Municipality of [ABC] DATE. Financial System Replacement Project Charter

Transcription

1 Municipality f [ABC] DATE Financial System Replacement Prject Charter Presented by:

2 Table f Cntents Table f Cntents Prject Cntacts and Revisin Histry Intrductin Prject Scpe and Gals Prject Mdules and Objectives Implementatin Scpe Prject Scpe Prject Management System Setup and Cnfiguratin System Training Legacy Data Entry Reprting Rles and Respnsibilities Rles and Respnsibilities Risk Items Accessing Micrsft Custmer Surce and Training Hw t sign in t Custmer Surce Accessing elearning in CustmerSurce... 13

3 1 Prject Cntacts and Revisin Histry Versin N.: 1.0 Date: <Insert Date> Prject Name: <Insert Client Name Here> Diamnd Sales Cntacts: <Insert Sales Resurce> Phne: <Phne> <Insert Pre-Sales Resurce> Phne: <Phne> Diamnd Prject Manager: <Insert Prject Manager> Phne: <Phne> Diamnd Accunt Executive <Insert Accunt Executive> Phne: <P{hne> Client Executive Spnsr <Insert Executive Spnsr> Phne: <Phne> Client Prject Manager: <Insert Prject Manager> Phne: <Phne> Versin Date Cmments Revisin Histry 1.0 TBD Initial Template first revisin fr review with Mike D Arcy Use this sectin t recrd changes t the versin as discussed and finalized with the custmer thrugh the sales and early prject planning prcess. 1

4 2 Intrductin The Municipality f ABC has hired Diamnd Municipal Slutins (Diamnd) t implement the Diamnd Municipal and Micrsft Dynamics GP slutins t enable their prject visin as stated belw. Prject csts, billing rates and travel per diems have been stated in the cntract, mst ntably in Appendix A. Prject Visin and Objective The prject visin and bjective is t replace the current financial system(s) with a mre stable, cmprehensive and efficient financial system. The new slutin will prvide an integrated and cnslidated financial system with the functinality t perfrm the fllwing: System Manager and Administratin General ledger Financial reprting tls Fixed Assets Budgeting tls Accunts payable Bank recnciliatin Sundry Accunts Receivable Payrll Prperty Taxes Utility Billing Animal Licensing r Business Licensing The Municipality f ABC s measures f success fr the implementatin f Diamnd Municipal and Micrsft Dynamics GP are: Replace financial system(s) existing capacity at the Municipality f ABC with a mre stable, cmprehensive and efficient financial system Expand financial reprting and mnitring On time and within alltted budget Prject Price Detail a summary f prject csts here and/r simply refer t Appendix A f the cntract Travel There is n travel budget included in the scpe f the prject. All implementatin items frm installatin, setup and cnfiguratin and training will be perfrmed remtely using web-based desktp sharing tls and telecnference calls. Any travel required fr the prject as directed by the Municipality f ABC will be billed n a time and materials basis per ur standard travel rates as included in the cntract appendices. 2

5 3 Prject Scpe and Gals 3.1 Prject Mdules and Objectives Prject csts, billing rates and travel per diems have been stated in the cntract, mst ntably in Appendix A. Prject Visin and Objective The prject visin and gal is t replace the current financial system(s) with a mre stable, cmprehensive and efficient financial system. The new slutin will prvide an integrated and cnslidated financial system with the functinality t perfrm the fllwing: System Manager and Administratin General ledger Financial reprting tls Fixed Assets Budgeting tls Accunts payable Bank recnciliatin Sundry Accunts receivable Payrll Prperty Taxes Utility Billing Business Licensing Animal Licensing In additin, sme specific prject and peratinal gals include: Quickly prduce financial, trial balance and ther reprts thrugh end user cntrl Prvide financial reprting t department heads and decisin makers True multi-user system where staff can: Remain in the system while items are being psted Allw multiple users in the same area (e.g. tw users in payables r cash receipts at the same time) Allw a single user int multiple screen at the same time (e.g. cash receipts and payables at same time) Excellent system perfrmance, efficiency and stability: System is faster and mre efficient (e.g. Des nt take minutes/hurs t prduce a simple accunt inquire r mving frm screen t screen) Prvides efficient means t assist the public, prviding better custmer experience System des nt crash, dwntime is less than ne incident per every three mnths Integrated system - Ability t use the same financial system fr all psting requirements Payrll Imprvements including: Payrll Direct Depsit prvided t emplyees Allcate staff time t the apprpriate departments Tracking vacatin, sick and Overtime fr emplyees Prducing T4 and ROE infrmatin, submit electrnically 3

