Overview
Background
The Estates department currently utilise the heavily customised Archibus windows client and the EBIS system environment to manage all financial management aspects of the business activity related to stock control, purchase ordering, purchase/sales invoice creation/processing, recharges, project/programme financial management, which are all business critical to the management of financial activities within the Estates department . Currently this equates to approximately £100m on capital expenditure and £40m on revenue.
Whilst the current system has proved to be successful in the past, the ever increasing reliance on external vendors and associated costs in maintaining / upgrading an ageing system is imposing unacceptable delays in implementing on-going business led change.
There is now the requirement to develop and implement a new integrated system that will provide the Estates department with the ability to manage the entire Purchase to Payment process relating to all purchases across the department whilst aligning with the new WebCentral based helpdesk, the central procurement and finance systems, and ensuring the necessary financial controls are in place. This approach will continue the revised strategy of returning to 'out of the box' solutions wherever possible and supplemented by internally developed and supported system interfaces.
This project will utilise outputs from previous related projects and will;
- Verify the business requirements as initially determined through the project, EST075 -Estates and Buildings Department Financial Management Process Review with the identified project stakeholders within Estates, Finance, Procurement and selected customers of Estates and incorporate any required changes.
- Utilise the newly developed Purchase ordering process as developed as part of the project EST083 - Estates Financial Management Process Review Phase 2
Scope
The development of the integrated Purchase to pay solution, including reporting will be undertaken by UoE working in conjunction with our business partner
- developing the appropriate interfaces between the existing core applications; Archibus, eFinancials and SciQuest
- developing any appropriate business solutions outwith the functionality of the core systems required to support the Estates Purchase to Payment process
- identification and decommissioning of system processes no longer deemed necessary
Out of Scope
The following items are deemed out of scope for this project
- Any specified changes to any of the core systems should be classified as out of scope and will require authorisation from both the project board and business owners of eFinancial and/or SciQuest if appropriate
- The rationalisation and enablement of the current Estates suppliers within the SciQuest purchasing system
Objectives & Deliverables
Phase | Priority | Owner |
O1. Deliver Effective Project Governance | ||
D1. Produce project governance guidelines | M | Project Manager |
D2. Implementation of project governance strategy | M | Project Sponsor |
O2. Deliver Effective Project Management | ||
D1. Produce required documentation incorporating, project plans, estimates, risk management, communication and third party supplier management | M | Project manager |
O3. Define business requirements with regards to the entire purchase to payment process for the entire Estates department | ||
D1. Produce business analysis guidelines | S | Business Analyst |
D2. Review and document current 'As is' business processes in relation to goods, works and services |
M | Senior User |
D3. Produce 'To Be' business processes associated with goods, works and services | M | Senior User |
D4. Prepare a Technical Impact Analysis on the current Archibus environment resulting from the integration of the new Purchase to Pay solution |
M | Business Analyst |
D5. Prepare a Business Impact Analysis with regards the current business processes and the 'To Be' business processes | M | Senior User |
D6. Prepare system integration strategy | M | Development Lead |
D7. Prepare test strategy | M | Business Analyst |
D8. Prepare a phased implementation roll-out process that will enable both old and new systems to run in parallel for a period of time | M | Senior User |
O4. Create Integrated System Design | ||
D1. Prepare system design to deliver the integrated purchase to payment solution | M | Development Lead |
D2. Prepare a technical design to host integrated purchase to payment solution | M | Technical Lead |
D3. Define Reporting Solution strategy | M | Development Lead |
O5. Build Purchase to Payment solution | ||
D1. Develop software solution to deliver a phased implementation roll-out of the entire purchase to payment process as detailed in O3 - D3, including
|
M | Applications Development Team |
O6. Delivery of Full System Test with regards to the 'To Be' business processes | ||
D1. Produce application test guidelines relating to the project and its deliverables | S | Senior User |
D2. Define and implement an integrated test plan and log to enable phased implementation roll-out with both the new and the existing system to running in parallel | M | Senior User |
D3. Complete and document system testing according to the defined test plan | M | Senior User |
O7. Delivery of effective Change Management | ||
D1. Produce change management strategy relating to the project and its deliverables | M | Estates Change Management |
D2. Implementation of change management strategy for the project | M | Estates Change Management |
O8. Delivery of effective Stakeholder Management | ||
D1. Preparation of project roles and responsibilities incorporating
|
M | Project Manager |
D2. Implement and deliver an effective communication strategy associated with the project | M | Estates Change Management |
09. Delivery of a fully integrated training programme | ||
D1. Implement and deliver an effective user training and support strategy associated with the project | M | Senior User |
O10. Delivery of system implementation roll-out | ||
D1. Implement and deliver an effective phased roll-out strategy | M | Senior User |
O11. Delivery of an effective Risk Management policy | ||
D1. Detail a risk management strategy for the overall project, incorporating both business and technical risks | M | Project Manager |
D2. Define and maintain an active risk and issue log throughout the duration of the project | M | Project Manager |
Benefits
The project will deliver the following benefits through the implantation of the new Purchase to Payment solution,
- A modular designed system that can integrate with current and potential future core systems
- Streamlined business processes aligned to business requirements with regards to
- procurement
- goods receipting
- invoice processing
- Enhanced control processes
- Improved management reporting
Success Criteria
- Management of the project is maintained according to the defined project governance
- The production of a fully defined and approved set of business requirements with regards to the Purchase to Pay process
- The production of an integrated system design that fully supports the Purchase to Pay process
- The development and implementation of the integrated Purchase to Pay solution , including defined reporting requirements
- Confidence in the effectiveness of the implementation is maintained throughout the project through
- effective project governance
- effective management of project risks
- effective change management
- effective stakeholder management
- Business is well prepared for the implementation roll-out through
- system is fully tested according to the Purchase to Pay business requirements
- effective user training undertaken
- effective support material is available for system users
- effective support arrangements are in place during the roll-out and the post go-live period
- effective communication is maintained with the specified stakeholders
Project Milestones
Target Date | Title | Stage |
---|---|---|
18-Aug-2017 | Planning | Plan |
01-Sep-2017 | Business Analysis | Analyse |
06-Oct-2017 | System Analysis and Design | Design |
13-Apr-2018 | Build | Build |
11-May-2018 | Integration | Integrate |
10-Aug-2018 | Acceptance | Accept |
12-Oct-2018 | Deployment Sign-off | Deliver |
26-Oct-2018 | Closure | Close |