Learning By Doing
Early Upgrade Success for UCF with PeopleSoft Financials R9.1
Session 29789
March 28, 2011
Presentation Agenda

University of Central Florida (UCF) Overview

Infrastructure

Upgrade Drivers and Benefits

Project Timeline

Best Practices Takeaways
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)
This is UCF
Current Applications and PeopleTools
Applications
PeopleTools
Campus Solutions 9.0
8.50.13
Human Capital Management 9.0
8.50.13
Enterprise Portal 9.0
8.50.03
Customer Relationship Management 9.1
8.50.09
Financials & Supply Chain Management 9.1
8.50.07
FSCM Implementation and
Upgrade History
8.4
Live on July 1, 2003
Live on May 3, 2006
8.9

Successful partnership with Oracle in the Early
Success Program
Live on November 29, 2010
9.1

Successful partnership with Oracle in the Early
Success Program
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
UCF Financials Infrastructure
Infrastructure
Present
Hardware:
• Application server
• Web server/ virtual
machines
SunFire T5220
SunFire T5220
VMWARE ESX on a Sun VMWARE ESX on a Sun
X4600
X4600
Database:
Operating system:
• Application server
• Database server
• NT servers
• Web servers
Future
Oracle 10g on Solaris
running on M5000
Oracle 11g R2 on Solaris
running on M5000
Solaris 10
Solaris 10
Windows 2008 for
Crystal and nVision
Windows 2003 server
running Oracle Weblogic
10.3
Solaris 10 +
Solaris 10 +
Windows 2008 for
Crystal and nVision
Windows 2008 server
running Oracle Weblogic
10.3 +
UCF Financials Snapshot
as of Jan. 2011
OPRIDs - active
1,384
Vendors - active
162,807
Requisitions - active at any one time
4,000
Purchase Orders - active at any one time
6,200
Vouchers - per year
206,000
Assets - in service
47,508
Journals - per year
22,803
Departments / Projects - active
6,003 / 2,089
nVision layouts
490
nVision Scopes
18,730
Upgrade Project Team
Financials Support Services
(FSS) Infrastructure
Computer Services &
Telecommunications (CS&T)
Project Management
1
SW Systems Engineer
1
Financials Service Desk
4
DBA & Integration Support
1
Training & Communications
3
Total CS&T
2
Security
1
Functional – Business System
Analysis
5
Technical – Application
Development & Infrastructure
3
Total FSS *
A total of 19 UCF
staff worked on the
upgrade!
17
* FSS staff worked on daily
tasks and upgrade
UCF – Oracle Partnership
Partnership
Partnership
The Early Success
Program was a natural
fit that aligned with
existing university
objectives
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
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
9.1 Upgrade Benefits
All Modules
Feature
Value
Workflow Availability
Automates manual process
File Attachment Feature
Maintain related information
Audit Trail: GL, AP, AM, AR &
Billing
Delivered rather than custom
Related Content and Related Feed
Provide reference material
Scrolls Within Pages
Improves user experience
Connected Query
Expands power of query
Modal Windows
Improves user experience
Pop-up Menu & Breadcrumbs
Improves user experience
9.1 Upgrade Benefits
Accounts Payable
Feature
Value
Vendor Name History
Can keep vendor if name changes
Payment Notification
Reduce/remove customization
Invoice Information Page Redesign
Better user interface
Asset Management
Feature
Value
New Chartfield Combination Editing
Option
Reduce errors and maintains
consistency with other modules
Asset Consolidation Usability
Improved search and selection of
asset data for consolidation
9.1 Upgrade Benefits
General Ledger
Feature
Value
KK Account Exclusion & Exception
Criteria
Enhance budget definition and
setup
Auto Override
Reduce manual intervention
Speedtype to Budget Funds
Reduces input errors
Allocation Exclusion
Increase use of allocation, reduces
manual journals
9.1 Upgrade Benefits
eProcurement
Feature
Value
Delivered Comments Functionality
Customization removed
Copy Requisition Functionality
Simplify requisition creation
Workflow Hold
Place a temporary hold on ePro
requisitions
Amount Only Checkbox
Requestors can self designate
Share Templates
Easier for users
Reopen Requisitions and POs
Allows normal business to occur
Requisition Default Override
Specify needed data on requisition
Change Request Enhancements
Allows same approval as original
requisition
9.1 Upgrade Benefits
Purchasing
Feature
Value
XML POs
Provides flexibility in design and
signature
PO Signature at Buyer Level
Reduces customization
Workflow on POs
Reduces manual steps
PO Rollover Enhancements
Roll only pertinent POs
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
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
One Project – Two Phases
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
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
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
FSCM 9.1 Project Plan
Deliverables
Phase 1: Orientation and Planning