6 3.2 Implementatin Scpe This sectin itemizes the deliverables and respnsibilities f bth Diamnd and the Municipality f ABC as brken dwn int the majr implementatin steps and categries Prject Scpe The entire prject scpe is defined as thse items specifically included in this prject charter. NOTE: Any item nt included within this charter are deemed an extra t the scpe and prject and a change rder itemizing the fees t add the item will prvided by Diamnd t the Municipality f ABC. All additinal items will be included in a phase 2 prject Prject Management Diamnd will prvide the fllwing prject management services fr the duratin f the prject. At the start f the engagement, Diamnd and the Municipality f ABC will discuss the prject schedule and dcument key milestnes. Diamnd will prvide a prject plan with key milestnes and specific training/meeting dates. Diamnd will prvide the Municipality f ABC general status reprts and schedules via n a mnthly basis with a fllw up telephne cnversatin if requested by the Municipality f ABC Adhc telephne r dialg as initiated by the Municipality f ABC r Diamnd. NOTE: It is the respnsibility f the Municipality f ABC t infrm Diamnd at least ne week in advance f a scheduled training/meeting date if they date needs t be rescheduled. 4

7 3.2.3 System Setup and Cnfiguratin Diamnd will prvide the fllwing system setup and cnfiguratin services: Installatin f MS-SQL database and SQL Reprting services n cmputer server and hardware as directed by the client. Installatin f Diamnd/Dynamics GP n up t five (5) wrkstatins. Cnfiguratin f remte wrkstatins nt directly cnnected t the main server via high speed netwrk is nt included. Installatin f Management Reprter and client sftware n tw (2) wrkstatins. System cnfiguratin f the fllwing: Chart f accunts structure as finalized in sectin Prject Scpe and Discvery Select system settings as finalized in sectin Prject Scpe and Discvery All necessary system parameters nt discussed r mutually defined in the prject scpe and discvery will autmatically be defined and cnfigured by Diamnd fr the Municipality f ABC based n typical best practises fr municipal units f similar size and gegraphy. Setup f five (5) system users with Pwer User (full system) security access. NOTE: It is the respnsibility f the Municipality f ABC t: Obtain applicable Micrsft SQL Server licensing and prvide prduct registratin keys t Diamnd PRIOR t installatin f the Micrsft SQL database. Have purchased, installed r have ready cmputer server hardware and wrkstatins suitable fr the peratin f the Diamnd and Dynamics GP financial slutin and have this ready PRIOR t the installatin f the Micrsft SQL database and Diamnd/Dynamics GP installatin. Custmize system security and user access t meet their specific business needs System Training Diamnd will prvide ne (1) sessin f agenda based and hands-n training fr each mdule/functinal area nted in sectin 3.1 prject Mdules and Objectives. Key elements f the training prvided by Diamnd include: A standardized training checklist will be prvided fr each sessin by Diamnd utlining specific areas t be cvered fr the training segment and the learning bjectives. Guidance n where the Municipality f ABC can access the Micrsft Dynamics GP and Diamnd printable manuals and nline help that will supprt the learning bjectives fr each mdule. Other items f nte: Training will ccur n the Municipality f ABC s entered test data. Municipality f ABC is respnsible fr entering the data and having it ready fr training per an agreed t training schedule. If the Municipality f ABC s test data is nt ready and the client wishes t cmplete training regardless, Diamnd Municipal Slutins may be able t prvide a test envirnment suitable fr a single user hands-n experience. The Municipality f ABC acknwledges that this may nt prvide an ptimal training envirnment. All training will ccur remtely unless therwise requested by the Municipality f ABC in which case travel will be billed n a time and materials basis per ur standard travel rates as included in the cntract appendices. Diamnd requires the Municipality f ABC t utilize nline training curses fund nline at the Micrsft Custmer Surce website prir t training with the cnsultant. Instructins n accessing these curses are nted at the end f this dcument. 5

