BUNDLED UPGRADE BUSINESS CASE
CAMPUS SOLUTIONS 9.2
Interaction Hub rev3
Oracle 12C
8.55 PEOPLETOOLS
Rev. 08/18/2015
TABLE OF CONTENTS
BUNDLED UPGRADE BUSINESS CASE ............................................................................................................................................. 1
EXECUTIVE SUMMARY ............................................................................................................................................................... 2
1.
Problem Definition ...................................................................................................................................................... 2
2.
Addressing Problem with CWU existing tools, services and products (i.e. PeopleSoft) ................................................ 2
3.
Organizational Impact.................................................................................................................................................. 3
4.
CWU Benefits ............................................................................................................................................................... 3
5.
Strategic Alignment ..................................................................................................................................................... 3
6.
Cost and Budget Projections ........................................................................................................................................ 3
7.
Alternatives ................................................................................................................................................................. 5
8.
Timing / Schedule (add lines as necessary) .................................................................................................................. 5
9.
Technology Migration .................................................................................................................................................. 5
11.
Product Life/Application Sunsetting or Decommissioning ........................................................................................ 6
12.
References ............................................................................................................................................................... 6
13.
Approvals ................................................................................................................................................................. 6
Business Case Evaluation Rubric .......................................................................................................................................... 8
1
EXECUTIVE SUMMARY
Oracle will stop support for our existing PeopleSoft Campus Solutions version 9.0 December 2019.
Therefore, CWU must upgrade to maintain support and align our upgrade paths in sync with future
Oracle/PeopleSoft versions. This upgrade will also put us in a position to leverage new and
improved functionality within the PeopleSoft software. Because there are dependencies related to
the Campus Solutions 9.2 Upgrade, we are including upgrades to PeopleTools, Oracle Database,
and finally an upgrade to MyCWU. This packaged effort allows for our enterprise application
customers to utilize new features in a consolidated timeline which significantly saves resources and
money. Separating these upgrades out individually would take 4 times longer, cost at least 4 times
as much, and prolong the impact on our customers.
Sponsoring Department(s):
Information Services
Date of Business Case Preparation: August 2015
Contact Person Name/Phone: Jill Hernandez
New Product/Service
If there is a draft or sample contract, please provide a copy.
Renewal of Existing Product/Service – if checked, include background information.
If there is a site license agreement, existing contract or new contract draft, please provide a copy.
Change to a Business Process.
1. Problem Definition
1. Oracle will drop vendor support for our existing Campus Solutions 9.0 version of PeopleSoft
December 2019. We must be on their latest release version 9.2 prior to this date in order to
ensure federal and state compliance.
2. A pre-requisite for upgrading to Campus Solutions version 9.2 is PeopleTools 8.54 or higher. We
are currently on PeopleTools version 8.53 and must upgrade our toolset in order to support the
applications.
3. Oracle will drop vendor support for our existing database version 11.2.0.4 January 2018. We
must be on version 12C prior to this date.
4. CWU’s current version of the PeopleSoft Interaction Hub is not mobile friendly. To fully take
advantage of the 8.55 PeopleTools upgrade, we need to upgrade our Interaction Hub (portal).
2.
Addressing Problem with CWU existing tools, services and products (i.e. PeopleSoft)
There are no existing tools that CWU owns that could replace these products.
2
3. Organizational Impact

All Stakeholders
All MyCWU users (students, alumni, staff, and faculty)
Information Services Service Desk
Information Services
Enrollment Management
Student Success Division
Business & Financial Affairs Division
Operations Division
Change Management

Potential Partners/Primary Users
All MyCWU users
4. CWU Benefits
Information Services continues to maintain our investment with Oracle/PeopleSoft by ensuring
ongoing vendor support and system enhancement. This project will ensure that CWU is in good
standing with support and maintenance of our enterprise systems.
