
4. Research management 5. Cash management
6. Fixed assets
7. Costing & budgeting
IT Modules
• Document management system 9. Inventory management
10. Warehouse management
• University portal
11. Purchasing
• Business intelligence
13. Project accounting
14. Maintenance management

16. Personnel administration

17. Payroll
18. Training

20. Support services

● Office and Housing Services
● Medical Services
● Food Services
● Safety and Security Services
● Transportation Services
● Book Store

28 April 22, 2010

 Work Breakdown Structure
The ERP Project

Business ERP ERP System

Software Hardware Support
Process Implementor Implementation

Identify Processes Develop RFP Upgrade Hardware Develop RFP Setup Procedures

Conduct Business Setup Project

Review Systems Review Proposals Upgrade HelpDesk
Process Training Office

Select ERP Operation & Select

Document Processes Provide Support
System Maintenace Implementer

Renew Processes Sign Contract Sign Contract

Receive Software
Documentation Training Configuration Development Data Migration Testing
Renew Support

Document Conduct Level I Determine Determine Data Perform Unit

Configure system
Processes Training Requirements Requirements Tests

Prepare End-User Conduct Level II Perform

Prepare prototype Prepare Design Prepare Data
Documentation Training Integration Tests

Conduct Level III Perform Stress

Build Prototype Upload/Enter Data
Training Test

Conduct End-User
Training

29 April 22, 2010

 Organization of the ERP Project

Executive
Steering Committee

Project
Management Team

Implementation Implementation Implementation

Group 1 Group 2 Group n

30 April 22, 2010

 Executive Steering Committee
1. H.E. the Rector (Chair)
2. Vice Rector, Graduate Studies & Scientific Research
3. Vice Rector for Academic Affairs
4. Supervisor, Information & Communication Technology
5. Supervisor, Technical Affairs
6. Supervisor, Financial & Administrative Affairs
7. Dean, Faculty & Personnel Affairs
8. Dean, Student Affairs
9. Dean, Admissions & Registration
10. Dean, College of Computer Sciences & Engineering
11. Director, Information Technology Center

31 April 22, 2010

 Project Management Team
1. Supervisor, Financial & Administrative Affairs (Chair)
2. Director, Information Technology Center (Deputy Chair)
3. Advisor, Information Strategy (Member)
4. Manager, Computing Services, ITC (Member)

32 April 22, 2010

 Implementation Groups
1. Business Process Owner (Chair)
2. Key User(s)
3. Application Developer (sharing)
4. Functional Consultant
5. Technical Consultant (sharing)

33 April 22, 2010

 Assumptions & Constraints
 Availability of all business process owners and users for
completing assigned project tasks
 Solicit technical resources from within the University as and
when possible
 No new major hardware will be required to install the
selected ERP system
 Training and other incentives will be provided to project
teams and users to enhance their capabilities and level of
motivation
 Quality is first priority though project should be completed
in 2 years with minimum cost
 ERP system offering best value for users will be selected,
though it could be costly and may require technical
compromises

34 April 22, 2010

 Tentative Schedule
Major Tasks 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Document processes
Issue RFP for ERP system
Select ERP system(s)
Prepare infrastructure
Issue RFP for ERP implementer
Select ERP implementer
Setup project environment
Prepare business blueprint
Configure & customize
Prepare & migrate data
Train and test
Perform quality assurance
Cut-over and go-live
Support users

35 April 22, 2010

 Proposed Milestone Chart

Project Start Date: 12 March 2005

Project Go-Live: 01 January 2007

Project End Date: 30 April 2007

36 April 22, 2010

 Appointment of External Quality Auditor
Objective:
To have an independent review of quality of project
management as well as implementation of the ERP system

Scope of Work:
To prepare and implement a quality management plan that
includes quality audits at predetermined stages/points in the
project life cycle. The auditor shall plan an audit and submit
a report at the end of the audit.

Duration:
The work will be carried out throughout the project life cycle.
However, on site audits will comprise of 10-12 days

37 April 22, 2010

 Agenda
• Introduction of the Team
• A Presentation on the ERP Project
• Role of Business Process Owners
• Project Charter
• Project Plan
• Establishing Goals & Objectives
• Schedule of Meetings
• Project Team Directory
• Communication Plan
• Project Office
• Name the ERP Project
• Next Meeting

38 April 22, 2010

 Business Process Owner
 Leads team of users, developers and consultants
 Coordinates with the Project Management Team
 Recommends relevant module of ERP system to be
selected after evaluation of all short-listed systems
 Responsible for documentation, renewals and signing-off
the business processes in his domain
 Tests and validates the system prior to its acceptance
 Assumes responsibility of achieving goals and objectives
of the ERP project in his domain

39 April 22, 2010

 Project Charter
 Mission
 Vision
 Goals and Objectives
 Project Organization
 Statement of Work
 Quality
 Assumptions and Constraints
 Duration
 Cost
 Performance Reporting

40 April 22, 2010

 Project Plan
– Scope Management Plan
– Schedule Management Plant
– Budget
– Human Resources Plan
– Communication Management Plan
– Quality Management Plan
– Procurement Plan
– Risk Management Plan
– Integrated Project Plan
– Measuring & Controlling Project Performance

41 April 22, 2010

Establishing Goals & Objectives for the Project
in your Functional Area
– What is a Goal?
– SMART Goals
S: Specific
M: Measurable
A: Action-Oriented / Attainable
R: Realistic
T: Timely
– Number of Goals (5-7)
– What is an Objective?

42 April 22, 2010

 Schedule of Meetings

– Weekly meetings for 1-2 hours

– Structured Meetings will be held
– Minutes of the Meetings will be prepared
– Copy to all relevant members of the Project Team

43 April 22, 2010

 Project Team Directory

– Name
– Position
– Department
– Telephone
– Fax
– Mobile
– E-Mail

44 April 22, 2010

 Communication Plan

– Organization of the Project

– Meetings
– Awareness sessions
– E-Mail
– Project Newsletter
– Project web site
– Publications of the Public Relations Dept.

45 April 22, 2010

 Project Office

Moving to
this location
By the end of
October 2005

46 April 22, 2010

 Name the ERP Project

47 April 22, 2010

 Next Meeting

48 April 22, 2010

 Thank You

49 April 22, 2010