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Change Network KickoffJuly 28, 2016TodayNext Change Network Roundtable3:00-4:00 pmKissam Multi-Purpose Room, C210Thursday, August 25, 20163:00-4:00 pmKissam Multi-Purpose Room, C210
Agenda Introductions and Objectives SkyVU Overview:ooo Implementation Timeline, MethodologyChange Management OverviewBusiness Process Mapping & AnalysisOverviewChange Network Overview:oooRole of Change ChampionRole of Change AgentCommunication SkyVU Oracle Cloud Sample Questions and Answers
Introductions &Purpose of Kickoff
Objectives of KickoffReview SkyVU projectScopeTimelineUser InterfaceExamine Change NetworkUnderstand your involvement in:CommunicationFeedbackAdoption
ImplementationOverview
Why Are We Doing This?Mission statement:Support Vanderbilt University’s academic missionby modernizing its financial, administrative andresearch support systems.
Sponsorship, Management, & tainSusanWenteBrettSweetBarbCarrollSkyVU ProjectFinancialsHuman ResourcesGrantsProcurement &DisbursementsBusiness IntelligenceResearchChange ManagementIDM & MDMTechnicalSchools &DepartmentsBusinessPartnersChangeChampionsLarger Vanderbilt CommunityDennisJohnson
Guiding PrinciplesSimplification & StandardizationForward FocusAccountable GovernanceTransparency & InclusionMeasurable Results
Solution Driven ApproachSOLUTION-DRIVENSOLUTION - DRIVEN APPROACH ATTRIBUTES Presumption that out-of-the-box will work 80% of the time Time spent on defining and solving true gaps Drives process improvement discussion via leading practice “straw man” Prevents non-strategic differentiator scope creep Immediate end-user hands-on, day-in-the-life process experience mitigates change risk 35% project time savings typical(Package-Enabled)Will this work for you?To BeSolutionReviewAs IsDocumentationREQUIREMENTS-DRIVEN(Blank White Board)What do you want?DevelopmentPrototypeTo Be Design(Visio)Prototype2To Be Designvs. lopmentTestingUATDeploymentREQUIREMENTS - DRIVEN APPROACH ATTRIBUTES Presumption of customization Time spent defining and documenting “as is” Approach impedes process improvement focus Approach encourages “wish list” scope creep Significant delay until end user hands-on, day-in-the-life exposure increases project risk
SkyVU ayJunTransitionConfigWorkshopsUser Conversion Extract,Load, CleanseIntegration mappingFinance BP Mapping iewBPM 2WorkshopsHCM BP Mapping IWorkshopsChangeNetwork PlanningPartnerReviewChangeChampions KickoffConversion Extract,LoadPayroll ParallelBPM 3WorkshopsPartnerReviewBPM 2WorkshopsChange Agents KickoffEnd UserTraining PrepBusiness ProcessAnalysisPartnerReviewChange Management Network ActiveBuild UserTrainingDeliver End UserTrainingIDM implementationMDM - Person data (EPI replacement) implementationOracle Business Intelligence Suite (On-premise)Evaluation and Replacement of University Research Systems (Coeus and PEER)Facilities10SystemIntegrationTestIntegration mapping TestingIDM & mentConfigTest 2ConfigFacilities EvaluationTodayAdditional DataConfigurationAugRealizationGo-Live(Phase I)TeamTrainingOracleApplicationsCloudJul
