AGENDA

OVERVIEW

TIMELINE AND SCHEDULE OF ACTIVITIES

PHASES OF THE PROJECT

PROJECT TEAM

SUMMARY

1

2

3

4

5

WHAT WILL BE UPGRADED

UPGRADE WITH NEW FUNCTIONALITY

• Accounts Payable (AP)• Asset Management (AM)• eProcurement (ePro)• General Ledger (GL)• Purchasing

UPGRADE ONLY• Accounts Receivable (AR)• Billing (BI)• Contracts• Project Costing (PC)

UCF RESEARCH FOUNDATION

• eProcurement & Purchasing Implementation

BUSINESS UNITS

• UCF01• UCF02• UCF03• RFD01• DSO01

ALL MODULES9.2

UPGRADE DRIVERS

Maintain UCF’s cutting edge technology

Strengthen our partnership with Oracle

Move while current infrastructure (hardware and human capital) is intact

Better serve our FCSM user base

Remain current on tools and applications

Use the 9.2 application features

TIMELINE

May – Sep2016

May – Sep 2016

Mar – May (1)Jun – Sep (2)2016

Jul 2015 –Sep 2016

Sep 2015 –Jun 2016

May 2015 –Jan 2016

Orientation & Planning

Phase 1 Phase 3 Phase 5

Phase 6Phase 4Phase 2

OCT 32016

GO LIVE!

Phase 8

ProductionSupport

TechnicalDevelopment & Upgrade

Communication

Phase 7

Solution Delivery

Analysis & Design

Testing(Phase 1) (Phase 2)

Training

Aug – Sep 2016

PHASE 1 – ORIENTATION & PLANNING (MAY 2015 – JAN 2016)

Prepare project charter• Scope of work• Vision and expectations

Define high-level project plan• Stages and tasks• Timeframe

Develop and begin communication strategy

Plan for resources

PHASE 2 – ANALYSIS & DESIGN(SEPT 2015 - JUNE 2016)

Fit/GapSessions

Involve key stakeholders

Explore new functionality

Identify fits and gaps

Consolidate and document fit/gap results

Define reporting requirements

PHASE 2 – ANALYSIS & DESIGN(SEPT 2015 - JUNE 2016)

Functional design and specifications

Business process review

Customization review

Conversion design

Develop prototype

Create reports

PHASE 3 – TECHNICAL DEVELOPMENT & UPGRADE (JULY 2015 – SEPT 2016)

Development

Modification (MOD) Data Conversion

PHASE 4 – TESTING(MAR – MAY 2016 [1], JUNE – SEPT 2016 [2])

Test existing and new functionality

Module

User Acceptance Testing (UAT)

Volume

Acceptance sign-off

Integration

PHASE 5 – TRAINING(MAY – SEPT 2016)

WEB

PRINTED MATERIALS ADDY NOTES

INSTRUCTOR-LED

PHASE 6 – COMMUNICATION(MAY – SEPT 2016)

UCF Financials website

http://www.financials.ucf.edu/

Campus mail

Emails

Focus Groups

PHASE 7 – SOLUTION DELIVERY(AUG – SEPT 2016)

OCTOBER 3, 2016

GO-LIVE

PHASE 8 – PRODUCTION SUPPORTOCT 2016 ONWARDS

Monitor system performance

Provide enhanced Financials Service Desk support

Log reported issues and provide solutions

PROJECT STRUCTURE

EXECUTIVE SPONSOR • William Merck

SPONSOR • Tracy Clark

MANAGER • Becky Vilsack

STEERING COMMITTEE

• Becky Vilsack• Joel Hartman• Kim Smith• Robert Yanckello• Tracy Clark

IMPLEMENTATION TEAM • CS&T, F&A, HR, ORC, Purchasing, UCFRF

IMPLEMENTATION TEAM

Rebecca VilsackProject Manager

UCF Research Foundation

Purchasing

Computer Services & Telecommunications

Finance & Accounting (FSS)

Finance & Accounting

Office of Research & Commercialization

Human Resources

Module Functional Technical

Asset Management & Security Maukonen

DasGyoryJacksonNimmathotaSmith

Accounts Payable Fay, Kentish

Accounts Receivable Sanders, Kentish

Billing Kentish, Sanders

Contracts Mullins, Sanders

eProcurement Fay, Mullins

General Ledger Besana, Gyory

Project Costing Wilson, Kentish

Purchasing Fay, Mullins

Training & Communication Wray

NEXT STEPS

IDENTIFY STAKEHOLDERS AND PARTICIPANTS

ATTEND STAKEHOLDER SESSIONS

Fit/Gap

Kickoff –2/1/16

2/8/16 –2/26/16

User Acceptance Testing (UAT)

Phase 15/2/16 –5/27/16

Phase 28/22/16 –9/16/16

Training

5/15/16 –9/16/16

THANK YOU