etravel initiative. introductions project management project management strategic initiatives office...

eTravel eTravel InitiativeInitiative

IntroductionsIntroductions

Project ManagementProject Management Strategic Initiatives OfficeStrategic Initiatives Office eTravel Process Improvement TeameTravel Process Improvement Team eTravel Developer TeameTravel Developer Team Financial Management/Travel OfficeFinancial Management/Travel Office Name/Dept/Years at UW & Current PositionName/Dept/Years at UW & Current Position

Most unique place you have traveled?Most unique place you have traveled?

Where do you want to travel?Where do you want to travel?

Today’s AgendaToday’s AgendaI.I. Welcome and Introductions (Erick Welcome and Introductions (Erick

Winger)Winger)

II.II. Overview (Ann Anderson/Erick Winger)Overview (Ann Anderson/Erick Winger)

III.III. USER Project ApproachUSER Project ApproachA.A. Project OrganizationProject Organization

B.B. Phased ApproachPhased Approach

C.C. Scope and BoundariesScope and Boundaries

D.D. PIT ExpectationsPIT Expectations

IV.IV. What’s Next - Scheduling (EW/Linda What’s Next - Scheduling (EW/Linda Vilett)Vilett)

V.V. Wrap UpWrap Up

OverviewOverview Where we’ve been...Where we’ve been...

Continuous process improvement within Financial Continuous process improvement within Financial ManagementManagement

Previous feedback gathering and ARIBA developmentPrevious feedback gathering and ARIBA development Where we are...Where we are...

Awaiting ITAC funding approvalAwaiting ITAC funding approval Initiating a low-cost approachInitiating a low-cost approach Resources: support and knowledge of UW Travel Office Resources: support and knowledge of UW Travel Office

and UW department travel coordinatorsand UW department travel coordinators Where we are going...Where we are going...

High on ITAC list of project fundingHigh on ITAC list of project funding Expecting funding to be approved in March ’06Expecting funding to be approved in March ’06 Implement ARIBA travel if found to be a viable UW Implement ARIBA travel if found to be a viable UW

optionoption

University Services University Services RenewalRenewal Project Project

Modernizing how the UW does business by:Modernizing how the UW does business by: Collaborating with academic and business units Collaborating with academic and business units

along with technical developers to along with technical developers to co-createco-create and implement web-based tools.and implement web-based tools.


Modernizing how the UW does business by:Modernizing how the UW does business by: Collaborating with academic and business units Collaborating with academic and business units

along with technical developers to along with technical developers to co-configureco-configure and implement web-based tools.and implement web-based tools.

Key Characteristics of USER Approach:Key Characteristics of USER Approach: Team-based, and broad cross section of end-usersTeam-based, and broad cross section of end-users End-user driven End-user driven Streamlining processes – teams act as change Streamlining processes – teams act as change

agents agents Scopes, schedules, and milestones are created, Scopes, schedules, and milestones are created,

published, and used as planning and published, and used as planning and communication documentscommunication documents

The process of creating products is iterativeThe process of creating products is iterative More...More...


Key Characteristics of USER Project: (cont)Key Characteristics of USER Project: (cont) Technical team working along side of users toward Technical team working along side of users toward

common goalscommon goals Ongoing feedback continues after products are released Ongoing feedback continues after products are released

to ensure enhancements meet end-users’ needsto ensure enhancements meet end-users’ needs High accountability to end-users for all actionsHigh accountability to end-users for all actions The Project is cross-organizationalThe Project is cross-organizational There are enough checks within the teams’ processes to There are enough checks within the teams’ processes to

maximize their ability to make decisionsmaximize their ability to make decisions Ongoing outreach, communication, and feedback from Ongoing outreach, communication, and feedback from

users users Partnership and sponsorship from the business owners Partnership and sponsorship from the business owners Technical projects based on C&C infrastructureTechnical projects based on C&C infrastructure Needs identified by end-users before solutions developedNeeds identified by end-users before solutions developed

Guiding Principles of USER Guiding Principles of USER approachapproach

We are not bound by the way we have always done things. We are not bound by the way we have always done things. We are free to challenge legal, technical, and institutional We are free to challenge legal, technical, and institutional

constraints. constraints. The new services should be flexible to allow for different The new services should be flexible to allow for different

departmental requirements and future changes. departmental requirements and future changes. Broad two-way communication with the University Broad two-way communication with the University

community should be included in every aspect of the community should be included in every aspect of the project. project.