8 3.2.5 Legacy Data Entry The client will manually enter the fllwing infrmatin int the applicatin: Chart f Accunts General Ledger Actual Transactins General Ledger Budget Amunts Fixed Asset Masters Accunts Payable Vendr Master Payrll Emplyee Master Payrll T4 Year-t-date Revenue Custmer Master (used fr Sundry AR, Taxes, Utilities, Licensing) Revenue Balances Prperty Tax Master Prperty Tax Balances Prperty Tax Assessments Prperty Tax Lcal Imprvements Prperty Tax Districts Utility Billing Masters Utility Billing Balances Pet License Masters Business License Masters The fllwing is specifically nted as the respnsibility f the client: Entering the abve infrmatin int the Diamnd System Reviewing the entered data fr accuracy and balancing Data cnversin assistance r custmizatin prvided by Diamnd will be billed n a time and materials basis based n verbal r written apprval by the Municipality f ABC. IMPORTANT NOTE: The Municipality f ABC is entering all data manually. Because f the vlume and type f data, this is a mre reliable and efficient methd f legacy data translatin. 6

9 3.2.6 Reprting The client will use ut f the bx standard reprting which will include: One (1) Prperty Tax Ntice specific t yur gegraphy. In Alberta, this will be a cmbined assessment and tax ntice. In Ontari and Nva Sctia this will be single tax ntice suitable fr bth interim and final tax bills Three (3) Prperty Tax arrears letters One (1) Prperty Tax Certificate One (1) Utility Bill Three (3) utility arrears letters Five AP Cheque stubs (each a different type and style) Accunts Receivable Invice Accunts Receivable Statement Business License Diamnd will prvide and install the Management Reprter financial reprting tl and will include n day f training n this tl (see training sectin fr mre details). Diamnd will als include a suite f standard reprts which will include a balance sheet and incme statement and ne department reprt. The Municipality f ABC will be respnsible fr building any additin financial reprts r mdifying the existing reprts using Management Reprter. Other than the reprts listed abve, the client will use the standard suite f ut-f-the-bx reprts available in the Diamnd and Dynamics GP system (f which there are upwards f tw thusand) fr rutine tasks such as psting jurnals, trial balances and s n. Additinal reprt custmizatin assistance frm Diamnd beynd the scpe included abve will be billed n a time and materials basis based n verbal r written apprval by the Municipality f ABC. It is assumed that MICR encding will be preprinted n all cheques Barcdes are nt included in scpe. 7

10 4 Rles and Respnsibilities 4.1 Rles and Respnsibilities DIAMOND ROLES & RESPONSIBILITIES The Directr f Prfessinal Services r Assistant Directr f Prfessinal Services versees the entire implementatin managed by the Prject Manager. The Directr/Assistant Directr is the final level f escalatin in an implementatin. MUNICIPALITY OF ABC ROLES & RESPONSIBILITIES The Municipality f ABC Executive Spnsr is a senir level executive wh has accepted the wnership f investing in a financial system initiative and will prmte funding and staffing f the prject and will make final decisins n rganizatinal prcess that will be impacted by the implementatin. The Diamnd Prject Manager is respnsible fr ensuring that all aspects f the prject are planned and executed in a manner that will lead t meeting the implementatin gals within the established timeframe and budget t a high degree f custmer satisfactin. The Prject Manager has verall respnsibility fr escalatin f issues and maintaining a gd wrking relatinship with the Municipality f ABC. The Applicatin Cnsultant(s) will participate in every aspect f the implementatin frm acting n the custmer s business requirements t cnfiguring the applicatin t meet the custmer s needs. The Applicatin Cnsultant will cmmunicate with the Municipality f ABC n many rganizatinal levels t btain the necessary understanding f the business prcesses. The Installatin Cnsultant is tasked with installatin f the slutin which includes the Server and ne wrkstatin with an installatin template fr additinal wrkstatin installatins. The Municipality f ABC Prject Manager is respnsible fr ensuring all custmer requirements are planned and executed in a manner that will meet the implementatin gals fr the prject The IT Department/Resurce respnsible fr the Municipality f ABC s IT envirnment including bth hardware and sftware, r the persn filling this rle may be accuntable fr assembling the resurces wh can be respnsible fr these technlgies. This may include data extractin, maintenance and ther technical functins. Prject Pwer User is the persn wh learns and understands all areas f the applicatin. They are typically a Supervisr, r Manager wh has a brad base f experience with the Municipality f ABC prcedures and prcesses. Key Users (r Subject Matter Experts) represent a functinal area r department within the Municipality f ABC, such as purchasing r Prperty Taxes. They are typically an experienced user wh has in-depth knwledge f their current business prcesses and prcedures in their functinal area r department. 8

