Mosaic Townhall November 6, 2018 - Baylor ...
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Mosaic Townhall November 6, 2018
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 -- 2
Opening Comments: Dr. Paul Klotman
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.
• 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 -- 3
Our Present
• 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
SAP = Archaic, manual, repetitive, dated, inaccurate, cumbersome, laborious
-- Text Your Questions to 832-689-7969 -- 4
The Challenge and Opportunity
Project Mosaic at Baylor College of Medicine
Challenges Opportunities
• Lack of transformation mindset • Best use of human resources
• Consistent improvement methodology • Engagement of Faculty
• Data stewardship • Appropriate support for Faculty
• Expensive tools with low utilization • Access to data previously unavailable
• Proliferation of shadow systems • Timely, accurate, information
• Very limited resource envelope • Streamlined processes
• Significant change in limited time • Automated reporting
• Burning platform that is smoldering • Better management of resources
• An Improvement Agenda that requires • Leadership in Academic Medicine
response and support
• Enhanced ability to Improve Human
• Can’t be twice the cost, double the Health
timeframe for half the functionality
• 21st Century management ability
-- Text Your Questions to 832-689-7969 -- 5
Our 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 -- 6
The Question
When will BCM match Mission success with SAP success?
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 assumptions of the day before yesterday.”
Peter F. Drucker
Management Challenges for the 21st Century
HarperBusiness 1999
-- Text Your Questions to 832-689-7969 -- 7
The Question
When will BCM match Mission success with SAP success?
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.
-- Text Your Questions to 832-689-7969 -- 8
Defining the Problem
and How to Tackle It
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
Develop Investment / Purchase
Software
• Investment, Implementation Costs,
Business Case
Hire SAP Re-Implementation
Team and Plan Efforts
• Develop COE Model
• Roadmap to Implement
-- Text Your Questions to 832-689-7969 -- 9
Mosaic Overview
Baylor College of Medicine represents the best in healthcare, education and research, positively
impacting lives all over the world. But when it comes to our business processes that support our
mission, change is overdue. Our current system is complex, fragmented, manual and reactive. We
must be more efficient in meeting the needs of our mission areas and supporting the pursuit of
innovation and excellence. To achieve this, we are introducing the Mosaic Project.
The Mosaic Project will overhaul our current SAP system. It will leverage the latest SAP technologies to
transform and simplify operational processes, providing better outcomes and information. Mosaic will
create opportunities for our teams to be more connected, timely and efficient. 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 -- 10Mosaic Plan
Roadmap for Reimplementation
1 2 3 3 3 3 4 4
Travel, Human Grants
Finance Budget Procurement Master Data Reporting
Expense Resources Management
Jan ‘17 Jan ‘18 Jan ‘19 Jan ‘20
FY2017 FY2018 FY2019 FY2020
Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Travel, Expense Pilot + Rollout
Human Resources
Implementation
Program Mobilization Finance, Grants Management, Procurement
Prep
Activities
Contract Lifecycle Management and
Budgeting and Planning
Supporting Capabilities (Master Data, Reporting, Security, Compliance)
-- Text Your Questions to 832-689-7969 -- 11Mosaic: Travel and Expense
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 -- 12Mosaic: Human Resources
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
Provide proactive, strategic recommendations to leaders based on accurate, useful data
-- Text Your Questions to 832-689-7969 -- 13Mosaic: 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 -- 14What Can You 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 -- 15What’s Next?
Timeline of Major Activities in FY19
Mosaic HR: Anticipated Go-Live
FY19 Start Mosaic Travel and Expense: Concur Go-Live FY20 Start
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul
Today
Mosaic Travel/Expense: Pilot Aug 20 - Nov 2
Mosaic Travel and Expense: Concur Support / Training Nov 5 - Dec 31
Mosaic HR: Design Aug 1 - Oct 31
Mosaic HR: Configuration and Review Nov 1 - Mar 1
Mosaic HR: Testing Mar 1 - Jun 30
Mosaic HR: Training for Impacted Users Apr 15 - Jun 30
Mosaic Finance: Prep Aug 1 - Oct 31
Mosaic Finance: Requirements Gathering and Planning Nov 1 - Feb 28
Mosaic Finance: Design Mar 1 - Jul 31
-- Text Your Questions to 832-689-7969 -- 16Resources
Ways to Get More Information
Website / Email:
https://www.bcm.edu/mosaic
sap-mosaic@bcm.edu
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 -- 17-- Text Your Questions to 832-689-7969 --
Questions -- Text Your Questions to 832-689-7969 -- 19
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