Institutional Readiness

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Institutional Readiness

Preparation for Cutover

July 16th, 2008

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Agenda

• Housekeeping

• Preproduction Cutover

• Security Workshop

• Workflow / Security Preparation

• Questions

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Housekeeping

PeopleSoft 8.9 Financials Upgrade

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V8 Web Conferences

• Wednesday 7/23/08 – 10:00 am

• PO / Supply Chain Closeout #2• Flexible Spending Accounts (FSA)

– 11:00 am• Training Q&A

• Coming Soon!– Local Network and Client Setup

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Training

• Training Question & Answer session– Starting at 11:30 am this morning

• Training Materials are now available– http://www.usg.edu/gafirst/fin/training/ver8/

• Business Process documentation is available– http://www.usg.edu/gafirst/fin/project/v8/documentation/bp/

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V8 Weekly Update

• Every Monday –Campus Coordinators – Hotel Information– Tasks– Events

– http://www.usg.edu/gafirst/fin/project/v8/news/weekly/• Weekly Update Archive• Go-Live Key Dates• IR Tasks Checklist

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Hotel Information

• Room Blocks reserved– See weekly update for promotion codes– Reservation for Group 1 pre-production

August 3 & 4 must be made by end of the day today.

– Group 1 Go-Live UGA football weekend

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Preproduction Cutover


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Agenda

• Preproduction Cutover– Overview– Role Definition and Expectations– Materials Provided– Materials Needed– Reconciliation Strategy– 3 Week Validation– Checklist

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Preproduction Overview

• Preproduction Goals:– Dress rehearsal for go-live– Obtain timings– Perform reconciliation and configuration– Verify architecture settings– Set expectations for go-live– Validate tools needed to cutover

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POLL #1


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OIIT-Lead

Institution-Lead

Institution-Lead

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POLL #2


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• Delivery Format– Facilitator-lead delivery– Room 104 or 105 will be utilized– Functional, technical and architecture in the

room and available to assist– Training schedule format– One workstation per institution– Two participants per institution

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Roles


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Preproduction Roles

• Institution Role– Perform manual configuration– Reconcile row counts– Reconcile query results– Verify environment– Perform other verification activities– Enter sample conversion data

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Preproduction Roles

• OIIT Role– Facilitate validation, manual configuration and

reconciliation– Issue resolution– Technical support– Functional support– Help desk

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Materials Provided by OIIT


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Materials Provided

• Module configuration guides– GL, AP, PO, EX, AM, AR

• Account setup guide• Chart field inheritance set up guide• Record count checklist• Reconciliation checklist• Environment verification checklist• Flexible spending balance conversion guide• Prepaid balance conversion guide• Sign-off form

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Materials Provided

• Additional References– Key dates– PO archive table mapping– Commitment control table mapping– 7.5 database names– HRMS / Financials URLs– Month end checklist– Workstation installation– Deployment checklist– 7.5 to 8.9 query name crosswalk

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Materials Provided

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Database Environments

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Materials Provided

• Windows XP Workstations– Access to 7.5 and 8.9 environments– Microsoft Office 2003– Adobe Acrobat Reader– Internet Explorer 7– Developer Tools– Journal Spreadsheet Upload– Access to printer and network share– Windiff file compare tool– Swiftview– UPK

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POLL #3


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Materials Needed


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Materials Needed

• Required– Institution specific queries / reports– Sample Budget Progress Report– Sample Surplus Deficit Report– Trial Balance (All funds)– Private query listing– Employee Listing

• Include employee id, name and operator ids

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Materials Needed

• Strongly Suggested– Chartfield Listings

• Account, Department, Program, Class, Project, Fund

– Rulers– Calculators– Other reconciliation tools

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Reconciliation Strategy


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Reconciliation

• Overview– Verify record counts to assure no data lost

during conversion– Execute “open balance” queries to ensure

functional data integrity– Perform adhoc “audits” on key balances /

transactions (institution specific)

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Reconciliation

• Record Counts– 2 types

• Model – comparison to master configuration• Institution Specific – comparison to institutional

database• Limited to top 200 tables

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Reconciliation

• Queries– Most common “open balance” queries automated– Query executed via SQL to minimize the runtime– Query columns standardized so file comparison

tool can be utilized– Query results saved to text files

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Reconciliation

• Queries (cont)

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Reconciliation

• Adhoc– Institution defined– Limited to audits and not holistic

reconciliations– Executed once systematic reconciliations are

complete

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POLL #4


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Reconciliation

• Considerations– Encumbrances and pre-encumbrance balances

will be zero– Adjustment transactions will show up in budget

progress reports– Not all balances will reconcile– Fiscal year and accounting period will change on

many historical transactions in commitment control

– OIIT is working with USO to define a materiality threshold

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Questions?


