Tafe managers presentation25mar11 by aditi presales

SAP- Implementation for TAFE

Learning Management and Business Reform Program
Better Systems, Brighter Futures

Learning Management and Business Reform March 2011

SAP LMBR: Why change our systems?

 Deliver better services to our customers and staff

 Your feedback told us that many of the current systems were clunky and
didn’t meet Institute business needs

 There are over 100 fragmented technology applications within the current
Finance, Human Resources, Payroll, and Student Administration systems

 There is an inability to consolidate Finance, HR and delivery data easily in
order to meet internal, State and Commonwealth reporting requirements

 Current systems are over 15 years old and are costly, complicated, not
integrated and not effectively meeting Institutes’ current or future needs

 Current systems are failing

Learning Management and Business Reform
Page 2

What is SAP(Learning Management Business Reform)?
It will bring about a staged replacement of the Department’s
current technology systems including:

Finance
SAP
HR/Payroll

Student Administration &
Pre procurement
Learning Management

It is not just a computer and systems replacement program

Page 3

SAPtimelines
2008 2009 2010 2011 2012 2013 2014 2015

Systems & Process
Design Legend

Corporate Finance R1.1 (JDE) Shared Service Centres

System Implementation
TAFE Finance R1.1a (TIFS) Planned
Schools Finance R1.2 (OASIS) Phased
implementation

TAFE HR/Payroll (Lattice) Planned 2.1

Schools/Corp HR/Payroll

First implementation
Project Preparation, Planning & SALM for Schools
Business Requirements

First implementation

New Student Administration & VLE (SC SALM for TAFE

Page 4

SAPand Systems – Timeline

2008 2009 2010 2011 2012 2013 2014

TIPA
MEVI - ORP
SAP – Finance
SAP – Human Resources
SALM – SCIS/CLAMS Replacement
Finance– Shared Service Centre
HR– Shared Service Centre



Examples of Systems replaced or impacted

Current System Replacement System Acronym
TIFS SAP Finance SAP

Lattice SAP Human Resources SAP

CLAMS Student Administration and Learning Management SALM

SIS and CIS Student Administration and Learning Management SALM

Institute Planning Systems TAFE Integrated Planning Application TIPA

Paper-based Enrolments Online Registration and Payment MEVI ORP

Many systems that relate to or support the above core systems may be
replaced also

Page 6

How will Finance be impacted?

For procurement
 No paper PR2’s
anymore…
 Online Shopping Cart
 Line Manager
approves via approval
workflow



Impact on Head Teachers and Managers

 There will be change and change is sometimes difficult to manage
 Most transactions will be electronic
 Many current manual workflows will be automatic in the system
 Line managers need to approve expenditure online within 3 days
 Reports will be real time, transparent and able to be customised
 Sections and Institutes may have to reform processes to achieve efficiencies
 New electronic forms, processes and workflows may be difficult for some
 Multiple systems to manage initially
 TIPA will eventually drive the budget input into SAP for sections, faculty,
campus

Page 8

Shared Service Centre
Shared Services

 Support Finance and HR/Payroll services
 Transactions will be processed through Shared Service
Centre
 Processes requiring strategic business decisions will remain
in the Institutes/ Portfolios
 Transactions will be streamlined with fewer delays
 High volume low impact work will go to a Shared Service
Centre

Page 9

What is SAPSALM?

Learning Management and Business Reform (LMBR) for
Student Administration and Learning Management (SALM)

SAPSALM is an investment in improving teaching, learning and customer service which
will:

 Support an innovative teaching and learning environment focussing on personalised
services to students
 Mitigate the risk of critical system failure and inadequacies of current systems
 Streamline services by better integrating people, processes and systems
 Position TAFE Institutes to be more responsive to customers in a competitive market
place
 Position TAFE for the decade ahead



The process so far

 Identification of ‘to be’ business requirements
Late 2008

 Expression of Interest – a number of vendors have
2009 the capacity and capability to deliver a SALM
solution for both Schools and TAFE

