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Learning By Doing

Learn about the successful upgrade of UCF's PeopleSoft Financials to R9.1 and the benefits it brings. Presented by Rebecca Vilsack, Director of IT Financial Systems at UCF.

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Learning By Doing

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  1. Learning By Doing Early Upgrade Success for UCF with PeopleSoft Financials R9.1 Session 29789 March 28, 2011

  2. Presentation Agenda • University of Central Florida (UCF) Overview • Infrastructure • Upgrade Drivers and Benefits • Project Timeline • Best Practices Takeaways

  3. 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)

  4. This is UCF

  5. Current Applications and PeopleTools

  6. FSCM Implementation and Upgrade History 8.4 • Live on July 1, 2003 • Live on May 3, 2006 • Successful partnership with Oracle in the Early Success Program 8.9 9.1 • Live on November 29, 2010 • Successful partnership with Oracle in the Early Success Program

  7. UCF Financials Integrations In Production • 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

  8. UCF Financials Infrastructure

  9. UCF Financials Snapshot as of Jan. 2011

  10. Upgrade Project Team Financials Support Services (FSS) Infrastructure Computer Services & Telecommunications (CS&T) A total of 19 UCF staff worked on the upgrade! * FSS staff worked on daily tasks and upgrade

  11. UCF – Oracle Partnership Partnership Partnership • The Early Success Program was a natural fit that aligned with existing university objectives

  12. 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

  13. 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

  14. 9.1 Upgrade Benefits

  15. 9.1 Upgrade Benefits

  16. 9.1 Upgrade Benefits

  17. 9.1 Upgrade Benefits

  18. 9.1 Upgrade Benefits

  19. 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

  20. 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

  21. One Project – Two Phases

  22. 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

  23. 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

  24. 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

  25. FSCM 9.1 Project Plan

  26. Deliverables • Fit/gap schedules • Project team calendar and contact list • Detailed project plan • Issue escalation and resolution process • Phase 1: Orientation and Planning

  27. 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

  28. Deliverables • Phase 3A: Technical Upgrade • Environments • FI91DMO, FI91CPDM, FIDM02, FI91CNV1, FI91CNV2 • FI91DEV, FI91TEST, FI91QA, FI91UAT, FI91TRN, FI91STG • FI91PLAY • FIPROD • FIRO (8.9)

  29. 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 higher • Patches and fixes schedule

  30. Deliverables • Test plan and scripts • Updated specifications and action issues and item logs • Document test results (User Acceptance Testing) • Phase 4: Testing

  31. 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

  32. Deliverables • Training plans, sessions and material • Training scope (Delta or Webcourses) • Phase 6: Training

  33. Deliverables • Phase 7: Solution Delivery • Detailed cutover plan • Upgraded 9.1 Financials system • Post-production issues and action items log

  34. Down 3 days - Monday 11/22/2010 to Wednesday 11/24/2010

  35. Deliverables • Support for upgrade technical specifications • FSCM packs • Phase 8: Production Support

  36. Best Practices – Takeaways

  37. Best Practices – Orientation & Planning • Strong executive sponsorship • Defined decision-making and issue resolution • Flat organizational structure • Development and support environment

  38. Best Practices – Analysis & Design • Set management expectations • Evolve fit/gap processes into functional specifications • Minimize customizations

  39. Best Practices – Development & Technical Upgrade • Upgrade PeopleTools first • Tune scripts to minimize downtime • Use bolt-on solutions • Detailed cutover plan

  40. 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

  41. Best Practices – Communication & Training • Develop plan • Tie to a themed promotional campaign • Provide online training using User Productivity Kit (UPK)

  42. Best Practices – After Upgrade Support User Base Continue Professional Development Customer Advisory Board • Provide training (instructor-led & online UPK) • Financials Service Desk • Financials Focus Group • Customer Advisory Board • Higher Ed. User Group(HEUG) and Alliance conference

  43. Roadmap • Implement • Billing • Accounts Receivable • Project Costing • Upgrade • Oracle 11g R2 running on M5000 • PeopleTools 8.51.x

  44. Questions

  45. 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

  46. Presentations from previous meetings are also available This presentation and all Alliance 2011 presentations are available for download from the Conference site atwww. heug.orgwww.psugonline.orgwww.federalusersnetwork.com

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