Information should be readily available for use or Information should be readily available for use or modification at the time and place needed. modification at the time and place needed.

Information should be recorded only once, and that should Information should be recorded only once, and that should be done by the original source of the information. be done by the original source of the information.

Redundant and non-value-added activities should be Redundant and non-value-added activities should be eliminated. eliminated.

The focus should be on delivering the best services we can The focus should be on delivering the best services we can within technical constraints, not on the technology itself. within technical constraints, not on the technology itself.

There are no "mistakes" just "unintended outcomes." There are no "mistakes" just "unintended outcomes."

InvolvementInvolvementThe USER ApproachThe USER Approach

USER PRODUCT DEVELOPMENT

TEAMS

Iterative Approach•Test ideas

•Get feedback•Engage in dialogue

•Collaborate

Engaging University community

• UW Employees

• Sponsors

• Business Advisory Group

• Technical Advisory Group

• Technical Teams

• USER Task Groups

• Units/Departments

• Business Stewards

Engaging University community

• UW Employees

• Sponsors

• Business Advisory Group

• Technical Advisory Group

• Technical Teams

• USER Task Groups

• Units/Departments

• Business Stewards

Outcomes

• Web tools for Users• Streamlined business practices

• Culture of change

• Documented processes and effective customer support

Outcomes

• Web tools for Users• Streamlined business practices

• Culture of change

• Documented processes and effective customer support

1997

2000

1998

1970’s, 80’s, 90’s

20032001

OWLS Online work leave system

Online Payroll Update System

Employee SelfService

2005

USER

GUIDING

PRINCIPLES

eTravel Initiative Decision Making eTravel Initiative Decision Making StructureStructure

Technical Advisory Group

Pat Bonner, Jelena Curless , Jeanne Marie Isola, Gary ProhaskaHeriberto Rodriguez, Paul Schurr,

Bill Shirey, Jan Sullivan, Erick Winger

INFRASTRUCTURE

Executive Sponsor – V’Ella WarrenSponsor – Ann Anderson

Business Steward – Karen Long

Business AdvisoryGroup

Ann Anderson, Pat Bonner, Sara Gomez, Karen Long,

Jeanne Marie Isola, Jan Sullivan, Erick Winger

SIO Coach/MentorPat Bonner

eTravel CustomerSupport Team

Technical ProjectManager

Jan Sullivan

Project ManagerErick Winger

ARIBA

HERITAGE SYSTEMS

ApplicationDevelopers

Rebecca TsengHeriberto Rodriguez

eTravel Process Improvement TeamProject Assistance

(FM Travel Team)

Technical Advisory Group

Pat Bonner, Jelena Curless , Jeanne Marie Isola, Gary ProhaskaHeriberto Rodriguez, Paul Schurr,

Bill Shirey, Jan Sullivan, Erick Winger

INFRASTRUCTURE






SIO Coach/MentorPat Bonner



Jan Sullivan


ARIBA

HERITAGE SYSTEMS




(FM Travel Team)






Strategic Initiative Office Leadership



Jan Sullivan


ARIBA

HERITAGE SYSTEMS




(FM Travel Team)

eTravel Initiative Process eTravel Initiative Process Improvement TeamImprovement Team

Team Leader:Team Leader:Linda Vilett, Institute for Nuclear TheoryLinda Vilett, Institute for Nuclear TheoryTeam Members:Team Members:Alicen Smith, Computer Science & Alicen Smith, Computer Science & EngineeringEngineeringBarbara Masaki, Architecture and Urban Barbara Masaki, Architecture and Urban PlanningPlanning Dian Gay, Applied Physics LabDian Gay, Applied Physics LabEllen Whitlock, Public AffairsEllen Whitlock, Public AffairsMatt Leidholm, School of Medicine; HPTUMatt Leidholm, School of Medicine; HPTUPaula Kurose, Law SchoolPaula Kurose, Law SchoolTracie Hunt, Ocean and Fishery SciencesTracie Hunt, Ocean and Fishery Sciences

Advisory TeamsAdvisory Teams

Business Advisory Business Advisory GroupGroup

Provide input to Provide input to Process Improvement Process Improvement TeamTeam

Assist in resolving Assist in resolving cross organizational cross organizational issuesissues

Assist in removing Assist in removing obstacles and barriers obstacles and barriers to resolving issuesto resolving issues

Technical Advisory Technical Advisory GroupGroup

Understand, provide Understand, provide direction, and resolve direction, and resolve issues that cross issues that cross organizational organizational boundariesboundaries

Provide input and Provide input and perspective on perspective on technical options to technical options to business issuesbusiness issues

GETTING READY

DEFINE THE PROJECT SCOPE

VISION THE NEW SYSTEM

Phased Project ApproachPhased Project Approach

DESIGN THE NEW SYSTEM

IMPLEMENT THE NEW SYSTEM

MEASURE AND MONITOR

GETTING READY






MEASURE AND MONITOR

Who will benefit?Who will participate? Who will be involved?Who will make decisions?Empowered? Experienced?

