Mosaic Townhall November 6, 2018 We Welcome and Agenda 1. - - PowerPoint PPT Presentation

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Mosaic Townhall November 6, 2018 We Welcome and Agenda 1. - - PowerPoint PPT Presentation

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Mosaic Townhall November 6, 2018 We Welcome and Agenda 1. Improvement Agenda for the College SAP Present State Challenges and Opportunities Future Vision 2. Plans for Mosaic Work Done to Date Mosaic Roadmap and

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Mosaic Townhall

November 6, 2018

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We Welcome and Agenda

  • 1. Improvement Agenda for the College
  • SAP Present State
  • Challenges and Opportunities
  • Future Vision
  • 2. Plans for Mosaic
  • Work Done to Date
  • Mosaic Roadmap and Implementation Timeline
  • Highlights of Mosaic Projects
  • Expectations for Participation in Mosaic
  • 3. What’s Next and Resources
  • 4. Questions
  • - Text Your Questions to 832-689-7969 --
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Op Opening Comments: s: Dr. Paul Kl Klot

  • tman
  • Change is overdue and current

administrative processes are a burden to the institution

  • Need for faster, better, more reliable

information is a necessity for our future

  • Personal Commitment, Executive

Leadership, and Board Support

  • Vital for staff to actively participate and

improve the operations of the College

  • - Text Your Questions to 832-689-7969 --

Mission: Baylor College of Medicine is a health sciences university that creates knowledge and applies science and discoveries to further education, healthcare and community service locally and globally.

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Ou Our Prese sent

SA SAP = Archaic, manual, repet etitive, dated, inacc ccurate, cumbersome, laborious

  • Gap in Business Needs vs. System

Capabilities

  • Reporting Challenges
  • Complex Administrative

Environment

  • Manual Control Environment
  • Form Driven vs. Process Driven
  • Unclear Roles/Responsibilities
  • Current constructs limit the ability

to be most effective

  • - Text Your Questions to 832-689-7969 --
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Th The Ch Challenge a and O Oppor

  • rtunity

Ch Challenges

  • Lack of transformation mindset
  • Consistent improvement methodology
  • Data stewardship
  • Expensive tools with low utilization
  • Proliferation of shadow systems
  • Very limited resource envelope
  • Significant change in limited time
  • Burning platform that is smoldering
  • An Improvement Agenda that requires

response and support

  • Can’t be twice the cost, double the

timeframe for half the functionality Op Opportunities es

  • Best use of human resources
  • Engagement of Faculty
  • Appropriate support for Faculty
  • Access to data previously unavailable
  • Timely, accurate, information
  • Streamlined processes
  • Automated reporting
  • Better management of resources
  • Leadership in Academic Medicine
  • Enhanced ability to Improve Human

Health

  • 21st Century management ability

Project Mosaic at Baylor College of Medicine

  • - Text Your Questions to 832-689-7969 --
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Ou Our Fu Future

Timely, accurate, useful information Robust decision environment Multiple users engaged in the system Substantial improvement in the efficiency and effectiveness of our work Enabling the work of our Faculty, Missions SAP as a strategic enabler for the College Enhanced ability to Improve Human Health

  • - Text Your Questions to 832-689-7969 --
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Th The Q Question

  • n

On challenges of the knowledge worker in the 21st century – “…the university, for instance, or the hospital, let alone the government agency – are more rigid and less flexible than businesses are, and far more deeply rooted in the concepts, the assumptions, the policies of yesterday or even, as are universities, in the assum assumptio ions ns of f the he day day be before yesterday day.” Peter F. Drucker Management Challenges for the 21st Century HarperBusiness 1999

When will BCM match Mission success with SAP success?

  • - Text Your Questions to 832-689-7969 --
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Th The Q Question

  • n

The appropriate time for action has passed us by, we are now suffering from the failings of the past. We are playing catch up in a very unforgiving environment where data is needed more than ever – especially in one of the most important knowledge worker environments in society whose focus is on Improving Human Health.

When will BCM match Mission success with SAP success?

  • - Text Your Questions to 832-689-7969 --
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De Defini ning ng the the Probl blem

and How to Tackle It

Develop Investment / Purchase Software

  • Investment, Implementation Costs,

Business Case

July 2015 – Dec 2016

“Total Cost of Ownership” Study

  • High level focus – HR, Proc
  • Benchmarked Comparisons

Process Area Workshops

  • End-to-End Process Areas
  • >300 Cross-departmental participants
  • Over 800 Existing Pain Points

Hire SAP Re-Implementation Team and Plan Efforts

  • Develop COE Model
  • Roadmap to Implement
  • - Text Your Questions to 832-689-7969 --
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Mo Mosaic Over erview

Baylor College of Medicine represents the best in healthcare, education and research ch, positively impacting lives all over the world. But when it comes to our business processes that support our mission, ch change is overdue. Our cu current system is complex, fragmented, manual and react

  • ctive. We

must be more effici cient in meeting the needs of our mission areas and supporting the pursuit of innovation and excellence. To achieve this, we are introducing the Mosaic c Project ct. The Mosaic Project will overhaul our cu current SAP system. It will leverage the latest SAP technologies to transform and simplify operational proce cesses, providing better outcomes and information. Mosaic will create opportunities for our teams to be more connect cted, timely and effici

  • cient. This transition will be

critical to our future success and will involve collaborative efforts across our missions, departments, and functions.

