Kick Off Meeting (ERP Replacement)

FOR YOUTH DEVELOPMENTFOR HEALTHY LIVINGFOR SOCIAL RESPONSIBILITY

VOYAGER REPLACEMENT Governance Team Kick Off Call

YMCA OF METRO CHICAGOJuly 28, 2011

WHY ARE YOU HERE?

Your knowledge, experience and commitment is recognized.

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INTRODUCING…

Sunny BenBelkacemVoyager Replacement Project Manager, a contractor from Chiavetta Management Advisors (a.k.a. CMA), consider her a part of the YMCA IT team. She’s the person you should direct all questions and concerns to.She’s “Sunny” on email: sbenbelkacem@ymcachicago.org

Keith ChiavettaChiavetta Management Advisors’ founder, President and CEO. He will act as a sounding board for the IT Dept on the Voyager Project. Consider him a part of the YMCA IT Team.

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TODAY’S AGENDA

Today is about introducing you to the team, familiarizing you with the framework that will guide the Voyager Replacement Project and what the expectations are for your role. We’re excited to work with you. • Update on selected vendor• What does the future look like?• Meet Your Team• Why are You here?• Roles & Responsibilities• Logistics & Next Dates• Q&A• A (Fun) Homework Assignment4

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WE CHOSE ABC Inc ABC System!

Screen shots of product were included but removed here for privacy reasons

WHAT DOES THE FUTURE LOOK LIKE?

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3 months

3 months

5 months

3 months

1 month

SENIOR LEVEL TIME & BUDGET CHECKPOINTSSOME CROSSOVER

VENDOR SUPPORT THROUGHOUT

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OUR TEAM THROUGHOUT THE PHASES

MEET YOUR TEAM

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WHAT YOU WILL DO

1.Design systems and processes that strive for excellence.

2.Break existing system silos.3.Welcome and foster change.4.“Move the needle”.5.Improve the Member/Camper Experience

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ROLES & RESPOSIBILITIESThese are the expectations of the Governance Team Primaries:• Time Commitment:

• Average 3 days per week, 3 months• We will generally meet every Tuesday/Thursday at Lattof with

work time afterwards. • More specific dates TBD with ABC.

• Responsiveness: • Decisions will need to be made quickly • Assignments completed by deadline • Compliance will be monitored and issues escalated.

• Communication: • Keep your “Partner” updated weekly• Work with your Exec/GVP to re-prioritize other work

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ROLES & RESPOSIBILITIES

These are the expectations of the Governance Team Partners:• Time Commitment:

• Average < 1 day per week, 3 months• More specific dates TBD with ABC.

• Responsibilities: • Be available and responsive to your “Primary”• Fill in (meetings or work) if “Primary” is unavailable

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LOGISTICS & NEXT DATES

Most meetings at Lattof, some at Metro or other centers.Most meetings half or all day.Additional “on-your-own” work.Brown bag breakfast/lunch unless specified.You will get calendar invitations from Sunny. Respond

• Internal Kick Off: 8/16 @ Lattof – 9AM to 12PM• Project Kick Off with ABC: 9/29 @ Lattof• Training: All day 8/30, 8/31, 9/1, and half day 9/2 @ ABC Facility

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QUESTIONS

A FUN HOMEWORK ASSIGNMENT

NAME THIS PROJECT!Come up with 2-3 suggestions for renaming the Voyager Replacement Project. VRP is not sexy.Can be an acronym, proper title or theme.Make it fun but relevant to the YMCA.Respond via email by EOD, 08/04 to: XXXXX

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INSPIRATION WORDS

Quick Poll

How many “Primaries” are planning on bringing laptops? We need this information to make sure we have enough ports, hubs and wires.

A.I am bringing my laptop.B.I am not bringing my laptop.C.Undecided.

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