Municipality of Anchorage SAP Project V9.2 April 7, 2016
TABLE OF CONTENTS 1 Summary of Changes... 3 2 Purpose... 3 2.1 Responsibilities... 3 3 Membership... 4 4 Meetings... 4 4.1 Standing Meeting Frequency... 4 4.2 Meeting Agenda... 5 5 Term... 5 6 Charter and Governance Maintenance... 5 7 Charter Approval... 6 Page 2 of 6 April 7, 2016
1 SUMMARY OF CHANGES The following table summarizes the changes in content from the document s previous published revision. Revision Description Author Release Date 9.0 Initial revisions for discussion Chris Fellows November 17, 2015 9.1 MOA edits John Marcinko Prior to April 7, 2016 9.2 SAP edits Matt Johnsen April 7, 2016 2 PURPOSE The SAP Project Executive Steering Committee provides executive leadership and strategic direction for the Municipality of Anchorage (MOA) SAP Project Program, and is responsible for coordinating the resources within their span of administrative control to support the objectives of the SAP Project Program. The Executive Steering Committee ensures that the program is meeting its goals though high-level level monitoring of the conduct of the program, and provides feedback and guidance to the Program Sponsor and Business Change Sponsor as required. 2.1 RESPONSIBILITIES The key responsibilities of the Executive Steering Committee are: Providing and ensuring the continuing MOA organizational context for the program. Authorizing the program s overall and subsidiary charters, including defining the objectives, scope of the program and program budget. Review of the project finances budget to actual spend on a monthly basis. Participating in milestone reviews and approving progression to the next phase of the program. Resolving strategic and operational issues affecting the program that need the input of senior stakeholders to ensure the continued progress of the program. Leading by example to implement the values implied by the transformational change. Providing commitment and endorsement in support of the program at executive and communications events. Reviewing and approving change requests, and providing assistance or advice to the Program Sponsor and Program Manager as requested for other changes. Authorizing closure of the program. Page 3 of 6 April 7, 2016
3 MEMBERSHIP The Executive Sponsor appoints the members of the Executive Steering Committee. As at the date of approval of this version of the, the Executive Steering Committee membership is as follows: Membership Current Name Business/Program Role Organization Chair, Ethan Berkowitz Executive Sponsor, SAP Project MOA Member Mayor of Anchorage Member Suzanne Fleek-Green Chief of Staff MOA Member Mike Abbott Municipal Manager MOA Member Robert Harris Chief Fiscal Officer MOA Member Lance Wilber Director of Office of Management and Budget MOA Member Zal Parakh Director of IT MOA Ex Officio Member Alden Thern Program Sponsor, SAP Project MOA Ex Officio Member John Marcinko MOA Program Manager MOA Ex Officio Member Blaine Wilkes Project Management Advisor SAP In addition to the standing advisors, the Executive Steering Committee may invite additional representatives from the Municipality or from external organizations to participate in discussions subjects in which they have expertise or knowledge, or have an interest in the outcome of decisions. 4 MEETINGS The Executive Sponsor calls and chairs Executive Steering Committee meetings and facilitates their conduct. The time and location of meetings will be established by the Chair. 4.1 STANDING MEETING FREQUENCY The Executive Steering Committee meet at least twice a monthly to consider standing agenda items. Additional meeting will be held as necessary or to address items of urgent attention. At these meetings, the Program Sponsor and the MOA and SAP Program Managers will report the status of the program, give recommendations for future action and request assistance as required in managing the program s risks and issues. Page 4 of 6 April 7, 2016
4.2 MEETING AGENDA The MOA Program Sponsor and Program Manager will work with the Chair to prepare the agenda for each meeting and distribute it to the Executive Steering Committee members, along with any supporting materials, in advance prior to the scheduled meeting for review. The default agenda for standing meetings of the Executive Steering Committee is: 5 TERM A. Introductory items: Introductions of additional participants Review of the proposed agenda, and agreement of additions or amendments B. Review of current overall program status (Program Sponsor, Program Manager) Program delivery status, including details of activities, risks and issues related to: Delivery of the SAP Project solution. Review of the Budget to actual cost. Tracking of resources. Business and IT operations readiness and transition. Post go-live Sustainment. Schedule status, including progress towards go-live and other milestone dates. Financial status, including cost performance and variance analysis, and the status of external service provider deliverables and any contract management issues. Planned program activities prior to the next Executive Steering Committee meeting. Summary of all significant program risks and issues, and current management measures. C. Conduct of the Change Control Board Review and approval of program change requests. D. Consideration of specific requests for assistance of the Executive Steering Committee. E. Consideration of other items relevant to the project (as added to agenda in item A). The SAP Project Executive Steering Committee will continue to operate as described in this Charter until the SAP Project Program is formally closed by the Executive Steering Committee, or until amended as described below. 6 CHARTER AND GOVERNANCE MAINTENANCE The Program Sponsor is the Document Owner for the SAP Project. Once approved, this version will be made available to all program staff via the program s document library as defined in the Program Document Control Plan. Updates and revisions to this document may only be made pursuant to the process defined in the Program Document Control Plan. This version remains in force until superseded by a later approved version. Page 5 of 6 April 7, 2016
7 CHARTER APPROVAL The Executive Steering Committee approves the Charter. Ethan Berkowitz, Chair Date Page 6 of 6 April 7, 2016