UCPATH AT UCOP: A PRAGMATIC APPROACH TO A LARGE PEOPLESOFT

HCM 9 .2 MANAGED CLOUD IMPLEMENTATION

SESSION 3891 February 28, 2017

PRESENTERS

Jeffery Wong

Senior Applications Manager

University of California, Office of the President

jeffery.wong@ucop.edu

Kirk Chan

VP, Business Development

Smart ERP Solutions, Inc.

kirk.c@smarterp.com

Industry experience in application software development including in the defense industry and the enterprise resource planning space.

Industry experience in custom and packaged application development, integration, and operations, including on-premise and cloud hosted environments.

SESSION OVERVIEW

In this session, you will learn about the technical approach the University of California, Office of the President pursued for one of the world’s largest PeopleSoft HCM 9.2 implementations hosted at Oracle Managed Cloud Services – UCPath.

Learn about their initiative, and hear their approach for an effective collaboration with Smart ERP Solutions, Inc. to meet many technical objectives in the design, implementation, and maintenance of the PeopleSoft HCM solution in this complex implementation. This includes how UCPath leveraged the PeopleSoft Selective Adoption Model.

UNIVERSITY OF CALIFORNIA 10 campuses, 5 medical centers, 3 national labs 600 grad degree programs 238,700 students 198,300 employees

SMART ERP SOLUTIONS, INC. Providing Solutions and Services to Automate, Streamline and Simplify enterprise business processes.

CLOUD: SaaS, IaaS

OFFICES: Pleasanton, CA

(HQ); India; UAE

SOLUTIONS: HCM, Financials,

Campus, IT

SERVICES: Implementations, Upgrades, AMS

UCPATH AT-A-GLANCE U C PAY RO L L , AC A D E M I C P E R S O N N E L , T I M E K E E P I N G, H R

PeopleSoft HCM 9.2 PeopleSoft Interaction Hub Oracle SOA Suite Oracle Access Manager Oracle Managed Cloud Services

Shared Services

Business Transformation Efficiencies supporting the University of California’s core mission of research, education, and public service.

Technology Upgrade

Standard Processes

UCPATH DEPLOYMENT APPROACH

Office of the President

• Streamline key operational business processes surrounding HR, Benefits Administration, Absence Management, Payroll, and Financial Reporting.

• Establish core system for UC administrative staff using the University of California, Office of the President as it’s first employee base.

Pilot

• Extend and standardize on operational business processes for multiple locations, with a focus on UC Los Angeles, UCLA Health System, Associated Students of UCLA, UC Merced, and UC Riverside.

• Enhance core system for the academic staff, student workers, and medical center employees.

Deployment 1

• Extend UCPath to five additional locations: UC Davis, UC Irvine, UC Santa Barbara, UC Santa Cruz, and Agriculture & Natural Resources

• Increase footprint of UCPath to include Talent Acquisition Management and ePerformance.

Deployment 2

• Extend UCPath to five final locations: UC Berkeley, UC San Diego, UC San Francisco, Lawrence Berkeley National Laboratory, and UC Hastings.

UCPATH DEPLOYMENT APPROACH THE DEVELOPMENT SLICE

Office of the President

• 97 new application extensions • 98 new system interfaces • Development Timeline: ~ 4 months

Pilot

• Application Extensions: 37 new, 24 modifications to pre-existing extensions • Interfaces: 26 new, 15 modifications to pre-existing interfaces • Development Timeline: ~4 months

Deployment 1

• Application Extensions: 28 new, 1 modification to pre-existing extensions • Interfaces: 5 new, 5 modifications to pre-existing interfaces • 85% of development supports new Talent Acquisition Management and ePerformance modules • Development Timeline: ~4 months

Deployment 2

• Technical Scope TBD

OUR CHALLENGES

Design and develop all application changes in approximately four month windows.

Provide flexibility – scale up and down as needed – to technical project team.

Optimize communications and turnaround time for changes.

Incorporate system and application updates regularly through project lifecycle.

OUR SOLUTION

Transform the University of California’s UCPath local development team into a hybrid, global workforce with Smart ERP Solutions’ on-site and offshore resources.

Implement processes to ensure quality solutions are delivered.

