SAP Roadmap Project
Board Status Report
Project:
Date:
Prepared By:
SAP Value Engineering Roadmap
June 19, 2015
Jim Bradley
Vitals
Vital Sign
Status
Overall
Schedule
Green
Yellow
Budget
Scope
Yellow
Green
Project Status Report - 06/11/15
Variance Explanation
Final project prioritization across district is pending Cabinet agreement. This is working in
tandem with Project Management Office dashboard prioritization efforts.
Many of the projects will require funding and additional staff support
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SAP Roadmap Project
Board Status Report
High Level Summary
Sum m ary
Value Engineering is proven methodology for managing the value lifecycle of SAP solutions – discovery,
realization and optimization. It is a collaborative approach – w e ow n the deliverable, SAP provides the
process expertise, benchmarks and tools to facilitate execution – all aligned with the District’s priorities.
Benchmarking and value discovery workshops were conducted for Finance, HCM, Procurement and
Infrastructure where pain points were identified and validated leading to a list of recommendations
created by SAP and presented to the Operations Cabinet on 2/5/2015. This was a six month process
consisting of multiple reiterations before the recommendations were finalized.
Primary Pain Points (there were 150 identified pain points)
• Usability (school staff)
• Training (school staff)
• Business Process Alignment
Areas Impacted by Pain Points
• Reporting and Analytics
• Supplier Management including Vendor Master Data, Catalogs, Materials and Service Masters
• Master Data Management and Restructuring/General Ledger including Archiving
• Workflows and Process Scheduling
• Time Collection and Payroll
• Position Control/Budgeting
• Interfaces
• On-Boarding/Talent Management
• Security/Identity & Access Management
• Mobility
• Cash Handling (primarily schools)
Key Projects (currently there are 55 identified projects)
• Procurement for Public Sector
• SAP Process Orchestration (automation of forms and workflow; PCR (Position Change Request)
replacement, interface integration between systems, etc.)
• Talent Management (Recruitment/On-Boarding)
• Mobility Platform (browser independent; supports iOS, Android, and Windows; allows users to
approve time, leave requests, B2B orders, etc. – all from their mobile devices
• Public Budget Formulation (integrated budget development system)
• Position Control (budgeting by position)
• Portal Upgrades (all employees would have access to Open Enrollment, salary statements, time
entry, reports, etc. – depending on authorizations)
• Plant Maintenance (track work orders real time, major equipment maintenance scheduling, hourly
work force management, etc.
• SAP HANA (includes data warehouse) – faster response times, cloud based options, integrated
data reporting with other applications, etc.
• Point-of-Sale System (requires major resource commitment from PowerSchool)
Roadblocks/ K ey Decisions/ Significant Risks
•
•
The prevailing theme was the need to reduce unnecessary/inefficient business processes in
departments and schools independent of implementing any SAP solutions.
Many of the larger projects require significant funding and staff resources.
Com pleted
Project•Status
Report - 06/11/15
Prioritized
key projects
•
Drafts
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of 4
with departments and defined dependencies required before projects
be engaged.
Determined upgrade requirements to systems (hardware and software) - recognized as
foundational requirement preceding new SAP solutions/projects.
SAP Roadmap Project
Board Status Report
Phases:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
Executive alignment
Benchmarking/Value Discovery Workshops
Develop Transformation Roadmap
Validation and Presentation by SAP
Obtain Cabinet approval on departments’ priorities
Translate system requirements to upgrade schedule
Schedule upgrades and other foundational work to support roadmap schedule
Meet with departments to reconcile workloads and deliverables
Review upgrade status and reconcile with any changes to department priorities
Implement roadmap
Next Steps:
A) Incorporate input from SAPHIRE (SAP annual users conference) to SAP project plan (in
process)
B) Begin reviewing business processes as they relate to SAP Best Practice
C) Schedule foundational upgrades
D) Incorporate SAP Road Map projects with district-wide Project Management Office project
prioritization efforts
E) Obtain Cabinet approval for highest priority projects
F) Reengage departments to define and scope priority projects, reconcile workloads and
deliverables, and develop implementation plans
G) Identify additional funding as needed
Key Project Decisions:
None at this time
Date of
Decision
Decision Maker(s)
Decision
Upcoming Decisions:
Cabinet approval of departments’ proposed priorities – related to PMO Project Dashboard
Decision
Identified
Decision Maker(s)
Issue
New Identified Project Issues/Risks:
None at this time
Project Status Report - 06/11/15
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SAP Roadmap Project
Board Status Report
Potential
Impact (H, M,
L)/
Probability %
Date
Issue/Risk
Identified
Issue/Risk Description
02/19/15
Funding sources are limited.
H/100%
02/19/15
Experienced staff capacity is
limited (SAP and departmental).
H/100%
Mitigation
Steps/Consequences
Identify all funding sources &
define phased roadmap to match
funding availability.
Jointly determine how backfills
could occur.
Project Team Information:
Project Sponsor: Charles Wright & Carmen Rahm
Steering Committee members: Operations Cabinet
Project Manager: Jim Bradley
Core Team members: Key HR, Purchasing, Budget, Finance/Accounting staff, Principals and School Secretaries
Project Status Report - 06/11/15
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