navigating a 9.1 upgrade: check your mods at the door session #29762 march 28, 2011
TRANSCRIPT
Navigating a 9.1 Upgrade: Check your Mods at the DoorSession #29762March 28, 2011
Sandra Bruzina Business Analyst, CCHMC PeopleSoft Finance 7 years experience with PS 8.8 25 years experience with grants
Matthew Bonnett Business Analyst, CCHMC PeopleSoft Finance 10 years experience with PS FSCM 13 years experience with grants
Brendan McHugh Associate, Huron Consulting Group 3 years experience with PS FSCM and HCM
Presenters
This presentation will be an overview of our upgrade from 8.8 to 9.1 PeopleSoft for the Grants
Suite which includes the Grants, Contracts, Project Costing, Billing and AR modules
We will specifically talk about how one of our goals of the upgrade was to remove mods and
move to a more delivered solution
Overview
Overview of Cincinnati Children’s Timeline for implementation of 9.1 Process to identify new functionality and reduce
customizations Examples of customizations removed
Agenda/Content
Full service, nonprofit, pediatric academic medical center, established in 1883 One of only eight on the 2010 U.S. News & World Report Honor Roll of Best Children’s Hospitals Second highest recipient of NIH grants for pediatric research Received $156,586,208 in sponsored program awards July 1, 2009 – June 30, 2010. Over 1 million patient encounters last fiscal year Over 12,000 employees
Our Organization
Human Capital Management, Version 8.3 implemented in 1999
Supply Chain Management, Financial Management and Grants Management 8.8 implemented in 2005
Goal is to have HRM, FSCM, and ELM on the same 9.1 platform and reduce customizations.
Our Organization & Oracle
Timeline for 9.1
Phase Timeframe
Hardware (PeopleTools 8.5) May 2010 – January 2011
Project Initiation May 2010
Fit Gap and Analysis June 2010 – September 2010
Design & Development September 2010 – January 2011
Testing January 2011 – April 2011
Training April 2011 – May 2011
Go Live Target May 2011
Support May 2011 – June 2011
Upgrade Goals
5 years since the initial implementation Business processes have changed/evolved
Set a project-wide goal to remove 5-10% of mods in upgrade across the FSCM and HCM applications
More streamlined system Save time testing future bundles, patches, and
upgrades
Reviewed all 125 Grants modifications Determined that only 79 modifications (63%)
were still needed in the upgraded 9.1 environment
Able to get rid of 46 system modifications (37%), which was more than 3 times our goal
How did we do it?
Results of Fit-Gap Analysis
We’ll tell you . . . For $1 million dollars
Matt’s son, Tyler, doing his best Dr. Evil impersonation
We budgeted 5 months for a detailed analysis Researched existing mods Tested new delivered functionality in a demo
environment Analyzed current business needs with Subject
Matter Experts (SME’s) And continued to support the production
system with non-upgrade related activities!
Review Process
After reviewing new delivered functionality in PeopleSoft 9.1, we looked critically at each of our modifications
We asked ourselves 2 questions about our mods Is this functionality now delivered? Do we still need this modification?
Review Process
Proposed Solution Options Retrofit existing customization Modify existing customization Remove current customization New delivered functionality New modification
Review Process
Modification Breakdown
125 Grants customizations in current version 79 (63%) customizations to be retrofitted 46 (37%) customizations to be removed
17 (14%) are PeopleSoft reports replaced by Business Objects
15 (12%) are not currently in use or will not be used going forward
14 (11%) can be removed as a result of new delivered functionality
Modifications Removed in the 9.1 Upgrade
KK Source Header Unlock
Modification Custom KK Source Header Unlock app
engine
Reason for Removal The functionality is now delivered in
PeopleSoft 9.1 to allow users to unlock a budget check job that has either run to “No Success” or has been canceled
Modification Custom KK Auto Override app engine
Reason for Removal The functionality is now delivered in
PeopleSoft 9.1 to allow users to configure this option by Source Transaction in Commitment Control
KK Auto Override
Modification Adjust Billing Temp Table Rules to prevent users
from generating invoices at the same time
Reason for Removal The functionality is now delivered in PeopleSoft
9.1 to allow users to run concurrent invoice generation processes
Concurrent Invoice Generation
Modification Change Project Budget Finalize Button to
eliminate the load to PROJ_RESOURCE from the PC_WRAPPER process
Reason for Removal The load to PROJ_RESOURCE is now
dependent on successful completion of the load to KK.
Budget Finalization Button
Modification Modify the Billing Worksheet search page and
review Contract/Project Bill page to enable users to limit search by Billing Specialist
Reason for Removal PeopleSoft 9.1 delivered Billing Worksheet and
Review Contract/Project Bill pages include Billing Specialist as a search field
Billing Worksheet Search
Search by Project ID on Award Profile Page
Modification Allows user to search by Project ID on the
Award Profile page
Reason for Removal 9.1 delivers Project ID as a search field on the
Award Profile page
Subrecipient Data Added in Award ProfileModification Made “Proposal” tables that contain subrecipient
information available and editable on Award side Designed to utilize existing tables rather than creating
CHMC bolt-on GM_Award page was modified by adding a button in
the associated projects scroll that could be used to access subrecipient information
Reason for Removal PeopleSoft 9.1 delivers new functionality for
subrecipient data on the award side
Copy Proposal Button for V2 VersionModification Modified the Copy Proposal page by creating
a new “Copy Proposal – New Version” panel so that a V2 version would automatically default
At CCHMC, V1 versions represent the proposal stage and V2 represent awarded proposals
Reason for Removal New 9.1 functionality allows entry of V2
version
Key Modifications Removed by Process Improvements
Proposal Express page (replaced by ePAS) In-House review form (replaced by ePAS) CFDA entry/reconciliation Project page Notify (replaced by Image Now) Custom PeopleSoft reports that have been
replaced by Business Objects reports
Proposal Express
Modification Page developed to consolidate proposal data
entry
Reason for Removal Currently use Click Commerce’s Grants
Express solution for pre-award entry, which feeds into the PS Proposal tables
CFDA ReconciliationManual Process CFDA numbers manually entered
Reason for Business Process Change Ability to load values in new table via Excel
spreadsheet Reduces errors Reduces amount of time required to capture data
for A-133 reporting
It’s a Mod, Mod, Mod, Mod World!
Questions?
Sandra Bruzina Business Analyst, PeopleSoft Finance Cincinnati Children’s Hospital Medical Center E-mail: [email protected]
Matthew Bonnett Business Analyst, PeopleSoft Finance Cincinnati Children’s Hospital Medical Center E-mail: [email protected]
Brendan McHugh Associate, Huron Consulting Group Email: [email protected]
Contacts
This presentation and all Alliance 2011 presentations are available for download from the Conference site at
www. heug.orgwww.psugonline.org
www.federalusersnetwork.comPresentations from previous meetings are also available