Project Charter. Current 8/23/2006. Version 2

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1 Prject Charter Current 8/23/2006 Versin 2

2 Dcument Cntrl Dcument Title: Authr(s): Prject Charter CMS Prject Team Date By Actin Versin Pages 8/23/06 SKC Template applied 1.0 All 9/13/06 KKee Updated TOC 1.1 All Review / Apprval Histry Date By Actin Page 1 10/12/2006

3 Table f Cntents 1. EXECUTIVE SUMMARY BACKGROUND... 3 The Central Visin fr the Prject...3 The CSU Missin r Target fr the Prject...4 CMS Strategic Outcmes...4 CMS Prject Objectives CSUF CMS PROJECT VISION CSUF CMS PROJECT GOALS AND OBJECTIVES CSUF PROJECT SCOPE CSUF STRATEGY... 8 Critical Milestnes...8 Implementatin Steps HR...9 Implementatin Steps Finance...10 Implementatin Steps Student...10 Page 2 10/12/2006

4 1. Executive Summary The CMS Prject is an initiative that invlves all 23 campuses and the implementatin f PepleSft Human Resurces, Financials and Student Administratin sftware. In 1997 the Chancellr s Office implemented the Cmmn Management Systems (CMS) effrt t cnslidate the management systems f the CSU system and t identify ne sftware package, which wuld effectively supprt its Human Resurces, Financial and Student systems. Several sftware slutins were reviewed, which resulted in the selectin f PepleSft fr Human Resurces, Financials and Student systems. Central prttyping effrts have taken place in the Chancellr s Office t develp the CSU baseline sftware that was delivered n September 1, First wave campuses have access t the prttype database that includes table setup data, and custmizatins. Additinally, a web site is used t maintain the dcumentatin that will accmpany the baseline such as functinal and technical specificatins, table cnfiguratin dcuments that specify system-wide setups vs. campus specific setups, amng thers. All dcumentatin will be available t the campuses and service prviders t assist with the implementatin n campus. 2. Backgrund The Central Visin fr the Prject As a result f a successful Cmmn Management Systems (CMS) prject implementatin the CSU system will perate in an envirnment where: Students have access t infrmatin and technlgy t enable and enhance their educatinal experience within ur systems. Faculty have the ability t pursue educatinal excellence, being enabled t serve their cnstituency, using the mst efficient methds ffered by the best technlgy and infrmatin disseminatin can ffer. Staff is able t efficiently perate and prvide the highest quality service t the institutin and it's cnstituents. Page 3 10/12/2006

5 The CSU Missin r Target fr the Prject The missin f the CSU's administrative functins is t prvide efficient, effective, high quality service t students, faculty, and staff. This missin will be accmplished in part thrugh the achievement f the "target administrative envirnment" by the year By 2008 the CSU (23 campuses plus the Chancellr's Office) will: Perfrm administrative functins in cncert with a cmmn set f administrative "best practices" appraches. Supprt administrative functins (initially including human resurces, financials, and student services) with a shared, cmmn suite f applicatins sftware. Operate the administrative sftware suite at shared service centers. In rder t measure prgress and ultimate success f the prject, utcmes and bjectives have been develped fr the CSU cmmunity t use in keeping track f CMS. CMS Strategic Outcmes At the utset f the CMS planning prcess in 1996, agreement was reached n the fllwing utcmes bth t guide the selectin f sftware and t measure its success nce implemented: High quality custmer service Infrmatin quality Enhanced ability t manage change Persnal satisfactin and prductivity Cperative envirnment Imprved efficiencies CMS Prject Objectives The fllwing Business Objectives were the key drivers fr the purchase f the PepleSft applicatins. Once the applicatins have been implemented and are peratinal, campuses will have accmplished these Business Objectives: Minimize cst t implement and maintain applicatin sftware Minimize time t implement applicatin sftware Adpt best practices r fundatin fr best practice, where pssible during the implementatin prcess Establish standards t share infrmatin fr cmmn reprting purpses Prmte multi-campus cperatin and cllabratin via incentives Leverage limited resurces Prvide ready access t current, accurate, and cmplete administrative infrmatin and the means t use it in an efficient manner Hw Will CMS Benefits Be Realized? Fr Individuals: Page 4 10/12/2006

