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Chart of Account Conversion May 21, 2009 Presented by Matt Adelman

Chart of Account Conversion May 21, 2009 Presented by Matt Adelman . INTRODUCTION. Matt Adelman Independent Consultant Oracle Financial and Projects implementation and upgrade experience. Why change a Chart of Accounts?. Move to a single global chart of accounts or a single global instance

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Chart of Account Conversion May 21, 2009 Presented by Matt Adelman

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  1. Chart of Account ConversionMay 21, 2009Presented by Matt Adelman

  2. INTRODUCTION • Matt Adelman • Independent Consultant • Oracle Financial and Projects implementation and upgrade experience

  3. Why change a Chart of Accounts? • Move to a single global chart of accounts or a single global instance • Acquisition of another company • Running out of segment values • Reporting requirements have changed • Values are out of range • You want to track the business differently

  4. Options for Chart of Account Change • Oracle recommends a complete re-installation OR hire Oracle Consulting Services to complete the modifications • Hire other consulting firms to complete the modifications • Flexfield accounting software www.flexfieldexpress.com

  5. COA Conversion Goal • Client requested to adopt international parent company’s chart of account after parent company installed Oracle globally • Client originally installed Oracle Apps in 1999 • Limited future/growth built-in to current COA

  6. COA Conversion • Current COA consisted of the following GL Segments, six in total: • Company (2) • Account (5) • Department (4) • Product Family (3) • Product Detail (4) • Product Subdetail (3)

  7. Parent company COA consisted of the following GL Segments, eleven in total: Company (6) Account (6) Cost Center (6) Profit Center (4) Product Application (3) Product Family (5) Project (8) Intercompany (6) Future1 (8), Future2 (3), Future3 (3) COA Conversion

  8. COA Conversion • Project task force created to review all options for a chart of account conversion • Ultimately, decided the most cost effective and efficient was to purchase Flexfield software and complete project

  9. COA Conversion • Majority of work was planned with internal resources • One financial consultant was hired • Cost of Flexfield software was approx $15,000

  10. COA Conversion • Background • Client installed ‘vanilla’ Oracle with just a few exceptions • Project plan called for a six month implementation from beginning to end • Planned for mid-month conversion and not on quarter or year end, due to audit and financial reporting

  11. COA Conversion • Flexfield provided step by step installation and user instructions (varies depending on how each company has installed and uses Oracle Apps) • Project team mapped old GL segments to new GL segments • Installed software and tested conversion twice before user acceptance and regression tests

  12. COA Conversion • Example of pre-steps to be completed prior to conversion using software: • Create FFIELD schema table space as required in user guide • Create new Chart of Accounts • Create new Accounting Key Flexfield • Setup segment structure • Create value sets – assign to segments in KFF • Define Flexfield qualifiers • Install Flexfield Express software • Clear ALL interface tables • Turn off concurrent manager, lockout users

  13. COA Conversion • Example of post-steps to be completed after conversion: • Create FSGs • Reconcile to pre conversion #’s • Create cross validation rules • Create security rules • Create Aliases • Parent/Child values • Report Sets • Verify all setup options where GL string exist • Modify ADI templates for Journal Entries

  14. COA Conversion • Conclusion – Project was a Success! • Client was very pleased with the outcome • Zero Issues since cut-over (February 2009)

  15. Project Learnings • Overall, my client was vanilla and did not demand much effort outside of a couple part-time IT resources, but I was the only fulltime resource on the project. Users were involved in many of the early efforts and testing, but on a limited basis. The following activities took the most time and effort by our project team as part of the chart of account conversion: • Segment Mapping – do not allow too many hands in this effort as everyone wants to see data in multiple ways to get the information they need. This effort was by far the most difficult and took the longest of any • FSG Creation and Reconciliation • Identification of custom objects, reports

  16. COA Project Benefits • All line drill down/back capability works after conversion from module to module (No loss of history of any kind) • Less costly and more efficient than reinstall of Oracle Applications • Very minimal user impact outside of learning new segment mapping values • Can complete multiple COA conversions as needed with software purchase • Excellent customer service from Flexfield staff as issues arose • Protects your original investment in your company’s Oracle Application

  17. COA Project Questions • Process? • Issues? • Lessons Learned? • Others?

  18. THANK YOU! Contact Matt Adelman msadelman@yahoo.com

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