PeopleSoft FMS V9.0 Upgrade Project Kickoff Meeting

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PeopleSoft FMS V9.0
Upgrade Project Kickoff Meeting

• November 18, 2008

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Agenda

• Introductions
• Executive Message
• Project Objectives
• Project Scope
• Critical Success Factors
• Team Structure
• Roles and Responsibilities
• Project Timelines
• Upcoming Key Tasks
• Questions Closing Comments

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Introductions

• Let us all know
• Your name
• Your department and area of expertise
• How long at Central Washington University
• One little known interesting (or not) fact about
  yourself

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Executive Message

• EXECUTIVE SPONSORS
• Kevin Kimball
• Carmen Rahm

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Project Objectives

• Upgrade Central Washingtons PeopleSoft FMS
  system from version 8.8
• to version 9.0.
• Allow for continued vendor support.
• Continue to build a foundation for future
  functionality and new releases.
• Complete the work before year end activities
  begin.
• Ensure continued business operation and minimize
  disruptions.
• Train all resources to properly utilize the new
  release.
• Whenever possible, utilize delivered
  functionality versus upgrading customizations.
• Make the challenge enjoyable.

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Project Scope

• PeopleSoft FMS modules to be upgraded
• General Ledger, Accounts Payables, Purchasing,
  Asset Management
• A standard technical upgrade is to be performed
• Account for any true gaps caused by the 9.0
  version.
• Utilize new features of v9.0 (within existing
  modules) in order
• to eliminate current customizations.
• Required existing customizations are re-applied
  to v9.0
• Train users on the 9.0 version.
• Extensive series of tests and validations are to
  be conducted.
• 4 series of tests will test the upgraded
  databases
• System integration test (IB/AM)
• Parallel test (1 parallel test soon before
  cutover)
• SQRs and public querys / interfaces and reports
  will be upgraded.
• Business Process Reviews for Bank Reconciliation,
  Commitment Control, and Asset Management

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Project Scope

• What is NOT in scope.
• Changes to a business processes unrelated to
  going to v9.0
• Desire to use PeopleSoft delivered functionality
  that existed in v8.8 or prior to
  v8.8 (but was never used).
• New customizations unrelated to v9.0
• New v9.0 features that do not eliminate a prior
  customization
• Changes to v9.0 that are superficial in nature.

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Critical Success Factors

• Define and adhere to scope
• Commitment of resources (technical, functional,
  subject matter experts)
• Project team empowered to make decisions
• Timely decision making
• Knowledge transfer
• Open and effective communications
• Change management
• Project planning
• Limit customizations
• Good documentation

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Team Structure
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Roles and Responsibilities

• Functional Team Members

• Provide business process
• knowledge and requirements
• Participate in fit-gap sessions
• Develop test scripts
• Conduct system testing
• Develop execute training
• Configure system
• Issue resolution
• Ensure critical business processes are met
• Communications input

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Roles and Responsibilities

• Subject Matter Experts

• Provide knowledge of specialized business
  processes
• Help research and resolve issues
• Contribute to decision making
• Attend related fit-gap sessions
• Ensure critical business processes are met
• Conduct system testing

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Roles
and Responsibilities

• Technical Team

• Create upgrade environment
• Run all upgrade scripts to perform the
  technical upgrade
• Re-apply customizations
• Perform system backups
• Provide on-going database support
• Assist with determining if customizations should
  be re-applied.
• Configure security / user ids
• Interface testing and adjustments as needed

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Project Timelines
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Planning (11/3 - 11/20)
Pass I (11/17 - 1/30)
Pass II (1/5 2/27)
Pass III (3/5 4/10)
Pass IV (3/30 -4/17)
Go Live (4/23 4/29)
Test Script Development (11/10 12/31)
Fit/Gap BPR Sessions (1/5 3/27)
BPG Development (1/5 3/31)
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Upcoming Key Tasks
Current Business Process
Business and Process Owners
PeopleSoftDelivered Process
Fit/Gap Sessions
Executive Backing for Business Transformation
Desired FutureProcess
Knowledge of 9.0
Process Guides
Existing Customizations to be Upgraded
Processes and Configurations due to Gaps
Heavy Functional Team / SMEs
involvement
Existing Customizations to be Eliminated
Current Business Process
New Business Process
PeopleSoft Delivered Process
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Upcoming Key Tasks

• Continue with the technical initial pass
• Compare reports review
• Create the test scripts business process guides
• Compilation of all business process tests
• Test plan, scripts, and procedures will be ready
  before-hand
• Functional testing validation of the initial
  pass
• upgrade
• To test all the basics of your system

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Closing Remarks

• Questions
• Closing Comments
• Thanks in advance for the extra effort !!

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