Overview
Executive Summary
<Project Vision>
Business Objectives and Project Deliverables
| Ref. | Description | New / Changed (N/C) |
|---|---|---|
| O1 | Deliver Effective Project Governance | |
| D1 | Detail project governance strategy | |
| D2 | Implementation of project governance strategy | |
| O2 | Deliver achievable project plan | |
| D1 | Produce and maintain project plan for the entire project | |
| O3 | Define business requirements with regards to the entire purchase to payment process for the entire Estates department | |
| D1 |
Detail current 'As Is' business processes with regards to
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| D2 |
Produce 'To Be' business processes associated with goods, works and services in relation to
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| D3 | Prepare an Impact Analysis with regards the current Archibus environment (incorporating Archibus windows client, WebCentral and EBIS OnLine) to determine requirements to implement specified 'To Be' business processes | |
| D4 | Prepare a phased implementation roll-out process that will enable both old and new systems to run in parallel for a period of time | |
| O4 | Create Integrated System Design | |
| D1 | Prepare system design of integrated purchase to payment process between the Archibus facilities management system and the central procurement and finance systems | |
| D2 | Define reporting solution(s) | |
| D3 |
Prepare a technical design to support a phased implementation roll-out to
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| 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 - D2
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| D2 |
Implement planned changes as determined by initial impact analysis incorporating
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| O6 | Delivery of Full System Test with regards to the 'To Be' business processes | |
| D1 | Detail test strategy relating to the project and its deliverables | |
| 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 | |
| D3 | Complete and document system testing according to the defined test plan | |
| O7 | Delivery of effective Change Management | |
| D1 | Detail change management strategy relating to the project and its deliverables | |
| D2 | Implementation of change management strategy for the project | |
| O8 | Delivery of effective Stakeholder Management | |
| D1 |
Preparation of project roles and responsibilities incorporating
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| D2 | Define communication strategy relating to the project and its deliverables | |
| D3 | Implementation of timely communications related to the defined strategy | |
| O9 | Delivery of a fully integrated training programme | |
| D1 | Detail user training strategy | |
| D2 | Define a full training programme relating to both functional and procedures with regards to 'To Be' business processes | |
| D3 | Production of user training material | |
| D4 | Production of training schedule according | |
| D5 | Implementation of training schedule | |
| D6 |
Production of user manuals
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| 010 | Delivery of system implementation roll-out | |
| D1 | Detail system phased implementation roll-out and post go-live strategy | |
| D2 | Implementation of roll-out strategy | |
| D3 | Implementation of post go-live support mechanisms | |
| D4 | Decommission of old system procedures | |
| 011 | Delivery of an effective Risk Management policy | |
| D1 | Detail a risk management strategy for the overall project, incorporating both business and technical risks | |
| D2 | Define and maintain an active risk and issue log throughout the duration of the project |
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
Scope
The development of the integrated Purchase to pay solution, including reporting will be completed by UoE
- developing the appropriate interfaces between the existing core applications; Archibus, eFinancials and SciQuest
- developing any appropriate business processes outwith the core functionality of the core systems
- identification and decommissioning of system processes no longer deemed necessary
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
Category
This project has been classified as;
- a compliance project
- priority 2