Overview & High Level PlanDate: 05.28.2014Team: Todd Kaywood, Alex Wiechers, Andy Idema

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» History

» V&T began with the idea increasing visibility across all EAS projects. The idea of a management dashboard was the origin of this application. The current goal is to provide management with one location or one view for EAS financial and project status.

V&T: Overview

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» Budget

» Real time view of EAS’s current financial status. Gives the user the detailed financial view for every IAA including: planned $, funded $, billed $, remaining $. Also highlights projects that are unsigned and projects that are over budget. Provides graphical view of actuals, burn rate, and projected burn for the FY. Forecasts if/when a project could potentially go over budget.

» Status/Issues/Risks

» Provides PMs and Division Chiefs the ability to report and view real time project status/issues/risks in a centralized location. Weekly status flows upwards through the organization from the PM level to the final EAS status utilizing one medium.

» Project estimates

» Provides PMs with an easy vehicle to provide more detailed and accurate budget forecast for each project/employee. Estimate data will flow forward to the EAS Budget forecasting piece. Estimates gives EAS budget team an easier way to anticipate future FY numbers and make decisions based on estimate data.

V&T: Functional Areas

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V&T: Roll out approach

» Roll out

» The high level plan is to finish development, testing, and training in July for the following functional areas: financials, status/issues/risks, estimates.

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V&T: EAS Budget Overview = over budget = unsigned

» Real time financial overview

» The picture above is a sample of what’s available. Color coding warns users about unsigned or over budget projects.

» Automatic reporting

» The data above will be sent out via email (scheduled task) monthly. Ability exists to send EAS overview and then drilled down view by division, PM, and project.

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V&T: EAS Budget Details

» Project level financials

» Drill down on any project (AMS Dairy shown) to view actuals and forecasts. Graph provides the ability to make proactive decisions based on future projections. In this particular example, it can be determined that this project is at risk to go over budget in late July. With the integration of the estimates piece, PMs will be able to view their FY projections vs. average billing rate projections.

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V&T: Status/Issues/Risks Overview

» Real time overview status/issues/risks

» Table views of three key PM fundamental areas. Views provide the ability to drill down or show only information pertinent to the user (based on user role).

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V&T: Status/Issues/Risks Details

» Input and/or view details for individual status/issue/risk

» Input and views allow for tracking of key data points and gives flexibility to add little or full detail. Standard add/edit/delete capability on different pages of the application . The priority and impact data points lend to more proactive decision making across the organization.

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V&T: EAS Estimates

» Accurate project estimates

» The estimation piece allows PMs to think about their project resources at a more granular level. Populating this table project by project will allow EAS to more accurately determine what the future budgets will look like. Utilizing this tool gives EAS a standard estimating vehicle and will allow for baselines and change tracking

» Feeds financial reporting forecasts

» The data above will be fed into the project financial forecasts and the overall EAS financial forecast.

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» Gathering

» We are meeting with all levels of management to determine requirements necessary for all levels. We will also meet with any additional stakeholders.

» Tracking

» We will track requirements using the requirements traceability matrix spreadsheet. We will then also provide status/updates on each requirement on a monthly basis.

V&T: Requirements Gathering & Tracking

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» Provide Process document on each Functional Area at completion

» Estimates/Status for Phase 1

» Provide Training session to PMs that covers document

» Send Reporting samples/tests to PMs & Mgmt

V&T: Training

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» On/Off Boarding – automating task notifications and completion notifications

» Procurements – move from SP to application to allow for more enhancements

» Approval flow

» Grouping

» Email Notifications

» Expenses

» Spend Plan

» Enhancements

» Billing

» Reporting

» Any additional requests

V&T: Additional Features