Systems under consideration for replacementFinancials McCormack & Dodge General LedgerMcCormack & Dodge Fixed AssetseDOG - General Ledger DataPeopleSoft Accounts PayableConcur ExpenseVUBudgetEndowment (Unit) Accounting SystemQGLARS - Quarterly GL ReportingGeneral Accounts ReceivableNarrative Chart of Accounts (NCOA)Procurement Card portal (tbd)Grants - Post Award ePac Effort Certification Center Management DMS (Departmental Mgmt System)Academic Affairs Faculty Information SystemProcurement PeopleSoft PurchasingeProcurementePlusVandyContracsEnterprise Privilege Management (PM)SAP Business ObjectsAccess VU / Identity SystemsEnterprise Person Index (EPI)Human Resources PeopleSoft HR & Payroll Interface C2HR ePac-Job & Position Changes (JPC)-Earnings Distribution Changes (EDC)-Retroactive Changes (RDC)-Additional Pay WALDO (Labor Data) Benefit Express eTimesheet Exempt Time Off (ETO) Kronos VPES (Performance Evaluation System) JOBS Merit Increase CATS Taleo (re-implementation) Orientation Tracking (tbd) PeopleFinder (tbd) Tuition Reimbursement System
SkyVU sDofA(non-HR)FinanceGeneral LedgerAR/BillingAsset MgmtAccounts PayableAuto Invoice ProcessingExpensesCash MgmtProjectsEndowment AccountingPlanning & BudgetingHCM CoreGlobal HRBenefitsAbsence MgmtPayroll InterfaceGlobal PayrollWorkforce CompTime & LaborTalent MgmtGoals MgmtPerformance MgmtSuccession MgmtTalent Acquisition(Taleo)RecruitingOnboardingSocial SourcingProcurementPurchasingSelf ServiceeMarketplaceProcurement ContractsSupplier PortalStrategic SourcingGrantsProject FinancialsProject Contract BillingsGrants MgmtFaculty Tracking(post 7/1/17)Security Role Mgmt
Cloud Systems IntegrationsKeyProvostEnterprise/VUITPeopleSoft CampusSolutions - Student FinAcorn Library SystemAcademicAffairsPEER Award(no current integration)Advance Donor/Gift MgmtDev onflict DisclosureGeneralCounselCoeus Pre-Award MgmtGCDARProtection of MinorsDivision ofAdministrationCampus PlanningAIM by AssetworksTuition ReimbursementHumanResourcesePhil (requisitions)Plant OpsBackground ChecksTax ReportingCheck Printing (HR & AP)COBRAResearch/GrantsCORES Award MgmtBenefit Vendors (8-10)Benefit Express(thru 2017)Unemployment& EmploymentVerificationPeopleFinder?Learning MgmtAIMPost OfficeMail MeteringPackage TrackingCard OfficeCBORD Card SystemCC Selection Meal PlanChildcareProcare Billing/AttndnceDiningDining ServicesIdentity ManagementData Warehouse & BIMaster Data MgmtAIMWorx/PinnacleShipping MgmtVUPDAlertVU/EverbridgeBank Integrations (3)Traffic & Parking T2Pcard IntegrationEHSSafety Hub (BioRaft)Concur TravelHealth & WellnessH & W PortalEnterpriseVUITBlackline non-cash reconsDebt Mgmt(post 7/1/17; new system)Finance
ChangeManagementOverview
Change Management Organizational ChartSkyVU Program Management Office (PMO)Change ManagementProject Manager: Kara SundarBusiness ProcessAnalysisJosh VincentCampusCoordinationNatalie RichardsonLead PartnersChangeChampionsPartnersChange AgentsHuron: Susan Garland, Vivek CherianTrainingAmanda RobertsVanderbilt CommunityCommunicationsLeslie Buchanan
Why is Change Management Important?ResultsWhat is the planto implement thesolution?OrganizationalWhat does thesolution looklike?What is oursituation / issuetoday?CommitmentWill new processes,policies and proceduresneed to be designed?How will I execute mynew role &responsibilities?How is my rolechanging?IndividualWhat is in it for me –and my department?Why are wedoing this?
