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 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: Op s: Dr. Paul Kl Klot otman 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 Prese Ou sent • 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, repet SA etitive, dated, inacc ccurate, cumbersome, laborious -- Text Your Questions to 832-689-7969 -- 4
Th The Ch Challenge a and O Oppor ortunity Project Mosaic at Baylor College of Medicine Challenges Ch Opportunities Op es 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 21 st Century management ability • -- Text Your Questions to 832-689-7969 -- 5
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 -- 6
Th The Q Question on When will BCM match Mission success with SAP success? On challenges of the knowledge worker in the 21 st 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 21 st Century HarperBusiness 1999 -- Text Your Questions to 832-689-7969 -- 7
Th The Q Question on 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
De Defini ning ng the the Probl blem 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
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 -- 10
Mosaic Pl Mo Plan Roadmap for Reimplementation 1 2 3 3 3 4 4 3 Travel, Human Grants Finance Budget Procurement Master Data Reporting Expense Resources Management Jan ‘17 Jan ‘18 Jan ‘19 Jan ‘20 FY2018 FY2019 FY2020 FY2017 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 -- 11
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 -- 12
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 Provide proactive, strategic recommendations to leaders based on accurate, useful data Pr -- Text Your Questions to 832-689-7969 -- 13
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 -- 14
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 -- 15
Wha What’s Ne Next? t? Timeline of Major Activities in FY19 Mosaic HR: Anticipated Go-Live Mosaic Travel and Expense: Concur Go-Live FY19 Start 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 -- 16
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 -- 17
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