Professional Documents
Culture Documents
A. General Information
Provide basic information about the project including: Project Title – The proper name used to identify this project;
Project Working Title - The working name or acronym that will be used for the project; Proponent Secretariat - The
Secretariat to whom the proponent agency is assigned or the Secretariat that is sponsoring an enterprise project;
Proponent Agency – The agency that will be responsible for the management of the project; Prepared by – The
person(s) preparing this document; Date Prepared - The date this document is initially prepared.
Answer the following questions by marking Yes or No and provide a brief response as appropriate. Yes No
Is this an updated Project Proposal Document? If yes, what is the reason for this update? X
Is this a follow-on to a previous project? If yes, what is the project name and date of completion? X
Name of previous project: Date completed:
Will the project deliverable(s) replace a current asset or group of assets? If yes, what is being X
replaced? FRS
Is the Project Initiation Phase effort funded? If yes, what is the amount of funding? $199,050 X
Is the Project Planning Phase effort funded? If yes, what is the amount of funding? $8,912,835 X
Points of Contact
List the principal individuals who may be contacted for information regarding the project.
1
Proponent Dietra Trent,
Cabinet Deputy Secretary of dietra.trent@governor.vi
Secretariat Education, Virginia (804) 786-1151 rginia.gov
B. Project Purpose
Explain the business reason(s) for doing this project. If the Project Analysis Worksheet was completed, the Project
Purpose (Section B) from the worksheet provides information to support completion of this section.
1. Business Problem
The Business Problem is a question, issue, or situation, pertaining to the business, which needs to be answered or
resolved. State in specific terms the problem or issue this project will resolve. Often, the Business Problem is
reflected as a critical business issue or initiative in the Agency’s Strategic Plan or IT Strategic Plan.
The current financial management system utilized by the Virginia Community College System
(VCCS) employs obsolete technology which limits the expansion of functionality necessary to
remain competitive in the higher education market and to meet VCCS educational and public
service missions. VCCS uses a fixed asset inventory system which is not integrated with the
financial management system. The fixed asset system requires extensive manual processing,
reconciliation activities, and additional reporting. To address these problems, VCCS plans to
implement commercial software for financial management. The proposed system will provide
self-service access and business process support to students, faculty, and staff and improve
workflow for major financial functions performed throughout the VCCS colleges and Central
Office. Enhanced interoperability with other VCCS internal and external application systems will
provide additional benefits from information sharing, elimination of redundant data entry, and
business process improvement.
The capabilities of the PeopleSoft financial module will support reengineering efforts and
business process improvements. The reduction in manual reconciliations and processing will
result in a significant cost savings for the 23 colleges represented in this project.
2
The following list represents the team’s goals and objectives in implementing PeopleSoft Finance
Module at VCCS:
• Facilitate communication
• Establish and improve analytics
• Increase the efficiency of business operations
• Promote data-driven decision-making
• Targeted automation/integration
• Improve Change Management capabilities of the organization
• Facilitate access to business data and reporting
• Enhance access to the business systems
3
4. Constraints
Constraints are items that by their nature restrict choice. Identify Constraints that will influence the selection of a solution to
resolve the Business Problem. Constraints can include but are not limited to: time, funding, personnel, facilities, and management
limitations.
Time
The optimal time to implement a new financial system is tied to the VCCS fiscal year,
but is also impacted by the college’s academic calendar. Therefore, careful
consideration of scope by phase is crucial to the success of the project.
Funding
The funding required for the AIS project represents a large investment in technology
which will require a significant funding commitment from the Commonwealth and/or
the VCCS. In anticipation of the need to replace FRS, the VCCS has committed
funding for the project and on-going maintenance. Any changes or modifications
outside the scope will be constrained by available funds.
Personnel
The internal staff available for substantial project time commitment is limited. This
project will require a substantial commitment of staff time in both functional and
technical areas; the VCCS decision to rely on vendor developed and supported
administrative systems and implementation services is intended to minimize the staff
required for implementation and operation.
Interfaces
The Administrative Information System will interface to five other automated systems.
The internal interface between the Student System and AIS will have a major impact
on ability of the VCCS to improve services to students. External interfaces must be
developed to legacy state systems requiring specific data formatting and coding
configurations.
C. Project Description
Describe the project approach, the specific solution, customer(s) served, and expected benefits. The approach is the
overall strategy for solving the Business Problem. The solution should identify in specific terms how the project is
accomplished and include information about the general timing and cost of major procurements or purchases. If the
Project Analysis Worksheet was completed, the Preliminary Project Description (Section C) and the Recommendation
(Section G) on the worksheet provide information to support development of the Project Description.
