Upgrade from 8.x to 9.0

1. Upgrade from 8.x to 9.0 Upgrade from 8.x to 9.0

2. Speaker I AM NOT . . . . . . BUT I AM • Michael Stutz, an “Actual Worker” • 22 years of IT industry experience • 13 years of PeopleSoft consulting experience • I haven’t done any actual “Project Management” • Hard Worker & Good Consultant • PeopleSoft v.2.11 – v.9.0 • Lost Track of PeopleSoft Projects • Here to share this information & try to ensure you go home with something useful. • Stephen Roche, CEO • 16 years of IT industry experience • 12 years of ERP consulting experience • 12 years of consulting business management • Former Chairman FSI SIG • PeopleSoft v.5.0 – v.9.0 • Over 40 PeopleSoft projects • In Tahiti on Vacation!

3. Agenda • SMR Consulting Background (Brag a Little) • Why Upgrade to HCM 9.0 with eRecruit • Projects 101 • Technical Overview (By an Actual Techy!) • Tips & Tuning • Questions & Answers

4. SMR Consulting Background • In Business Since 1995 • 5 offices in the United States and 1 in Canada • Philadelphia • Orlando • Chicago • Dallas • San Francisco • Toronto (This is the one in Canada) • PeopleSoft Customer Since 2005 • Purchased Entire HRMS Suite including eApplications • PeopleSoft/Oracle Partner

5. Why PeopleSoft? • Offices Located in Multiple States • Expansion into International Operation (Oh, Canada!) . . . eh • Rapid Company Growth (over 67% past two years) • Inadequate Recruiting and Hiring Controls • Inferior Current Systems (Was it SAP? Maybe Quickbooks Pro?)

6. Why Upgrade to HCM 9.0? • New & Improved Functionality • Employee Records Management, • Benefits, • Payroll, and • Employee Self-Service • Application Support Running Out • Performance Issues • Change of Platform • Keeping up with the Joneses?

7. Environment • All Dell Power Edge Servers (Raid 5) • Database • App, Web • File Server • Tuning • Oracle Database 10g • Windows 2003 Servers • Web Logic • Performance Tuning

8. Project Standards & Administration Projects 101 (Who’s Methodology is it Anyway?)

9. Project Objectives Project Charter Scope Statement Roles/Responsibilities Issues Resolution Risk Plan Project Plan Project Drivers Upgrade Planning Workshop

10. Project Standards and Administration • Change Management Plan • Communication Plan • Quality Control • Documentation and Archiving via a file server/share drive • Status Reports • Frequency, format, distribution. • Project Repository • Issues & Resolutions Log • Change Management

11. Administration Handling Issues • Log and track all project issues along with at least one possible resolution! • Project Manager will review the Issue Log daily to review new issues posted. • High Priority - Resolution required in x business days • Medium Priority - Resolution required in y business days • Low Priority – Resolution required in z business days

12. Constraints & Assumptions: What To Consider • Technical environment • Business Processes (i.e. Open enrollment, etc.) • Other Company projects competing for resources • Scheduling • Resource’s prior commitments • Requested time-off or holiday • SME participation (local & off-site) • Integration with other systems • Communication & Training • Team Training • End-User Training

13. Gathering Information All Upgrade Documentation is located on Customer Connection Implement, Optimize & Upgrade > Upgrade Guide > Upgrade Documentation and Software > Upgrade Documentation and Scripts

14. Functional Assessment Approach • Information gathering • Assess current use of applications and setup • Develop an inventory of customizations based on functional requirements • Challenge customizations • Does the business requirement still exist? • Is the functionality available in target release? • Can a business process change remove a customization?

15. Ancient PeopleSoft Proverb Just because you can . . . DON’T

16. Functional Assessment Approach • Justify the customizations approved by core team • Provide 2 or more options and assign annual resource hours and cost to options to develop a business case • Develop tools/approach to help in future upgrades • Functional assessment drives the compare report analysis

17. Go-Forward Strategy What needs to be done in the next 10 to 30 days to ensure that this Project heads down the right path? • Complete draft project charter, plan and risk management plan • Complete tech environment prep activities • Schedule project team training • Schedule functional fit/gap • Download Upgrade Instructions and review Chapter 1 & Chapter 5

18. Administration Project Team

19. Project Sponsor Creates upgrade team. Provides team with resources. Project Manager Liaisons between technical and functional teams. Understands upgrade methodology. Manages day-to-day tasks. Technical Upgrade Resource Runs steps according to Upgrade Assistant. Performs Test and Final Moves to Production steps. Resources & Skills Requirements • OS/RDBMS Resource • Typically a DBA • Prepares OS/RDBMS for the upgrade. • Batch Project Manager • Defines scope for batch upgrade. • Manages resources to ensure batch components are upgraded appropriately and on time. • Infrastructure Support • Network, web, app server • Security administrator(s)

