© 2003 advantiv, inc. 1 software system upgrades responding to a necessary evil warren mills, ceo...
TRANSCRIPT
1© 2003 Advantiv, Inc.
Software System Upgrades
Responding to a Necessary Evil
Warren Mills, CEO
Advantiv, Inc.
2© 2003 Advantiv, Inc.
Presentation Overview
1. Forces driving need to upgrade
2. Typical reactions
3. Decision criteria
4. Requirements for upgrade success
5. Risk reduction with DecisionDirector 3.0
3© 2003 Advantiv, Inc.
Advantiv, Inc.
• Founded in 1997– Dan Miller– As Marketect
• Help Colleges and Universities with the selection process for new ERP solutions– Used in over 50 campuses
• Assist Vendors in Product Definition
• Headquartered in Phoenix, Arizona
4© 2003 Advantiv, Inc.
Frequent Reasons for Change
• Lack of support for current version– Vendor forcing the upgrade– Expense of supporting older technology
• New functionality required– To save money– To remain competitive
5© 2003 Advantiv, Inc.
Frequent Reactions to Change
• “Didn’t we just install that system?”• “I just learned the system!”• “It can’t be that difficult….just run some CD’s”• “It will cost… HOW MUCH?”• “It will take… HOW LONG?”
6© 2003 Advantiv, Inc.
Upgrades create Opportunities
• Review business practices
• Consolidation of processes
• Move toward standards
• Add functionality– CRM– Data “dashboards”
7© 2003 Advantiv, Inc.
Areas of Assessment
1. Stakeholder satisfaction 2. Usage by system module3. Areas for efficiency improvements4. Customization to convert to vendor standard5. Readiness: Cost, schedule, staff, stakeholder
support
Make the decision as quickly as possible Involve as many stakeholders to ensure decision
acceptance
8© 2003 Advantiv, Inc.
Requirements for Success
1. Shared understanding of vision, scope, and impact
2. Detailed understanding of organizational requirements
3. Senior leadership sponsorship
4. Realistic budget and strong financial controls
5. Strong project management Consider outside help
6. Stakeholders with realistic expectations
7. Communication and documentation of all decisions
9© 2003 Advantiv, Inc.
The Stakeholder Solution
Project Management
Software
Stakeholders
Project Mgrs
Technicians
Project Complexity
DecisionDirector
Rational
10© 2003 Advantiv, Inc.
DecisionDirector3.0
KnowledgePacks
Brainstorming, Survey,and Voting Forums
Process
Project KnowledgeBase- Audit Trail of Decisions Made- Knowledge Transfer- Document Repository
PrioritiesCharter
RFP &Scoring
ImportanceSatisfaction
Have/Need Data Model
Share/Discuss
Vote/Prioritize
GatherData/
Knowledge
DiscoverKeep
Informed
Reuse
Project Team Vendors
Consultants
ExecutivesTechnical Staff
Functional Staff
KnowledgePacks
- Strategic questions- Critical issues- Business requirements- Legacy database
How it Works
11© 2003 Advantiv, Inc.
DecisionDirector 3.0 – cont.
• Built on best practices • Easy to use – Web-based; users trained in 20 minutes • No installation - Hosted• Scalable – Unlimited users, unlimited input• Flexible –all customizable
12© 2003 Advantiv, Inc.
Forum Example – Brainstorming
13© 2003 Advantiv, Inc.
Forum Example: Information Gathering and Voting
14© 2003 Advantiv, Inc.
KnowledgePacks: Table of Contents Example
These numbers indicate the number of functional requirements or related statements for each module with the KnowledgePack.
15© 2003 Advantiv, Inc.
KnowledgePacks: Content Example
16© 2003 Advantiv, Inc.
KnowledgePacks - Available as of 3/1/2003
• Financial Management Systems
• Human Resource Management Systems
• Student System/ERP for Higher Education
• Advancement/Fundraising
• Grant Management
• Information Access
• Data Warehousing
• IT Requirements
• Fleet Management
• Room Scheduling
• Furniture
• Document Management
• Internet Portals
• CRM
17© 2003 Advantiv, Inc.
ROI in Typical Assessment Project Phase
• Decreased data collection time by 40%
• Decreased data analysis time by 25%
• Reduced design stage of project by 30%
• Reduce costs by 20%-40%
18© 2003 Advantiv, Inc.
Benefits
• Reduced risk– Less scope creep from clearly defined expectations and
deliverables– User adoption because of early project engagement
• Reduced costs– Fewer meetings, less travel– Faster to project benefits
• Accelerate and improve decision making process– 5X more people involved– Senior Administration visibility
19© 2003 Advantiv, Inc.
Current Projects
• Pace University• Case Western Reserve University• University of Texas - Arlington• Bowling Green State University• University of Kentucky• Temple University• Wisconsin Independent Colleges and Universities• California Community Colleges
20© 2003 Advantiv, Inc.
Sometimes No Choice
21© 2003 Advantiv, Inc.
Act… Don’t Dither
22© 2003 Advantiv, Inc.
The Stakeholder Challenge
… DecisionDirector 3.0 can help.
23© 2003 Advantiv, Inc.
Questions ?????
24© 2003 Advantiv, Inc.
Model for Stakeholder EngagementDecisionDirector
PrepareProject
ProvideData
Rational Software
Project Management Software
Compile,Collate, and
Re-state
AcceptReview and
ApproveValidate
DeliverDesign,Plan,
Document
Stakeholders
ProjectTeam
Success = Technology + Implementation + Stakeholder Expectations 100% 33% 33% 33%
25© 2003 Advantiv, Inc.
When to Use – System Assessments
1. Define Initiative
2. Determine Critical Path
3. Have/Need Analysis
4. Finalize Action Plan
26© 2003 Advantiv, Inc.
When to Use – System Selections
1. Define Requirements
2. Collect Vendor Responses
3. Evaluate Vendor Responses
27© 2003 Advantiv, Inc.
When to Use – System Implementations
1. Determine Readiness
2. Re-Validate Project Charter
3. Define Data and Process Model
4. Stakeholder Acceptance Plan
28© 2003 Advantiv, Inc.
When to Use – System Verifications
1. Verify Functionality
2. Verify Training/Usage
3. Assess Stakeholder Satisfaction
29© 2003 Advantiv, Inc.
When to Use – System Enhancements
1. Ongoing Idea Collection
2. Determine Customer Interest
3. Action Plan