learning by doing session 29789 march 28, 2011 early upgrade success for ucf with peoplesoft...
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Learning By Doing
Session 29789March 28, 2011
Early Upgrade Success for UCF with PeopleSoft Financials R9.1
Presentation Agenda
University of Central Florida (UCF) Overview
Infrastructure
Upgrade Drivers and Benefits
Project Timeline
Best Practices Takeaways
Presenter
Rebecca Vilsack (University of Central Florida) Director of Information Technology Financial Systems
Project Manager – FSCM versions 8.4, 8.9, and 9.1
Director of Financials Support Services (FSS)
Public and private sector experience in financial operations, business process re-engineering, and Total Quality Management (TQM)
This is UCF
Current Applications and PeopleTools
Applications PeopleTools
Campus Solutions 9.0 8.50.13
Human Capital Management 9.0 8.50.13
Enterprise Portal 9.0 8.50.03
Customer Relationship Management 9.1 8.50.09
Financials & Supply Chain Management 9.1 8.50.07
FSCM Implementation and Upgrade History
8.4Live on July 1, 2003
8.9
Live on May 3, 2006 Successful partnership with Oracle in the Early
Success Program
9.1
Live on November 29, 2010 Successful partnership with Oracle in the Early
Success Program
UCF Financials
In Production Integrations
Accounts Payable (AP) Asset Management (AM) eProcurement Purchasing General Ledger (GL) Commitment Control User Productivity Kit (UPK)
Human Capital Management Student Financials ARGIS Financials DataMart Asset Advantage Merkur PO Fax
UCF Financials Infrastructure
Infrastructure Present Future
Hardware:• Application server• Web server/ virtual
machines
SunFire T5220VMWARE ESX on a Sun X4600
SunFire T5220VMWARE ESX on a Sun X4600
Database: Oracle 10g on Solaris running on M5000
Oracle 11g R2 on Solaris running on M5000
Operating system:• Application server• Database server• NT servers
• Web servers
Solaris 10Solaris 10Windows 2008 for Crystal and nVisionWindows 2003 server running Oracle Weblogic 10.3
Solaris 10 +Solaris 10 +Windows 2008 for Crystal and nVisionWindows 2008 server running Oracle Weblogic 10.3 +
OPRIDs - active 1,384
Vendors - active 162,807
Requisitions - active at any one time 4,000
Purchase Orders - active at any one time 6,200
Vouchers - per year 206,000
Assets - in service 47,508
Journals - per year 22,803
Departments / Projects - active 6,003 / 2,089
nVision layouts 490
nVision Scopes 18,730
UCF Financials Snapshot as of Jan. 2011
Upgrade Project Team
Financials Support Services (FSS) Infrastructure
Project Management 1
Financials Service Desk 4
Training & Communications 3
Security 1
Functional – Business System Analysis
5
Technical – Application Development & Infrastructure
3
Total FSS * 17
Computer Services & Telecommunications (CS&T)
SW Systems Engineer 1
DBA & Integration Support 1
Total CS&T 2
* FSS staff worked on daily tasks and upgrade
A total of 19 UCF staff worked on the
upgrade!