  • - Text Your Questions to 832-689-7969 --
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Mo Mosaic Pl Plan

Roadmap for Reimplementation

Finance Budget Procurement Human Resources Travel, Expense Master Data Grants Management Reporting

1 3 2 3 3 4 3 4

Human Resources Travel, Expense Contract Lifecycle Management and Budgeting and Planning Finance, Grants Management, Procurement Program Mobilization Activities FY2020 FY2019 FY2018 FY2017 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Supporting Capabilities (Master Data, Reporting, Security, Compliance)

Jan ‘18 Jan ‘19 Jan ‘20 Jan ‘17

Pilot + Rollout Implementation Prep

  • - Text Your Questions to 832-689-7969 --
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Mo Mosaic: Travel el and Expen ense

Break the Cycle: No More Tape, Scan, Repeat

  • Single process for employee reimbursement (elimination of

check request and petty cash for employee)

  • Web and mobile-enabled!
  • Electronic receipt capture and report submission
  • Online Travel Booking using Preferred Travel Agency - FROSCH
  • Simplified Approval Process
  • P-Card Reconciliation performed in Concur
  • New Corporate Card Offered (Company Paid)
  • Employee Vendors Setup Automatically; Reimbursement via

Direct Deposit

  • Policy and Procedural Changes (Per Diems, Receipts >$25, 45

Day Submission)

  • - Text Your Questions to 832-689-7969 --
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Mo Mosaic: Hu Human Res esources es

BCM People are our Most Important Asset!

  • Improved processes and tools for recruiting, retaining,

developing, and managing our workforce.

  • Common definitions for employees’ jobs,

competencies, skills, and activities to enable career development and progression

  • Simplify transaction processing and enable workflows

and electronic approvals with transparency and tracking

  • Centralized Learning System – ability to house training

curriculums to promote employee development

  • Improved reporting and information for Managers,

Administrators, and Employees

Pr Provide proactive, strategic recommendations to leaders based on accurate, useful data

  • - Text Your Questions to 832-689-7969 --
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Mo Mosaic: Finance

Improved Information, Better Decisions

  • A Financial Structure that enables reporting by

department, mission, faculty member, location, initiative

  • Removal of complexity created by fragmented

systems and processes

  • Simplified access to actions, information, and

reporting

  • A trusted source for the important financial

resources of the College

  • Workflow that works and is less reliant on paper

forms and approvals

  • - Text Your Questions to 832-689-7969 --
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Wha What t Can an You u Do Do?

Engage, Embrace, Encourage!

  • Keep the End Goal in Mind
  • Demonstrate Flexibility
  • Embrace Change
  • Adapt along the Way
  • Apply and Share Learnings
  • Communicate Needs
  • Review Website, Send Email

https://www.bcm.edu/mosaic sap-mosaic@bcm.edu

  • - Text Your Questions to 832-689-7969 --
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Wha What’s Ne Next? t?

Timeline of Major Activities in FY19

  • - Text Your Questions to 832-689-7969 --

Today

Sep Oct Nov Dec Jul

FY19 Start

Mosaic Travel and Expense: Concur Go-Live Mosaic HR: Anticipated Go-Live

FY20 Start

Aug 20 - Nov 2

Mosaic Travel/Expense: Pilot

Nov 5 - Dec 31

Mosaic Travel and Expense: Concur Support / Training

Aug 1 - Oct 31

Mosaic HR: Design

Nov 1 - Mar 1

Mosaic HR: Configuration and Review

Mar 1 - Jun 30

Mosaic HR: Testing

Apr 15 - Jun 30

Mosaic HR: Training for Impacted Users

Aug 1 - Oct 31

Mosaic Finance: Prep

Nov 1 - Feb 28

Mosaic Finance: Requirements Gathering and Planning

Mar 1 - Jul 31

Mosaic Finance: Design

Jan Feb Mar Apr May Jun Jul Aug

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Re Resources

Ways to Get More Information

We Website / Email: https://www.bcm.edu/mosaic sap-mosaic@bcm.edu Up Updates and Governance:

  • Information Executive

Committee and Steering Committee

  • Academic Council
  • Administrator Council
  • Change Management

Workgroup

  • Project Representatives
  • Future Townhalls
  • - Text Your Questions to 832-689-7969 --
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  • - Text Your Questions to 832-689-7969 --
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Que Questi tions ns

  • - Text Your Questions to 832-689-7969 --