Atlas Financials Upgrade RBEC OM workshop Part 1 13 October 2008

1. Atlas Financials Upgrade RBEC OM workshop Part 1 13 October 2008

2. Agenda • Introduction • Atlas Financials Upgrade: Overview and Context • Project Scope • Timelines • Preparation for cut-over to 9.0 • Changes in 9.0 • Security Exercise • Questions and Answers

3. Overview: Applications Upgrade • What is an Applications Upgrade? • The process of ‘keeping current’ with the latest release of application software • Upgrading from PeopleSoft version 8.4 to release 9.0 • Moving to PeopleSoft 9.0 also requires: • Upgrading the Operating System (Sun Solaris 10) • Upgrading the database (Oracle 10g) • Upgrading the PeopleSoft technical platform (PeopleTools 8.48) • Why do an Upgrade? • To ensure continued support from the vendor • To leverage new functionality added by the software vendor • For Atlas agencies: to provide stable and updated platform on which to implement IPSAS

4. 1.Plan Project & Conduct Prelim Activities 2. Execute Initial Pass 3. Re-apply customizations & test 4. Execute Test MTPs and test 5. Final MTP & Stabilization Upgrade Project Stages 1. Plan Project & Conduct Prelim Activities – Create PRINCE 2 Project ‘Start-Up’ Documents, plan infrastructure and ‘procure’, install 9.0 demo, run and analyze compare reports, fit/gap 9.0 functionality against demo. 2. Re-run Compare Reports & Execute Initial Pass – Reinstall demo (if required), re-run/analyze Compare Reports, execute Initial Pass (Upgrade copy of production) 3. Re-apply customizations & test – Reapply/rework (selected) customizations to upgraded database, apply configuration changes & customizations required for IPSAS or new 9.0 functionality (based on decisions that have been made at that point), unit test changes plus delivered functionality, conduct first round of UAT 4. Execute Test Moves to Production – Run iterative test Moves to Production and test each iteration, execute full integration testing, revise and test reports, prepare Training Materials. 5. Final Move to Production and Stabilization – Prepare for Final Move to Production, train business community, execute Final Move to Production and provide support through stabilization period.

5. Project Scope Core Atlas (PS) Atlas Portal ARGUS LDAP Single Sign-on Atlas Financials Customizations (200+) Configuration Data conversion PS Security Workflow Application Messaging Custom Reports (330+ reports and processes) Queries (2000 + public queries) Extracts UNDP UNOPS UNFPA UNCDF UNFPA Global Directory • Atlas HCM • 1. Department • GP to GL Reporting Sub-systems Executive snapshot EPM Other-agency reporting Inbound Interfaces UNEX FIMS External Access Henner FPA GL Upload Oversight Audit Sub-system

6. What to expect in 9.0 – High Level • No major changes to the business processes are being introduced with the 9.0 Upgrade • IPSAS functionality will be coming in 2010 • New features and functions of 9.0 will be introduced as requested by the business community and as time and budget permits • User Interface for many of the components has changed • Fewer hyperlinks and more ‘collapsible sections’ • More use of icons • Reorganized the data • Changes to the menu labels • Biggest impact on: eProcurement, Vendor Maintenance, Proposal data entry • Security completely reconfigured in 9.0 • Better aligned with the revised ICF • Extraneous menu items have been removed • Some customizations have been changes/enhanced • Bank defaults • IBAN • Matching options

7. New Feature and Functions for the Future • Contracts module (2010 for UNDP) • Will allow for better management of revenue • Available in 8.4 but the 9.0 version has improved, especially in areas such as reversals and corrections • Integrates seamlessly with Billing and AR • Is required for IPSAS compliance • Programme Management module – may replace Grants • 9.0 Treasury Module has a series of new feature that will be introduced • Financials Gateway – will facilitate creation of bank interfaces and reconciliation of statements • Investment Pooling – tracks pooled investments (cross agency) and interest calculations • Financials Sanctions Service

8. 1.Plan Project & Conduct Prelim Activities 2. Execute Initial Pass 3. Re-apply customizations & test 4. Execute Test MTPs and test 5. Final MTP & Stabilization Project Stages and Timeline P P P • Stage 4: Execute test Moves to Production • Resolve UAT issues – additional development work, testing and sign-off by end-July • Finalize security and design/develop and test ARGUS • Additional integration testing in hosted environment (Atlas single sign-on, External Access, interfaces ) • Execute test Moves to Production (PS recommended number of test MTPs is 3) • Prepare OnDemand training material • Prepare CO and HQ for changes to 9.0, including security setup • Prepare CO and HQ for down-time over go-live weekend Apr-Jul Aug-Jan Feb-Jun Jul-Dec Dec-Jan

9. Test Moves to Production • UAT and Sign-off extended by a little over a week • Preparation for MTP2 in IBM started last week • Schedule displayed is tentative; following factors may influence timelines: • Feedback from MTP1 UAT and timely resolution of MTP1 issues • IBM infrastructure – performance of Upgrade scripts in this environment • Resources constraints

10. Stage 5: Final Move to Production and Stabilization • Final Move to Production will entail extended down-time of ATLAS Financials and ARGUS • Current plan is to take the system down COB NY time 23 December • Upgrade steps will be executed after system is backed up • System should be on-line again 2 January 2009 • Stabilization period will last through month of January • Certain components may need additional tuning • May encounter issues not uncovered during UAT • Project team and MSC will be available for support • Project resources are being extended through January to assist with stabilization

