VCCS SIS V8 Upgrade Project December 2004 Update

1
VCCS SIS V8 Upgrade ProjectDecember 2004
Update
2
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 and completed by
  ITS staff
• PeopleSoft Project planning and Independent
  Validation and Verification
• Completed September 20 24
• Upgrade project plan and project charter based on
  PeopleSoft COMPASS methodology published
• Completed initial IVV review of planning and
  project charter, fit/gap functional requirements
  and specifications, and Design
• 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
• Completed October 12 through November 5th

3
PeopleSoft Upgrade Lab review of VCCS 7.6
Production Database August / September 2004
4
PeopleSoft Upgrade Lab review of VCCS 7.6
Production DatabaseAugust / September 2004
5
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.
• The changes to records and record fields are
  minor in nature. These modifications can be
  carried forward.
• 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 . . .
  ..
• Most of the modifications are documented and
  consist mostly of additional fields. Three
  modified panels are not documented.
• 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.
• 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.
•  

6
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
7
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

8
VCCS SIS V8 Upgrade Project Plan Summary as of
November 22, 2004

• VCCS SIS Version 8 Upgrade Project (Compass
  Methodology) Sun 8/15/04 Fri 6/10/05 57
• Structure Phase Sun 8/15/04 Mon 4/11/05 99
• Planning and Project Charter Sun 8/15/04 Sat
  11/20/04 99
• Delta Fit/Gap Functional Requirements and
  Specifications Sun 8/15/04 Mon 4/11/05 98
• Close Structure Phase Thu 10/21/04 Thu
  10/21/04 0
• Construct Phase Sun 8/15/04 Tue 1/11/05 44
• Design Sun 8/15/04 Thu 11/18/04 91
• Build and Test Sun 8/15/04 Tue 1/11/05 24
• Close Construct Phase Tue 1/11/05 Tue
  1/11/05 0
• Transition Phase Sun 8/15/04 Fri 2/25/05 5
• Build Comprehensive Technical Architecture for
  Production Mon 12/6/04 Mon 1/10/05 0
• Perform Test Move to Production 2 Fri
  12/10/04 Fri 1/14/05 0
• System Test Sun 8/15/04 Fri 2/4/05 3
• Perform Test Move to Production 3 Fri
  1/14/05 Fri 1/28/05 0
• Production Readiness Sun 8/15/04 Fri
  2/25/05 7
• Close Transition Phase Fri 2/25/05 Fri
  2/25/05 0

9
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
• March 1st _at_ 600pm through March 7th _at_ 600am
• 5.5 days 24 hours 132 hours

• 1st Test Move to Production created from October
  5th Production backup
• 2nd Test Move to Production created from
  November 10th Production backup
• Time savings already realized through hardware,
  database and script changes
• 1st Test Move to Production data conversion steps
  took 33.7 processing hours
• 2nd Test Move to Production data conversion steps
  took 13.9 processing hours

10
VCCS SIS V8 Upgrade Project Test Plans

• Rik Gillette - Test Coordinator
• Validation testing
• completed the week of November 8th
• involving 18 representatives from 12 colleges
• Functional testing
• Completed November 15th through December 3rd
• Involving 53 representatives from 19 colleges
• College User Testing
• Scheduled for mid-December through mid-February
• College designated testing teams and scenarios
• Performance / Stress Testing
• Scheduled for January 2005
• Using automated testing tools and ITS / College
  developed scripts

11
VCCS SIS V8 Upgrade Project Training Plans

• Jeff Mitchell named as Training Coordinator
• Training focus
• Delta Training -  PeopleSoft instruction on
  changes in the Version 8 SA products
• Workshops - Demonstrations and instruction on the
  new VCCS SIS
• User Productivity Kit - End-user documentation
  and automated training materials development
• Additional Training - Alternative training
  options to meet specific college needs
• Regional Core Module Workshops
• December 6th, Paul D. Camp Community College
• December 14th, Greenfield Education and Training
  Center
• Break out sessions on the following topics
• Version 8 Admissions/Academic Advising/Student
  Records - Sue Cooley (LFCC), Cathy Barker
  (BRCC), Kathy Harcum (VCCS)
• Version 8 Student Financials - Myra Maiorana
  (TCC), John Thornburg (TCC), Linda Silver (VCCS),
  Rik Gillette (VCCS)
• Version 8 Financial Aid - Cathy Swain (VWCC),
  Janet Rathbun (VWCC), Kathy Camper (VCCS)
• Version 8 Query/Reports - Misty Coles (VCCS)
• Version 8 SIS Support - Imad Abi-Falah (VCCS),
  Annette Sherrill (VCCS), Jeff Mitchell (VCCS)
• User Productivity Kit

12
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 V8.
• 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
• Completed an audio conference in late October to
  review the security plan and migration strategy.

13
VCCS SIS V8 Upgrade Project Query / Reports /
Mass Change Update

• Misty Coles is coordinating the Query / Reports /
  Mass Change review projects.
• 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
• Opportunity to convert existing queries into
  Version 8 is consistent with PeopleSoft best
  practices
• Develop a pool of common queries and reports for
  use in PeopleSoft Version 8
• Create and maintain a searchable query catalog so
  users may easily locate a query to meet their
  needs.
• Cataloging existing reports and mass changes
  being used by colleges
• Reports submitted by BRCC, CVCC, GCC, JSRCC,
  JTCC, MECC, NVCC, PDCCC, RCC, SVCC, TCC, VWCC
• Mass Changes submitted by JTCC, MECC, PDCCC,
  SWCC, TCC, VWCC
• Project websites 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,

14
VCCS SIS V8 Upgrade Project More Information
 Outages - Hours - Privacy Use - Search - Site
MapPeopleSoft 8 - Performance - System Office -
VCCS Colleges - Webmaster

• Version 8 Upgrade Project Website -
  http//helpnet.utility.vccs.edu/ASC/Psoft/PSoft8/
  Psoft8menu.htm
•  The VCCS initial version will be SAS V8 SP1 and
  PeopleTools 8.20.13.  All released updates and
  fixes for SP1 will be applied.
• Client Services Version 8 Communications
• SIS V8 Updates from the Vice Chancellor
• SIS V8 Training Center
• Security Presentation  Differences in PS 7.6
  and PS 8 Security"
• V8 Upgrade Training Strategy
• Technology Council Powerpoint Presentation
  10-7-04
• http//peoplesoft8vanilla.vccs.edu
• PeopleSoft SIS Version8 Demonstration Database
• Version 8 Student Administration Upgrade Project
  Plan Task List
• Task Excel version MS Project version
• High Level Testing Scenarios for PeopleSoft 8
• Version 8 Student Administration Upgrade Project
  High Level Task List
• Version 8 Student Administration Upgrade Project
  Plan - College Specific Tasks List
• Version 8 Student Administration Upgrade Project
  Charter
• Query Migration Site