1.
Key Messages
2.
Progress and Status
3.
Scope Management
4.
Confirm Major Decisions
5.
Assistance with Major Risk Resolution
6.
Related Initiatives
7.
Current Team Structure
8.
Goods in Kind Tally

 Business Requirements documents and Request for Proposal are being issued for review and sign off – critical finalisation date of 22 December
 Engaging more directly with Senior Stakeholders and Working Group members on the understanding of requirements
 Quick wins have kicked off – Online Giving Tactical and Ordering/Accounts
Payable process improvement
 Timing of releases within Phase 1 and Phase 2 is proving complex due to natural business cycles and preferences of different teams
 People and Change work stream continues and a short term senior resource has been engaged to assist with Communication and Change
Management
 There is some confusion around the specific requirements for Grant
Management as opposed to Grant Financial Tracking
 Out of Scope items continue to be refined, latest exclusions are Online
Shopping and Website Redesign (J4G and CMRI)
 Expectations remain very high

 Last 2 Weeks
 Junior Business Analysts (Student
Interns) selected and under negotiation
 Continue People and Change activities
 Finalise high level project plan and timeline – in progress
 Develop detailed project plan to end of
Analysis and Design phase
– in progress
 Finance Business Requirements signed off

Online Giving Tactical solution agreed
 Request for Proposal distributed for review
 Detailed timeline for Tender process completed

Commenced formal risk management and status reporting
 Kicked off Purchase Order and Accounts
Payable process improvement
 Student Interns selected for Junior
Business Analyst roles
– one has accepted, other under negotiation
 Next 2 Weeks
 Supporter Relationship Management business requirements reviewed and signed off

Fundraising and Event Management business requirements reviewed and signed off
 Online Giving business requirements reviewed and signed off
 Document and prioritise solution selection criteria

Develop process modeling standards
 Develop process framework
 Continue Purchase Order and Accounts
Payable process improvement
 Finalise impact assessment workshops and sessions for Corporate Services and
Fundraising

 Finance
 First draft issued Friday 21 November
 Reviewed on Friday 28 November
 Signed off Wednesday 4 December
 Online Giving
 90% complete, plan to issue Friday 5 December for review
 Finalise review Friday 12 December
 Seeking sign off Tuesday 17 December
 Technical Requirements – Non Functional Requirements
 First draft currently under review, plan to issue Friday 5 December for further review
 Finalise review Friday 12 December
 Seeking sign off Tuesday 17 December

 Supporter Relationship Management
 Issued Thursday 4 December for review
 Finalise review Tuesday 9 December
 Seeking sign off Monday 15 December
 Fundraising and Event Management
 Issued Friday 5 December for review
 Finalise review Thursday 11 December
 Seeking sign off Wednesday 17 December
 Request for Proposal
 First pass review conducted, issued to Steering Committee for review Friday 5 December
 Seeking sign off Friday 12 December

 22 December –Signed Off Business Requirements
 5 January – Tender - Issue Request for Proposal
 Early February – Received and Review Proposals
 End February – Evaluate and Select Software Package
 Tentative End January – Deliver Online Giving Tactical Solution
 Deliver Phase 1 – July 2009 ?? Problematic for Admin, prefer earlier or later
 Commence Phase 2 – May 2009 ?? or earlier if possible
 Deliver Phase 2 – ?? Considering staggered roll out starting in
September 2009 for J4G Merchandising, January 2010 for CMRI
Merchandising, April 2010 for Supply Chain including Order
Processing

1.
Online Giving Tactical Solution

Ideally needs to go live end of March to support Direct Mail project requirements, currently looking at end January implementation

Bill Kotsifas will be assigned to this sub project and Kylie Ritson will be the business owner

Business requirements underway for both tactical and strategic solutions, solution design underway with Westpac
2.
Purchase Order and Accounts Payable Process Improvement
 Very poor practice with extensive delays in invoice payments, disgruntled vendors, rework and unclear procedures
 Major improvements can be gained by redesigning the business process that are independent of the software that supports this function
 Will impact any staff that order supplies and need invoices paid
 Suggest that primary responsibility realigned to the person doing the ordering rather than the clerical staff in Accounts

Will require development and approval of new policies, processes and procedures

Fully reusable once new software is implemented, anticipate minor adjustments to detailed work instructions only

Departments
Administration
Functions
Finance & Administration
Accounts

Planning & Budgeting
 Project Accounting
 Cost Accounting
 Accounts Payable
 Expense Management

Banking & Cash Management
 Accounts Receivable
 Asset Depreciation
 General Account Maintenance
 Financial Reporting

