Agency Readiness Team: MTA HQ / CC October 11, … Readiness Team: MTA HQ / CC October 11, 2016...

Agency Readiness Team:

MTA HQ / CC

October 11, 2016 Update

0

Agenda

Grayout and Cutover Planning

4

Vendor Communications Plan & Portal3

2

5

6

Timeline1

1

MTA Marketplace

On The Road Plan Update

Agency Readiness Checklist

Timeline

2

We are here!

Agenda


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2

5

6

Timeline1

3

MTA Marketplace




Go Live Countdown

4

25 Business Days until Go Live


Cutover Timeline

GrayoutOctober & November

Mock CutoverOctober 25-28

BlackoutNovember 16, 8 PM -

November 21, 8 AM

Specific types of

transactions may no longer

be initiated according to

date guidelines.

PeopleSoft 9.2

Go LiveNovember 21

Below is a high-level timeline that outlines the entire cutover process, from Grayout, through

Blackout and into Go Live.

Simulation of system

cutover from 9.0 to 9.2.

Opportunity to address any

potential issues that could

delay Go-Live.

PeopleSoft 9.2 is

completely operational.

The system is fully shut

down for 2 business days as

the technology is upgraded.

Manual workarounds are in

place.

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6

Grayout – Transactions should not be initiated as of these dates

Bidders (entering new bidders) October 1

RFQs: Formal solicitation October 21

Inventory – MNR and MTA Bus November 9

Accounts Payable Non-PO vouchers November 10

RFQs: Informal solicitations November 10

Requisitions November 15

LIRR Purchase Orders November 15

THERE IS NO GRAYOUT PERIOD FOR:

• Accounts Receivable/Billing

• Asset Management• Treasury• Project Costing• General Ledger• Commitment Control• Payroll

• Requisitions need to be fully approved as of the dates above

• Requisitions will be canceled if they are still in the approval workflow

• Requisitions can also be in “Open” status and will transfer to v9.2

• Reports will be provided at the start and end of the Blackout period


Key Grayout Dates

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Mock Cutover October 25 – 28

• Mock Cutover is a “dress rehearsal” of the activities that will

occur during Blackout.

• During Mock Cutover, every step needed to successfully

complete the Cutover to PeopleSoft 9.2 is performed and timed

to ensure that all tasks can be completed in the time allowed.

• Activities are performed by the BSC. No agency participation is

required.

• We will report on the findings of Mock Cutover at the next

Agency Readiness meeting.

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Cutover Information

Summary of Blackout (full system shutdown):

Begins Wednesday, November 16, 2016 at 8:00 PM

Ends Monday November 21, 2016 at 8:00 AM

• Based on the environment build times for System Integration and User

Acceptance Testing the team will need four (4) days/ two (2) business days

for the Cutover.

• The Blackout will apply for PeopleSoft 9.0 Finance and Supply Chain

Management (FSCM), Portal, Enterprise Performance Management (EPM)

and PeopleSoft 9.2 Human Capital Management (HCM), Enterprise Learning

Management (ELM), HR Portal.

• No Impact to Payroll Processing

• Regularly scheduled batch jobs will be executed on November 16th and then

suspended except for those required for Payroll execution.

Agenda


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2

5

6

Timeline1

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MTA Marketplace



Vendor Communications & Portal

Vendor Portal Communications Plan

November – Go-LiveAugust - September

MWBE New York State Forum

10/5

• Deck

• Take One Brochure v2

• FAQsNew Vendor Portal Coming

9/30

• Email

• FAQs

• MyMTA.info

• MTA.Info/Procurement

DDCR Events - (Ongoing)


Vendor Communications

Calendar (August)

• CPO Meetings

Learning Spotlight 3:

Vendor Portal – 10/5

• Announce + Invite

• Demo + Communications +

Onboarding

MTA Today 10/17

• New Vendor Portal + PSU

Brainshark: Demo of eSupplier

Module 11/10

• Portal Slider

Brainshark:

Vendor Portal Demo 10/17

Vendor Portal FAQs v2 11/01 Recap: Vendor

Communications PDF 12/1

Targeted Email

INTERNAL

EXTERNAL

Brainshark: New Vendor Portal

Coming (Use Email graphic) 10/17

New Vendor Portal Coming! 11/01

Email (+ potential US mail)

• Take One brochure

• Online Info

• Login Info coming

• Letter from A. Barbosa

Take One brochure v2 9/30

MTA.info

Vendor Portal FAQs 9/29

MTA.info

Brainshark: 11/14

Benefits of New Vendor Portal

Agency Readiness

Monthly Meetings 10/12-22

• Vendor Rollout + Portal

Go-Live - December

Advance Notice 12/01

• Annual Gift Letter

• Various Ads

Vendor Portal CMC

Education 12/01

• Updates on

Communications

• Updated Help Resources

Vendor Help Guide 11/21

UPKs + Help Resources

New Vendor Portal 12/10

Annual Gift Policy Letter

Take One Brochure v2

New Vendor Portal 12/15

Various Ad Channels

DDCR Events

(Recurring)


