ucf financials 9.2 upgrade
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UCF FINANCIALS 9.2 UPGRADEFIT/GAP AND DESIGN SESSION KICKOFF MEETINGFEBRUARY 1, 2016
AGENDA
Introductions
What is a Fit/Gap session?
What do Fit/Gap sessions entail?
How are Fit/Gap sessions conducted?
What are the goals of the Fit/Gaps?
What is next - Post Fit/Gap Actions?
Questions & Answers
PROJECT TIMELINE
May – Sep2016
May – Sep 2016
Mar – May (1)Jun – Sep (2)2016
Jul 2015 –Sep 2016
Sep 2015 –Jun 2016
May 2015 –Jan 2016
Orientation & Planning
Phase 1 Phase 3 Phase 5
Phase 6Phase 4Phase 2
OCT 32016
GO LIVE!
Phase 8
ProductionSupport
TechnicalDevelopment & Upgrade
Communication
Phase 7
Solution Delivery
Analysis & Design (Fit/Gaps)
Testing(Phase 1) (Phase 2)
Training
Aug – Sep 2016
WHAT IS FIT/GAP?
Method for ensuring an accurate and complete implementation/upgrade
Identifies changes
Involves key usersProduces information used to develop a conceptualized and prototyped system.
WHAT DO FIT/GAP SESSIONS ENTAIL?
Review of functionality changes from production to upgrade
Analysis and validation of system design
Demonstrate delta functionality
Define requirements:• Data conversion • Interface • Reporting
Explore possibility of removing existing modifications
Identify changes• Setup Table Values • Navigation• Functionality
Sample Data
DOES IT FIT?
WE’LL BE ASKING FOR
YOUR THOUGHTS
ON….
Recommended business process
revisions
Existence of any critical system gaps
Items not available currently which are
business critical requirements - New
Functionality
HOW ARE GAPS AND NEW FUNCTIONALITY ADDRESSED?
For each gap or new functionality that is identified:
• Determine if action is needed• Document in Action Item Log• Assign and follow through to resolution• Estimate and spec modifications • Record additional information
requirements • Process definition & change
requirements• Setup table values
ORACLE PEOPLESOFT LIFECYCLE
Continual Improvement Industry very competitive
Oracle requirement to maintain support Mini Gap Analysis Process
Some current modifications may no longer be required
Some current modifications may have to be reapplied
New modifications may be required
WHAT ARE THE FIT/GAP GOALS?
DEVELOP a clear picture
of requirements
DESIGN the entire process
IDENTIFYmodifications – maintained
and new
WHY MINIMIZE MODIFICATIONS/NO CUSTOMIZATIONS?
Minimize maintenance issues
Interface and conversion requirements
Impact of software upgrades
Meet project timeline
Avoid lack of software support
WHAT AREMODIFICATIONS/CUSTOMIZATIONS?
Modifications/Bolt-ons
New/Modified Translate Values
New Tables/Views
New/Modified Interfaces
New/Modified Navigation
New/Modified Reports, etc.
Customizations
New/Modified Fields
Modified Tables/Views
New/Modified Pages
New/Modified Menus
New/Modified PeopleCode
THESE ARE NOTMODIFICATIONS/CUSTOMIZATIONS
New Table Values
PS Standard Reports
PS Query Use
Operator Security Definition
Department Security Tree
HOW ARE FIT/GAP SESSIONS CONDUCTED?
Each module has multiple Fit/Gap
sessions
Participants vary depending on
the module
The Fit/Gaps will be facilitated by these functional representatives from Financials
Support Services:Asset Management & Security - Maukonen
Accounts Payable - Fay, Kentish Accounts Receivable - Sanders, Kentish
Billing - Kentish, SandersContracts - Mullins, SanderseProcurement - Fay, Mullins
General Ledger - Besana, GyoryProject Costing - Wilson, Kentish
Purchasing - Fay, Mullins
FSS ROLES & EXPECTATIONS
Facilitate sessions
Keep discussion focused
Provide UCF Financials expertise
Relate experiences
Provide recommendations for new functionality
Offer alternatives to system modifications
Provide direction to facilitate creation of deliverables
PARTICIPANTS ROLES & EXPECTATIONS
Provide real world experience
Be prepared - bring relevant information to sessions
Participate extensively
Ask questions
Be involved!
Be present and on-time
CRITICAL SUCCESS FACTORS
Empowered, knowledgeable participantsUser participationKeeping an open mindMaking timely decisions (48 Hours)Focusing on the need, not the current processesBeing prepared to change business processesTaking ownershipMinimum modifications
WHAT IS NOT A PART OF FIT/GAP?
Oracle PeopleSoft training
Forum for discussing unrelated topics
Forum for developing business processes
UCF FIT/GAP APPROACH
Fit/Gap Activities:
Review minutes from previous session
Review agenda for current topics
Discuss delta items
Discuss current process vs. new functionality
Confirm any decisions or issues raised
WHAT IS THE TIMEFRAME FOR FIT/GAPS?
WHAT HAPPENS AFTER FIT/GAPS?
Estimate modifications
Write design books
Complete prototype database
Begin testing additional
functionality
FIT/GAP DELIVERABLES
Fit/gap analysis Data conversion strategy defined, data mapped, conversion
program specs written and approved Interface requirements defined, specs written and approved Report requirements defined, specs written and approved
System design document policies, procedures, and process flows
Estimates
Working prototype with UCF specific data
WHAT IS A PROTOTYPE
Working model of the to-be live system
Contains representative sample data
Setup tables completed
Ensures system works as expected by all
Demonstrates concepts discussed in Fit/Gap sessions
Builds basis for production system
WHAT HAPPENS TO THE PROTOTYPEAFTER IT IS BUILT?
The Prototype
Demonstrates the application to the entire team
Provides a learning
environmentAids design work
POST FIT/GAP ACTIVITIES
Develop modifications, reports, interfaces and conversion program
Implement change management plan
Validate data conversion
Conduct end-user training
Conduct testing
Review production readiness
Upgrade goes live
AQ
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