Administrative Information Systems (AIS) Project

Management & Technology Consultants

Overview of the Day

9:00 AM 12:00 PM - Project Kick Off

12:00 PM 1:00 PM - Lunch

1:00 PM - 4:00 PM - Break Out Sessions

2006 BearingPoint, Inc.

HIGHER EDUCATION

Overview of the Day

Project Kick Off Session

Introductions Project Overview Project Organization and Team Members Project Methodology Project Plan Components Project Website Whats Happening Next Questions

2006 BearingPoint, Inc.

HIGHER EDUCATION

Overview of the Day

Finance Work Group Breakout Session

Review chart of accounts and interface design documents Review and discuss feedback from the Colleges PeopleSoft demonstration

Infrastructure Breakout Session

AIS project roles and responsibilities Review high level schedule for environment installations Documentation gathering of existing procedures Final configuration for non-production and production environments Document tasks for next 60 days

2006 BearingPoint, Inc.

HIGHER EDUCATION

Introductions
Team

Introductions

Jo Jo Martin Program Manager, VCCS Dave Mair Controller & Functional Coordinator, VCCS Tami Perriello Engagement Director, BearingPoint Bob Swab Project Manager, BearingPoint

2006 BearingPoint, Inc.

HIGHER EDUCATION

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.

HIGHER EDUCATION

AIS Project

Replace existing legacy financial application systems with PeopleSoft Re-engineer business processes throughout the Colleges and System Office Develop CARS, CIPPS, Budget and SIS interfaces Provide online approval for a limited number of transactions Enhance reporting and metrics capabilities Data conversion

2006 BearingPoint, Inc.

HIGHER EDUCATION

AIS Project Goals

Facilitate communication between Colleges and the System Office Improve efficiency of business operations Implement targeted automation/integration Improve change management capabilities of the organization Facilitate access to business data and reporting

2006 BearingPoint, Inc.

HIGHER EDUCATION

AIS Critical Success Factors

Well-defined business objectives and requirements Engaged, visible leadership at sponsor and executive levels Excellent communication to all stakeholders Proven project methodology consistent with the Commonwealth Project Management Standard Strong change management approach Comprehensive training and rigorous testing

Periodic quality reviews

2006 BearingPoint, Inc.

HIGHER EDUCATION

AIS Project Scope

Phase: Go Live Date: PeopleSoft Modules

Phase 1 7/1/07 General Ledger

Phase 2 12/1/07 Asset Management

Accounts Payable (Payments)

Purchasing (Vendor, PO) Portal for AIS only Finance Portal Pak CARS interface/reconciliation CIPPS interface Budget Load SIS interface

Travel & Expense

Additional Functionality

Workflow JE approvals Reporting History conversions

Local check production

Reporting Historical data conversions
2006 BearingPoint, Inc.

Portal integration extended

Workflow T&E approval

HIGHER EDUCATION

AIS Project Key Assumptions

Phase I

Start date 6/8/06 Go Live 7/1/07 BearingPoint will provide 60 days post-implementation support VCCS and BearingPoint will provide technical and functional resources for the project Scope and preliminary design for Phase III purchasing is defined in this phase

BearingPoint will develop a comprehensive training plan and deliver end user training

2006 BearingPoint, Inc.

HIGHER EDUCATION

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AIS Project Key Assumptions

Phase II

Start date 9/1/07 Go Live 12/1/07 BearingPoint will provide 60 days post-implementation support VCCS and BearingPoint will provide technical and functional resources for the project BearingPoint will develop a comprehensive training plan and deliver end user training

2006 BearingPoint, Inc.

HIGHER EDUCATION

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AIS Project Structure

Governance

AIS Project Team

2006 BearingPoint, Inc.

HIGHER EDUCATION

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AIS Project Oversight

Glenn Dubois, Chancellor Virginia Community College System Secretariat Oversight Committee Dietra Trent, Chairperson Project Sponsor Karen Petersen, Executive Vice Chancellor

AIS Steering Committee

AIS Project Management Team

2006 BearingPoint, Inc.

HIGHER EDUCATION

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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

John Brilliant Internal Audit (non-voting)

2006 BearingPoint, Inc.

HIGHER EDUCATION

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AIS Project Management Team

The AIS project management team provides project management services and support Jo Jo Martin Director of Project Management, VCCS Dave Mair Controller, VCCS James Davis Director, Advanced Technology Services, VCCS Ralph Lucia Director of Enterprise Services, VCCS Marcia Webb Director, Application Support Services, VCCS Roy Smith User Support Manager, VCCS Bob Swab Project Manager, BearingPoint Tami Perriello Engagement Director, BearingPoint Staff to Project Management Team Valerie Adkins Project Management Specialist Jeff Mitchell Project Management Specialist Patty Samuels Project Management Consultant

2006 BearingPoint, Inc.

HIGHER EDUCATION

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AIS Project Team

Program Manager Jo Jo Martin

Project Manager Bob Swab

AIS Finance Work Group

Functional Coordinator Dave Mair

BearingPoint Functional Resources BearingPoint Development Resources VCCS Functional/ Development Resources Training Resources
2006 BearingPoint, Inc.