20. Updates and Fixes Lead Develops strategy forapplying updates and fixesafter initial upgrade. Ensures all environments are updated and fixes are current. Testing Lead(s) Develops and coordinates development of test scripts. Manages testing effort. PeopleSoft Certified Installer Installs and configures PeopleSoft. Certifies installation. Resources & Skills Requirements • Training Lead • Assesses need for technical and/or functional training. • Develops project team and application user training plans. • Schedules training. • Functional Lead(s) & SMEs • Perform functional fit/gap analysis. • Prepare test scenarios • Perform testing and document issues and results. • Other • Change Management • Additional Technical Resources!

21. Resources & Skills Requirements Training Plan

22. Training Information http://education.oracle.com

23. “The easiest mistake to make is underestimating the time and costs of training the end users.” Fortune Magazine Training Development Challenge • Instructor-led training development time  40:1 • Web-based training development time  200:1 • High cost of custom training development. • Few resources with combined training, functional, and product knowledge. (Hey! Wait! I Qualify!) • Subject matter experts with little time to support training.

24. Project Team : Functional Training • Instructor Led Class • Self-Paced Learning (a.k.a. Seminars on Demand) • Release Notes • PeopleBooks • Prototype in a Demo environment

25. Half Way There!

26. Assessing your Technical Needs Review Hardware & Software Plans

27. Determine Technical Peripheral Upgrades • Are any software upgrades required? • OS • RDBMS • Cobol Compiler* • Third Party Products (ie. Scheduling software) • Are any hardware upgrades required? • PeopleSoft Internet Architecture • Rollout via Intranet/Internet • Increase in user base • Parallel deployment of new functionality • Table Size Changes - Appendix available in Upgrade Instructions

28. Technical Preparation • Cleanup production before project begins • Clean SYSAUDIT, DDDAUDIT reports • Create and execute data integrity scripts

29. Technical Preparation (Cont.) • Validate or create a technical modification inventory • Batch objects • SQR, COBOL, Crystal, Application Engine, nVision Layouts, Queries, Unix scripts, JCL, Autosys, etc. • Online objects • Execute a vanilla compare to your current release DEMO • Prepare by getting these in place: • Migration control and quality control procedures • Documentation standards and naming conventions • Issue tracking tool • Compare Reports Decision Matrix

30. APPLICATION TABLES Contains End User Type Data(i.e. transaction data) PEOPLETOOLS TABLES Managed by the Enterprise application - Contains PeopleTools Objects(Records, Pages, PeopleCode, Security, etc.) SYSTEM CATALOG Managed by the RDBMS Catalogs Database Objects Upgrade Overview Enterprise Database Overview

31. After Before APPLICATION TABLES Data In Release 8SP1 APPLICATION TABLES Data In Release 9.0 PEOPLETOOLS TABLES Tools Release 8.20.xx Structure PEOPLETOOLS TABLES Tools Release 8.49.xx Structure SYSTEM CATALOG SYSTEM CATALOG Upgrade Overview The Upgrade Process Change Assistant

32. Production Database A new copy of production is created for use during the first Test Move to Production A copy of production is created Execute RELXXX scripts Execute upgrade steps During the Test Move, import the PeopleTools tables Once the upgrade is complete, execute MVPRDEXP.DMS to export the PeopleTools tables … Execute create and alter scripts and perform data conversion Initial copy of production at new Enterprise release Roll in additional changes found during testing. NOTE: If changes to the Enterprise objects were made to this upgraded application, create a new MVPRDEXP.DAT to use for future ‘Test Moves’ Upgrade Process: Overview

33. New Release Demo Database Evaluate Upgrade Compare Reports Apply Copy Overrides Copy of Production Database at New PeopleTools Release Full Compare Reports Execute Copies Copy of Production Database at New PeopleTools & Application Release Perform PeopleTools Upgrade on Copy of Production Database Create & Alters Scripts and Data Conversion Demo Database at Your Current Release Copy of Production Database After Complete Upgrade Copy of Production Database Vanilla Compare Reports Reapply Customizations 1st Phase: Initial Upgrade Pass