GETTING READY






MEASURE AND MONITOR

What do our users need?What needs are top priorities?What needs are important but; can be included in later phases?

GETTING READY






MEASURE AND MONITOR

How can we get users information when and where they need it?How can we streamline?

What about policies and procedures?What would the new process ideally look like?Measurable objectives? Other objectives?

GETTING READY






MEASURE AND MONITOR

What technical tools can assist us?Creating the technical toolsTesting with UsersPilot tests, feedback sessions

GETTING READY






MEASURE AND MONITOR

Train UsersRoll out new ProcessObtain User FeedbackEstablish on-going support needs

GETTING READY






MEASURE AND MONITOR

Collect Data on pre-defined measuresEvaluate successIncorporate continuous improvement

GETTING READY



Unique Aspects of eTravel Unique Aspects of eTravel InitiativeInitiative



MEASURE AND MONITOR

Unique Aspect of eTravel Unique Aspect of eTravel ProjectProject

Visioning and DesigningVisioning and Designing ARIBA package travel component ARIBA package travel component Limited in design change: Configuring/Customizing Limited in design change: Configuring/Customizing

limitationslimitations



GETTING READY



Unique Aspect of eTravel Unique Aspect of eTravel ProjectProject



MEASURE AND MONITOR

GETTING READY

Scope: Pre-ITAC Scope: Pre-ITAC ApprovalApproval

Evaluate whether ARIBA eTravel package is a Evaluate whether ARIBA eTravel package is a viable solution for the University of Washingtonviable solution for the University of Washington Automated travel input screen/User InterfaceAutomated travel input screen/User Interface Capability to support international travel Capability to support international travel

reimbursementreimbursement Define and Document travel business rules Define and Document travel business rules Assess need for printable form generated by Assess need for printable form generated by

ARIBA for travel reimbursement processingARIBA for travel reimbursement processing Participate in lessons learned to provide input Participate in lessons learned to provide input

into the extension and enhancement of the into the extension and enhancement of the USER approachUSER approach

Scope: Future PhasesScope: Future Phases

Future phases and deliverables will be Future phases and deliverables will be defined following ITAC approvaldefined following ITAC approval

Automated approval routing, link to PAS Automated approval routing, link to PAS mainframemainframe

Receipt scanning and validationReceipt scanning and validation Automated reimbursement and Direct DepositAutomated reimbursement and Direct Deposit

Each phase goes through the Project Each phase goes through the Project StepsSteps

GETTING READY





MEASURE AND MONITOR

PIT ExpectationsPIT Expectations Represent broad section of campus usersRepresent broad section of campus users

Assist in planning and holding feedback Assist in planning and holding feedback sessions/focus groupssessions/focus groups

At team meetingsAt team meetings Question current processesQuestion current processes Prioritize and evaluate feedback resultsPrioritize and evaluate feedback results Participate in decision of using ARIBA Participate in decision of using ARIBA

and design of screens if usedand design of screens if used Advocate and communicate goals of the Advocate and communicate goals of the

projectproject

PIT ExpectationsPIT Expectations

Perform at high level as a team Perform at high level as a team Initial team meetings dedicated to team Initial team meetings dedicated to team

building and team growthbuilding and team growth Participation: entire duration of projectParticipation: entire duration of project

What’s NextWhat’s Next

Team building meetingsTeam building meetings User Feedback SessionsUser Feedback Sessions Evaluate user feedback Evaluate user feedback Document business rulesDocument business rules Review and evaluate ARIBA screensReview and evaluate ARIBA screens

Schedule/PIT Team Schedule/PIT Team GuideGuide

PIT Team Handbook PIT Team Handbook Contains useful project and team Contains useful project and team informationinformation Place to store documents as the Place to store documents as the project progressesproject progresses Team meeting scheduleTeam meeting schedule

Project Team Website

etravel initiative. introductions project management project management strategic initiatives office...

Documents

technical developers

business units

technical constraints

knowledge of uw travel

actionsthe project

best services

new services

implement ariba travel