6 There are significant benefits that will accrue t individuals n campus when CMS is fully implemented. Sme f these may already available t sme individuals n sme campuses based n lcalized initiatives. Benefits that individuals acrss the system will realize include: Imprved and student centric interfaces with the institutin fr critical activities. Examples include: Mre timely infrmatin n admissin requirements On-line admissin and n-line checking f admissin status Electrnic grade reprting Electrnic access t financial aid infrmatin and status Timely grad checks Instantaneus infrmatin abut curse prerequisites, required reading, texts and ther materials alng with links t vendrs that can accmmdate electrnic purchase Better tls and mre timely infrmatin fr faculty t use in advising students Access t their wn human resurce infrmatin at will (leave credits, year-t date-deductins, etc.) Fr the Better Operatin f the University: As a whle, the CSU is cmmitted t the imprvement f the effectiveness, efficiency and verall quality f its management t better serve the academic missin f the University. CMS is a key ingredient t that imprvement prcess by prviding: Human Resurce, Financial and Student infrmatin that is integrated, accurate, accessible and timely will enable: Management f business prcesses and decisins based n fact instead f intuitin Lng-range strategic planning The ability f the University t respnd t external and ecnmic prblems and demands fr increasing accuntability by critical funding surces The ability f the University t respnd t Federal, State and internal audit requests All levels f users t access data when they want and in a frmat that is meaningful t them withut having t wait fr prgramming resurces t becme available Imprved Human Resurces prcesses, which help t recruit and retain qualified faculty and decrease the time frm requisitin t hire Standardized University-wide business prcesses, plicies, and system access methds will: Facilitate standardized training and cnsistent applicatin f University plicies. Page 5 10/12/2006

7 Allw emplyees t transfer between departments and campuses withut requiring a large investment in training. Require less effrt applying and maintaining campus-unique sftware enhancements. New technlgy, systems and business prcesses will require the develpment f a highly skilled, mtivated wrkfrce that will: Facilitate imprved staff retentin and staff recruitment. Allw the redirectin f staff time and effrt t academic pursuits. Eliminatin f redundant data entry. Data will be entered nce, electrnically, as clse as pssible t its pint f rigin. Better and mre reliable, cmparative data. Greater fiscal and administrative accuntability t legislatrs and regulatrs 3. CSUF CMS Prject Visin The CSUF CMS prject encmpasses mre than just the implementatin f the system wide develped PepleSft deliverables. It als envisins the cntinuing develpment and augmentatin f the administrative systems, web, and data warehusing capabilities t supprt the educatinal missin f the university. CSUF intends t prvide an envirnment and infrastructure where: All administrative functinality needed by a university faculty r staff member is available via a Web interface A student, faculty member, and/r staff member can service the majrity f their wn administrative needs via a simple, secure Web interface available at any time frm any lcatin Planning, decisin supprt, reprting and ther needed infrmatin is readily available via an easy t use reprting infrastructure which includes Web interfaces The Executive Planning Cmmittee has identified technlgy as a key t fulfilling the Teaching Missin f the university: Technlgy can enrich and assist teaching and learning. The University has made a substantial cmmitment t technlgy access fr faculty and students, prviding the fundatin fr increased applicatin f technlgy in the academic prgram T supprt this strategic directin, the CSUF administrative systems will prvide timely transactins and infrmatin t better supprt students' jurneys thrugh an educatinal experience that prepares them with critical thinking and technlgy skills fr their career after graduatin and pursuit f lifelng learning. Page 6 10/12/2006

