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Session #34283
March 16, 2015
Your Presenters
• Jane Valentine, Manager, UC Berkeley Financial System
• Suresh Mothikuru, Director, Huron Consulting Group
Apologies to the Grammar Police
We are aware of the importance of punctuation:
Panda eats shoots and leaves.
Panda eats, shoots, and leaves.
Technically, the apostrophe placement should be “dos and don’ts” but
this usage is forgiven in the face of reader clarity.
Agenda/Contents
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About UC Berkeley – Go Bears!
About Huron Consulting Group
UCB Upgrade to 9.2 – Background, Timing
Keys to Success
Challenges
Do’s & Don’ts
Demo – Related Content, Workcenters
About UC Berkeley
Fast Facts:
Established in 1868
27,126 undergraduates
10,455 graduate students
1,620 full-time faculty
$2.35 billion budget (FY2014)
$738 million in research
Best Global Universities Rankings
Top 10 Universities in 2015
1 – Harvard, 100
2 – MIT, 88.9
3 – Berkeley, 88.0
4 – Stanford, 85.1
5 – Oxford, 83.6
6 – Cambridge, 83.3
7 – Cal Tech, 80.3
8 - UCLA, 80.1
9 – Chicago, 77.4
10 – Columbia, 77.3
Sources: October 2014 U.S. News & World Report
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Berkeley and Oracle
• FSCM version 9.2
(upgraded March 2014)
• Modules: GL, AP, PO, AR,
BI, GM, CA, PC, eBill
• HCM version 9.0
Position Management
• Hyperion Budgeting and
Planning
• OBIEE
• Implementing Campus
Solutions 9.0
Huron ERP – Education, Healthcare, Public
Sector
Huron ERP Practice
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Over 200 Oracle professionals with wideranging expertise in all PeopleSoft applications
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Platinum member of Oracle’s Partner Network
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Experience in more than 90 large-scale
PeopleSoft ERP planning, implementation and
upgrade projects in Financials, Grants,
eProcurement, HCM and Campus Solutions
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Leading expert on version 9.2, Beta Test
Partner, completed three 9.2 upgrades and
currently engaged in multiple 9.2 projects
We currently have active implementation or
upgrade engagements in every major pillar of
the PeopleSoft suite:
Financials, HCM,
Campus Solutions, OBIEE and Hyperion.
Partnered with Oracle Development for
continuous improvement initiatives and
testing with the Grants suite, Labor
Distribution and Procurement, as well as the
development of the business case for the
Grants Suite
ERP Service Offerings
IMPLEMENTATIONS, UPGRADES,
ASSESSMENTS, AND QUALITY ASSURANCE
New ERP Implementations
ERP Upgrades
Implementation Quality Assurance
Post Implementation/Process Improvement
IT Strategy Roadmap and Governance
Optimization and Cost Reduction
Berkeley PeopleSoft 9.2 Program
The university identified the need to replace existing legacy
systems and modernize the existing financial system
Rationale for Upgrade Program:
Expected Benefits:
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5.
6.
2.
