467-Finance & HR Data Warehouse Project

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Finance&HRDataWarehouseProjectPROJECTCHARTERCreatedby:WWV-1-7/21/2010 TableofContentsINTRODUCTION.......................................................................................................................3PROJECTSCOPE......................................................................................................................3PROJECTASSUMPTIONS.............................................................................................................3PROJECTGOALSANDOBJECTIVES.............................................................................................4SCOPE......................................................................................................................................5DELIVERABLES.........................................................................................................................6BUDGET......................................................................................................................................7RISK.............................................................................................................................................7Createdby:WWV-2-7/21/2010 IntroductionWesternWashingtonUniversityiscurrentlyusingBannerFinancialReportsastheprimaryreportingtool.Duetolimitedresourcesandalongdevelopmentlifecycle,someoftheseBannerreportsarenotmeetingend-users’needsresultinginmultiple‘shadowsystems’beingusedandmaintainedatdifferentlevelsofUniversitypersonnel.Thedatastoredinthese‘shadowsystems’areselectedtablesdownloadfromBannerSystemoradditionalinformationfromotherWWU’ssystems(e.g.FAMIS).WhileitistimeconsumingforUniversitypersonneltomaintainadditional“shadowsystems”,itisalsodifficulttoreconciledataamongstdifferentreportsthatweregeneratedfrommultipledifferentdatasources.Toaddressthisreportingissues,WWUformedaSteeringCommitteeandthiscommitteeisrecommendingthatWWUpurchaseanoff-the-shelfturnkey,user-friendlydatawarehouseandquery/reportingsystemtointerfacewithoneormoreBannermodules,whichincludesFinance,HumanResources,Budget,andStudentServices.Thisnewtool(system)willbesetasoneofthecampusstandardsforreports.Thissystemwillalsoprovideasingledatawarehouseforend-userstoexpedientlytrack,manage,utilizeandanalyzeinformation.Itiscrucialthatthissystemwillbeturnkeyandthatmostoftheneededreportswillbedeliveredwiththeproductandwillnotneedanyfurtherin-housedevelopment.ProjectAssumptions&ScopesProjectAssumptions¾Fundingissetat$100,000.00,installationandconsultingincluded.Internalcostsinvolvedarenotpartofthisapprovedfunding.¾ExecutiveSponsorsandSteeringCommitteewillprovidefullsupporttothisprojectandensureavailabilityofnecessarypersonnelthroughoutitsimplementationcycle.¾Finance,HumanResourcesandBudget&Forecastingmoduleswillbeimplemented.¾Theselectedsoftwarewillbeweb-basedandwillnotrequireanyupgradeonend-usershardware.¾Theselectedsoftwarewillhavestandardreportsthatsatisfymostoftheend-users’requirements.MinimalI.T.developmentisexpected.¾Theselectedsoftwarevendorwillprovide“Train-the-Trainer”trainingforWWUinternalstaff.ThesetrainingswilleitherbeonsiteinWWU’sfacilitiesoroffsite.OffsitetrainingwillneedtocomplywithStatestravelpolicies.¾Initialtrainingmaterials,bothtechnicalandfunctional,willbeprovidedbyselectedsoftwarevendor.¾Theimplementationteamwillworkwitheachindividualdepartmentandinternalcontrolofficerforproceduralandprocesschangesduetothisnewdatawarehousesystem.Createdby:WWV-3-7/21/2010 ProjectGoalsandObjectivesGoals¾Purchase,installandimplementadatawarehousesystemthatiseasytouseandallowend-userstoproducestandardandadhocreportsinanaccurateandtimelymannerwithinthebudgetof$100,000.00forFinance&HRmodules.¾Eliminatemostofthe‘shadowsystems’currentlybeingusedandmaintainedbydifferentUniversitypersonnel.Objectives¾TocreateaFinance/HRdatawarehouseandtoenhanceotherexistingwarehousesthattheUniversitywillthenbeabletouseforpowerfulandefficientqueryandreporting.Thedatawarehousewouldsupportnotonlythequery/reportingsystembeingpurchased,buttheuseofothertoolsandinterfacesthatworkwithstandardSQLdatabasemanagementsystems(DBMS).Toprovideauser-friendlyandintuitiveinterfacetoquicklyaccessdataandproducereportsandsummaries.¾Toprovideend-usersaneasytousetooltodevelop,save,andgeneratereports.¾ToincreaseflexibilityandcustomizationofdataselectedandreportformatsgeneratedthatwillbemorereadilyusefultovariouslevelsofUniversitypersonnel.¾Toreducetheneedfor“shadowsystems”maintainedbyUniversitypersonnelthatexisttocompileinformationstoredinmultiplelocations(Banner&,non-Banner).¾ToreportondataloadedfromothercampussystemssuchasFAMIS,OfficeDepotpurchases,etc.