Student Information System Implementation Readiness Assessment Presented to University of Nebraska May 12 through May 16 , 2008 What is a Readiness Assessment? • Project gap analysis • Initial process for developing and refining the charter/scope • Planning tool to mitigate risk • Jump start to success 2 Assessment Goals • Conduct an independent assessment of the University of Nebraska’s ability to implement a multi-year Student Information System implementation. • Use information from the assessment to plan and execute the best possible SIS implementation. 3 Assessment Method • The assessment was conducted during March and April, 2008 • 77 University of Nebraska personnel were interviewed • 108 personnel participated in the online survey • 118 personnel participated in critical issue sessions • Current documentation and processes were reviewed by Collegiate Project Services Part I Findings System Strengths 1. Knowledgeable, Experienced and Dedicated staffs 2. Leadership 3. Collaboration and Cooperation 4. Student Orientation 5. Willingness to Change 6. IT 6 Top Ten Stakeholder Concerns 1. Deployment Model 2. Adequate Funding 3. System/Implementation Flexibility 4. Workload and Staffing Needs 5. Training 6. Communication and Leadership 7. Division of Cost by Campus 8. Lack of Technical Expertise 9. Campus Politics and Issues 10. Project Management 7 Benefits Perceived by University Stakeholders 1. Improved Services 6. Enhanced Data Analysis 2. Improved Efficiency 7. Continued Product Support 3. More User Friendly 8. 24X7 Access to Data 4. New Functionality Enhanced Flexibility 9. Integrated System 5. Opportunity to Improve Services 10.Modernization and Processes of System 8 Readiness Profile Factors The CPS Readiness Profile contains 16 factors that are organized into five major groupings, as follows: Group 1: Technical Readiness Group 2: Functional Readiness Group 3: Project Readiness Group 4: Cultural Readiness Group 5: Resource and Effort Awareness Each Readiness factor is scored on a scale from 1 to 4. Scores of 3 and 4 represent strengths to build on; scores of 1 and 2 represent weaknesses that must be overcome in order to increase the likelihood of project success. 9 Readiness Assessment Factors Technical Readiness Cultural Readiness 1. IT Skill sets 9. Teamwork 2. IT Staffing Level 10. Team Process 3. IT Experience Sophistication 11. Leadership Support Functional Readiness 12. Team Leadership 4. Functional Staffing Level 13. Attitude toward ERP Project 5. Functional Experience Resource & Effort Awareness Project Readiness 14. Budget Awareness 6. Comparable Project 15. Willingness to Backfill Experience 16. Effort Awareness 7. Project Management Sophistication 8. Level of ERP Software Familiarity 10 Readiness Profile Results 11 Part II Getting Organized Proposed Project Organization 13 The Communication Plan Two Parts: A detailed plan for communicating with project stakeholders An outline for a suggested project web site 14 Critical Project Issues Number Type of Issue Generated Use Major tasks that Put in the project must be done 117 plan Risks & Potential Input to the risk Problems 142 analysis Part of the Questions to be Communication Answered 147 Plan Make sure we Assumptions to don’t miss Address 194 something 15 Link Part III Recommendations Leadership Training Plan Team Processes and Leadership Skills Course Audience Length Basic Team Meeting Skills All team leaders 3 hours Team Facilitation Skills All team leaders 8 hours Team Leadership Skills All team leaders 14 hours Team Building Skills As needed Up to 14 hours Project Management Skills Course Audience Length Orientation to Project Processes All team leaders 3 hours Project Management Methodology Project managers 14 hours Project Management Software Project managers 14 hours 17 Recommendations 1. Fill all vacant functional and IT positions 2. Provide technical training for IT staff 3. Determine a strategy for managing project workload 18 Recommendations 4. Appoint key persons to project positions 5. Develop a strategy for strengthening the central office and campus relationships 19 Recommendations 6. Develop and implement a communications plan 7. Establish campus labs for remote training opportunities 8. Capitalize on project momentum 20 Next Steps Communicate the results of this readiness assessment to appropriate University stakeholders Approve and implement the recommendations of this report Fill existing staff openings within IT and functional areas. 21 Next Steps (Continued) Begin Project Initialization Activities • Begin a Project Initialization document • Appoint a project director • Appoint a project manager • Appoint a project liaison manager • Appoint a project communications specialist • Write and execute a Project Charter • Appoint a project steering committee • Develop a preliminary Project Scope document • Appoint a preliminary project organization 23 Next Steps (Continued) Begin Project Initialization Activities • Identify project stakeholders • Develop a Preliminary Project Communications Plan • Develop a Preliminary Project Schedule • Develop a Preliminary Project Planning Budget • Develop a Preliminary Change Management Plan • Develop a Preliminary Risk Management Plan • Develop a Preliminary Funding and Spending Plan 24 Next Steps (Continued) Begin Project Planning Activities • Develop Project Organization • Develop a Project Scope document • Develop a Project Communications Plan • Develop a Project Schedule • Develop a Work Breakdown Schedule (WBS) • Develop a Work Breakdown Dictionary • Develop a Project Budget • Develop a Change Management Plan • Develop a Risk Management Plan • Develop a Funding and Spending Plan 25 Questions?
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