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Unstable platform for legacy grants
system
System enforced controls
Expiring support window
Need for new 9.2 functionality
Upgrade to leverage 9.2 grants system
Streamlined grants processes
Increased reporting capabilities
Retirement of modifications
Improved workflow
New functionality
Improved financial compliance
Timeline
2012
2013
Dec
Feb
2014
Apr
Jun
Aug
Oct
Dec
Feb
Apr
4/2/2014
Upgrade Go Live
Planning
Jun
7/8/2014
Grants Go Live
Plan
12/17/2012 - 3/1/2013
Upgrade
Fit/Gap
6/3/2013 - 4/2/2014
Grants & Contracts
Implementation
3/2/2013 - 7/8/2014
Fit/Gap
Design
Dn
D
v
Development
Test
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Test
I
Concurrent Projects
Time
*Denotes projects with multiple phases
Fringe
Assessment
May/Jun 13
LOW
*Cal Time
Non-Grants
Project
TBD
LOW
November 2014
HIGH
5/31/2013
HIGH
CDS
TBD
LOW
*Campus
Shared
Services
12/13/2014
LOW
Kuali Coeus
Budget
Module
8/21/2014
HIGH
*PI
Portfolio
HIGH
Contracts
and
Grants
TBD
MEDIUM
PeopleTools
Upgrade
6/7/2013
MEDIUM
*InvAR
Spring 2013
LOW
*UCPath
TBD
HIGH
Kuali Coeus
Upgrade
9/30/2013
MEDIUM
UCB COA
Redesign
8/30/2013
HIGH
*CAL Answers
Fall 2014
MEDIUM
TBD
HIGH
Primavera
Unifier
Cal
Planning
5/31/2013
LOW
PeopleSoft
9.2 Upgrade
UCB COA
Cleanup
4/30/2013
LOW
BearBuy
Upgrade
UCOP COA
Redesign
7/1/2013
MEDIUM
Travel &
Entertainment
TBD
HIGH
Berkeley PeopleSoft 9.2 Program
Program Approach to Identifying Scope
Reviewed
Assessed
Approved
Key New Functionalities
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PUM (Update Manager)
AR and Billing Work Centers
Approval Workflow (AWE)
eBill Payment
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Invoice Images
Collections Workbench
Audit Logging for AR, BI, AP, GL
Integrated Grants System
Berkeley PeopleSoft 9.2 Program
Keys To Our Success
Project
Management
Strong Coordination
Across the
Organization
Scope Management
Regular Quality
Assessments
Support from
Sponsors
The Right Project
Resources
Communication
Focus on Project
Culture
Berkeley PeopleSoft 9.2 Program
Our Challenges
Resource
Constraints
Clear Roles and
Sign-Offs
Identify all
Integrations (Manual
and System)
Test all the
Scenarios
Downtime
Communication
Berkeley PeopleSoft 9.2 Program
9.2 Upgrade Do’s
• Do conduct a thorough fit/gap analysis, with review and sign-off from
functional owners/super users
• Do research the PUM functionality - define a strategy to apply fixes during
the upgrade (otherwise, eternal code freeze)
• Do plan to let use the users into the system early in the project
• Do arrange to have all the testers in one room during Integration Testing,
with analyst and technical support present
• Do have a “sandbox” environment available before go-live with real
production data and security access
• Do Perform regular Quality Assurance audits
• Do include Change Management and Training leads in core project team
• Communicate, Communicate & Communicate some more !
Berkeley PeopleSoft 9.2 Program
9.2 Upgrade Don’ts
• Don’t start the project without a solid project & resource plan
• Don’t let the scope creep on you(Have a freeze date for final scope and
code changes – and stick to it)
• Don’t presume that the core functionality will not break - include
negative test cases (journals posted in closed periods)
• Don’t promise new functionality to the stakeholders till you have a
thorough understanding of what it takes to implement (SES)
• Don’t wait to start the training/Change management effort
• Don’t wait on communications planning
• Don’t wait till the last minute to finalize the PUM infrastructure
Berkeley PeopleSoft 9.2 Program
Related Content
Berkeley PeopleSoft 9.2 Program
Related Content
Berkeley PeopleSoft 9.2 Program
WorkCenter
Berkeley PeopleSoft 9.2 Program
WorkCenter Links
Our Journey Continues
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Updating approach to application maintenance
PeopleSoft Test Framework
Rolling out additional 9.2 functionality
• Global Search
• Mobile Approval
• Chartfield Approval Workflow
Integrating new systems with PeopleSoft 9.2
Continued Chartfield Redesign
Replacement of Bolt-On Applications
Introduction of new modules and expanded use of existing modules
Questions?
Contact Information
• Jane Valentine
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Manager, UC Berkeley Financial System
Controller’s Office
University of California, Berkeley
E-mail: [email protected]
• Suresh Mothikuru
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Director, Enterprise Transformation & Strategic Consulting
Huron Education & HealthCare
Huron Consulting Group
E-mail: [email protected]
This presentation and all
Alliance 2015 presentations are
available for download from the
Conference site at
www.alliance-conference.com
Presentations from previous meetings are also available