Project Raed:

[An Update for the University Community]

Iftikhar Nadeem
Raed Project Manager

November 8, 2006
A copy of this presentation will
be available on

www.kfupm.edu.sa/erp
 AGENDA
• Mission and Vision
• Goals of the Project
• Benefits of the ERP Systems
• Organization Structure
• ERP Systems at KFUPM
• Student Systems
• Business Systems
• Awareness and Training Programs
• Q&A

3 April 22, 2010

 Mission of the Project

To improve, enable, and integrate

academic and administrative
processes of the University
 Vision of the Project

To adopt and sustain the best

information technology enabled
business processes in order to support
the most productive environment for
learning, innovation, and research

5 April 22, 2010

 Goals of the Project

1. Improve effectiveness and efficiency of academic

and administrative processes
2. Improve support for decision making
3. Enhance availability and access to timely and
reliable information
4. Enhance professional capabilities of human
resources
5. Improve quality of services for all stakeholders
6. Enhance accountability of personnel, and integrity
of processes and information

6 April 22, 2010

 What’s an ERP System?

Set of application software that brings

financial, distribution, manufacturing, and
other business functions into balance. It
extends horizontally across the company‘s
business functions and vertically
.throughout the company‘s supply chain

Source: Gartner

7 April 22, 2010

 StrategicBenefits
• Alignment with University strategy
• Improved responsiveness
• Enhanced organizational flexibility
• Improved decision-making capabilities
• Support for “IS Governance”
• Human Capital Improvement
• Improved accountability and transparency

8 April 22, 2010

 Operational Benefits
• Leveraging of global leading practices
• Higher efficiency and productivity
• Improved cycle time / accuracy
• Integration
• Visibility of process
• Improved data quality

9 April 22, 2010

 TechnicalBenefits
• Leverage international “leading practices” instead of
“reinventing the wheel”
• Integrated package forces a process focus approach
to implementation
• Globally maintained “integrated package” reduces
cost, effort and skills required to maintain/enhance
systems.
• Centralised application security
• Less ‘programming’

10 April 22, 2010

 Financial Benefits

• Savings in inventories, personnel, total logistics costs,

procurement costs, etc
• Reduced assets deployed
• Reduced staff costs
• Improved cash flow
• Increased stakeholders value

11 April 22, 2010

 Functional Scope of Work
Academics Modules Administrative Modules
2. General ledger
2. Admission & registration
3. Accounts payables
3. Student affairs 4. Accounts receivables
2.1 Student Housing 5. Cash management
2.2 Student Services 6. Fixed assets
2.3 Coop & Summer Training 7. Costing & budgeting
2.5 Counseling & Advising
2.6 Student Fund 9. Inventory management
2.7 Alumni Services 10. Warehouse management
• Applied Research 11. Purchasing
• Scientific Research
13. Project accounting
• Graduate Studies 14. Maintenance management

16. Faculty Affairs

IT Modules 17. Staff Affairs
9. Document management system 18. Payroll
19. F&P Services
10. University portal
11. Business intelligence 21. Support services
– Office and Housing Services
– Medical Services
– Food Services
– Safety and Security Services
– Transportation Services
12 April 22, 2010
– Book Stores
 Work Breakdown Structure
Project Raed

Business ERP ERP System

Software Hardware Support
Process Implementor Implementation

Identify Processes Develop RFP Upgrade Hardware Develop RFP Setup Procedures

Conduct Business Setup Project

Review Systems Review Proposals Upgrade HelpDesk
Process Training Office

Select ERP Operation & Select

Document Processes Provide Support
System Maintenace Implementer

Renew Processes Sign Contract Sign Contract

Receive Software
Documentation Training Configuration Development Data Migration Testing
Renew Support

Document Conduct Level I Determine Determine Data Perform Unit

Configure system
Processes Training Requirements Requirements Tests

Prepare End-User Conduct Level II Perform

Prepare prototype Prepare Design Prepare Data
Documentation Training Integration Tests

Conduct Level III Perform Stress

Build Prototype Upload/Enter Data
Training Test

Conduct End-User
Training

13 April 22, 2010

 Organization of the Project

Executive
Steering Committee

Project
Management Team

Leadership Team

Implementation Implementation Implementation

Group 1 Group 2 Group n

14 April 22, 2010

 ERP Systems

Business Systems Project Student Systems Project

Business Intelligence Project

15 April 22, 2010

 Student Systems
• Admissions
• Graduate Studies
• Registration
• Student Housing
• Student Services & Activities
• Coop & Summer Training
• Counseling & Advising
• Student Fund
• Alumni Services

16 April 22, 2010

 Business Systems
• Finance • Book Department
• Faculty & Personnel Affairs • Administrative Affairs
• Applied Research • Safety & Security
• Scientific Research • Food Services
• Projects • Public Relations & Information
• Purchasing • Housing & Office Services
• Storehouse
• Maintenance

