Вы находитесь на странице: 1из 8


OBJECTIVES The primary objective of this project is to build an ERP with additional security features (biometrics functionalities) for accessing various facilities within the university. SCOPE The project scope of work includes: Conduct Fit Analysis for the first 4 weeks. The deliverables out of this analysis will be: o Project blueprint that shall be the basis for project scope definition. In addition to scope, the following elements shall also be included in the blueprint and agreed to by both parties: Establishment of acceptance criteria. Project payment milestones or invoicing mechanism.

o Detailed functional specifications including Gap identification Implementation will be ready to support current user base of approximately 300 in a single location. Provide support to User Acceptance Test (UAT) (to be performed by CLIENT) Post-release support and maintenance for 30 days Setup support environment at INTEGRATOR Offshore facilities Support setting-up of production environment (at CLIENTs site or INTEGRATOR site depending on whether CLIENT purchases option for hosting) Work with existing team members that are dedicated to ensure smooth knowledge transition. Scope of work does not include Migration of data residing on outside environments not identified in requirements. Additional equipment needed to support implementation not identified in requirements.

As the project has a very aggressive timeline, the process and artifacts will be modified to fit this timeline. Some artifacts like detail documentation will not be part of this implementation.

Formal ERP training of existing resources Any Business Process Reengineering

Technology Approach Implementation Modules Registration/ Enrolment Finance management Examination management Library management Open and distance learning Procurement

Technologies: Technology selection will be completed within 4 weeks of the start of the work as part of the Fit Analysis. This project will implement existing packages for achieving the base business functions of the project. At this point INTEGRATOR is assuming that CLIENT recommendation of ERP Package implementation will be in line with the results of this Fit Analysis. Project Approach INTEGRATORS Organizational Structure: INTEGRATORs organizational structure provides One Face to the Customer that ensures responsiveness, speed of delivery, quality and performance. Package Implementation Process Overview: INTEGRATOR plans to utilize on-time methodology for implementation. As the project has a very aggressive timeline, the process and artifacts will be modified to fit this timeline. Some artifacts like detail documentation will not be part of this implementation.


Phase 1: Project Preparation During this phase our team will go through initial planning and preparation for ERP project. They will; Define project goals and objectives Clarify the scope of implementation Define project schedule, budget plan, and implementation sequence Establish the project organization and relevant committees and assign resources Phase 2: Business Blueprint Our team will try to achieve a common understanding of how the company intends to run the applications to support their business, and also to refine the original project goals and objectives and revise the overall project schedule. The result is the Business Blueprint, a detailed documentation of the results gathered during requirements workshops. Phase 3: Realization All the business process requirements will be implemented based on the Business Blueprint. The system configuration methodology will be provided in two work packages: Baseline (major scope); and final configuration (remaining scope). Other key focal areas of this phase are conducting integration tests and drawing up end user documentation.


Phase 4: Final Preparation The final preparation will be completed (includes testing, end user training, system management and cutover activities) to finalize read to go live. The final preparation phase also serves to resolve all critical open issues. Phase 5: Go Live & Support The purpose of this phase is to move from a project-oriented, pre-production environment to live production operation. The most important elements include setting up production support, monitoring system transactions, and optimizing overall system performance. User Acceptance Test During the requirements refinement phase, INTEGRATOR will work with CLIENT Project Manager (PM) to establish acceptance criteria that are refined into a set of test cases. A UAT team will be created consisting of CLIENT business process owners who either wrote the business requirements or are innately familiar. During the UAT period, the CLIENT ERP UAT team members will validate that the ERP site performs as required using a mutually agreed upon process. Support After the ERP is functioning in the production environment, the support process will be followed, to report and address issues and/or defects. Deliverables The key deliverables for this project are described below. All deliverables will require sign-off by CLIENT.


