Project Implementation Structure
A. IMPLEMENTATION MANAGEMENT TEAM
Reporting to the MIS Steering Committee and the FIS Project Sponsor (CFO)
the Implementation Management Team is responsible for the overall implementation of the FIS.
1. Oversees and coordinates the overall implementation of the FIS including implementation budget.
2. Developes an overall implementation framework, including allocation of technical and functional resources to the application areas. (Budget, General Accounting, Grants and Procurement).
3. Developes the overall implementation plan, sets implementation milestones and ensures objectives are achieved.
4. Approves the major tasks, issues and priorities established by the process teams.
5. Guides and directs the Process Teams to ensure congruency within the component applications of the FIS, ensures time-line is respected.
6. Arbitrates problems and conflicts that arise during implementation
and has ultimate authority and decision making power.
7. Communication with University community.
8. Review and dicuss issues submitted from the Process Teams for resolution and approval.
B. PROCESS TEAMS
Process Teams report to the Implementation Management Team and are established for each of the major FIS component applications (Budget, G/L, Purchasing, and Grants).
The Process Team Manager is a member of the Implementation Management Team and is accountable to the Implementation Management Team. Each Process Team will organize specialty Work Teams to handle those projects identified throughout the implementation life cycle, and define the associated tasks necessary to complete each project.
Members of the Process Team will have a detailed knowledge of the application area, able to bring precision about the functions, processes, and activities in their particular area.
Process Teams are responsible for the proper implementation of the component applications (Budget, G/L, Purchasing, and Grants) within designated time frames and budget.
The Process Team ensures that the component being implemented adheres to the University's overall goals and processing methodologies and strives to meet those critical business issues supported by the system.
Each Process Team is responsible for proper documentation among and between its' supporting Work Teams to ensure those issues particular to their application area are fully dealt with.
PROCESS TEAMS:
1. Identify issues, develop tasks and assign responsibilities for their work teams.
2. Review issues and make recommendations to the Implementation Management Team
3. Provide status reports to the Implementation Management Team
4. Ensures deliverables, completion of the major tasks assigned to work teams
5. Validates work performed by the Work Teams.
C. WORK TEAMS
Work Teams report to the Process Teams and are established as needed to perform specific activities related to addressing those implementation issues identified for the application area.
Work teams are cross-functional, and include individuals from those functional areas having an impact on the design and setup of the system.
The leader of the Work Team is a member of the Process Team and is accountable to the Process Team.
Work Teams are responsible for providing information to the Process Team and assisting them in making decisions, as well as recommending overall solutions.
Work Teams concentrate on defining workflow and business processes, forms, security, data base definition, conversion/interfaces, modification to the base system to meet specific needs.
The Business Processes Work Team will complete the ̉Current/Required Business Practices Document ̉ including workflows, input forms, output forms, reports.
Work Teams:
1. Evaluate specifications for modifications
2. Test Modifications
3. Define and test User Procedure for their area
4. Develop Policies and Procedures Manuals in accordance with the
standards defined by the Implementation Management Team.
5. Provide support for issue and problem resolution as directed by the Process Team
6. Assist in the definition and design of the conversion plan and strategy
7. Validate converted data owned by their areas
D. CONSULTATION GROUPS
A Consultation Group is established within each of the component areas to ensure end-user support and buy-in of the system being implemented.
The Consultation Group serves as a means to test new business models with stakeholders across the University and obtain feedback that will help build an enterprise-wide solution.
Interaction with the Consultation Group provides a mechanism to introduce and manage incremental change within the institution.
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This page last updated on May 4, 1998