Advance Notice (Ongoing)

9/30

• Email Sent to 1k Vendors

• FAQs on portal slider

• Overview on

MTA.info/Procurement

FSCM Governance 9/26

• Overview of Vendor

Comms

DDCR Events – (Ongoing)

DBE Opportunity Day

10/21


• FAQs

Advance Notice of Vendor

Communications (Ongoing)

Advance Notice 11/14

• Auto-Email w/Vendor Log-Info

+ Temp Password +

• Help Resources

Vendor Portal CMC Education

11/01

• Overview of Communications

• Help Resources

October

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Vendor Communications

Email MyMTA.info

FAQS

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Messages on MTA.info Pages

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My MTA Vendor Portal Landing Page

When MyMTA.info is accessed from an external network, the landing page below will

be displayed. The “Vendor Sign-in & Registration” button (only seen on the external

network) is where potential bidders will go to register as bidders and where

registered bidders and suppliers will enter the vendor portal and view bidding

events.

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Modular Window Display

Clicking on the “Vendor Sign-in & Registration” will display the below modular

window.

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Where bidders and suppliers sign

in to see their dashboard

Where new bidders register to be

able to bid on MTA events

Where suppliers – who are

already registered – can add

other users to their account

Where anyone – whether they

are registered or not – can view

public procurement events

Registered Supplier and Bidder Sign In

New Bidder Registration


Supplier Dashboard

After logging in, the My Supplier Portal will be displayed. The different pagelets will

show what the supplier can access.

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The amount of detail and

the types of pagelets that

the vendor will see depend

on if they are a bidder or

supplier

Agenda


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2

5

6

Timeline1

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MTA Marketplace



MTA Marketplace

Overview of MTA Marketplace

• MTA Marketplace is the online purchasing portal for the MTA, accessed in

PeopleSoft through the ePro module.

• It is being introduced in a phased-in rollout beginning at Go Live with Staples

Advantage. Other online suppliers, such as CDW, Grainger, Sprint and

Verizon will be added in the future.

• Advantages of MTA Marketplace:

• Shopping Analytics

• Price & Product Contract Compliance

• On-Contract Spend

• Powerful and Intuitive User Interface

• Cross Catalog Search

• Catalog Onboarding Management

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MTA Marketplace

Project Update

Connectivity was established with MTA Marketplace – Spring 2016.

Suppliers in our test environment: CDW, Grainger & T-Mobile.

Staples Advantage will be the only supplier available in the MTA Marketplace

during Go Live 2016.

UPKs have been developed for training new users.

Business process being developed for products not yet available in the MTA

Marketplace.

MTA Marketplace requisitions will be Auto Sourced thru PO – No buyer

intervention required.

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MTA Marketplace

Screenshot of MTA Marketplace

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Welcome to the MTA Marketplace

MTA Marketplace

Standardized Catalog Ordering

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Agencies

MTA Marketplace

Supplier Catalogs

MTA HQ NYCT MNR LIRR B&T CC

ERP

Future Releases:

Nov 2016 Release:

Agenda


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2

5

6

Timeline1

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MTA Marketplace



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On the Road Plan

Purpose and Logistics

• The Purpose of the On the Road Shows is to assist the Agency Readiness Team in

ensuring that the procurement changes are communicated to end users throughout

the Agency and that there is an opportunity for engagement and feedback.

• Super Users and/or Agency Readiness Team members will collaborate on agency-

specific content

• The CPOs will champion the Road Shows

• During and after the Road Show sessions, the following will be distributed:

• Questionnaire for all attendee

• Educational and informational materials for users

Planned Sessions

Agency Date Location

HQ Monday, November 1st WebEx

On the Road Plan

Content

Casual User and Buyer/Buyer Manager

Sessions

The OCM team will travel to Agency locations

and provide presentation materials. Some

presentations will be delivered via WebEx.

Topics Include:

History of Project

Benefits to End-Users

Change Impact Assessment

Changes to End-User roles

Agency-Specific Impacts

Portal Demonstration

Where to Go for Help

Post Go-Live Support

Buyer/Buyer Manager sessions will also

include:

Vendor Portal Demonstration

Executive Sessions

Presentations will be delivered during existing

agency meetings.

Topics Include:

Phase 1 and 2 of the Project

Business Case for Change

Discussion of Changes and Benefits to

Processes

o Change Impact Assessment

o Upgrade Overview

Employee Preparation Plan

o Change Guide Overview

o Post-Go Live Support

Agenda


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2

5

6

Timeline1

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MTA Marketplace




Readiness Checklist Overview

To this point, the Agency Readiness teams have been vital in supporting the BSC in

a number of activities as the MTA prepares for system Go Live. This includes:

• Communicating and developing plans for Grayout and Blackout

• Validating revised workflows

• Reviewing and verifying updated security matrices

• Ensuring that end users receive the communications they need to prepare

The Agency Readiness Teams will be provided an Agency Readiness Checklist. The

checklist helps the agencies gauge how ready they are for Go Live. We will work

with the agencies this week to ensure that we have captured the appropriate high-

level readiness indicators needed for this checklist. On the next two slides are the

indicators developed so far.