11. Extended down-time – Why 9 Days? • Applied Maintenance Pack 5 • Similarities to an upgrade • Would normally entail extended maintenance window (down for a weekend) PS 9.0 MP5 PS 9.0 • Stage 3: Re-apply Customizations and Test • Completed Initial Pass and Reapplied Customizations, Configuration etc. • During testing found that 9.0 General Availability release was unstable • Added steps to the process to apply one year of bundles and patches - MP5 • Reapply changes to 150 objects that were overlaid by MP5 and revise security • Re-test • Planned for 4 days down time for 8.4 to 9.0 Upgrade; MP5 takes 2-3 days • Prudent to plan for more time due to complexity of adding MP5 and unknowns around system performance PS 8.9 PS 8.8 PeopleSoft certified Upgrade Path Planned down time of 4 days PS 8.4

12. What will happen between now and December? • Finish testing MTP1 and obtain sign-off (phased approach) • System functionality • Data conversion • Security • ARGUS • External Access • Reports and queries • Execute second test MTP on IBM infrastructure and re-test • Tune scripts to reduce down-time • Execute modified version of MTP and test • Complete training materials • Prepare communication to Atlas community • Prepare for cut-over (technical team) • Prepare for cut-over (OFA and Business Community)

13. Training for 9.0 • OnDemand material is being rewritten for 9.0 by MSC • Subject matter experts will review and approve • Will liaise with OnDemand manager for publication in pre-production environment • Job aids can be downloaded • Webcast sessions being designed to highlight 8.4 to 9.0 differences • Webcasts will be recorded and can be downloaded and viewed as time permits • Plan is to release the Webcasts beginning of November • Additional live Q & A Webcasts to be held in December • Training database can be made available for general user community • Data will be as of July 2008 • Transactions can be entered (new and changes to transactions in process) • Response time may be an issue – infrastructure designed for development and testing but not for production concurrent user load

14. What can offices do to prepare? • Review the OnDemand training material when it is released • Review the Webcasts and ensure staff are familiar with 9.0 • Review security and user profile conversion in training database • Prepare for year-end closing activities in advance • Any other ideas? We need your input to ensure minimum interruption of UNDP’s business • URL for login to test instance is: http://portal89-demo.atlas.undp.org/psp/finmtp1/?cmd=login • User IDs and Passwords were converted for all UNDP Atlas Financials Users

15. Go-live preparation – pre-upgrade steps • Access to Atlas Financials • Requests for new users/changes to profiles should be completed 2 weeks in advance of go-live weekend • ARGUS will be shut down two weeks in advance of go-live • Financials and HCM access rights will be impacted when ARGUS is shut down • Tree Maintenance • Tree maintenance must be frozen two weeks in advance of go-live Note: 2 weeks-lead time required in order to create a copy of production and upgrade to PeopleTools 8.48; this step is part of the tree structures, security and user profile conversion

16. Go-live Preparation – CO Actions • AP Pay Cycle • Pay cycles must be in ‘complete’ or ‘reset’ status before Upgrade starts • Business community should plan to complete the pay cycles by approving & processing the payments, and post the journals 24 hours before Upgrade process begins • Pay in advance if timing if payment is due during down-time period • Treasury • All outstanding deals have to be approved/settled • Project Costing • Budget revisions that are not finalized (including those posted to commitment control) will not be available post upgrade • Process Scheduler Jobs • All jobs/processes must be completed prior to taking the database • Project team will need time for database clean-up activities (audit cleanup)

17. Go-live Preparation – ePro Requisitions • AWE eProcurement Workflow Items: • Over 4400 requisitions pending approval in production • Can automate process of putting transactions to pending approval status • Will take several days to run given the volume – can be executed after system is brought back up again, but will require coordination with the business community • Recommendation is to approve ‘priority’ requisitions before go-live

18. Atlas 9.0 Business Process/Module Highlights • Procure-to-Pay (eProcurement, Purchasing, Accounts Payable, Asset Management) • Atlas Revenue Management (Accounts Receivable) • Manage Projects (Grants Management, Project Costing) • Manage Financials (General Ledger, Commitment Control) • Treasury (Cash Management, Deal Management, Interfaces)

19. Atlas Procure-to-Pay 9.0

20. Atlas eProcurement 9.0 • Enhancements to functionality • Enhanced usability on Create Requisition Page • Copy and Cancel Requisitions from Manage Requisitions Page • Create, Save, and Share Templates and Favorites • Approval Workflow

21. 8.4 Navigation to Edit Defaults

22. 9.0 Define requisition & line defaults page

23. 8.4 Add Items

24. 9.0 Add Items from Catalog or Special Request

25. 8.4 Special Request

26. 9.0 Special Request

27. 8.4 Special Request Lookup Category

28. 9.0 Special Request Lookup Category

29. 8.4 Requisition Summary Page

30. 9.0 Review and Submit Page

31. New in 9.0 –Save and Preview Approvals Page

32. New in 9.0 - Submit Confirmation Page with Approver Information

33. 8.4 Manage Approvals

34. New in 9.0 - Approve Requisition Component (Mass Approve/Deny)

35. 8.4 Approval Component

36. 9.0 Approval Component

37. 8.4 Manage Requisition Component

38. 9.0 Manage Requisition Component