4
The VCCS strategy is to replace mainframe-based financial, asset management and
limited procurement functionality with PeopleSoft Financials (Version 8.9). In addition
to the replacement of legacy software, the implementation of an Administrative
Information System (AIS) for finance will include re-engineering of business processes
(both automated and manual) and development and implementation of interfaces to
VCCS and Commonwealth of Virginia systems with the objective of improving service
delivery to customers—the VCCS students, faculty and staff.
D. Strategic Justification
Identify how the project is consistent with the Commonwealth and Agency Strategic or IT Strategic Plan. If the
project is not consistent, explain why the project is being proposed.
Answer the following questions in the space provided. Attach detailed explanations and analysis as appendices.
1. Briefly, describe how this project supports or is consistent with the Commonwealth of Virginia Strategic Plan for
Technology. If it does not support the Commonwealth of Virginia Strategic Plan for Technology, explain why this
project proposal is being submitted.
Commonwealth Goal Applicable Objectives Project Objective
Goal #2 Objective 2.1 Enhanced interoperability with other
Facilitate IT collaboration Share data easily across VCCS internal and external
and partnerships boundaries of government application systems will provide
additional benefits from information
Objective 2.2 sharing, elimination of redundant
Create a knowledge data entry, and business process
sharing culture improvement.
Objective 2.3
Promote IT solutions that
support common business
processes
Goal #3 Objective 3.1 Improve budgeting, executive
Ensure a trusted and Ensure consistent, anytime, decision making, and reporting
reliable technical anywhere service levels capabilities of the VCCS through
environment enhanced access and analysis of
Objective 3.2 financial information.
Protect the assets,
credentials and privacy of
Commonwealth of Virginia
systems and their users
Goal #4 Objective 4.1 Implement system solution that will
Create a reputation of Provide technology in an utilize commercially available
performance for accountable, responsive, enterprise resource planning (ERP)
technology open and results oriented software and allow for full integration
manner of all administrative and student
Objective 4.2 functions within the VCCS and with
5
Ensure continuous external Commonwealth systems
improvement for technology (e.g., eVA, CARS, CIPPS, PMIS,
Objective 4.3 BES, etc.).
Facilitate consistent capital
funding for technology
The proposed system is identified in the VCCS IT Strategic Plan as the Administrative
Information System and was Recommended for Funding of the Detailed Business Case in the
ITIB Recommended Technology investment Projects (RTIP) 2005 Report – Survey Results.
4. Briefly, describe how the planned solution complies with Commonwealth Enterprise Architecture Standards. If it does not comply
with the Commonwealth Enterprise Architecture Standards, explain why this Project Proposal Document is being submitted, and identify
which Commonwealth Enterprise Architecture Standard(s) are not being met.
Requirements for the AIS system have been approved by the VITA Enterprise Architecture
(EA) staff as complaint with the Commonwealth EA standards. The EA staff will continue to
monitor compliance of the system to Commonwealth EA standards.
6
User Acceptance Testing & Training 11/19/2007 – 12/1/2007
4
5 Post Implementation Support 12/3/2007 – 2/1/2008
F. Financial Estimate
Provide an economic justification for the project based upon the Cost Benefit Analysis and the expected return on
investment. Identify the estimated funding resources required to complete the project and then identify the funding
requirements to operate or maintain the product(s) or service(s) developed from the project.
a. Summarize the results of the Cost Benefit Analysis. Explain why the expected monetary and non-monetary benefits validate the
expenditure of resources for this project. Attach the Cost Benefit Analysis as Appendix A. Describe saving achieved and separate
savings from cost avoidance.
The VCCS currently employs the SCT Banner product FRS for financial management and the
Oracle/PeopleSoft Student Administration system for student administration management. There
is no enterprise solution implemented across the VCCS and colleges for human resource
management. However, the VCCS owns licenses to the Oracle/PeopleSoft financials and human
resource management modules. A goal of the VCCS is to attain seamless integration of
administrative management information and will ultimately implement integrated solutions for all
administrative functions. Therefore for the purpose of product selection, the VCCS evaluated the
cost and benefits of implementing comparable suites of the Oracle/PeopleSoft and SCT Banner
products. This comparison is reflected in the Solutions #1 and #2 presented in the detailed Cost
Benefit Analysis.
For the purpose of determining a project return on investment after selection of the
Oracle/PeopleSoft suite of products, the scope of the project was limited to an implementation of
selected Oracle/PeopleSoft financials modules. This evaluation is presented in Solution #4, and
reflects the cost and benefits which will be transferred to the project proposal.
The Web services and electronic workflow capabilities of Oracle PeopleSoft will support re-
engineering efforts and business process improvements. The reduction in paperwork and
manual processing will result in cost savings for back office functions (fewer staff needed to
support operations). Improvements are expected in a number of key business functions.
Tangible Benefits –
Five critical business processes* were researched and benchmarked during the requirements
definition and are listed below.
