Kickoff Meeting for Testing

1
PeopleSoft Financial Management Upgrade to
version 9.0

• Kickoff Meeting for Testing
• August 26, 2008

2
Agenda

• Welcome
• Introduction of Project Team
• Remarks from Vice Presidents
• Project Background and Progress to Date
• Testing Plans by Modules
• Questions and Answers
• Closing Remarks

3
Project Team Technical

• Gagneesh Rawat Project Manager
• Ken Yelton Manager Data Base Administration
• Scott Jenkins Finance Data Base Administrator
• Robin Deters Security
• Dave Huffman Database Administrator
• Jill McGinnis Change Manager
• Thomas North Project Consultant
• Ben Canlas Manager of Finance Applications

4
Project Team Technical

• James Wahl - Programmer/Analyst
• Ken Dunn Programmer/Analyst
• Suresh Yerrapu - Programmer/Analyst
• Rebecca Bohlmeyer Programmer/Analyst
• Wren Roark - Programmer/Analyst
• Beth Minor - Programmer/Analyst
• Donna Turner Programmer/Analyst
• Melissa Whalen Programmer/Analyst
• Wende Waltz Programmer/Analyst
• Julie Chen Programmer/Analyst

5
Project Team Functional

• Jennifer Alexander - Purchasing/eProcurement
• Adria Allen - Purchasing/eProcurement
• Daqing Ann Chen Budget and Planning
• Karla Dowd Budget and Planning
• Bobbi Walker Asset Management, Accounts Payable
• Debbie Caselman Accounts Receivable/Billing,
  Grants Management
• Chad Hampton Grants Management
• Janet Meyer Reporting
• Sharon Stephens Reporting
• Janis Levsen Training
• Donna Johanning General Ledger, Web
  Application/Reports

6
Remarks from Vice Presidents

• Gary Allen, Vice President of Information
  Technology
• Nikki Krawitz, Vice President of Finance and
  Administration

7
Background on Upgrade Project

• Why Upgrade? Key Benefits
• Vendor Support for 8.8 ends in December 2008
• Version 9.0 includes enhanced functionality
• Modifications made to version 8.8 are now part of
  delivered functionality in 9.0
• Fits in with timing of upgrades to HR/Payroll and
  Student Administration applications

8
Progress to Date

• Recommendation to upgrade made in December 2007
• Project Plan and Charter created
• Oracle Upgrade Lab March 10 - May 2
• First Look at University of Missouri data in 9.0
  instance May 5th
• Testing by Functional and Technical teams
• Testing Teams identified by campuses (Primary and
  Secondary)
• Kickoff meeting

9
Go Live Plan

• Weekend of November 22nd and 23rd
• Complete regular job stream Friday, November 21
• Ensure all errors have been resolved and all
  transactions processed and posted
• Run reports to use for validation purposes
• Database turned over to technical team to run
  conversion process
• Week of November 24th
• No production access for users
• Conversion scripts run and 9.0 database created
• Data validated and tested

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Go Live Plan

• Monday December 1st
• Users provided with access to log in to the new
  9.0 Production instance
• Answer questions provide support

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• Testing Plans by Module

12
Asset Management

• Functionality has remained the same
• New Date Placement Date
• New Asset Attributes/Types Assigned by Profile

13
Asset Management

• Testing Plan
• Primary Core Office Staff
• Secondary Power Users
• Conference call to determine testing plan
• Test what you do during a normal day
• Training materials

14
Accounts Payable

• Functionality has remained the same
• Invoice Information tab has been revamped
• Everything still there.just in a new place
• New tab on saved voucher Related Documents
• Payment Information
• PO Information
• Receiver Information
• New Document Association

15
Accounts Payable

• Testing Plan
• Primary Core Office Staff
• Secondary Departmental power users
• Joint session scheduled with Procurement Sept
  12th
• Test what you do during a normal day
• Training materials