¾ToprovidereportingcapabilitiesthathelpthecampussatisfytheneedtoprovideStateandFederalreports.¾BestvaluewithfunctionalitythatmeetstheneedsoftheUniversity.Createdby:WWV-4-7/21/2010 ScopeThescopeoftheprojectistoprovideourend-usersaneasytousesoftwareforreportingandquerypurpose.Thisincludesevaluation,selectionandimplementationofthesoftware;andprovisionofend-userstraining.Phase1ofthisprojectistoimplementFinanceandHumanResourcesmoduleswiththepotentialofothermoduleslikeBudgettofollowlater.Thesteeringcommitteewillberesponsiblefor:¾Provideguidanceandinputtotheimplementationcoreteamsindefiningend-usersrequirementsforFinancialandHumanResourcesreports¾FinalizeRFPanddistributeittopotentialsoftwarevendors¾Reviewresponsefromvendorsandselectthebest-fitdatawarehousesoftware/toolbasedonend-usersrequirements¾Negotiateandfinalizecontractwithsoftwarevendor¾Overseetheimplementationprocessandensuretheprojectisontimeandonbudget¾Addressandmakedecisionsonissuessubmittedbyimplementationcoreteamsonatimelybasis.TheImplementationCoreteams(includingcommunication&proceduralchangeteams)willberesponsiblefor:¾WorkwithSteeringCommitteeindefiningend-usersrequirementsforFinancialandHumanResourcesreports¾WorkwithSteeringCommitteeandcompletethe“Requirements”sectionintheRFP¾Workwithsoftwareconsultantininstallingthenewsoftwareandconfigureenvironmentsfortestingandproductionpurposes(ITTechnicalTeam)¾Workwithotherimplementationteamsinperformingthefollowingtasks:oWWU’sbusinesslogicisincorporatedintothedatabaseoUseofBannerruletablesisadaptedintothedatawarehouseaccuratelyoAllthedataelementsneededareincludedinthedatabaseoAdditionaltables,ifneededareaddedtothedatabasee.g.budgetprojectionoAssignappropriatepermissionsattherightlevelsoTestallgeneralfeaturesincludingprinting,export,emailreports,tables,charts,pivottables,ifavailableetc.oTestrunallstandardreportsoTestadhocreportwriting(generation)inFinanceandHumanResourcesmodulesoValidatereportdataoAttendtrainingprovidedbysoftwarevendoroPlanandprovidetrainingtoend-usersCreatedby:WWV-5-7/21/2010 ¾Workwitheachimpacteddepartmentregardingprocessandproceduralchanges¾AssistInternalControlOfficerindocumentingbusinessprocessesduetotheimplementationofthisdatawarehousetool¾CommunicatetheproceduralchangestoallotherimpacteddepartmentsDeliverablesProjectDeliverablesThekeyprojectdeliverablesfortheFinance&HRDataWarehouseImplementationProjectare:1.IdentifyreportsrequirementsfromFinance&HR2.FinalizeRFP3.WorkwithPurchasinginpublishingRFPtopotentialsoftwarevendorsforselectionandbiddingprocess4.Finalizecontractwithselectedvendor5.Installedsoftwareonidentifiedservera.TrainWWUI.T.professionalsonsystemadministrationandmaintenanceb.Systemsecurityc.Tablestructuresd.Objectsstructurese.Installationofnewreleaseand/orupdatesf.DataRetention6.Performtestingonallfunctionalitiesbasedonend-usersrequirementsa.TestrunallstandardreportsonFinance&HRb.TestrunadhocreportsonFinance&HRbymodifycriteria(parameterordataselection)onexistingstandardreportsc.Testexportfunctionalities(e.g.Excel,pdf.Textetc.)d.Testcommunicationfunctionality(e.g.email)7.Designmenustructures8.TraininternalWWUpowerusersforEnd-usertraining(Train-the-Trainermethod)9.Provideend-usertraining10.TestRunwithLiveData11.ImplementationProjectReviewandAssessment12.GoLiveCreatedby:WWV-6-7/21/2010 BudgetTheFinancialscopeisdefinedbythecostprojectionsontheprojectanditsvaluetotheUniversity.CostCategoriesProjectBudgetSummaryCostCategoriesAmountInternalResourceLaborExternal(Consultant)ResourceLaborSoftwareCostsHardwareTrainingMaterialsOtherExpensesTOTAL$100,000.00+InternalRiskProjectRisk/StrategiesContingentActionsProjectRisk:Notallend-usersrequirementsaredefinedpriortosoftwareselection,missingoutsomekeycriteria.RiskStrategy:ContingentAction:EngagestakeholdersfrombothFinanceandDocumentindetailallrequirementsfromHumanResourcesDepartmentincollectingthestakeholdersintheRFP(RequestForkeyreportrequirements.Proposal).ProjectRisk:NotonedatawarehousesoftwarewithinWWUbudgetthatcanmeetALLend-usersreportrequirements.RiskStrategy:ContingentAction:Selectthesoftwarewhere“most”oftheirExpecttohavelimitedin-housestandardreportswillmeetWWU’sreports/objects/cubesdevelopmentandrequirements.ensureresourcesarebeingbuiltintotheprojectplan.ProjectRisk:SameIT&businessresourcesarebeingutilizedinmultipleprojectswithinthesametimelineRiskStrategy:ContingentAction:ClearlyidentifyallresourcesintheprojectOpencommunicationoftaskprioritiestoallplanandsetrealistictimelineforprojectteammembersinvolved.Steeringcompletion.Committeetoresolveconflicts.Createdby:WWV-7-7/21/2010 ApprovedBy:KathyWetherellInterimVicePresident,BusinessandFinancialAffairsJohnLawsonViceProvostInformationTechnology/ChiefInformationOfficerCreatedby:WWV-8-7/21/2010