1 / 65

Institutional Readiness

Institutional Readiness. Preparation for Cutover July 16 th , 2008. 1. Agenda. Housekeeping Preproduction Cutover Security Workshop Workflow / Security Preparation Questions. 2. PeopleSoft 8.9 Financials Upgrade. Housekeeping. 3. V8 Web Conferences. Wednesday 7/23/08 10:00 am

binta
Download Presentation

Institutional Readiness

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Institutional Readiness Preparation for Cutover July 16th, 2008 1

  2. Agenda • Housekeeping • Preproduction Cutover • Security Workshop • Workflow / Security Preparation • Questions 2

  3. PeopleSoft 8.9 Financials Upgrade Housekeeping 3

  4. 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

  5. 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/

  6. 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

  7. 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

  8. PeopleSoft 8.9 Financials Upgrade Preproduction Cutover 8

  9. Agenda • Preproduction Cutover • Overview • Role Definition and Expectations • Materials Provided • Materials Needed • Reconciliation Strategy • 3 Week Validation • Checklist 9

  10. 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 10

  11. POLL #1 PeopleSoft 8.9 Financials Upgrade 11

  12. Preproduction Overview 12

  13. Preproduction Overview OIIT-Lead Institution-Lead Institution-Lead 13

  14. POLL #2 PeopleSoft 8.9 Financials Upgrade 14

  15. Preproduction Overview • 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 15

  16. PeopleSoft 8.9 Financials Upgrade Roles 16

  17. Preproduction Roles • Institution Role • Perform manual configuration • Reconcile row counts • Reconcile query results • Verify environment • Perform other verification activities • Enter sample conversion data 17

  18. Preproduction Roles • OIIT Role • Facilitate validation, manual configuration and reconciliation • Issue resolution • Technical support • Functional support • Help desk 18

  19. PeopleSoft 8.9 Financials Upgrade Materials Provided by OIIT 19

  20. 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 20

  21. 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 21

  22. Materials Provided Database Environments 22

  23. 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 23

  24. POLL #3 PeopleSoft 8.9 Financials Upgrade 24

  25. PeopleSoft 8.9 Financials Upgrade Materials Needed 25

  26. 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 26

  27. Materials Needed • Strongly Suggested • Chartfield Listings • Account, Department, Program, Class, Project, Fund • Rulers • Calculators • Other reconciliation tools 27

  28. PeopleSoft 8.9 Financials Upgrade Reconciliation Strategy 28

  29. 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) 29

  30. Reconciliation • Record Counts • 2 types • Model – comparison to master configuration • Institution Specific – comparison to institutional database • Limited to top 200 tables 30

  31. 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 31

  32. Reconciliation • Queries (cont) 32

  33. Reconciliation • Adhoc • Institution defined • Limited to audits and not holistic reconciliations • Executed once systematic reconciliations are complete 33

  34. POLL #4 PeopleSoft 8.9 Financials Upgrade 34

  35. 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 35

  36. Questions? PeopleSoft 8.9 Financials Upgrade 36

  37. PeopleSoft 8.9 Financials Upgrade Security Workshop 37

  38. Security Workshop • Agenda • Security overview • Core user configuration • Workflow configuration • Question and answer 38

  39. Security Workshop • Security overview (1 ½ Hours) • Security administrator job requirements • Conversion process • Review Job Aids / Tools 39

  40. 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 40

  41. 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 41

  42. POLL #5 PeopleSoft 8.9 Financials Upgrade 42

  43. 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 43

  44. 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 44

  45. PeopleSoft 8.9 Financials Upgrade Preproduction Expectations 45

  46. Preproduction Expectations • 3 week period after security workshop • Institutional Tasks • Complete system configuration • Perform system testing • Test conversion strategy • OIIT Support • Help desk procedures 46

  47. Preproduction Expectations • System Configuration • Populate department managers • Populate project manager • Configure expense approvers • Assign delegates and designates • Populate core security roles • Assign user preferences 47

  48. Preproduction Expectations • 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 48

  49. Preproduction Expectations • Conversion • Accumulate source documents • Review open balances • Enter sample transactions • Purchase Orders • Receivers • Travel Authorizations • Expense Reports • Vouchers 49

  50. PeopleSoft 8.9 Financials Upgrade POLL #6

More Related