Adhere to best practices with implementing vendor-delivered solutions and system updates

HYBRID WORKFORCE

TRADITIONAL RESOURCING

Traditional local resourcing model has highly skilled resources focused on many activities throughout the life of a project: Collaboration with functional analysts; Reviewing functional design specifications; Authoring technical specifications; Development; Unit Testing; and Defect Resolution

This generally results in a single-tracked work stream – the same resource performs the technical work from beginning to end.

OFF-SHORE RESOURCING

Traditional off-shore resourcing allows companies to: Focus on core business activities; Increase speed of delivery; Reallocate internal resources to work on other activities; and Scale up or down with short notice

This generally results in quick results, but at some point, your organization will need to consider whether there is a need to own and maintain the system, rather than continuing to outsource the work.

UCPATH HYBRID RESOURCING

We implemented a solution which incorporated many of these facets, and transformed the development team into a hybrid, international workforce.

The results: Focus highly skilled resources to key project areas; Shortened delivery time; Maintain ownership of software; Scalability and flexibility; and Extended support capability.

A major factor in the success of this approach relied on strong processes!

PROCESSES

GOT PROCESS?

Requirement

Design

Develop

Test

Deploy

Retire

Maintenance

UCPATH DESIGN PHASE

Functional Design

• Authored by local functional subject matter experts.

• Functional analysts meet with key stakeholders to define and document application functionality.

• Functional design documents available to the UCPath project team.

Design Review

• All functional designs reviewed by local technical resources.

• Any aspect of the functional design requiring clarification is addressed immediately between the functional analyst and the local technical resource.

Technical Design

• Technical design and unit test documents authored by local technical resources.

• Close collaboration between the functional and technical resources resulted in delivery of detailed technical documents.

• These were now ready for development.

Design

All application features designed at the University of California. The UC has accountability and ownership of UCPath.

UCPATH DEVELOPMENT PHASE

Development

• Smart ERP offshore development team reviews documents, estimates effort, and schedules development.

• Smart ERP researches Oracle updates to reduce the amount of custom code.

• Development commences.

• Local resources work on next design item.

Code Review and Packaging

• Smart ERP performs code review and unit testing. Code conforms to best practices and UCPath standards.

• Completed artifacts delivered back to the local technical resource. Artifacts include: • Unit test results • Packaged

PeopleSoft internal/external objects

• Code set in code versioning and migration tool.

Local Review

• Local technical resources perform an additional round of unit testing to verify the solution prior to submitting the solution to functional testing.

Develop

Development follows technical specification closely, and is unit tested by offshore team. Local technical resources refocused to next application extension.

UCPATH DEVELOPMENT PHASE

For time-sensitive development, around-the-clock delivery capability is easily achieved.

Local UCPath technical resources collaborate directly with one or more Smart ERP offshore resources to maximize development capabilities and reduce delivery time. Highly coordinated development activities, including leads and coordinators. Transition meetings every morning and evening. Strong, consistent collaboration. Open communications.

Additional capacity obtained quickly and easily with Smart ERP offshore resource pool.

Develop

MAINTENANCE AND APPLICATION UPDATES

Operating System Updates and System Maintenance Critical Patch Updates

PeopleSoft Update Manager & Update Images PeopleSoft Update Manager & Update Images

CUSTOMER MAINTENANCE IN OMCS

Regular maintenance and

patching of systems is critical

to the upkeep and security of

your systems and data!

Regular “data center”

maintenance is expected to meet

the hosting provider’s standards.

Oracle delivers Critical Patch

Updates (CPU) quarterly. OMCS customers should

be on current CPU levels at all Data

Centers.

PeopleSoft Update Images provide patches

and other features to customers.

UCPATH SELECTIVE ADOPTION MODEL

• Source for all Change Assistant packages for production • Current product bug fixes needed • Most recent enhancements and feature sets requested in

production • Legal, regulatory, and tax updates

Current Release – Installed at OMCS

• Latest fully-applied update image • Environment to validate delivered functionality • Required to support complexity of implementation

Implementation Release – Installed at UC

UCPATH, SMART ERP, AND THE PEOPLESOFT SELECTIVE ADOPTION MODEL

With the complexities of having simultaneous production and project work streams, UCPath decided to leverage the PeopleSoft Selective Adoption Model, selecting specific features and functionality from a PeopleSoft Update Image upon release.

