VCCS SIS V8 Upgrade Project Technology Council Presentation

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VCCS SIS V8 Upgrade ProjectTechnology Council
PresentationOctober 7, 2004
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VCCS SIS V8 Upgrade Project - Working with
PeopleSoft

• PeopleSoft eBusiness Architecture Assessment
• On-site review and assessment completed August 16
  26 for Version 7.6 and Version 8
• Recommendations incorporated into Technology
  Architecture plan
• PeopleSoft Upgrade Lab assessment and upgrade
  preparation
• Completed August 23 September 24
• Reports and analysis reviewed by ITS staff
• Clean-up steps taken
• PeopleSoft Project planning
• Completed September 20 24
• Upgrade project plan based on PeopleSoft COMPASS
  methodology published on September 30
• Project charter being revised based on planning
  workshop
• PeopleSoft certified Version 8 Demo install
• Completed September 27 - 30
• Hands-on training and knowledge transfer to ITS
  staff
• PeopleSoft Upgrade Lab on-site install

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PeopleSoft Upgrade Lab review of VCCS 7.6
Production Database August / September 2004
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PeopleSoft Upgrade Lab review of VCCS 7.6
Production DatabaseAugust / September 2004
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PeopleSoft Upgrade Lab review of VCCS 7.6
Production DatabaseAugust / September 2004

• Almost all modifications to objects are well
  documented. Most are minor in nature. Also good
  naming conventions were used for custom added
  objects. They begin with the identifier 'VCCS' or
  'VC'. Many of the customizations and custom added
  objects are for the EPOS project.
• The changes to records and record fields are
  minor in nature. These modifications can be
  carried forward. For many of the records, only
  the long description has been changed. There are
  some modifications to records that have not been
  documented.
• Most of the modifications are well commented. A
  few undocumented changes could be the result of
  applying fixes. Reapplying customizations will be
  the most challenging part of the upgrade, as
  PeopleCode has changed significantly in
  PeopleSoft 8.0. It may be difficult to determine
  how to reapply your modifications.
• Most of the modifications are documented and
  consist mostly of additional fields. Three
  modified panels are not documented. You may find
  though, that your current modifications, if
  carried forward, will have to be made to new
  panels and / or sub-panels. Modifications to PS
  panels will be examined and reapplied where
  possible.
• Minor modifications were made to the PeopleSoft
  panel groups and all but two are documented. All
  of these modifications can be carried forward
  where possible. Again, these objects have
  changed extensively and changes may have to be
  made to the new panel groups.
• Very minor field changes were made and are
  documented. Most of the modifications consisted
  of changes in description changes for translate
  modifications. All field changes can be carried
  forward.
• Most of the changes to the PeopleSoft delivered
  translate values exist because of inactive
  setting changes. These changes will be carried
  forward.
• No indexes were modified. One index was added to
  PSOPRDEFN for the field EMPLID. None of the
  modifications to 5 menus are documented. They
  could be the result of applying fixes. There is
  a custom tablespace VCINDEX but only one record
  uses it - VC_ADJCNT_RCTL.
•  

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VCCS SIS V8 Upgrade Project PeopleSoft Compass
Methodology

• Phases Strategy, Planning, Structure,
  Construct, Transition,
• Deploy
• Activities major sections of a Phase,
  consisting of Steps that
• conclude in a project
  deliverable or milestone
• Steps similar tasks that are part of
  an Activity
• Application specific information includes table
  setup sequences,
• application features,
  integration detail, and
• application-specific
  tasks

Scalable
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VCCS SIS V8 Upgrade Project PeopleSoft Compass
Methodology

• Strategy Phase
• Usually pre-sales
• Planning Phase
• Includes the Upgrade Planning Technology
  Assessment Packaged Services
• Structure Phase
• Includes detailed implementation planning,
  specifically defining requirements and developing
  a project charter, fit/gap analysis, and
  functional specs

• Construct Phase
• Includes designing, building, and initial testing
  of the PeopleSoft system
• Transition Phase
• Includes System Test, other testing activities,
  and getting ready for Production (Production
  Readiness)
• Deploy Phase
• Includes go-live and production support

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VCCS SIS V8 Upgrade Project Plan - Summary

• VCCS SIS Version 8 Upgrade Project (Peoplesoft
  Compass Methodology) Sun 8/15/04 Wed 3/23/05
• Structure Phase Sun 8/15/04 Fri 10/29/04
• Planning and Project Charter Sun 8/15/04 Fri
  10/29/04
• Delta Fit/Gap Functional Requirements and
  Specifications Sun 8/15/04 Fri 10/22/04
• Close Structure Phase Fri 10/22/04 Fri
  10/22/04
• Construct Phase Sun 8/15/04 Tue 12/21/04
• Design Sun 8/15/04 Wed 11/3/04
• Build and Test Sun 8/15/04 Tue 12/21/04
• Close Construct Phase Tue 12/21/04 Tue
  12/21/04
• Transition Phase Sun 8/15/04 Mon 2/14/05
• Build Comprehensive Technical Architecture for
  Production Tue 11/16/04 Tue 12/14/04
• Perform Test Move to Production 2 Mon
  12/13/04 Fri 1/7/05
• System Test Sun 8/15/04 Fri 1/7/05
• Perform Test Move to Production 3 Fri
  1/14/05 Thu 1/27/05
• Production Readiness Sun 8/15/04 Mon 2/14/05
• Close Transition Phase Mon 2/14/05 Mon
  2/14/05
• Deploy Phase Sun 8/15/04 Wed 3/23/05
• Perform Test Move to Production 4 Fri
  1/28/05 Thu 2/10/05
• Deploy Sun 8/15/04 Fri 2/18/05