Change Management Methodology
Business ProcessMapping Overview
Business Process Analysis: Iterative ApproachBusiness Process MappingChange ManagementBP Mapping 3BP Mapping 2Business Process Analysis (BPA)Lead – Josh VincentBP Mapping 1Lead PartnersSusan HartKurt ShepherdMike BannonJennifer BischoffPartnersBusiness PartnerValidationChange ImpactInventoryBP MapsBP Maps2& 3A&SMedicineOGCDARBlairNursingPublic dyDoADiversityLawProvost OtherVUIT
Institutional Validation & Engagement pdateMapsConduct BusinessWorkshops PartnerValidationBPM essPartnerValidationConduct ateMapsBPM 3BPM 2Business Process AnalysisBusiness Process Analysis Leadworks with Business Partners toengage institutional stakeholdersOperationalizeBusiness Processes
Business PartnersFunctional LeadsSusan HartBonnie BielecBryan RatliffDalana RobertsonBarb CarrollMike BannonChristy HooperPatrick RettonJana BlickTerri ArmstrongJennifer BischoffDebbie JankeBart BrunkTrey BeasleyKristie HallKurt ShepherdLisa JonesShannon SouthMichelle VazinDavid O’FerrellGena CobbleLauren KysarKiley StokesChuck NicholasKim BoyceChris CookCrystal LasterJaniece HarrisonTony GraysonCandy LindsayStacey CrowhurstRobert HalliburtonDawn TurtonKirk StonecipherStacy HattenJeff DulyJenny HardinShanmuga SundaramEvelyn GallettiJudy PetersonAshley ThompsonCaitlin MullaneyGena CobbleJane ZubulakeLaura NaironGina OwensAlison Williams{TBD}Academic AffairsAdministrationAdministrationEnrollment AffairsDevelopment & Alumni RelationsStudent AccountsFacilities ServicesStudent LoansDivinity & LibrariesMedicine & NursingLaw SchoolGeneral CounselAdministrationReal EstateDean of StudentsPublic AffairsBlairHR FinanceHousing & Residential EducationBusiness ServicesEngineeringBold denotes Business Partner LeadPeabodyArts & SciencesInvestmentsInternal AuditDining ServicesSponsored ProjectsAcademic Affairs Admin.Information TechnologyOwenAthleticsDiversityGeneral LedgerAssets, ReceivablesCashGrantsProcurementPayables, ExpensesBudget & PlanningBudget & PlanningEndowmentCore HR, Taleo RecruitingBenefits, Absence Mgmt, Time & LaborCore HR, Absence Mgmt, Time & Labor, PayrollPayrollBenefitsTaleo RecruitmentTaleo Recruiting
Change NetworkOverview
Why a Change Network?Augment the formalmanagement structureand leverages theinformal network ofleaders and individualsacross the university toprovide an additionalcommunicationschannelA feedback loop toidentify gaps ininformation and risks inoverwhelmingindividuals with thedegree of change
Change Network SupportsNetwork of leadersCommunication channelFeedback loopEncourage adoption
Campus CoordinationChange Championswide influence enable change actively engagedChange Agentslocal influence advocate change direct feedback
Campus CoordinationProvostVUITResearchDofAPublic stmentsGeneralCounsel
ChangeChampionRoleEncourageand ionto your teamregardingSkyVUCreatepositiveexpectationsfor the SkyVUchangesCommunicatebenefits ofSkyVU changeto your team
SampleAgenda forMonthly ChangeNetworkRoundtables Welcome 3:00-3:20– SkyVU Updates:o Current Projectso Updateso Meet the Expert 3:20-3:50– Change Champions Updates:o What are you hearing?o What meetings in your areas can weattend to offer resources and answerquestions?o Open dialogueo Outstanding questions 3:50-4:00– Wrap Up/ Close
Coming Fall 2016Change Agent RoleThe SkyVU team will kick off theChange Agents Network this FallWorking with our ChangeChampions and Business Partners,we will identify Change Agents
Communication
Change Network Communication PlanJulyCommunications SkyVU BlogLaunch- Link in MyVU- Every 2 weeksAugust Roadshows ConfigurationReport-OutsSeptemberOctober SkyVU websiteannouncements Roadshows SkyVU Town Hall Roadshows Change NetworkRoundtable Change AgentNetwork- Fall 2016 SkyVU TownHall ChangeNetworkRoundtableWebsite updates, MyVU updates, SkyVU BlogCampusCoordination Welcome e-mail toChange Champions Change NetworkKickoff ChangeNetworkRoundtableCommunication from Change Champions to campus communities
SkyVU Websitehttps://www4.vanderbilt.edu/skyvu/Website ContentAboutGuiding PrinciplesTimeline & ScopeTraining & ResourcesCommunicationsBlogFAQContacts
SkyVUOracle CloudSample
Infolets: Allow user to monitor important datawith a glance and quickly make a decision Quickly access Finance applications to act
Workareas with Infolets (e.g. Invoices)
Next StepsSend Natalie a list of any meetings your areaengages in to add to SkyVU RoadshowsSend to:Natalie.Richardson@vanderbilt.edu
QuestionsNext Change Network RoundtableThursday, August 25, 20163:00-4:00 pmKissam Multi-Purpose Room, C210
Change Change Agents Kickoff Change Management Network Active Champions Kickoff Conversion Mapping Oracle Applications Cloud Business . Talent Mgmt Goals Mgmt Performance Mgmt Succession Mgmt Talent Acquisition (Taleo) Recruiting Onboarding Social Sourcing Grants Project Financials Project Contract Billings Grants Mgmt SkyVU Cloud.