Indicators are tied to the

goals of the PeopleSoft

upgrade, as displayed on the

BSC project website

“Status” and “Date” are used

by the agency to track

progress towards the

indicators

Each action is owned by

either the agency or jointly

by the agency and the BSC

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Agency Readiness Indicators

Readiness

Goal

Category Activity Owner Date Status

R/Y/G

Application and Infrastructure are Ready

AccessConfirm that future state security roles are accurate Agency 8/01/2016

TestingEnsure identified agency UAT testers participate Agency 10/15/2016

Cutover and Conversion

Identify functional validators and ensure that system-data is accurate Agency 10/28/2016

AccessEnsure PeopleSoft security roles have been updated

MTA IT Security

11/14/2016

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Readiness

Goal


R/Y/G

End Users are Trained

End-User Training

Validate recommended list of end-user training based on PS Security Template

Agency 10/10/2016

End-User Training

Identify Super Users / SMEs who will attend / support each training session

BSC and Agency

10/10/2016

End-User Training

Distribute training schedule BSC and Agency

10/10/2016

End-User Training

Ensure end users complete pre-requisite training (UPKs, WBTs) and attend Instructor Led Training / Learning Labs

Agency 10/13/2016


Agency Readiness Indicators

Readiness

Goal


R/Y/G

People are Prepared

CommunicationReview and distribute project communications Agency 10/10/2016


Ensure impacted users are aware of Grayout and Blackout dates and activities

BSC and Agency

10/10/2016

CommunicationAssist in content planning for On the Road Shows Agency 10/11/2016

CommunicationSecure logistics for On the Road Sessions (including locations, dates, times and agency representation)

BSC and Agency

10/15/2016

Queries and Favorites

Queries (post March 2016) and Favorites are saved Agency 11/14/2016

Leadership Alignment

Hold monthly Agency Readiness Meetings and distribute information from meetings to end users

Agency 11/16/2016

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Readiness

Goal


R/Y/G

Organization & Business Processes are Operational

Job AidsJob aids provided to end users by role or function

BSC and Agency

11/05/2016

Support PlanningSet-up, define, and communicate Go Live / Post-Go Live support plan

BSC and Agency

11/16/2016


Set-up and execute cutover plans throughout Grayout / blackout

BSC and Agency

11/16/2016

WorkflowReview approval workflow reports and validate revised thresholds Agency 11/22/2016

Reminder

Queries and Favorites

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Queries

Users with access to Query Manager should take a screenshot of tables, fields,

or criteria within each query created from March 2016 until Go-Live, as these

queries will need to be recreated within PeopleSoft 9.2. Using the “View SQL”

tab may be helpful if you read SQL.

Favorites

If you have saved your frequently used PeopleSoft pages in Favorites, be sure

to make a list before Go-Live. Favorites from 9.0 will not be converted – you will

need to recreate them.

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Agency Readiness and Learning Spotlight Agendas

DATE ART MEETINGS DATE LEARNING SPOTLIGHT

Week of

August 7

Changes at Your Agency

-FSCM Portal Demo

-Change Impacts Communications

-Workflow Approval Changes

-Transaction Freeze (“Grayout”)

August 3

Changes Ahead: Overview + Portal Demo

-FSCM Portal Demo

-Change Impact Communications

Week of

September 12

What to Expect

-Vendor Rollout + Portal

-PeopleSoft Access e-Form

-Cutover Update

-End User Training

September 7

Changes Ahead: Approvals

− Requisitions, PO and AP Workflow

Approval Changes

September 21

Changes Ahead: Approvals

− Requisitions, PO and AP Workflow

Approval Changes

Week of

October 10

What To Expect: Steps to Go-Live

-Grayout (Transaction Freeze)

-Mock Cutover and Cutover

-Blackout (System Outage)

September 28

Changes Ahead: Vendors

-Vendor Portal Demo, Communications and

Onboarding

Week of

November 7

Countdown to Go Live

-Final tasks before Go-Live

-Preparing for Post Go-Live Support

October 26

Changes Ahead: Casual Users

-Casual Receipting

-Casual Requesting

Below are the topics to be covered in upcoming Agency Readiness meetings and

Learning Spotlights. Each meeting will begin with a discussion of open

issues/questions collected during and after previous meetings.

Additional Questions?

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Agency Readiness Team: MTA HQ / CC October 11, … Readiness Team: MTA HQ / CC October 11, 2016...

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