This upgrade could be delayed until 2017, but there are features and benefits that would serve us
well for years to come. These improvements include standardizing the way application updates are
delivered and providing a new framework that allows pages to be mobile friendly.
5. Strategic Alignment
Objective 5.4: Provide the facility and technology infrastructure and services appropriate to meet the
university objectives, while maximizing sustainability and stewardship.
Outcome 5.4.3: Provide the technology infrastructure, systems, and campus services necessary for all
departments to achieve their objectives and the objectives of the university.
6. Cost and Budget Projections

Source of Funding (Speedtype) and Description of the Source of Funding.
None identified at this time. Information Services annual budget is not funded for these
upgrades, nor can they be absorbed without causing a significant deficient in the budget.

Cost Breakdown
Below are various options to be evaluated and determine what option best meets the needs of
this request.
3
1.
Moderate Consultant Approach Lab Upgrade:
Lab Upgrade Fees
$404,320.00
Consulting (full-time)
$783,360.00
Total
$1,187,680.00
This proposal includes 2 full-time consulting resources on-site for 12 months. One consultant
would fill a project manager role and the other would provide technical consultation for the
upgrades.
2. Consultant Light Approach:
Lab Upgrade Fees
$404,320.00
Consulting (20% of the project)
$274,176.00
Total
$577,579.00
This proposal includes 2 consulting resources on-site for partial project support. One consultant
would fill a project manager role 20% of the project and the other would provide 6 months of
technical consultation for the upgrades.
3. No consulting resources, augment CWU project management and technical staff:
Lab Upgrade Fees
$404,320.00
Augmented staff (full-time)
$190,600.00
Total
$594,920.00
This proposal includes 2 full-time CWU temporary resources on-site for 12 months. One resource
would fill a project manager role and the other would provide technical augmentation for the
upgrades.
4. No on-site consulting assistance or augmented staff:
Lab Upgrade Fees
$404,320.00
No Consulting
Total
$0.00
$404,320.00
This proposal includes no consulting assistance or augmentation of CWU staff during these
upgrades.
4
7. Alternatives
Alternative
Reasons For Not Selecting Alternative
Delay until 2017
Delaying upgrades always present risks in
not staying current with the latest and
greatest functionality. We would also be
pushing the timeframe very close to Oracle’s
end of support for Campus Solutions 9.0
8. Timing / Schedule (add lines as necessary)
Task
Target Date
Sign Statement of Work for Lab Upgrade with Sierra-Cedar
October 2015
Start upgrades
July 1st, 2016
Go-live
July 1st, 2017
9. Technology Migration
Sierra-Cedar Lab will be leading the 4 core upgrades and migrating all data to the upgraded
environments. CWU staff will assist in data validation and testing throughout this process; however
the majority of the upgrade work is completed by Sierra-Cedar.
10. Project Resource Identification/Ongoing Ownership of Product
Resource Identification Resource Loading Chart
Project Resource Chart - Estimated Time Commitment
Resource
July
Aug
Sept
Oct
Nov
Dec
Jan
Feb
Mar
April
June
July
40
40
40
40
40
40
40
40
40
40
40
40
80
80
80
80
80
80
80
80
80
80
80
80
80
80
80
80
80
80
80
80
80
80
80
80
CS Analysts
80
80
80
80
80
80
80
80
80
80
80
80
FS Analysts
40
40
40
40
40
40
40
40
40
40
80
80
HR Analysts
40
40
40
40
40
40
40
40
40
40
80
80
Project Manager
160
160
160
160
160
160
160
160
160
160
160
160
Portal Analyst
120
120
120
120
120
120
120
120
120
120
120
120
Sponsors
Business Process
Owners
Application
Managers
5
DBA/PSA
80
Security Services
120
80
120
120
80
120
120
120
120
120
120
80
120
120
120
120
120
Total Hours
Ongoing Support/Ownership of the product
Upon Completion of the Project the following will Resource(s) Department
apply:
Data Owner
Steve DeSoer
George Clark
Marilyn Levine
Data Steward
All data stewards:
Anna Fischer
Chris Huss
Kelly Minor
Stuart Thompson
Sue Noce
Traci Klein
Cindy Rickey
Karen Hamel
Lindsey Brown
Kathy Gaer-Carlton
Kelley Christianson
Jill Hernandez
Jamie Schademan
Richard DeShields
Ongoing Costs
(licensing, etc.)