7
Asset Management
4. Account payable to fixed asset coordination
Travel and Expenses
5. Completing, copying and getting signatures on your travel and expense vouchers
Summarize the results of the Return on Investment Analysis. Provide ROI for 5 years and 10 years. If the project does not have a
positive expected return on investment, explain why this project proposal should be approved. Attach the detailed Return on
Investment Analysis as Appendix B
For product selection, the AIS Steering Committee (Agency Internal Oversight Committee)
developed an evaluation framework to guide their recommendation to ACOP and the Chancellor.
There are eight areas included in the evaluation framework.
1) Fit/Gap – The College used DecisionDirector to gather requirements from the Colleges
and System Office. The two potential vendors were given access to the requirements and
provided information about whether their products meet the requirement and how.
2) Demonstrations – The software vendors were provided business process scripts and
asked to demonstrate how their product performed the processes outlined in the script.
College and System Office participants who attended the demonstrations were then asked
to return to DecisionDirector to evaluate each vendor’s performance against the script.
3) Vendor Risk Assessment – Based on information provided by the vendor, vendor
references and published sources, information was gathered about the vendor, their
product strategy and support model, and availability and quality of upgrade and
implementation consulting support. As well, references were contacted to describe their
experience with each of the products.
4) Technical Assessment – The vendors were sent a list of questions addressing the
technology and infrastructure implications for each vendor’s product. These questions
addressed the development toolset, use of third party vendor products, platform
compatibility, scalability and security Vendors provided written responses that were
analyzed by the College IT staff.
8
5) Cost Analysis – Information on costs to own, implement and operate the products was
provided by the vendors. These costs were evaluated over a five-year period and used to
prepare a comparative Total Cost of Ownership Analysis (TCO). Vendors were compared
against each other rather than a budget or other independent value.
6) Supporting Technologies and Tools – Add-on technology features and functions,
including reporting capabilities, portal technologies and integration tools were analyzed
based on responses to requirements, demonstrations and technical questions.
7) Implications for SIS – The College has recently implemented the PeopleSoft student
administration system. This analysis evaluated the impacts of the vendor products on the
student system and integration with the AIS.
8) Technical Staffing and Skills Analysis – The College technical staff is currently
proficient in certain technologies. This evaluation was designed to determine the impact
on technical staffing levels and skill sets with respect to each vendor’s product.
Demonstration Process
9
Travel and Misc. 5,000 10,000 8,000 23,000
Software
Maintenance
(Portal) 16,500 9,625 26,125
Software
Maintenance 156,000 91,000 247,000
Cost included in
Training Services
PM Support &
IV&V 18,000 117,000 67,500 202,500
$730,337 has been
included in
Consulting
Services and
Oracle Services
for contingency
Contingency based on identified
(Risk) risks.
Total 556,938 5,274,719 3,081,179 8,912,835
10
Anticipated (proposed) Funding Source ($000)
FY 2006 FY 2007 FY 2008 FY 2009 Total Comments
556,938 5,274,719 3,081,179
General Fund
Non-General
Fund
Federal
Other
556,938 5,274,719 3,081,179 8,912,835
Total
This estimate is accurate to: 50% [ ] 60% [ ] 70% [ ] 80% [ ] 90% [ X ]
Explanation:
Non-General Fund
11
Federal
Other
231,809 488,363 488,363 1,208,535
Total
This estimate is accurate to: 50% [ ] 60% [ ] 70% [ ] 80% [ ] 90% [ x ]
Explanation:
G. Project Risk
After completing a Preliminary Risk Analysis Worksheet for this project, determine the level of risk for the project and
the risk score. On the chart below, circle the resulting risk level and record the risk score for each risk item. Attach
the Preliminary Risk Analysis Worksheet as Appendix C.
None (0)
External Dependencies Risk High (11–15) 9
Medium (6-10)
How dependent is the project on other
projects or work efforts? Low (1-5)
None (0)
Management Risk High (11–15) 7
Medium (6-10)
What level of risk does the organization’s
project management capability represent? Low (1-5)
None (0)
Mission Critical Risk High (11–15) 2
Medium (6-10)
How critical is the project success to the
success of the organization? Low (1-5)
None (0)
Failure Risk High (11–15) 5
Medium (6-10)
What is the risk of failure?
Low (1-5)
None (0)
Complexity Risk High (11–15) 5
12
How complex is project? Medium (6-10)
Low (1-5)
None (0)
Preliminary Risk Assessment High (73–100) Total Risk Score:
37
Medium (36-72)
What is the overall risk of the project?
Low (1-35)
None (0)
H. Approvals
Obtain the Project Sponsor’s and Agency Head’s signatures indicating approval to submit this Project Proposal for
investment consideration. If the Agency Head’s signature is the only signature provided, the Agency Head is assumed
to also be the Project Sponsor.
Agency Head
13