34. Copy of Production created in the Lab for the on-line upgrade. DEMO These databases are created on site by our Install Group prior to the upgrade delivery. Delivered upgraded database becomes 1st TEST database. AUD (only required for upgrades prior to Enterprise 8) Customer upgraded database becomes 2nd TEST database. Copy of Production created by the customer on site for the 1st Test Move which the delivery consultant assists. Parallel TEST Copy of Production created for 2nd Test Move - done by the customer. Copy of Production created for final MOVE TO PRODUCTION Copy of Production created for 3rd Test Move - done by the customer. 2nd Phase: Test Move to Production

35. PeopleTools 8.4x Delta • Enhancements • Performance Monitor • PeopleSoft Data Archive Manager • Portal Navigation • Change Assistant

36. Tools of the Trade • Change Assistant • PeopleTools 8.44 • Stand alone application with a Windows look and feel • Used in applying Updates/Fixes, Bundles, and Maintenance Packs thru the Environment Management Framework • Assists with migration of delivered change packages across environments • PeopleTools 8.46 • Merged with Upgrade Assistant to perform upgrades in addition to updates and fixes!

37. Change Assistant

38. Fix Application Process 2. Select & Download 1.Discover & Analyze Find dependencies Pre-requisites Post-requisites Translations Re-analyze if needed Download What fits my system? Version, Applications, Languages What do I need for regulatory compliance? What is already applied? Review documentation 3. Apply, Test and Deploy Re-customize Re-package and re-install (3+ times) Determine Order Apply to Demo Compare to Dev

39. Fix Application Process - Automated Activity using Change Assistant 2. Select & Download 1.Discover & Analyze Find dependencies Pre-requisites Post-requisites Translations Re-analyze if needed Download What fits my system? Version, Applications, Languages What do I need for regulatory compliance? What is already applied? Review documentation 3. Apply, Test and Deploy Determine Order Apply to Demo Compare to Dev Re-customize Re-package and re-install (3+ times)

40. Understanding the Comparison Process • Understanding Comparison Release Level • Understanding Object Status • Understanding Actions • Understanding the Upgrade Values • Understanding How the System Tracks Object Changes • Putting it All Together

41. Reviewing Upgrade Reports • Upgrade reports are generated by Application Designer. The reports help you understand what objects differ between the source and target databases, and how they differ. • Gather documentation of your database modifications before reviewing these reports. • Review the Release Notes. These notes identify and explain object changes in the source database. • Upgrade reports can be intimidating until you understand what data you are looking for and how best to use it.

42. Tips & Tricks

43. Tips and Tricks • All transaction cleanup in Chapter 1 should be completed and verified. Don’t shortcut this and create a repeatable process. • DO NOT PERFORM FIT GAP in only 1 week • Perform user testing training before user acceptance testing to avoid testing/training confusion • Carve time off of final move to production by bypassing the Change Assistant for batch object push • Ensure common desktop standards are in place to avoid simple issues • Popup blockers

44. Tips and Tricks (Cont.) • Dozens of tests run on the most popular and most concerning transactions • Performed many customizations to improve performance (100s of hours of developer time) • Significant changes in database CPU utilization with new Verity Job Search (decreased 70%) • Focused lots of effort on tuning Browse Job Openings – our home page

45. Tips and Tricks (Cont.) Implementation Preparation • Practice conversion runs (4) • Implementation Checklist Implementation Weekend • Call in phone number for messages during implementation weekend • Production down on Thursday at 5 pm • Business Analyst review Sunday at 11 am • End user verification Sunday from 12 – 3 pm • Decision at 3 pm

46. Tips and Tricks (Cont.) • Security • Include security design/development/testing in your project plan and allow plenty of time for it • Dedicate one resource to security, if possible • Identify all external vendors at beginning of project • Additional Cost for Net Express v 4.5 • Don’t apply bundles right before testing • TEST, TEST, TEST

47. Tips and Tricks (Cont.) • Security • Don’t under-estimate • Allocate appropriate resources • Evaluate security test approach • Portal Synch/Portal Structure tools – become familiar • Educated developers on Component Registration • Resource considerations (multiple projects)

48. Tips and Tricks (Cont.) • Best practices for managing Verity indexes • Chunk at the row level instead of applicant ID level • Make the segments individually ‘restart-able’ • Storing resumes in the database does not equal better indexing performance (ftp is still used) • Don’t rely on incremental indexes indefinitely – a full index needs to be scheduled periodically • Now that verity is used for job postings, plan on communicating with your users that postings aren’t immediately live

49. Tips and Tricks (Cont.) • No more delivered Rel Scripts • Split up data load • Have another server for the database for performance tuning • Separate you components such as • Database Server • App & Web Server • Report Server • File Server • Find out when PeopleSoft classes will be available prior to upgrade

50. Tips and Tricks (Cont.) • Archive your data prior to upgrade • Split up shift for data migration • Have patience