All production code updates are merged into the project code line weekly, introducing many activities: Regular execution of Compare Reports Functional and technical analysis of Compare Reports Code retrofits Retesting

Smart ERP optimized and simplified the most laborious tasks – the analysis of the Compare Reports, saving many hours of effort on a weekly basis.

UCPATH, SMART ERP, AND THE PEOPLESOFT SELECTIVE ADOPTION MODEL

Smart ERP’s Compare Report analysis utility summarizes and organizes the details of the PeopleSoft Compare Reports into tabular formats for ease of analysis.

Definition Type Customer Added Customer Modified

Activities 0 1

Application Package PeopleCode 0 31

Application Packages 0 3

Component Interfaces 0 7

Component PeopleCode 0 14

Component Rec Fld PeopleCode 0 6

Component Record PeopleCode 0 2

Components 0 2

Indexes 1 0

Menus 0 1

Page PeopleCode 0 8

Pages 0 20

Permission Lists 0 1

Portal Registry Structures 0 118

Record PeopleCode 0 25

Records 2 16

Search Definitions 0 2

Service Operation Versions 0 2

SQL 0 3

Total 3 262

Component Name Market Program Type Source Target Action Upgrade

DIRECT_DEPOSIT USA PostBuild Changed *Changed Copy Yes

GP_ABS_EA_ADMMAN GBL SavePostChange Changed *Changed Copy Yes

GP_ABS_EA_EEHIST GBL SavePostChange Changed *Changed Copy Yes

HR_ETHNIC_GROUPS GBL PostBuild Changed *Changed Copy Yes

JOB_DATA GBL PostBuild Changed *Changed Copy Yes

JOB_DATA_EMP GBL PostBuild Changed *Changed Copy Yes

JOB_DATA_EMP GBL PreBuild Changed *Changed Copy Yes

PERSONAL_DATA GBL PostBuild Changed *Changed Copy Yes

PERSONAL_DATA GBL SavePostChange Changed *Changed Copy Yes

PERSONAL_DATA GBL SavePreChange Changed *Changed Copy Yes

POSITION_DATA GBL PostBuild Changed *Changed Copy Yes

POSITION_DATA GBL SavePostChange Changed *Changed Copy Yes

PY_IC_DIR_DEP GBL PostBuild Changed *Changed Copy Yes

WF_EE_NAME GBL PostBuild Changed *Changed Copy Yes

Back to Summary

UCPATH, SMART ERP, AND THE PEOPLESOFT SELECTIVE ADOPTION MODEL

Using the PeopleSoft Selective Adoption Model, the Change Assistant automatically selects dependencies based on state of the target system.

Because the Change Assistant package can differ, Smart ERP enhanced the utility to support UCPath by identifying the application extension and function was impacted.

This saves many hours of functional and technical analysis each time new features are brought in from a PeopleSoft Update Image.

KEY TAKEAWAYS

KEY TAKEAWAYS

RESOURCING – There are many people and firms willing to work on your implementation. There is no “right” or “wrong” mix. The key is to find those who “fit”, will partner and work with you, and ensure your company is in the best position possible when the project is over.

They should be easy to work with, adopt your company’s standards and practices, and enhance your environment when they see challenges.

KEY TAKEAWAYS

PROCESSES – Don’t hesitate to update “traditional” processes when the dynamics of the team change. Things will operate differently with a local staff as compared to a global staff, and even with independent consultants or a major firm.

Establish processes which facilitate the best results. Consider all types of scenarios, from the routine to the extreme, and be clear on how they can be handled.

KEY TAKEAWAYS

MAINTENANCE – Every PeopleSoft application requires maintenance, regardless if it is in your data center or hosted in the cloud. Every cloud infrastructure has virtual and physical servers behind it. Stay current on patches and updates. Let hosting services protect themselves by patching as well.

If using managed services, be knowledgeable of the contractual obligations for system maintenance. There may be activities you can perform yourself; there may be activities you schedule with the service provider.

“Details matter; it’s worth waiting to get it right.” -- Steve Jobs

ANY QUESTIONS?

PRESENTERS

Jeffery Wong

Senior Applications Manager

University of California, Office of the President

jeffery.wong@ucop.edu

Kirk Chan

VP, Business Development

Smart ERP Solutions, Inc.

kirk.c@smarterp.com

ALL ALLIANCE PRESENTATIONS WILL BE AVAILABLE FOR DOWNLOAD FROM THE CONFERENCE SITE

THANK YOU!