17 April 22, 2010

 Finance
• Single Chart of Accounts
• Hierarchical Cost Center for better reporting
• Accrual basis of Accounting facilitating
• Reflection of the true financial status of the organization
• Better control over Receivables and Payables
• MOF reporting to continue on Cash Basis
• Real time budget checking
• Better tracking of Fixed Assets and its depreciation
• Improved visibility of the inventory on hand
• Journal approvals automated through the system

18 April 22, 2010

 Faculty & Personnel Affairs

• E-Recruitment
• HOD self-services
• Employee self-services
– Business trips
– Vacation & ticket requests
– Scholarship requests
– Request for training programs
– Summer work for faculty
– Committee meetings
– Overtime requests
– Online pay slips
– Online personal information update

19 April 22, 2010

 Faculty & Personnel Affairs

• Online evaluations
– Faculty
– Staff
– Labor
• Maintenance of supervisory hierarchy
• Quick pay
• Integration between HR & payroll processes
• Integration between payroll and finance

20 April 22, 2010

 Applied Research

• Create, Approve and Track Proposals

• Capture Cost Budget and Interface to General Ledger
• Online Travel, Per diem, Over time Payments
• Customer Invoicing and tracking outstanding invoices
• Project Management – Work plan, Issues, Project Status
• Online Inquiry of Financial and Project Data
• Integration with HR, Purchasing and Finance

21 April 22, 2010

 Scientific Research

• Create, Approve and Track Proposals

• Integration with E-Review System
• Capture Detailed Cost Budget
• Online Travel, Per diem, Over time Payments
• Project Management – Work plan, Issues, Project Status
• Online Inquiry of Financial and Project Data
• Integration with HR, Purchasing and Finance
• Online Conference and Trip Reports

22 April 22, 2010

 Projects

• Create, Approve and Track Proposals

• Capture Cost Budget
• Track contracts with vendors
• Project Management – Work plan, Issues, Project Status
• Collect Construction-in-Progress Cost
• Online Inquiry of Financial and Project Data
• Integration with HR, Purchasing and Finance
• Capitalize Assets

23 April 22, 2010

 Scientific Research

Data and Process Integration with Human Resource,

Finance, Purchasing and e-Review System

Real time Data Inquiry based on the Accrual Accounting

System

Project Management features to track Work Plan, Issues,

Change Orders and Project Progress Reports

Reduction in Approval Cycles, due to Online Approvals

embedded

Online Conference and Trip Report Requests and Approval

24 April 22, 2010

 Projects

• Data and Process Integration with Human Resource,

• Finance and Purchasing

• Project Management features to track Work Plan,

• Submittals, Request for Inspection and Progress Reports

• Reduction in Approval Cycles, due to Online Approvals

• embedded

• Collect Construction in Progress Cost, Create Asset Lines

• and Interface to Fixed Assets

• Real time Data Inquiry

25 April 22, 2010

 Purchasing and Storehouse

• Online item inquiry and PR submission

• Centralized items management
• Online PR approval
• Quotation analysis and technical evaluation
• Maintenance of suppliers master
• Online approval of Purchase Order
• Online P.O. status inquiry
• Inspection and receiving of materials
• Integration with Finance

26 April 22, 2010

 Maintenance

• Online Work Request

• Asset Maintenance history
• Preventive Maintenance
• Detailed Spare Part List for each Asset
• Integration with Finance/Purchase/Stores
• Quick and Detailed Report
• Accurate reporting of maintenance cost

27 April 22, 2010

 Book Department

28 April 22, 2010

 Administrative Affairs
• Available Cars for U drive, RI Car, Bus Transportation

• Billing RI Car Rentals integrated with Finance

• Phone Inquiry Directory for Operators

• License renewal tracking for Car Section

• Tracking Copying of Academic papers

• Tracking Petrol expenses department wise

29 April 22, 2010

 Safety & Security

• Maintenance of critical safety assets

• Recording and reporting of safety incidents
• Recording and reporting of security incidents

• Online request for car permits

• Issuance and maintenance of car stickers
• Integration with Payroll

30 April 22, 2010

 Food Services

• Online requests for food services

• Implementation of POS system
• Integration with Inventory and Finance

31 April 22, 2010

 Housing & Office Services

• Housing processes
• Office services processes
• Landscaping processes

32 April 22, 2010

 Public Relations & Information

Online Request for Appointment, Journalist, Photographer

Online confirmation and approval of Requests

Management of gifts and souvenirs

33 April 22, 2010

 Awareness & Training Programs

• Awareness Seminars
• Website
• Posters and catalogs
• Newsletters
• Training of key users
• Training of end users/designated persons
• Online training
• ERP Support Center

34 April 22, 2010

 Team Raed: Enabling Change

35 April 22, 2010