SUNGUARD IMPLEMENTATION KICKOFF MEETINGA CAN 3.0 INITIATIVE07/14/2016

A LITTLE ABOUT ME

• My Passions

• Horticulture

• Music• Worship Leader at First Christian Church in Grand Prairie

• Project Management

• Education

• B. A. Preaching, Oklahoma Christian University

• M.S. IT, Capella University

• Family

• Married 35 years

• One Son, One daughter and three grandchildren under the age of 5

• Born in Oklahoma but moved to Texas in 1984

AGENDA

• Roles and Responsibilities

• Training Plan

• Data Conversion

• Where We Are Today

• Important Milestones

• Identifying and Mitigating Risk

• Preliminary Project Schedule

• What You Can Expect From Me

• What I need from you

• Conclusion

• The Elephant in the Room

• Q & A

ROLES AND RESPONSIBILITIES

NAME TITLE ROLE

MARIAN HAMLETT CFO PROJECT SPONSOR, GL FUNCTIONAL LEAD, BUDGET FUNCTIONAL LEAD,

PAMELA CARROLL CHRO PROJECT SPONSOR

TERESA LOPEZ PURCHASING COORDINATOR PURCHASING FUNCTIONAL LEAD

CHERIE PRICE AP-VENDORS AP FUNCTIONAL CO-LEAD

JOYCE VAZQUEZ AP-TRAVEL&CREDIT CARDS AP FUNCTIONAL CO-LEAD

CARINA AGUILERA PAYROLL PAYROLL FUNCTIONAL LEAD

LISA CANTERA PAYROLL MANAGER PAYROLL FUNCTIONAL LEAD

ROLES AND RESPONSIBILITIES

NAME TITLE ROLE

ERIKA CAZARES HR CLERK HR-GENERALIST

SAUNDRA KING TREASURY MANAGEMENT TREASURY FUNCTIONAL LEAD

SAUNDRA SCOTT GRANTS MANAGER GRANTS FUNCTIONAL LEAD

HIEU NGUYEN IT DATABASE ADMINISTRATOR

FERNANDO MARINO IT-APPLICATIONS ADVISOR

RICHARD PEÑA IT-OPERATIONS ADVISOR

KATHIA ARRIAGA HR-BENEFITS HR FUNCTIONAL LEAD

JUDY AQUILAR HR-ONBOARDING HR-ONBOARDING LEAD

TRAINING PLAN

• Types of Training that are Available

• On-Site

• Seminars

• Web-Ex Sessions

• On-line learning through the Help menu

TRAINING PLAN (CONT.)DATES IN RED ARE STILL TENTATIVE

TRAINING PLAN (CONT.)• Cancellation Policies• Onsite cancellation policy is as follows:• 21 days advanced notice to cancel scheduled service is required. • Cancellations within 6-21 days of the scheduled service will be invoiced at 50% of the total quoted service cost. • Cancellation within 5 days, or on the scheduled date, the service will be invoiced at 100% of the total quoted service cost. • For any cancellation of onsite services, any non-refundable travel expenses will be invoiced to Client at cost.

• Remote Training cancellation policy is as follows:• 3 days advanced notice to cancel scheduled remote services is required. • Cancellations within 1business day of the scheduled service will be invoiced at 100% of the regular session hours (2.67). • Cancellations within 2 business days incur 50% of the regular session hours (1.33).• Cancelling a Distance Learning session in advance allows us to reschedule the consultant’s time effectively.

TRAINING PLAN (CONT.)• Training Participants• Business Office Core Users• Superientendent, Principals, Admin Assistants• End Users• Maximum 16 Participants• Total Purchased Training Days (26)

• Enrollment information and Deadlines will be coming soon.

TRAINING MODULES SUNGUARD DEEMS REQUIRED FOR GO LIVE• Fund Accounting

• General Ledger

• Purchasing

• Accounts Payable

• Human Resources

• Payroll

• Personnel

• We will need to discuss if we need additional modules before Go-Live.

DATA CONVERSION• TASKS

• Budget Prep Account File

• Vendor File

• Fixed Assets Item File

• NIGP Commodity Codes

• Employee Demographics

• Deductions File

• Payroll YTD File

DATA CONVERSION (CONT.)• Best Practices

• Core team included one or more individuals with strong understanding of legacy system data elements and purpose

• Technical skill set that facilitated extracting the data and formatting for import into SunGard database.