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Security Workshop


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Security Workshop

• Agenda– Security overview– Core user configuration– Workflow configuration– Question and answer

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Security Workshop

• Security overview (1 ½ Hours)– Security administrator job requirements– Conversion process– Review Job Aids / Tools

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Security Workshop

• Core user configuration (3 Hours)– Instructor lead walk thru example– Core security lab

• Utilize security request form• Job Aids available to assist• OIIT personnel will assist with issue resolution• Configuration based on institution security request

forms

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Security Workshop

• Workflow configuration (2 ½ Hours)– Instructor lead walk thru example– Workflow setup lab

• Utilize spreadsheets• Assign administrator roles• OIIT personnel will assist with issue resolution• Configuration based on institution spreadsheets

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POLL #5


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Security Workshop

• Materials Needed– Core user security request forms– ePro department manager spreadsheet– ePro project manager spreadsheet– Generic role assignments

• Expense Admin• ePro Admin• Workflow Admin• Chart field Admin• Cash Advance Admin

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Security Workshop

• Materials Needed (cont)– Expense Workflow

• Level 1 and designate• Level 2 (optional)• Level 3 and designate (optional)• Level 4 and designate• Project approver and designate• Delegates

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Preproduction Expectations


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• 3 week period after security workshop– Institutional Tasks

• Complete system configuration• Perform system testing• Test conversion strategy

– OIIT Support• Help desk procedures

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• System Configuration– Populate department managers– Populate project manager– Configure expense approvers– Assign delegates and designates– Populate core security roles– Assign user preferences

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• Testing– Test check printing on all required

workstations– Test EFT and positive pay file creation– Hire / terminate employees– Upload 3rd party interface files– Journal and voucher upload– Batch Schedule

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• Conversion– Accumulate source documents– Review open balances– Enter sample transactions

• Purchase Orders• Receivers• Travel Authorizations• Expense Reports• Vouchers

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POLL #6


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Preproduction Checklist


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Checklist

• Checklist components– Preproduction documents– Security workshop documents– Campus readiness tasks– 3 week preproduction system test plan

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Workflow / Security Preparation


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Completion Status

Define Generic Roles– Chartfield Admin – 94%– ePro Admin – 94%– EX Cash Adv Admin – 94%– EX Admin – 94%– Workflow Admin – 94%

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Completion Status

ePro Workflow Roles - Approvers– ePro Department Managers – 100%– ePro Project Managers – 100%

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Completion Status

Expenses Workflow Roles - Approvers– EX Dept Mgr 1 Approvers – 88% (Required)– EX Dept Mgr 2 Approvers – 67%– EX Project Mgr Approvers – 79% (Required)– EX Reviewers – 70%– EX AP Auditors – 79% (Required)

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Completion Status

Expenses Workflow Roles - Escalators– EX AP Auditor Escalator – 97%– EX Dept Mgr 1 Escalator – 97%– EX Project Mgr Escalator – 94%– EX Reviewer Escalator – 97%

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Completion Status

Expenses Workflow Roles - Designates– EX AP Auditor Designates – 33%– EX Dept Mgr 1 Designates – 58%– EX Project Mgr Designates – 36%– EX Reviewer Designates – 36%

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POLL #7


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Completion Status

7 Schools are 100% complete!

And …

7 Schools are 90%+ complete!

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If you are 100% complete on workflow tasks … you still have work to do!

Core User Security Forms must be filled out before the Security Workshop!!


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Recap


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Recap

• Documents posted to GAFirst– Preproduction checklist– Today’s presentation– Reconciliation queries– Reconciliation count records– Sign-off form

• Documents will be posted by 7/23/08

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Recap

• Tasks prior to preproduction– Complete workflow tasks– Continue data cleanup activities– Fill out core security request forms– Finalize conversion strategy

• Identify queries and reports• Assign resources to repopulate the system• Assemble source documentation• Manage campus expectations• Communicate with vendors where necessary

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Questions?