11 A mre detailed descriptin f client rles and respnsibilities by rle is as fllws: Client Executive Spnsr Client will designate a staff member t be the Executive Spnsr. The Executive spnsr is a senir level executive wh has accepted the wnership f investing in a financial system initiative and will prmte funding and staffing f the prject and will make final decisins n rganizatinal prcess that will be impacted by the implementatin. The executive spnsr will be respnsible fr; Reviewing cntracts and prject charter and sign ff all dcuments (r btain authrized signature. Prviding the funding and payment apprvals Making executive decisins n majr prcess decisins and ther decisins escalated t their level. Prvide general leadership t staff and prmte staffing and time allcatin aligned with prject success. Client Prject Management Client will designate a staff member t be the main pint f cntact between the client rganizatin and Diamnd. This persn will be dented as the client prject manager. The client prject manager will be respnsible fr; Reviewing the prject plans and making arrangements fr the apprpriate staff and facilities t be ready fr all cnsulting and training sessins. Ntifying the Diamnd prject manager f any schedule changes n a timely basis. Reviewing prject cmmunicatin frm the Diamnd prject manager n a regular basis and bringing frward any cncerns/issues related t the prject. Ensuring Municipality f ABC staff cmplete critical tasks such as balancing, and general system testing. Ntifying the Diamnd prject manager f apprval/rejectin fr all deliverables, wrk rders, and change rders. Client IT Department/Resurce Municipality f ABC IT Department/Resurce is respnsible fr: Ensuring that their server(s) and wrkstatins meet the minimum hardware specificatins fr Micrsft Dynamics GP and Diamnd sftware packages. Server(s) being laded with the prper versin f Windws perating system and cnnected t their netwrk with dmain access. All netwrk cnfiguratin, maintenance, and trubleshting Lading the sftware n wrkstatins after the initial installatin is dne (if required) Updating f the sftware peridically with Micrsft service packs, and Diamnd quarterly releases (if required during implementatin). Setup f system security and user refinement Subject Matter Experts Municipality f ABC Subject Matter Experts in each functinal area are respnsible fr: Participate in training including: self-paced nline vides System training in hands-n sessins Additinal self-learning and practise Testing all internal prcesses t ensure that they have been addressed during the implementatin and are wrking satisfactrily. Reviewing all relevant data entry, reprting, and inquiry functins in the new system. Ensuring that the pay generatin fr all emplyees has been tested and reviewed whenever the Payrll mdule is implemented. Review f financial reprts such as incme statement and balance sheet (financial reprting functinal area nly) and creatin f any additinal reprts required. 9

12 5 RISK ITEMS Attached is a table f typical risk items cmmnly encuntered when replacing financial and accunting systems in mdest sized municipalities. Typical Risk Items Impact (High, Medium, Lw) Overall Prject Risks Client des nt understand, plan fr and accept their rles and respnsibilities as laid ut in this prject charter Client prject manager des nt have authrity t make arrangements fr the apprpriate staff and facilities t be ready fr implementatin High High Risks t Prject Schedule Client Resurces leave the rganizatin during the prject Client Resurces take vacatin during scheduled sessins Client Resurces take unexpected time ff when sessins are scheduled Medium Lw Lw Cst and Budget Risk Client des nt fully understand limitatins in scpe fr service, training, data cnversin, reprting and general implementatin delivery frm Diamnd Client requests large number f reprt changes, data cnversin and ther custmizatins leading t increased system csts (implementatin and nging) Technical Risks Server/Wrkstatin nt cnfigured r available n time Client Technical cnsultant nt accessible High Medium Medium Medium Other Risks Client des nt fully review, validate and balance manually entered data Client des nt test system fr crrect functins (e.g. Client des nt try test AP invice psting t review psting and related tax calculatins) Medium Medium 10