2009/10  Development of the DET SAPSALM Business
Case

2010  Contracting of external consultants to provide
advice and expertise for the next stages.



The SALM program roadmap builds on the work that has been undertaken to
date to deliver business led, technology enabled transformation

Milestones:
Overall Program Governance and Management

Technology and Operations Survival Plan (DET, TAFE, Schools)

PROJECT 0 PROJECT 1 PROJECT 2 PROJECT 3 to PROJECT N
Treasury SALM Strategy & Vendor Selection & Initial Solution
Progressive Roll-out of SALM Capabilities
Business Conceptual Design Contract Award Implementation
Case
SALM Vision &
Tender development Baseline Solutions Project 2 functionality:
Value Drivers
Design
Response Confirm
SALM Benefits Model Evaluation Functional Fit
Implement
SALM Strategy & Recommendation Confirm roll-out
approach Configure
Roadmap

Target SALM Contract Negotiation Detailed
Operating Model Implementation Plan Test
Test
Build
SALM Technology Vendor(s) Award
FIT/GAP Analysis

Conceptual Technology Business Cases &
Solution Architecture Program Budget

SALM Solution Confirm Baseline
Specification Solution approaches

Current
focus

Page 12

Where we are up to

 All Institutes have now formed a Change Network

 Customer Support and SAPstaff have worked with each Institute Change
Network to prepare:
 Institute Business Transition Plan
 Induction Pack
 Business Engagement Plan
 Customised documentation including slide decks to suit individual Institute context

 Transition planning for TAFE Finance 1.1a Go Live (1 July) has occurred
in 8 of 10 Institutes. All Institutes will be completed by end March.

 Video Conferences
 occur fortnightly with the Change Network Leaders
 occur weekly with Finance teams.
Page 13

The Change Model – TAFE Finance 1.1a
 Recognises the uniqueness of Institutes by each Change Network planning and
developing an ‘Institute-centric’ Transition Plan.

 The aim of the TAFE Finance 1.1a Change Model is to enhance the benefits and
minimise any adverse impacts/risks.

 The TAFE Finance 1.1a Change Model enables Institutes to:

 Identify the change – New systems and business process changes that will lead to
and provide opportunity for business reform

 Plan the change – Identification of key stakeholders and user engagement

 Manage the change – Committed leadership within Institutes and development of
contextualised Institute Transition Plan including role mapping and training

 Monitor the change – Monitoring readiness of Institutes for the change through a
range of assessments and surveys.

Page 14

Transition planning in Institutes - Observations

 Key groups in Institutes, including Head Teachers, are seeing real benefits of
the change engagement process.

 The ‘learning’ from 1.1 will be mitigated in the TAFE release e.g. improve
approach to role mapping, staff access to SAP and training.

 The approach has achieved a positive response and a strong level of
confidence in implementation in all Institutes.

 Potential barriers to success have been identified e.g. TIPA
interface, MEVI/ECRI interface, trainer numbers, computer room access for
training.

 Provides the opportunity to raise business reform in Institute context.

 Institute Directors to set the reform context for the Institute.

 Clear statements will be made on the move to Shared Service Centre
Page 15

Training

 Training will be delivered by TAFE at various TAFE NSW Colleges

Who receives training?

 All staff who require access to SAP to perform or approve finance-
related processes will require relevant training in SAP

 A detailed exercise has been undertaken to balance courses to needs of
individual job roles and knowledge of upstream and downstream
processes

Page 16

Further Information
You can access information on SAPand the implementation of the Shared
Service Centre for finance and SAP through a number of ways, including:

 SAPIntranet site detwww.det.nsw.edu.au/deptresources/lmbr

 Email Communications sent via Jim Breen

 Vodcasts located on the intranet site

 FAQ located on the intranet site

 Stakeholder Newsletters

 TAFE SAPContacts:
XXXXXXX

Page 17

Questions and Discussion

Page 18

Tafe managers presentation25mar11 by aditi presales

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