Management Information
 Grant Financial Tracking
Jeans 4 Genes
Supporter Relationship
Management

Supporter Account Maintenance
 Supporter Profiling
 Single View of Supporter
 Supporter Relationships
 Supporter Contact History

Supporter Reporting
 Volunteer Management
 Campaign Management
 Committee Management &
Support
Community Relations
Fundraising & Event
Management
 Event Management

Online Regular Giving
 Direct Mail Campaigns
 Trusts & Grant Management
 Fundraising Activities
– Bequests
– Gifts
– Lotteries
– Sponsorships etc
 Fundraising Reporting

Functions
Operations &
Scientific Research
 Supply Chain Management
 Order Processing
 Inventory Management
 Asset Management
Finance &
Administration

Supply Chain Management
 Order Processing
 Inventory Management

Asset Management
Fundraising & Event
Management

Merchandise Outsourcing
 Supply Chain Management
 Order Processing

Inventory Management

Departments
Human Resources Operations ICT Scientific Research Bio Services
Functions
Operations &
Scientific Research
 Property Management

Contract Management
People
Management
 Payroll Processing
 Human Resource
Management
 Workforce Planning
Finance &
Administration
Animal
Management
 Corporate Governance
 Workflow Management

Project Management
 Call Centre Management
 Online Shopping
 Website Redesign
 Animal Management
These departments and processes are currently outside of the scope of
Project Leap, if they need to be included there will be major impacts on delivery timeframes and costs.

 Formal change control will kick in after Business requirements signed off
 Critical to tightly manage scope especially given the extremely high expectations and inexperience
 Change requests will be prepared by the Project Leap team as they arise
 Suggest Change Control Committee consist of Stephen
Ryall, Greg Craig and Julia Cognet
 Will kick off meeting in February 2009

Time
Quick
Cost
Quality
Cheap
Good
Project success is often reliant on the project manager’s ability to manage stakeholder expectations and make trade offs between key project dimensions

Risk Communication
Time
Scope
Cost
Human Resources
Quality
Procurement

1.
Confirm major decisions made to date
2.
Confirm RFP Short List
3.
Accelerate People Management Deliverables
4.
Advise Steering Committee leave dates and all staff
Christmas leave dates

 Implementation of new Ordering System is on hold

Recommend that Order Processing and Supply Chain Management included as Project Leap Phase 2
 Pending selection of Project Leap platform and evaluation of available Order
Processing and Supply Chain functionality

Can undertake evaluation, prepare high level timeline and high level budget estimates once Phase 1 is underway
 Tentative date for presentation of findings and recommendations to Steering
Committee in April 2009
 Merchandise Outsourcing is part of Project Leap Phase 2
 Existing arrangements with McKinnons will be unchanged until Project Leap
Phase 2
 Support for Project Leap Phase 2
 Pending timeframe and budget estimates to be presented in April 2009

 Agreed to ‘Closed Tender’ process
 Will consider Application Hosting as it may reduce short term costs
 Confirm Short List –
 iMIS
 Raiser’s Edge + Financial Edge
 Dialogue - Serenic Navigator + Microsoft Dynamics NAV
 Eclipse
– Microsoft Dynamics NAV
 Professional Advantage - Microsoft Dynamics NAV
 Technology One

Sage MIP
 CoreSoft

NetSuite
– Oracle solution, only provided as Application Hosting
 ThankQ

 Administration structure review – Corporate Services and Fundraising
 Prepare existing position descriptions – Trish Hart
 Develop and launch new Performance Management
Framework – Trish Hart
 Prepare new Position descriptions – Trish Hart
 Short term senior resource has been engaged to plan and execute major People and Change work stream deliverables, will also assist Trish with her deliverables

1.
Less than planned access to Business Owner
2.
Business unable to envisage requirements
3.
Change Management
4.
Unrealistically high expectations

1.
Order Processing System Upgrade
2.
Pareto Direct Mail Initiative
3.
Jeans for Genes Merchandise Outsourcing
4.
ICT Infrastructure Upgrade
5.
Educational Website
6.
CMRI and J4G Websites
7.
Grant Management Database

Activity Deliverables
Change Management Briefings 3.5 hours deliver
3.5 hours preparation
Process Briefings and
Standards
Project Deliverable Templates and Framework
2 hours delivery
1 hour preparation
Standards Template
Deliverable Templates
Project Framework
Provider
Jan Payne
Richard Nowakowski
Ved Prasad
Tim Kinchington
Human Resource Consultant potential
Performance Management Framework
Detailed communication plan
Detailed change management plan
Annette Delaney
Value
$2,000
$1,200
$1,500
$2,000 pd