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VCCS SIS V8 Upgrade Project Plan Moves to
Production

• First Test Move to Production
• October 6th through November 5th
• 23 days 8 hours 184 hours
• Go-Live / Move to Production
• February 15th _at_ 600pm through February 21st _at_
  600am
• 5.5 days 24 hours 132 hours

Copy of Production Version 7.6 target for Test
Move to Production created October 5th
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VCCS SIS V8 Upgrade Project Test Plans

• Rik Gillette named as Test Coordinator
• Request sent for colleges to submit a set of
  scenarios to be used as a template for
  functionality testing of Version 8
• As of October 5th responses received from
• NVCC
• PDCCC
• RCC
• TCC
• VWCC
• Queries used during Version 7.6 conversion for
  data validation have been identified

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VCCS SIS V8 Upgrade Project Training Plans

• Jeff Mitchell named as Training Coordinator
• Objectives
• Just-In-Time Training Provides best retention
  corresponds with reinforcing usage
• College Application Expertise Development of
  functional and technical knowledge
• VCCS ITS Expertise Product implementation and
  support knowledge
• End-User Expertise Self-sufficient end-user
  product use and knowledge
• Business Process Documentation Enable future
  analysis and streamlining
• Scope of Training Planned
• College Project Team Members (Functional
  Technical)
• College Super-Users (Functional Technical) and
  Functional Leads
• College End-Users (Faculty, Staff, Student)
• VCCS ITS Staff (Functional Technical)
• Training will be geared to provide
• PeopleSoft instruction on changes in the Version
  8 SA products
• Hands-on seminars on the new VCCS SIS
• End-user documentation and automated training
  materials development
• Alternative training options to meet specific
  college needs
• Training Planning Next Steps
• Complete Provide V8 PeopleSoft Delta Training CD
  Courses

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VCCS SIS V8 Upgrade Project Security Update

• All existing security related data (logon ids,
  passwords, security classes, and the model
  operator identifiers) will be automatically
  recreated under PeopleTools version 8.
• College Roles and Responsibilities during
  Migration
• Review the security classes and model operator
  ids.
• Request deletion of model operator ids not
  currently active or assigned to an active user.
• Request deletion of all unnecessary security
  classes.
• VCCS Information Security Officer
• Create all roles used.
• Distribute a list of roles and permission lists
  assigned to each role.
• Make the necessary changes to security classes
  and model operator ids in PS 7.6
• College Information Security Officer or person(s)
  fulfilling that role
• Review the roles to make sure they are the
  equivalent of the existing model operator ids.
• Submit any changes to permission list or model
  operator ids
• Test every model operator id
• Other Version 8 Tasks
• An audio conference will be scheduled in late
  October to review the security plan and migration
  strategy.

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VCCS SIS V8 Upgrade Project Query Update

• Misty Coles is coordinating the Query review
  project.
• Over 4,000 college queries currently exist.
• Many are no longer used or are duplicates of
  other queries.
• Use different strategies and table sources to
  report data - inconsistent results
• The majority of the queries will not function
  without significant changes.
• Opportunity to rebuild and streamline our use of
  queries
• Opportunity to convert existing queries into
  Version 8 is consistent with PeopleSoft best
  practices
• Develop a pool of common queries for use in
  PeopleSoft Version 8
• Create and maintain a searchable query catalog so
  users may easily locate a query to meet their
  needs.
• A project website was developed and released
  through VCCS Discuss
• track the project progress,
• see the outcome of the review for each query
  described,
• See the selection of a model query as a guide
  for development in version 8,
• take a sneak peak of how the query catalog might
  work.

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VCCS SIS V8 Upgrade Project IVR Update

• The TEST IVR box has the VCCS modifications
  installed by EPOS
• Darrell Scruggs currently testing many options
  within the IVR
• read from and update the V8 database using the
  Pin change option
• broadcast message option is working.
• list students class schedules initial testing is
  complete
• College logons have been created and given to the
  colleges to test connection and to start looking
  into the setup issues in preparation for them to
  be able to start testing on the IVR system
  themselves.
• IVR documentation from EPOS as well as a helpful
  hints document created for the colleges has been
  placed on a shared drive for their access..
• Completed the creation of 180 translate tables
  files on the TEST IVR system that EPOS was not
  able bring forward from the old IVR Production
  system.

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VCCS SIS V8 Upgrade Project More Information

• http//helpnet.utility.vccs.edu/ASC/Psoft/PSoft8/P
  soft8menu.htm
• . The VCCS initial version will be SAS V8 SP1
  and PeopleTools 8.2x.  All released updates and
  fixes for SP1 will be applied.
• Client Services Version 8 Communications
• http//peoplesoft8vanilla.vccs.edu
• PeopleSoft SIS Version8 Demonstration Database
• Version 8 Student Administration Upgrade Project
  Plan Task List
• HTML version MS Project version
• Version 8 Student Administration Upgrade Project
  High Level Task List
• SIS Version 8 upgrade Project Planning Guide
• SIS Security Overview
• PeopleBooks8
• Customizations to Migrate to PeopleTools 8.0
• Customization Left Behind in 7.6.3
• Message of the week
• We are pleased to announce a major milestone for
  the Student Administration (SA) Version 8
  Upgrade Project.   During the week of September
  27th, 2004, the "Student Administration
  PeopleSoft 8 System Certified Installation was
  completed.  This is the first step toward
  creating your test database!  Continue to watch
  this web site for weekly updates to SA Project

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VCCS SIS V8 Upgrade Project - Discussion