Process Stage Fit Analysis Finalize Requirements

Deliverables and Description Finalize the functional and performance requirements Define scope to meet budgetary and

Acceptance Criteria Customer Sign-off

(Project Preparation) Business Blueprint

timing constraints. Define blueprint for implementation and identify Gap Customer Sign-off

Realization Final Preparation Go Live & Support Schedule Risks

Customer Acceptance Customer Acceptance Customer Acceptance

Customer Sign-off Customer Sign-off Customer Sign-off

34 to 40 weeks from start of project Details of scope and timeline to be decided during Fit Analysis (within 4 weeks of start of project) Schedule Risk: High

Risk CLIENT personnel will not have sufficient availability to provide the required input to complete deliverables according to the schedule.

Likelihood Low

Impact High

Mitigation Approach Review engagement plan with Initiative Sponsor at engagement startup so that resources can be secured as early as possible; raising issues with the Initiative Sponsor immediately.


Information on existing system functionality and processes are not readily available.



Degree to which system documentation exists will be identified during the first week of the engagement. If this level of documentation is inadequate, we will make changes to the engagement Statement of Work (SOW) accordingly.

Compelling business event(s) may cause CLIENT resource constraint.



Before beginning the initiative, the INTEGRATOR initiative manager will work with CLIENT to identify back-up resources.

ERP Vanilla version (with little or no customization) does not meet CLIENT Base Requirements.



The INTEGRATOR PM will work with CLIENT to identify the Gap.

ASSUMPTIONS The following are the key engagement assumptions on which this proposal is based. No new requirements are identified that compromise the timeline and budget There are no material limitations in integration with existing system. CLIENT will have production ready environment as defined in the Fit Analysis results. CLIENT will work with INTEGRATOR to jointly define the final scope during FIT Analysis. CLIENT understands that this SOW is based on INTEGRATORs high level understating of CLIENT requirements and CLIENTs willingness to jointly define scope to meet timeline and budgetary constraints. Project will be time and material basis and the budget will be managed jointly during the blueprint phase by defining scope that meets budget constraint.


INTEGRATOR RESPONSIBILITIES 1. Perform work as identified in this SOW 2. Lead the engagement, direct and manage the initiative team (INTEGRATOR and CLIENT personnel). 3. Encourage a true partnership with the client team. 4. Own responsibility for delivering all deliverables as designated in the appropriate sections of this document. 5. Monitor costs and schedule closely and report status on a weekly basis. 6. Provide qualified personnel to fill all designated roles on the initiative. 7. Document and prepare for CLIENT signature any identified changes in scope. 8. Raise any issues which arise on the initiative to the CLIENT Program Champion. 9. Utilize all resources efficiently to minimize costs and maximize productivity. Should the schedule and/or successful testing of any phase of this project be materially impacted, CLIENT and INTEGRATOR shall jointly decide a resolution plan that may require INTEGRATOR to consult with ERP vender directly to resolve the cause of the failure in order to maintain successful delivery of the project goals. CLIENT RESPONSIBILITIES 1. Commit its senior management to actively support this effort in order to meet the project schedule; INTEGRATOR will need timely responses from CLIENT. 2. Work aggressively to minimize the lack of availability, or long delays in gaining access to CLIENT resources (Subject Matter Experts (SME), technical experts, and documentation). 3. Provide written approval to and from the Program Champion for any changes in scope (it is imperative to closely manage the scope of the engagement - the scope of the engagement will not be changed without written approval of the Program Champion). 4. Provide INTEGRATOR with timely feedback on all changes, issues, and deliverables. 5. Encourage a true partnership with the consulting team.


6. Program manager will review the project status with the Program Champion on a weekly basis. 7. Prompt sign off on all approved deliverables 8. Providing office space, connectivity & support system during the project. 9. All H/W and S/W required for production environment. The undersigned individuals who execute this SOW represent and warrant that they have full legal authority to execute this SOW and thereby bind the parties to full performance.



By: _____________________________ Name: ___________________________ Title: ___________________________ Date: ___________________________

By: _____________________________ Name: __________________________ Title: ___________________________ Date: ___________________________