Technical Coordinator Jeff Mitchell VCCS Infrastructure Resources

AIS Technical Work Group

VCCS Functional Resources

HIGHER EDUCATION

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AIS Finance Workgroup

AIS Finance work group provides subject matter expertise for business processes.

Donna Shelton Business Manager, Mountain Empire Franki Hampton Business Manager, Dabney S. Lancaster Bruce Aird Accounting Manager, Tidewater Marie Melton Business Manager, Piedmont Virginia Ben Pittman Budget Director, Northern Virginia Diana Kerns Accounts Receivable, Northern Virginia Lewis Bryant Business Manager, Central Virginia Cat Mobley Purchasing Manager, Central Virginia Bridgett Poole Cashier, Danville Bob Whitney Programs/Systems Analyst, Rappahannock Patti Hathaway PeopleSoft Technical Lead / Adjunct Instructor, Paul D. Camp Suzy Scott Budget/Purchasing Manager, Thomas Nelson Bridget Sayles Business Manager, New River Pete Nolan Budget Manager, System Office Budget and Planning Services Bob Schenk System Analyst, System Office Fiscal Services Roy Smith User Support Manager, System Office Fiscal Services Dave Mair Controller, System Office Fiscal Services Sharon Hoover Financial Reporting Manager, System Office Fiscal Services Dennis Bolt Plant Funds Manager, System Office Fiscal Services Greg Liptak VCCS Internal Auditor Rebecca Wampler Lead Accounting Analyst, System Office Fiscal Services

2006 BearingPoint, Inc.

HIGHER EDUCATION

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BearingPoint Resources

Tami Perriello Engagement Manager Bob Swab Project Manager Rob Murphy General Ledger Consultant Pat Eddington Accounts Payable Consultant Brian Dixon Documentation and Training Larry Rice Documentation and Training Rick Kushner - Developer

Parag Sanganee Developer

Idreesh Shaikh Developer Elvis John Developer

2006 BearingPoint, Inc.

HIGHER EDUCATION

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VCCS Resources

Dave Mair Functional Coordinator Fiscal Services Staff - General Ledger Business Analyst Administrative Services Staff - Purchasing Business Analyst Fiscal Services Staff - Asset Management Business Analyst Jo Jo Martin Director of Project Management Valerie Adkins Project Management Specialist Jeff Mitchell Project Management Specialist

Emily Clements (11/06) VCCS Programmer/Systems Analyst

TBD VCCS Programmer/Systems Analyst TBD VCCS Programmer/Systems Analyst Kevin Barrowclough VCCS Systems Engineering

Michael Orr VCCS Systems Engineering

2006 BearingPoint, Inc.

HIGHER EDUCATION

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VCCS Resources (Continued)

Travis Brandel VCCS Systems Engineering Jeff Pinion VCCS Systems Engineering Brendan Hogan VCCS Systems Engineering Unni Kirandumkara VCCS Database Administration Carol Handley - VCCS Database Administration Monica Hanzlik - VCCS Database Administration Kathy Arrington - VCCS Database Administration Imad Abi-Falah VCCS Client Services Carol Childress VCCS Client Services (Web Support) TBD VCCS Client Services Charles Ponton VCCS Networking Roney Boyd VCCS Networking Teresa Thomas VCCS Security Lourdes Lungsford VCCS Security Marilyn Peterson VCCS Support Juaine Paravati VCCS Support Jennifer Anderson VCCS Support
2006 BearingPoint, Inc.

HIGHER EDUCATION

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Project Methodology
Project Management

Strategy

Design

Build

Deploy

Operate

Business Performance Improvement Organizational Transformation Technical and System Integration

The project methodology is based on the collective experience of BearingPoint, the Software Engineering Institutes process approach to system implementation, and the work of the Project Management Institute The project methodology conforms to the Commonwealth of Virginia project management standards
2006 BearingPoint, Inc.

HIGHER EDUCATION

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AIS Project Management Activities

Managing Project Staff Managing Subcontractors Managing Organizational Change Managing the Change Human Resource Activity

One-Time
Project Evaluation

Iterative Activities

Project Organization
Detail Work Planning Project Control and Reporting

One-Time
Project Completion

The Management Plan

Estimating
GRAPHIC Often Used 1/03 1/03

Risk Management Change and Management Issue Issue Management Configuration Management & Change Control Configuration Management Quality and IV&V Management Quality Management Continuous Activity

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Organizational Change Management Approach

Assess Readiness People & Processes

Address Organizational Implications

Prepare & Equip the Workforce

An effective transition approach mitigates risk and aligns the organization across the enterprise to successfully Engage & implement the Communicate changes. with
Stakeholders

Mobilize & Align Leaders

The AIS team will incorporate Organizational Change Management processes into project activities and deliverables
2006 BearingPoint, Inc.

