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

8.9Live on May 3, 2006 Successful partnership with Oracle in the Early

Success Program

9.1Live 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 ModulesFeature 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 PayableFeature 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 ManagementFeature Value

New Chartfield Combination Editing Option

Reduce errors and maintains consistency with other modules

Asset Consolidation Usability Improved search and selection of asset data for consolidation

9.1 Upgrade Benefits

General LedgerFeature Value

KK Account Exclusion & Exception Criteria Enhance budget definition and setup

Auto Override Reduce manual intervention

Speedtype to Budget Funds Reduces input errors

Allocation Exclusion Increase use of allocation, reduces manual journals

9.1 Upgrade Benefits

eProcurementFeature Value

Delivered Comments Functionality Customization removed

Copy Requisition Functionality Simplify requisition creation

Workflow Hold Place 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 Enhancements Allows same approval as original requisition

9.1 Upgrade Benefits

PurchasingFeature Value

XML POs Provides 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 higherPatches 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: rvilsack@mail.ucf.edu

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