Information Services – approximately 700k/year
No additional costs incurred from upgrades
Administrator for the Product/Software
(updates, maintenance, etc)
Information Services
11. Product Life/Application Sunsetting or Decommissioning
PeopleSoft/Oracle is our enterprise solution. At this time, there is no plan or other viable option for
a replacement.
12. References
We used Sierra Cedar lab to upgrade our Finance and Human Resource applications previously.
------------------- The following review section will be completed by the CWU PMO ---------------13. Approvals
This section should be left blank. The Project Management Office will complete.
Business Case shared with Security Services for compliance and audit review
information
6
Business Case shared with IS Network and Operations
Business Case shared with IS Enterprise Applications
The following actions have been taken by the appropriate Sub-Council (ATAC or BTAC) and
Enterprise Information System Committee (EISC):
Date
Action
By
Upon secured funding and approval by the Enterprise Information System Committee (EISC),
Enterprise Facilities Committee, or one of the two Sub-Councils (Academic or Business), the CWU PMO
will provide the requestor with the documentation of approval and guidance on how to proceed
toward purchasing and possible placement in the Project Management schedule. CWU procurement
policies and procedures will be used to initiate a purchase.
If you have any questions, please contact CWU PMO staff: Ginger McIntosh 963-1466, Sue Noce 9632927, Keith Jones 963-2191, or Tina Short 963-2910.
7
Business Case Evaluation Rubric
Name:
Date:
RUBRIC VALUES
1, 4, 7, 10
CRITERIA
Full Disclosure of Costs
Includes implementation and maintenance
costs.
Strategic Alignment
Aligns with Strategic Plan
1: lots of unknown or hidden costs
4: some costs are known
7 : many costs are known
10: all costs, direct & indirect, are known and tabulated
1: no alignment
4: low
7: medium
10: high
Value/Benefit to "Customer"
Customers are consumers or users of
the product or service could be students,
staff, faculty, other campuses, external
partners and even other services
1: little value/benefit to the customer(s)
4: some value/benefit
7: a lot of value/benefit to customer
10: essential/critical to customer(s)
Importance to Risk Mitigation
Would the campus or customer be exposed
to a risk or impact if the product or service
is not offered?
1: little risk to campus or customer if not offered
4: some risk to campus or customer if not offered
7: much risk to campus or customer if not offered
10: high risk to the campus or customer if not offered
Leverage Potential
Multiplier effect: product or service can
be leveraged for other users/customers on
campus or within CWU system; and/or adds
value for external partners
1: little leverage potential, isolated service
4: some leverage
7: much leverage
10: service could be leveraged by many
Client Service
Can this project be completed in the time
frame requested? If yes, how much will
additional resources be needed?
Required System/Service
Legal compliance requirement. Potential
impact to core University services. Other
services/projects depend on it.
Organizational Impact to Users/Customer
Base
Project
Values
1: highly questionable
4: partial completion – substantial additional resources required
7: substantial completion – some additional resources required
10: complete – no additional resources required
1: does not affect other services
4: other services/projects depend on it
7: other services/projects depend on it and potential impact to core
University services
10: other services/projects depend on it, and/or
potential impact to core University services,
and/or legal compliance requirement.
1: low impact, low number of users
4: low impact, high number of users
7: high impact, low number of users
10: high impact, high number of users
NAME OF PROJECT:
RUBRIC TOTAL:
Revision Date:5/4/2015
8