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Managers' Mosaic Update

February/ March 2013

To the members of TMG:

Mosaic, McMaster's program to modernize its business processes and replace its current business systems with an enterprise resource planning (ERP) system, is proceeding quickly. In this month's newsletter:

Project Update

If you have ever watched a triathlon, you may have noticed that often the most hectic activity comes not during the swimming or cycling or running, but rather during the transition between events. Mosaic finds itself in its own transition phase this month as the project moves from the Fit-Gap stage to the Design and Build stage. Like the triathlete switching from a wetsuit to cycling shorts, we find ourselves changing focus from the current state of our systems towards the future state.

This shift will be a great relief to many of you who have asked us questions only to be told that the "answer" would be part of the the design phase. Now that the design phase is starting we will be able to start generating answers. To be fair this is a process that will take months or even years depending on the issue, but rest assured we've heard your questions and concerns. We recorded those issues throughout the Fit-Gap phase and we will be referring back to those notes frequently. As new issues arise we’ll be coming back to the community to ask for additional input.

Timeline: revised version in the works

One of the most common questions we hear is "When. When will the new systems arrive?" All of the implementation teams are busy revising their schedules and planning their go-live dates. We anticipate completing the project schedule in March. When it is finished, we'll release the schedule and an explanation of the phased roll-out plan for Mosaic on the McMaster Daily News and our website.

Student Administration Open House: You're Invited

The student administration implementation team is holding an open house on April 4, 2013. Whether your interest lies in admissions, convocation or somewhere in between, the forum is your opportunity to learn about the changes that are coming to student administration at McMaster. This half-day forum will be held in the morning and repeated in the afternoon. Free registration is required. For further details or to register: www.mcmaster.ca/mosaic/

Celebrate the Conclusion of Mosaic’s Fit-Gap Stage

After 170 workshops and months of background work, Mosaic has finished its Fit-Gap stage. This is a key milestone for the project, so the project's leaders are holding a reception to celebrate the hard work of participants who contributed to the Fit-Gap workshops, recognize the progress each of the Mosaic implementation teams have made, and mark the transition to the Design and Build stage of Mosaic. Please join us on March 21 at 2 p.m. in the Council Room (Gilmour Hall 111). There will be brief comments at 2:15 p.m. followed by an opportunity to network with the Mosaic teams, Fit-Gap participants and University leaders.

Mosaic HR Open House Wrap-up

Thank you to the more than 120 people who came to the HR open house on February 21. The team appreciated the strong interest. Whether the topic was compensatory time or salary allocation, attendees raised good points and, for the team, it was a pleasure to finally be in a position to answer questions rather than catalogue them. (Yes there will be a way to track compensatory time, and yes there will be a way to distribute a single salary across multiple accounts.) If you missed the open house, the presentation slide deck is available on our website.

Frequently Asked Questions (FAQs)

Mosaic is looking to expand the FAQs on its website. We have gathered a number of common questions from outreach meetings and open houses, but at any event there is a limited amount of time for questions. So we are throwing the doors open and asking you. What questions would you like to see added to our FAQ list? Email your questions to mosaic@mcmaster.ca and we will add the most common questions to our list.

Let's Chat

Members of the Mosaic team have been visiting groups across campus to explain the project, answer questions and gather feedback. From the Technology Round Table to the FHS HR Administrators, we’ve met some inquisitive folk, explained the project and answered questions. We'd be glad to meet with your group too. Send us an email with a proposed time, place and group: mosaic@mcmaster.ca

Pass It On

One of our goals is to keep people across the University informed about Mosaic. We encourage you to share the information from this newsletter with your team. Let us know if we can help answer any questions you receive about the project.

Contact

For additional information contact:

Sheldon Smart
Public Relations Manager
McMaster University
905-525-9140 x28643
mosaic@mcmaster.ca