best practices: learn from the aarp implementation of peoplesoft financials 9.2 early adopter...
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Best Practices: Learn from the AARP Implementation of PeopleSoft Financials 9.2Early Adopter Program (EAP)
September 30, 2014
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Agenda
Get to Know AARPProgram Value PropositionProgram Scope & TimelineFeature/Function HighlightsReporting SolutionsTestingChange Management
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Who we are: AARP VideoWho we are: AARP Video
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Organizational/System Metrics
Organization Location : 50 states, DC, Puerto Rico and US Virgin Islands Business Units : 23 Employees : 2,500
System Customers : 1,400 Vendors : 254,000 Banks : 2 Banks; 35 Accounts Monthly Vouchers : 15,000 Monthly Billing : 300 Monthly Pos/Reqs : 2,500 Monthly Expenses : 3,800 Open Grants : 80 Fixed Assets : 6,000
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Agenda
Get to Know AARPProgram Value PropositionProgram Scope & TimelineFeature/Function HighlightsReporting SolutionsTestingChange Management
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Improved period closeImproved period close
Data accuracyData accuracy
Automated controlsAutomated controls
Enhanced collaboration w/employees, suppliers, customers & partnersEnhanced collaboration w/employees, suppliers, customers & partners
Business Process StandardizationBusiness Process Standardization
Improved user experienceImproved user experience
Integrated platformIntegrated platform
Business Value
Optimized, scalable organizational structureOptimized, scalable organizational structure
Increased Reporting CapabilityIncreased Reporting Capability
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IT Value
• Integrated systems • Common database• Automated processes• One common set of Master
Data• Single system of record
Future State
• Disparate systems• Multiple databases• Manual, redundant
processes• Fragmented Master Data• Fragmented reporting
Current State
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Agenda
Get to Know AARPProgram Value PropositionProgram Scope & TimelineFeature/Function HighlightsReporting SolutionsTestingChange Management
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Program Organization
Executive Sponsors
ERP Advisors
Program Lead
Director, ERP
IBM Lead
3rd Party Proj Dir & Principal Architect
IBM Solution Architect
Process Representatives
Solution Owner Solution Architect
Subject Matter Expert (SMEs)
Enterprise Performance Management (EPM)
Process Representatives
Solution OwnerSolution Architect
Subject Matter Expert (SMEs)
Source to Settle (S2S)
Process Representatives
Solution Owner Solution Architect
Subject Matter Expert (SMEs)
Account to Report (A2R)
Senior Advisor
Senior Advisor IBM Delivery Project Exec
HCM/EPM Support Team
Application Support
Process Representatives
Solution Owner Solution Architect
Subject Matter Expert (SMEs)
Customer to Cash (C2C)
Solution Owner Solution Architect
Subject Matter Expert (SMEs)
Treasury Workstation
Process Representatives
Solution Owner Solution Architect
Subject Matter Expert (SMEs)
Hire to Rehire (H2R)
Process Representatives
Solution OwnerSolution Architect
Subject Matter Expert
(SMEs)
IT
HCM/JDE Support Team
Senior Advisor
Project Manager (IT)
Project Manager (Business)
Solution Architect
Subject Matter Expert (SMEs)
Program Operations Team
Project Manager
IBM Project Manager
IBM Project Manager
Program Coordinator
Finance AnalystGroup Finance Dir
Chg & Training Specialist
Org Chg Specialist
Communications SpecialistProcurement Support
Project Analyst
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Implementation Schedule
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PeopleSoftFSCM 9.2
+OBIA
32 Systems Consolidated to PeopleSoft
Implemented State
PeopleSoftHCM 9.1
+ELM 9.1
Data Center Migration to Cloud
UPKs for Training
QuestStat
QuestStat(Planned)
Concur
JDE
Admark
Manual + access dbs
Travel & Expenses
GL, Assets, Grants, Projects, AP, Reqs, POs, Vendors, Customers
Customers, Billings, AR
Supplier Contracts, Strategic Sourcing,Financial Gateway, Reporting
Legacy State (Total 32)
PS HCM 9.1 Improvements
Benefits Assessment, Security Rationalization, Row Level Security, Apply Maintenance packs 3-7
Ontrack + Learning Portal
Enterprise Learning Management
Gauss ePerformance
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Agenda
Get to Know AARPProgram Value PropositionProgram Scope & TimelineFeature/Function HighlightsReporting SolutionsTestingChange Management
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Implementation Footprint
A2R: Accounts to Record
• General Ledger
• Grants Management
• Project Costing
• Asset Management
• Commitment Control
• Financials Audit Trail for Supplier Changes
• Balance Sheet Valuation through Settlement Date
• Account Reconciliation Management
• Improved General Ledger to Sub-System Reconciliation
• Combination Editing by Transaction Source
• SpeedCharts
• Mass GL Journal Approval
• Enhanced Approvals for GL Journals
• Approval Workflow for Commitment Control Budget Journals
• Implementation of Financial Gateway
• Project Summarization
• Rounding and Accelerated Processing for Project Funds Distribution
New 9.2 Features Adopted
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S2S: Source to Settle
• Purchasing
• eProcurement
• Supplier Contracts
• Strategic Sourcing
• Accounts Payables
• Travel and Expenses
• Financial Gateway
• Supplier Hierarchy
• Implementation of Contracts
• Supplier Onboarding & Collaboration
• Audit trail to support the changes that are made to the supplier core data.