Partnership
The Early Success Program was a natural fit that aligned with existing university objectives
Partnership
UCF – Oracle Partnership
FSCM 9.1 Early Success Program - Initial Expectations
Priority Support Global Support Center (GSC) Dedicated program manager Priority review of GSC cases and incidents Focused attention from Oracle’s Strategy and Development teams
Communications Weekly status meeting and conference calls Pre-determined communication plan Opportunity to provide product direction and enhancement
requests
Upgrade Focus Group
Upgrade Drivers
Remain current on tools and application
Use the 9.1 application upgrade to access new features in 8.50 tools release
Maintain UCF’s cutting edge technology leadership reputation
Strengthen our partnership with Oracle
Move while current infrastructure (hardware and human capital) is intact
Better serve our FCSM user base, which has now matured and has elevated expectations
9.1 Upgrade Benefits
All Modules
Feature Value
Workflow Availability Automates manual process
File Attachment Feature Maintain related information
Audit Trail: GL, AP, AM, AR & Billing Delivered rather than custom
Related Content and Related Feed Provide reference material
Scrolls Within Pages Improves user experience
Connected Query Expands power of query
Modal Windows Improves user experience
Pop-up Menu & Breadcrumbs Improves user experience
Accounts Payable
Feature Value
Vendor Name History Can keep vendor if name changes
Payment Notification Reduce/remove customization
Invoice Information Page Redesign Better user interface
9.1 Upgrade Benefits
Asset Management
Feature Value
New Chartfield Combination Editing Option
Reduce errors and maintains consistency with other modules
Asset Consolidation UsabilityImproved search and selection of asset data for consolidation
9.1 Upgrade Benefits
General Ledger
Feature Value
KK Account Exclusion & Exception Criteria
Enhance budget definition and setup
Auto Override Reduce manual intervention
Speedtype to Budget Funds Reduces input errors
Allocation ExclusionIncrease use of allocation, reduces manual journals
9.1 Upgrade Benefits
eProcurement
Feature Value
Delivered Comments Functionality Customization removed
Copy Requisition Functionality Simplify requisition creation
Workflow HoldPlace a temporary hold on ePro requisitions
Amount Only Checkbox Requestors can self designate
Share Templates Easier for users
Reopen Requisitions and POs Allows normal business to occur
Requisition Default Override Specify needed data on requisition
Change Request EnhancementsAllows same approval as original requisition
9.1 Upgrade Benefits
Purchasing
Feature Value
XML POsProvides flexibility in design and signature
PO Signature at Buyer Level Reduces customization
Workflow on POs Reduces manual steps
PO Rollover Enhancements Roll only pertinent POs
Customizations Reduced or Eliminated
with 9.1 Upgrade
Comments in eProcurement
Scanning – eliminates need for separate imaging system
Payment notification
Purchase Order
Custom audit tables
Future Capitalization – 9.1 Upgrade Benefits
Chartfield Security
Lease asset integration to Accounts Payable
Asset capitalization threshold
Improved General Ledger to sub-system reconciliation
Accounts Payable period end accruals – reduces manual steps
One Project – Two Phases
8.50 Tools on 8.9 Training Strategy and Tactics
Strategy: Reduce end-user training requirements
from tools upgrade
Tactics: Current navigation menu unchanged
Inactivate type-ahead feature
Inactivate Really Simple Syndication (RSS) feeds
8.50 Tools Experience
Issues logged Installation issue nVision reporting issues (2) Type-ahead feature behaves differently (1) Multi browser time out (workaround)
Issues not logged My Favorites, Weblib, and Service Operations Security App Designer requires separate installation of C Run Time
files for client machines PeopleSoft OBDC driver no longer installed by configuration
manager
PeopleTools 8.50 Takeaways
Internal delays - Setting up of environments
Slippage compressed testing schedule
Single environment for testing
Release of .07 required for 9.1 upgrade
Anticipated issues with integrations and messaging
Related system issues increased complexity
FSCM 9.1 Project Plan
Deliverables
Fit/gap schedules
Project team calendar and contact list
Detailed project plan
Issue escalation and resolution process
Phase 1: Orientation and Planning