13 6 ACCESSING MICROSOFT CUSTOMER SOURCE AND TRAINING Micrsft Dynamics CustmerSurce is an infrmatin-packed, passwrd-prtected site fr custmers wh use Micrsft Dynamics prducts. Included as a benefit f yur service plan, CustmerSurce allws yu t search a pwerful Knwledge Base fr Micrsft Dynamics, view unlimited nline training fr Micrsft Dynamics, dwnlad updates, and find ther timely infrmatin and resurces virtually 24 hurs a day. (Sign-in required.) 6.1 Hw t sign in t Custmer Surce If yu already have access t yur rganizatin s CustmerSurce accunt, simply visit the CustmerSurce sign-in page and enter yur Windws Live ID username and passwrd t access the site. If yu d nt have access t yur rganizatin s CustmerSurce accunt, please cmplete the fllwing steps: Step 1: Ask yur rganizatin s CustmerSurce administratr t grant yu access t the site. Mre Infrmatin If yu d nt have access t yur rganizatin s CustmerSurce accunt, simply ask yur CustmerSurce administratr t grant yu access t the site. If yu dn t knw wh yur CustmerSurce administratr is, send the fllwing infrmatin t itmbssup@micrsft.cm: Yur rganizatin s Micrsft Dynamics Accunt Number Yur legal cmpany name Yur first and last name Yur address Yur CustmerSurce administratr can grant users at yur rganizatin access t CustmerSurce by fllwing these steps: 1. Sign in t CustmerSurce. 2. G t My Accunt > Our CustmerSurce Accunts. 3. Click the Add New Prfessinals. 4. Fill ut the prfile frm: Include the individual s full name, phne number, address, ffice address, language preference, and any additinal rles yu feel are apprpriate. IMPORTANT! Click the checkbx titled Send the invitatin in the frm. This will send an e- mail invitatin fr the individual t jin CustmerSurce. Withut this the user will nt will be able t link their Windws Live ID t their prfile. Click the Save buttn. If yur rganizatin des nt have a CustmerSurce administratr, please cntact yur Micrsft partner r send an t itmbssup@micrsft.cm t designate a CustmerSurce administratr. 11

14 Step 2: Create a Windws Live ID. Custmer Surce uses Windws Live ID fr authenticatin. If yu already have a Windws Live ID, skip this step and prceed t Step 3. If yu d nt have a Windws Live ID, yu ll need t register fr ne, which will allw yu t lg in t CustmerSurce. <style type="text/css">.dynexpandablecntentandfaq.dynexpandablecntentandfaqanswerhide{psitin:static;}</style> Mre Infrmatin T btain a Windws Live ID, fllw these steps: 1. G t the Windws Live ID site. 2. Enter yur valid address. If yu d nt knw the address that is stred in yur rganizatin s CustmerSurce accunt, send an t itmbssup@micrsft.cm, including yur name and yur rganizatin s name. 3. Enter a Windws Live ID passwrd and then re-enter the passwrd t cnfirm. 4. Select the Secret Questin frm the drpdwn list. 5. Prvide the answer t the abve questin in Secret Answer. Please remember this infrmatin, because it will be useful in reminding yu f yur passwrd. 6. Enter the characters yu see in the picture and click Cntinue t register. Step 3: If yu re a first-time CustmerSurce user, link yur CustmerSurce Prfile with a Windws Live ID. <style type="text/css">.dynexpandablecntentandfaq.dynexpandablecntentandfaqanswerhide{psitin:static;}</style> Mre Infrmatin T link yur CustmerSurce prfile with a Windws Live ID, fllw these steps: 1. Open the yu received frm itmbssup@micrsft.cm and click n the link, r g t the CustmerSurce sign-in page. 2. Enter yur Windws Live ID username and passwrd. 3. Yu will receive a thank yu ntificatin stating that yu have successfully assciated yur Windws Live ID with yur CustmerSurce accunt. Yu are nw ready t use CustmerSurce! When yu use CustmerSurce in the future, use the Windws Live ID username and passwrd. If yu have any truble with yur Windws Live ID accunt, please cntact the Windws Live ID supprt team. Step 4: Sign in t CustmerSurce. Mre infrmatin Take a tur f CustmerSurce t see all its features and benefits. Read thrugh the frequently asked questins abut CustmerSurce and Windws Live ID. (XPS 121 KB, Get XPS Viewer). 12

15 6.2 Accessing elearning in CustmerSurce Step 1: Lcate E-Learning and launch this page Once lgged int CustmerSurce, lcate the vertical navigatin bar n the left side f the page. Within that bar find Readiness & Training and highlight this with yur pinter. Yu will see a sub-menu appear and frm this yu select E-Learning. The windw shwn belw will appear as shwn belw. Step 2: Use the Filters t lcate curses In the Prduct filter, select ne f the fllwing filters and yu will see a refined list f curses: Micrsft Dynamics GP2010 (66 curses as at Feb 2013) Management Reprter 2.0 fr Micrsft Dynamics ERP (18 curses as at Feb 2013) Micrsft Dynamics GP2013 (Nt yet listed as at Feb 2013, shuld be available later in 2013) Step 3: Start a curse Simply click n ne f the curses listed and either Begin Curse r yu can dwnlad the curse and play them ffline by selecting Dwnlad Curse (yu will als need t install an ffline player and the system will walk yu thrugh steps hw t d that t). Step 4: Create a My Learning Centre Yu can als mark curses and add them t My Learning fr quick recall later. 13