Fit/gap schedules

Project team calendar and contact list

Detailed project plan

Issue escalation and resolution process
Deliverables
Phase 2: Analysis & Design

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
Deliverables
Phase 3A: Technical Upgrade

Environments

FI91DMO, FI91CPDM, FIDM02, FI91CNV1, FI91CNV2

FI91DEV, FI91TEST, FI91QA, FI91UAT, FI91TRN, FI91STG

FI91PLAY

FIPROD

FIRO (8.9)
Deliverables
Phase 3B: Development

Technical specifications

Customizations development

Post-production technical issues and action items log
Phase 3C: Required System Maintenance

PeopleTools Patch 8.50.08 or higher

Patches and fixes schedule
Patches and Fixes (Schedule)
Patch
Bundle
Date
MP1
1
03/15/2010
Patch 1
2-4
07/06/2010 - 07/09/2010
Patch 2
5
08/25/2010 - 09/03/2010
Patch 3
6
10/04/2010 - 10/08/2010
Deliverables
Phase 4: Testing

Test plan and scripts

Updated specifications and action issues and item logs

Document test results (User Acceptance Testing)
Deliverables
Phase 5: Communication


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
Deliverables
Phase 6: Training

Training plans, sessions and material

Training scope (Delta or Webcourses)
Deliverables
Phase 7: Solution Delivery

Detailed cutover plan

Upgraded 9.1 Financials system

Post-production issues and action items log
9.1 Upgrade Schedule
Day
Date
Time
11/19/2010
5 p.m.
System down
5 – 6:30 p.m.
Business tasks
Stop batch processing
7 p.m.
Start backup
Start
Friday
End
Monday
11/29/2010
Production available
Upgrade Hours
Total time
38 hours (estimated 92 hours)
Scripts (upgrade) time
12 hours (estimated 46-60 hours)
Down 3 days - Monday 11/22/2010 to Wednesday 11/24/2010
Deliverables
Phase 8: Production Support

Support for upgrade technical specifications

FSCM packs
Best Practices –
Takeaways
Orientation
& Planning
Communications
& Training
Testing
Analysis
& Design
Development
& Technical
Upgrade
Best Practices –
Orientation & Planning

Strong executive sponsorship

Defined decision-making and issue resolution

Flat organizational structure

Development and support environment
Orientation
& Planning
Communications
& Training
Testing
Analysis
& Design
Development &
Technical
Upgrade
Best Practices –
Analysis & Design

Set management expectations

Evolve fit/gap processes into functional specifications

Minimize customizations
Orientation
& Planning
Communications
& Training
Testing
Analysis
& Design
Development &
Technical
Upgrade
Best Practices –
Development & Technical Upgrade

Upgrade PeopleTools first

Tune scripts to minimize downtime

Use bolt-on solutions

Detailed cutover plan
Orientation
& Planning
Communications
& Training
Testing
Analysis
& Design
Development &
Technical
Upgrade
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
Orientation
& Planning
Communications
& Training
Testing
Analysis
& Design
Development &
Technical
Upgrade
Best Practices –
Communication & Training

Develop plan

Tie to a themed promotional campaign

Provide online training using User Productivity Kit
(UPK)
Orientation
& Planning
Communications
& Training
Testing
Analysis
& Design
Development &
Technical
Upgrade
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
Roadmap


Implement

Billing

Accounts Receivable

Project Costing
Upgrade

Oracle 11g R2 running on M5000

PeopleTools 8.51.x
Questions
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
THIS PRESENTATION AND ALL ALLIANCE 2011
PRESENTATIONS ARE AVAILABLE FOR
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Presentations from previous meetings are also available