cp-80: migrating to the cloud how we did it › 2082781a-dcac-4a5d...moving to cloud hosting mission...
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CP-80: Migrating to the Cloud – How We Did It
Matthew Pflieger, Mission EssentialKenley Dull, Mission Essential
Michael Miller, Deltek
Wednesday, November 20, 2019
Deltek Insight Conference, Orlando FL
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How We Did It
Migrating to the Cloud
This document is confidential and intended for use and information of the party to whom it is addressed.
•Purpose & Rationale for Moving to the Cloud
•Negotiating the Contract
•Project Planning
•Change Management
•Technical Considerations
•Key Takeaways
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Agenda // Table of Contents
Mission Essential // CostPoint Cloud Migration // 20 November 2019
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Purpose of the Cloud Migration Project
Mission Essential // CostPoint Cloud Migration // 20 November 2019
Co
st• Cloud license cost
vs. on-premise
• Elimination of hardware refresh costs
• Reduction of internal support costs
Sup
po
rt &
Per
form
ance
• Deltek handles patches, upgrades, and regular maintenance. Always on latest code.
• Use of latest software versions
• Integration of separate systems – CP, T&E, Cognos, other proprietary systems
• Access to Deltek Learning Zone (DLZ)
Secu
rity
• More advanced data security features and processes
• Improved disaster recovery security
• Less risk of data errors by accessing tables directly
Co
mp
any
Stra
tegy
• Overall trend toward cloud hosting for company systems
• Consistent with other platforms moving to cloud hosting
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Negotiating the Contract – Key Considerations
Length of Agreement
Planning horizonTimeline for
migration
Select Care/Other
Add-OnsTraining & rollout
Number of Users
Conversion Costs
Cost EvaluationWhat functionality
to Include
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Project Planning – Plan the Work, Work the Plan
• Focus significant effort on communicating, socializing,
and training on the new system.
• Set realistic dates for phase completion.
• Assign owners and teams for each phase.
• Status progress frequently (e.g. weekly updates).
• Adjust & adapt plan proactively as needed.
• Consider other significant projects happening at the
same time.
• Ensure adequate resources are available.
• Develop a functional test plan that covers key
processes.
• Plan time and resources for testing.
• Examine all Cognos/BI reports, trim down the list.
Phase 1 • Discovery and Design
Phase 2 • Communication and Training
Phase 3 • Functional Testing
Phase 4 • Build Integrations
Phase 5 • Re-test
Phase 6 • Cutover Preparation & New Accounts
Phase 7 • Upgrade & Cutover
Phase 8 • Post Go-Live Support & Transition
Internal Process Updates Testing
• Internal discussions regarding
process improvement opportunities
• Validate or update processes
• Discovery with Deltek consulting
and DLZ
• Examples of Internal Process
updates:
• User Accounts
• Password resets & unlocking accounts
• Timesheet Classes
• Timesheet Controls
• Labor Processing
• Expense Classifications
• Procurement Workflow
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Change Management
• Different functionality by version
• Use of Sandbox versions
• Testing of Internal Process Updates
• Functional Testing of Standard
Processes
• Breakout of testing teams:
• Internal Accounting initial testing
• Operations (engage field/gather feedback)
• Adjust controls based on feedback
• Retest regularly, will overlap with all
phases
• New SW version
• Custom PowerPoint slides with
instruction and version 7.1.1 visuals:
• Unique for each Timesheet Class
• Internal Process Updates/Functional
• Recorded general videos:
• AD Manager account creation
• Timekeeping
• Expense Reporting
• Live daily standup meetings with
corporate staff and Site Managers at
all locations:
• Live Training
• Live Q&A
• Live Feedback of Testing Plan
Training
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Change Management
Communication
• Good opportunity to scrub the list of
BI reports
• Good opportunity to purge old/bad
data
CleanupUser Experience
• Consider varying training needs by
organization, project, location, etc.
• New user interface
• Self-service for user account
maintenance
• Making sense of the different links
(account vs. CostPoint)
• Cannot control timing of updates –
need flexibility
• Staff meetings
• Announcements
• Leadership presentations
• Project team meetings
• Geographic dispersion is a big
consideration
• Post go-live support & training,
Q&A
• New look to interfaces
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Technical Considerations
User Account Setup is a significant process
Users must set up cloud accounts (outside of CostPoint). Password resets and lockouts handled differently.
Significant time and energy required to set up user accounts. Plan for the unexpected, such as verifying email addresses.
Depending on number of users, new accounts may need to be uploaded over time. We uploaded ~150/day, staggered over time in order to avoid overload of questions.
Uploaded test database in advance in order to allow users to log in and experience the system before going live (need to ensure users don’t keep using Test after go-live)
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Technical Considerations – Database Access
Full database is uploaded to the cloud…
Uploaded test database in advance in order to allow users to log in and experience the system before going live (need to ensure users don’t keep using Test after go-live)
Uploading the database – don’t do it yourself, let Deltek cloud ops do it. May be a charge depending on how many times this is done but worth it. We did 4 complete uploads. Two on weekend of conversion due to Deltek code conversion/upgrade. Need to look out for this.
Moving user accounts from pointing to test database to point to production database – had to be done one by one (another good reason to clean up the inactives)
No longer have direct access to data tables
Manipulation of data must be submitted as a ticket to Deltek
May need to update business processes. E.g. we eliminated a manual custom script from our biweekly payroll process
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Technical Considerations
Don’t forget the integrations!
Integrations must be updated. Work differently than on-prem, plan ahead for learning new rules.
ODBC connectivity is good, allows us to read data as needed.
May involve upgrading to current versions of CostPoint and T&E. May look significantly different depending on current version.
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Key Takeaways
Define the purpose of the migration.
Change management is paramount. Harvest as much support from the work force as possible.
Build and manage to a real project plan.
Ensure the implementation team is adequately staffed and supported.
Understand the technical considerations. Keep in mind there will be things you don’t think of and need to resolve in real-time.
Matthew M. Pflieger, CPA, PMP, CTP
VP, Corporate Controller & Treasurer
Mission Essential
New Albany, OH
Michael MillerKenley Dull
Sr. Accounting Manager
Mission Essential
New Albany, OH
Principal Customer Success Manager
Deltek, Inc.
Herndon, VA
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Thank you for your time!
Mission Essential // CostPoint Cloud Migration // 20 November 2019