Deliverables
Fit/gap agendas, presentations and minutes
Issues and actions item log
Business processes
Reports and customizations
New and existing functional specifications
Reports listing
Security matrix
Phase 2: Analysis & Design
Deliverables
Environments
FI91DMO, FI91CPDM, FIDM02, FI91CNV1, FI91CNV2
FI91DEV, FI91TEST, FI91QA, FI91UAT, FI91TRN, FI91STG
FI91PLAY
FIPROD
FIRO (8.9)
Phase 3A: Technical Upgrade
Deliverables
Technical specifications
Customizations development
Post-production technical issues and action items log
Phase 3B: Development
Phase 3C: Required System Maintenance
PeopleTools Patch 8.50.08 or higher
Patches and fixes schedule
Patches and Fixes (Schedule)
Patch Bundle Date
MP1 1 03/15/2010
Patch 1 2 - 4 07/06/2010 - 07/09/2010
Patch 2 5 08/25/2010 - 09/03/2010
Patch 3 6 10/04/2010 - 10/08/2010
Deliverables
Test plan and scripts
Updated specifications and action issues and item logs
Document test results (User Acceptance Testing)
Phase 4: Testing
Deliverables
Themed marketing and promotion campaign plan
- Perform audience analysis
- Tailor the deliverables and media for various messages
- Include measurement metrics
- Tie messages to the unified marketing theme
- Vary delivery media, but reinforce a consistent message
Updated project Web site http://www.financials.ucf.edu
Phase 5: Communication
Deliverables
Training plans, sessions and material
Training scope (Delta or Webcourses)
Phase 6: Training
Deliverables
Detailed cutover plan
Upgraded 9.1 Financials system
Post-production issues and action items log
Phase 7: Solution Delivery
9.1 Upgrade ScheduleDay Date Time
StartFriday 11/19/2010 5 p.m. System down
5 – 6:30 p.m. Business tasksStop batch processing
7 p.m. Start backup
EndMonday 11/29/2010 Production available
Upgrade HoursTotal time 38 hours (estimated 92 hours)
Scripts (upgrade) time 12 hours (estimated 46-60 hours)
Down 3 days - Monday 11/22/2010 to Wednesday 11/24/2010
Deliverables
Support for upgrade technical specifications
FSCM packs
Phase 8: Production Support
Best Practices – Takeaways
Orientation & Planning
Analysis & Design
Development &
Technical Upgrade
Testing
Communications
& Training
Best Practices – Orientation & Planning
Strong executive sponsorship
Defined decision-making and issue resolution
Flat organizational structure
Development and support environment
Orientation & Planning
Analysis & Design
Development & Technical Upgrade
Testing
Communications & Training
Best Practices – Analysis & Design
Set management expectations
Evolve fit/gap processes into functional specifications
Minimize customizations
Orientation & Planning
Analysis & Design
Development & Technical Upgrade
Testing
Communications & Training
Best Practices – Development & Technical Upgrade
Upgrade PeopleTools first
Tune scripts to minimize downtime
Use bolt-on solutions
Detailed cutover plan
Orientation & Planning
Analysis & Design
Development & Technical Upgrade
Testing
Communications & Training
Best Practices – Testing
Record and monitor timings on upgrade passes
Develop and maintain business task cutover plan
Create scripts for post-upgrade setup tasks
Create batch process setup schedule
Orientation & Planning
Analysis & Design
Development & Technical Upgrade
Testing
Communications & Training
Best Practices – Communication & Training
Develop plan
Tie to a themed promotional campaign
Provide online training using User Productivity Kit (UPK)
Orientation & Planning
Analysis & Design
Development & Technical Upgrade
Testing
Communications & Training
Best Practices – After Upgrade
Continue Professional Development
Support User Base
Customer Advisory Board Higher Ed. User Group
(HEUG) and Alliance conference
Provide training (instructor-led & online UPK)
Financials Service Desk Financials Focus Group
Customer Advisory Board
Roadmap
Implement Billing
Accounts Receivable
Project Costing
Upgrade Oracle 11g R2 running on M5000
PeopleTools 8.51.x
Questions
Bio & Contact Information
Rebecca Vilsack (Becky)
Director - Information Technology Financial Systems
Oracle PeopleSoft Enterprise Financials &
Supply Chain Management
University of Central Florida
Orlando, FL
E-mail: [email protected]
Phone: (407) 882-1093
THIS PRESENTATION AND ALL ALLIANCE 2011 PRESENTATIONS ARE AVAILABLE FOR
DOWNLOAD FROM THE CONFERENCE SITE ATWWW. HEUG.ORG
WWW.PSUGONLINE.ORGWWW.FEDERALUSERSNETWORK.COM
Presentations from previous meetings are also available