• Strategy• Orientation and training for conversion staff

• Data conversion templates and instructions

• Conversion utility installation

• Texans Can Academies staff extracts data, uploads conversions, verifies data

• Data Conversion/Configuration Assistance – 24 Hours in 8 hour units is available

WHERE WE ARE TODAY

IMPORTANT MILESTONES

RESOURCES THAT SUNGUARD WILL PROVIDE

• Remote Project Manager – 25 hrs. Purchased, 12.6 hrs. left

• Task/Configuration – 3 days

• Interface Consulting – 3 days

• Additional Data Conversion Services – 3 days

• Optio Forms Setup – 2.5 days

• Human Resources Training Seminar Subscription – Extended to August 2017

• Financial Accounting Training Seminar Subscription – Extended to August 2017

RISK MANAGEMENT

Possible Risks Mitigation Strategy

PERSONNEL CHANGES

Cross training to establish broad understanding of SunGuard by all core team members

Establish backup personnel for each key role

COGNOS

Produce thorough and detailed specifications on all reports to be developed.

Provide sufficient training to core team to ensure competency in the use of the tool.

Provide Data Dictionary for SunGuard tables to facilitate report conversion process

DATA CONVERSION

Receive advanced knowledge of required data for import into SunGuard tables

Ensure commitment from IT for Resource availability

PRELIMINARY PROJECT SCHEDULETask Name Duration Start FinishProject Iniation 9.25 days? Thu 6/16/16 Wed 6/29/16 Discovery 5.25 days? Thu 6/16/16 Thu 6/23/16 Advanced Preparation 4 days? Thu 6/23/16 Wed 6/29/16Planning 102.25 days? Wed 6/29/16 Fri 11/18/16 Develop Project Artifacts 102.25 days? Wed 6/29/16 Fri 11/18/16 Document Report Specifications 27 days? Fri 7/22/16 Mon 8/29/16 Prepare for Data Conversion 4 days? Tue 8/30/16 Fri 9/2/16 Training Round 1 5 days? Tue 9/6/16 Mon 9/12/16MILESTONE: System Turnover to Client 87 days? Thu 6/16/16 Fri 10/14/16Executing 251 days? Thu 6/16/16 Thu 6/1/17 Configuration 251 days? Thu 6/16/16 Thu 6/1/17 User Setup 10 days Mon 10/17/16 Fri 10/28/16 Support Portal Setup 38 days? Mon 10/17/16 Wed 12/7/16 MILESTONE: Chart of Accounts Verified 1 day? Mon 11/21/16 Mon 11/21/16 WorkFlow 66.5 days? Wed 3/1/17 Thu 6/1/17 Data Conversion - #1 - Budget Prep Data 10.75 days? Mon 10/17/16 Mon 10/31/16 Data Conversion - #2 Vendor File Data 120 days? Thu 6/16/16 Wed 11/30/16 Data Conversion - #3 - Employee Demographic and Deduction Data 12 days? Tue 12/6/16 Wed 12/21/16 Data Conversion - #4 - Employee Demographic and Deduction Data 31 days? Thu 12/22/16 Thu 2/2/17 AP & PO Setup 43 days? Thu 2/2/17 Mon 4/3/17 Data Conversion - #5 - Payroll YTD Data 242 days? Thu 6/16/16 Fri 5/19/17Testing 1 day? Thu 6/16/16 Thu 6/16/16Implementation 86 days? Fri 5/19/17 Fri 9/15/17Communication Plan 338 days Thu 6/16/16 Mon 10/2/17Closure 6.25 days Tue 10/3/17 Wed 10/11/17

WHAT YOU CAN EXPECT FROM ME• Meetings

• Always an agenda

• Published notes with meeting details (or PowerPoint Slides)

• Actions-Issues-Decisions Log• Actions: What, Who, When

• Issues: What, Who, Status

• Decisions: What, Who, When

• Communication Plan• Team meetings at least once a month for status updates and new

assignments

• Advanced notice of scheduled training

• Risk Management• We will revisit the Risk Register at key points during the project. If you

are encountering something that will impede progress, speak up.

WHAT I NEED FROM YOU• Your Scheduled Vacation and OOO Dates

• RSVP to all Meetings

• Assistance in Identifying and Classifying Risks

LESSON FROM A GAME OF BOGGLE

WORD LIST

Book Look Ask Pack

Bale Ball All Luck

Poll Loose Cope Copse

Cops

ELEPHANT IN THE ROOM

ONE BITE AT A TIME!

NOW THAT YOU HAVE HAD A NIBBLE…

• What’s on your mind?