Integrated Systems Project Update

Integrated Systems Project Update - February 1999

CONTENTS

Visits by SAP and Oracle
Status of software vendor negotiations
Project recruitment begins
Work with KPMG
Meeting with the Deans and business officers
Virginia.edu article

1. Visits by SAP and Oracle
On January 27, representatives from Oracle visited the University to present plans for development of a student information system. On February 1, representatives from SAP visited the University to present plans for development of a student information system. Members of the ISP Project Team, the Student Systems Task Force and our KPMG consultants were in attendance at both of these meetings. Each firm was able to demonstrate that they had plans for production versions of student systems.

2. Status of software vendor negotiations
The ISP Project Team continues to work with KPMG and the ISP Executive Committee to review and analyze all available sources of information regarding the SAP and Oracle software applications products.

3. Project recruitment begins
Tom Gausvik and members of his staff have been working closely with the ISP Team to design a human resources model for staffing the Integrated Systems Project.

The ISP is currently recruiting for the following positions:

Technical Lead - The Technical Lead will be responsible for coordinating provision of all technical resources, including technical staff, hardware, and software.
Module Lead for Finance Phase - The Module Lead will be responsible for overseeing all aspects of implementation of the finance module, including monitoring the work and progress of each finance team.
Training Manager - The Training Manager will be responsible for overseeing all aspects of the ISP training program, including design, marketing, registration, and delivery of training.
Communications Manager - The Communications Manager will be responsible for all aspects of preparing, implementing and maintaining a comprehensive communications effort for the ISP. Target audiences will include senior leadership of U.Va., U.Va. faculty and staff, and Commonwealth of Virginia officials and offices.
Finance Team Leaders - Team Leaders will be hired for each finance team to oversee all aspects of implementation.
Finance Team Members - Team Members will assist the Finance Team Leaders with all aspects of implementation.
Computer Systems Senior Engineer - This individual will provide all day-to-day microcomputer hardware, software, and networking support for the Integrated Systems Project.

Detailed job descriptions are available on the Human Resources website at http://www.hrs.virginia.edu/FinTeam.html.

4. Work with KPMG

The ISP Project Team has been working with KPMG to develop a workplan for the planning phase. Planning will last approximately twelve weeks and will include activities such as:

development of a business case and a program charter
gap analysis
definition of project scope and calendar
development of change management, training, business process improvement, and risk management plans
development of project budget and project staffing plan

A staffing plan for the planning effort will need to be completed. Some preliminary discussions have been held with the ISP Advisory Group (chief business officers from each school plus equivalent staff from each of Facilities Management, Business Operations, the Library, and Athletics), Financial Administration, and Human Resources.

5. Meeting with the Deans and business officers

Vice President and Provost Peter Low conducted a meeting on February 15 with the Deans and their chief business officers. Bill Randolph and consultants from KPMG provided a status report on the Integrated Systems Project. A number of topics were discussed, including: 1) the benefits of an integrated system, 2) an update on software selection efforts, 3) an overview of KPMG's role, and 4) project staffing and recruitment plans and the anticipated impact on schools and other operating units.

6. Virginia.EDU

The Integrated Systems Project is featured in the Spring 1999 issue of Virginia.EDU. This article can be accessed at: http://www.itc.virginia.edu/virginia.edu/spring99/frontier/home.html.