16
Accounts Payable

• Vendors
• Functionality has remained the same
• 1099 Functionality has remained the same
• Testing Plan
• Joint session scheduled with Procurement Sept
  12th
• Test what you do during a normal day
• Training materials

17
Purchasing ePro Modules

• Core Requisitioning
• ePro Requisitioning/Approval
• Purchase Orders
• Receiving

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Purchasing ePro Modules

• Primary Purchasing Office Staff
• Secondary Departmental power users
• Detailed Test Scripts
• Report Testing Results
• Training Materials
• Training Deployment

19
Budget and Planning

• PS Delivered Commitment Control Module
• Custom Designed UM Budget Development Module

20
Budget and Planning

• Commitment Control
• Very little change in functionality or design
• Should look and feel the same to users
• Underlying tables have same design as 8.8
• IT and Budget Office time is being spent on
  previous UM developed modifications, such as data
  entry and upload.

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Budget and Planning

• UM Budget Development
• No change in functionality and design
• Should look and feel the same to end users
• Power users that use spreadsheet import may see
  some difference due to PS changes
• IT and Budget Office time is being spent on
  previous UM developed modifications, such as end
  user budget data entry pages

22
Budget and Planning

• Testing Plans
• 2 rounds of user testing in Columbia
• At least 2 testers from each campus for first
  round more power end users for second round
• Will request testers to bring in examples to use
  with our test scripts
• May be asked to test special issues at your
  location

23
Accounts Receivable/Billing

• Billing
• Very little changes to the PeopleSoft pages
• Accounts Receivable
• Some minor changes to the pages
• Testing on your current duties

24
Grants Management

• System builds periods based on start and end
  dates
• System calculates target amount based on budget
• Prompt table for CFDA numbers with value and
  description
• Multiple CFDA numbers for award

25
Grants Management

• FA amount rounded to nearest dollar
• NIH Salary Cap
• Additional breakdown on Award Modification
• Certification on both Proposal and Award
• Little changes to the PeopleSoft pages

26
Grants Management

• Testing on your current duties
• Post-Upgrade
• Workflow Electronic Approval
• Grants.gov through PeopleSoft Grants Module

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Reporting

• PeopleTools Upgrade 8.48 to 8.49
• PeopleTools Testing
• Query
• nVision
• Crystal

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Reporting

• Table Testing
• Analysis and testing of queries affected by table
  changes, identified by the PS Upgrade Labs
• Primary Testers will serve as BU leads, helping
  with communication and troubleshooting at their
  campus
• Query testing by other Work Groups

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General Ledger

• Functionality has remained the same
• PeopleSoft pages are mostly unchanged
• Additional project information now showing on
  Journal Lines in PeopleSoft pages
• Chartfield structure is unchanged
• Testing will be done at your work station no
  group testing scheduled

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Web Applications/Reports

• Functionality has remained the same
• Web application pages will not change
• Upgrading the Web Applications to 9.0 will be
  done in a manner transparent to the end users
• Testing will be done at your work station no
  group testing scheduled

31
Training

• Materials are currently being developed using
  Oracles UPK training tool where possible
• Priority is being given to those training
  materials that affect the most users
• Testing groups will help determine needed changes
  in training materials
• Campuses will determine what style of training is
  required (UPK, classroom, etc.)

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Training

• PeopleSoft Finance training Web site -
  https//doit.missouri.edu/training/peoplesoft/fina
  ncials/
• You will be required to log in with your SSO ID
  after accessing this page.
• Check this site in late October for 9.0
  materials.

33
Feeders/Nightly Production

• Feeder file formats will not change
• We will continue to use the current feeder
  process for 9.0
• Testing of the nightly production job stream is
  underway.
• Issues are being resolved as they arise

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Closing Remarks

• Project Website
• http//www.umsystem.edu/ums/departments/is/peoples
  oft/schedule/fm.shtml
• The test instance for the Primary group is being
  created as we speak.
• Testing Scripts and the test instance URL will be
  sent by the functional leads when testing is to
  begin.
• Each team will have different testing timelines
  and deadlines for completion.

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• Questions?