• Self-Service Supplier and Bidder Registration
• Implementation of Strategic Sourcing
• Price Adjustment Visibility on Requisitions
• PO Rollover Improvements
• Procurement and Payables Integration to Asset Management
• Transparent Punchout
New 9.2 Features Adopted
Implementation Footprint
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C2C: Customer to Cash
• Customer Management
• Customer Billing
• Accounts Receivables
• Customer Contracts
• Cash Forecasting
• Billing Dashboard and Workcenter
• AR Workcenter
New 9.2 Features Adopted
Implementation Footprint
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H2R: Hire to Retire
• ePerformance
• eDevelopment
• Enterprise Learning Management
• Security Redesign
Implementation Footprint
Remaining Implementation Modules
• eCompensation
• Succession Planning
• Career Planning
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EPM: Enterprise Performance Management
• Enhanced Hyperion 11.1 • Enhancement & DRM
• HR OBIEE/OBIA • Procurement OBIEE/OBIA
• Projects OBIEE/OBIA
• Financials OBIEE/OBIA
Implementation Footprint
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Agenda
Get to Know AARPProgram Value PropositionProgram Scope & TimelineFeature/Function HighlightsReporting SolutionsTestingChange Management
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• Defined and implemented a Reporting Governance Structure to analyze and migrate user requested reports
Approach to finding a Reporting Home
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Agenda
Get to Know AARPProgram Value PropositionProgram Scope & TimelineFeature/Function HighlightsReporting SolutionsTestingChange Management
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Design Validation incl. Visual CRPs: 2 months
Unit and String Tests
System Test: 2 Months
Integration Test: 2 Months
UAT: 6 Weeks
Prod ReadinessTest: 2 Months
Non Functional/Infrastructure Test
Busines
s Pro
cess
/Polic
y Chan
ge Im
pacts
QA and Testing
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• PTF (PeopleSoft Test Framework): Not Used*
* In consideration now to address regression test with PUM application
QA and Testing: PTF
Rationale: Manual test activity to enable knowledge transition and build up SME knowledge
Rationale: Manual test activity to enable knowledge transition and build up SME knowledge
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Agenda
Get to Know AARPProgram Value PropositionProgram Scope & TimelineFeature/Function HighlightsReporting SolutionsTestingChange Management
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Platform Adoption
• Secure Enterprise Search (SES) & Global Search • Pivot Grids • Embedded Help• New PeopleSoft Online Help Solution • PeopleSoft Update Manager (PUM)• Apple Devices• New Attachment Functionality• Work Centers and Dashboards • Value Add Integrations (Integration broker enhancements)• Approval Workflow Improvements & Extensions
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Our Guiding Principles Remain Unchanged
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Change Management – Lessons Learned
• Complicating factors• Unwinding 10 years of business process• Moving off an exceptionally stable platform• BPO of AP and Payroll during implementation
• Communication plan• End User Driven Strategy
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Contact Information
Amy DohertyVP, CSSD, [email protected]
Sid ProdhanAssociate Partner, [email protected]
Steven DoylePartner, [email protected]