8 4. CSUF CMS Prject Gals and Objectives T prvide an underlying technical infrastructure that will supprt rbust Web enabled delivery f administrative services and infrmatin t all university cnstituents and that will readily adapt t new innvatins in technlgy. T prvide an integrated suite f administrative applicatins in which data is entered nly nce and is cnsistent and accurate acrss all applicatins. T prvide easy t use and understand access t administrative services and infrmatin. T make pssible the "anytime, anyplace, anywhere" availability f administrative services and infrmatin. T successfully implement the prject in a manner that cntrls csts and utilizes campus resurces in a respnsible manner, values the effrts f individual emplyees, and allws fr participatin by all affected cnstituencies. 5. CSUF Prject Scpe Phase I is defined as the implementatin f the CMS baseline mdules delivered by SOSS: Functinality HRMS Administer Wrkfrce, Base Benefits, and Time & Labr functinality Finance General Ledger, Purchasing, AP, AR/Billing, Asset Management Mdules Student Recruiting, Admissins, Student Recrds, Financial Aid, Student Financials, Academic Advising, Campus Cmmunity Expected G-Live Date December 1, 2005 July 1, 2007 April 14, 2008 In the event that additinal functinality r mdules are added t the CMS baseline sftware during ur implementatin, CSUF will reevaluate the prject scpe accrdingly. If prject timelines and resurces permit, the scpe may be bradened t include sme r all f the baseline additin Page 7 10/12/2006

9 6. CSUF Strategy The prject is n-track fr receipt f the CSU CMS baseline sftware in Octber The prjected g-live dates fr CSUF are December, 2005 fr Human Resurces versin 8, and July 2007 fr Financials versin 8.4. Student Administratin versin 8.9 is scheduled fr April Effrts will be cntinued t build the prject infrastructure and intrduce varius campus cnstituencies and stakehlders t the prject as it mves frward. As a secnd wave campus, Cal State Fullertn is in an advantageus psitin t learn frm the experience f thse wh have preceded us in PepleSft implementatins. We have access t knwledge gained by ur clleagues and with that, pprtunities t reduce certain csts and implementatin time requirements. Like the majrity f ur sister campuses, Cal State Fullertn des nt have a Human Resurces system; the PepleSft mdule will prvide a full range f business prcesses and functinality related t the management f persnnel data, recruitment, attendance and leave reprting, and benefits administratin as well as self-service features. The state f Califrnia plans t implement a new payrll system. All CSU campuses must be ready fr this and using CMS is the nly way we can link t the new payrll system (Payrll is part f the PepleSft HR system.). Our legacy financial (FRS) and student infrmatin (SIS+) systems face uncertain futures and will eventually n lnger be supprted. Critical Milestnes Participate in the CMS Prject as a secnd wave campus Cnduct key CMS wrk in advance f engaging in implementatin activities Develp/implement funding plan Develp/implement cmmunicatins plan Activate finance, human resurces, student administratin functinal teams, and technical team Develp/implement staffing plan Cnduct campus readiness assessment Develp/implement prcess mapping strategy Cnduct current system prcess mapping Develp/implement training plan Cntinue campus bridge-strategy slutins t prvide needed functinality that cannt wait fr the CMS implementatin Web-enabled data/infrmatin access and reprting Cntinued maintenance with limited enhancement fr the SIS+ Student Infrmatin system. Page 8 10/12/2006

10 Engage in CMS implementatin with brad scale activities Cnduct fit -gap analysis Cnduct data cnversin Develp interfaces t legacy systems Perfrm testing Develp/implement user training plan G live Engage in CMS implementatin with brad scale activities Implementatin Steps HR Phase Start Date Planning 6/1/04 Readiness Assessment 10/1/04 Fit / Gap Analysis 11/11/04 Design / Develpment 11/1/04 Testing 4/22/05 End User Training 6/01/05 Deplyment 8/01/05 G Live 8/18/05 Page 9 10/12/2006

11 Implementatin Steps Finance Phase Start Date Planning 7/04/05 Readiness Assessment 10/01/04 Fit / Gap Analysis 10/4/05 Design / Develpment 04/03/06 Testing 1/02/07 End User Training 3/30/07 Deplyment 06/01/07 G Live 07/02/07 Implementatin Steps Student Phase Start Date Planning 09/01/05 Readiness Assessment 02/01/06 Fit / Gap Analysis 04/10/06 Design / Develpment 10/02/06 Testing 7/01/07 End User Training 8/01/07 Deplyment 09/01/07 G Live 04/18/08 Page 10 10/12/2006

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