HIGHER EDUCATION

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Risk Approach
Communicate

Identify

Analyze

Plan

Track

Control
GRAPHIC Often Used 1/03

Identify Capture and document project risks Analyze Evaluate risk for business impact, priority

and probability

Plan - Establish actions and plans to address risks Track - Document risk status and monitor progress against the mitigation plan Control Implement tasks to mitigate or eliminate project risk Communicate Communicate risk status to all appropriate parties

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Initial Risk Identification

Aggressive project timeline Diversity of business processes across Colleges Training and roll-out challenges presented by statewide geographic location of 40 campuses Organizational resistance Timely acquisition and installation of non-production and production environments

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Issues Management Approach

Communicate

Identify

Assign

Research

Resolve

Close
GRAPHIC Often Used 1/03

Identify Identify and document project issues in the issues database Assign Assign the issue to a specific person for further work Research Analyze the issue for business impact and possible resolutions Resolve Take appropriate steps to resolve the issue Close Obtain sign off and close the issue

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Configuration Management and Change Control Approach

The project management team will serve as the configuration control board for the project The configuration management and change control approach will use the following process to modify documents under configuration management and change control

Initiate a change request Log and assign the change Perform a business impact assessment Formulate the change recommendation Implement and sign off on the change recommendation

Log the change recommendation and communicate decisions

Track and report

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Communications Approach

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.

HIGHER EDUCATION

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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 customized for VCCS business processes Training delivered at VCCS regional facilities Training delivered within 45-60 days of go-live

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Training Curriculum Phase I

General Ledger:

Journal Entries (Data Entry, Colleges, System Office)

GL Processing (End User, Colleges, System Office) Vouchers / Purchasing

Accounts Payable / Purchasing:

Check Production

Query/nVision/Tree Manager General Accounting:

Reconciliation Processes (CARS, CIPPS, SIS) Data Cleaning Testing Project Overview
2006 BearingPoint, Inc.

Project Related:

HIGHER EDUCATION

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Quality Management Approach

AIS is required to put a Quality Control and Quality Assurance process in place for the project Quality management is incorporated into project delivery:

Meet defined requirements Consider opportunities for improvement in business processes and use of technology Reduce operational costs where possible Improve service

Quality Assurance processes provide the means to measure whether or not the results of the project are met and improvements are achieved

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Independent Verification and Validation

The Commonwealth Project Management Standard requires all projects be subject to independent verification and validation (IV&V) The purpose of IV&V is to assist with risk identification and management

IV&V includes a comprehensive review of the projects work products and processes from start to finish
To meet the IV&V requirements, the VCCS will identify a qualified party to provide quarterly reviews

2006 BearingPoint, Inc.

HIGHER EDUCATION

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AIS Project Plan Components

Work Breakdown Structure and Project Schedule

Provides detailed tasks, milestones, timeframes and resources to complete the project Describes the metrics used to measure the success of the project, how the metrics are calculated and how often they will be measured

Project Performance Plan

Resource Plan

Describes resources necessary to successfully complete the project

Describes the processes to identify, evaluate, plan, track, control and communicate all project risks

Risk Management Plan

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Project Plan Components

Quality Management Plan

Describes the processes to ensure the quality of project work and documents. Identifies key stakeholders and the type and frequency of communications they will receive Prepares organization to successfully implement change

Communication and Organizational Change Management Plan

Project Budget

Describes the source and amount of funding for the project activities and process to report deviations from the original budget.
Describes information about major procurements, procurement strategies, and projected dates for critical procurement activities.

Procurement Plan

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Project Website

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Draft High Level Schedule

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)
Begin Project
2006 BearingPoint, Inc.

JuneAug 2006

SeptNov. 2006

Dec. Feb. 2007

March May 2007

June July 2007

Aug. 2007

Configuration & Development Complete

Go-Live

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GL Activities by Phase

1 Strategy

2 Design

3 Build

4 Deploy

5 Operate

High-Level Chart of Accounts Design Organizational Change Management Approach Project Team Training

Perform FIT GAP Analysis Finalize Chartfield Design Document Business Processes Address CrossApplication Issues Configure System Develop Specifications for Interfaces, Customizations, Conversions, Reports, Security

Finalize System Configuration Develop Interfaces, Customizations, Conversions Develop Reports Set up Security Write Test Scripts Perform Unit, System and Performance Tests

Prepare Final Training Materials Train End Users Complete User Acceptance Tests Finalize Support and Cut-Over Plans

Post Implementation Support Conduct Post Implementation Review Document Lessons Learned Prepare Plan for Phase II

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Next Steps (60 Days)

Complete and baseline project plan Hold steering committee meeting Provide overview training of general ledger and accounts payable (week of August 7 & August 14) Complete certified PeopleSoft installation

Set up configuration and development environments

Perform preliminary fit/gap analysis for accounts payable and general ledger Document current business processes

2006 BearingPoint, Inc.

HIGHER EDUCATION

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Questions?

Questions and Answers

2006 BearingPoint, Inc.

HIGHER EDUCATION

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