brd v4 without marked changes.doc

University of Edinburgh_______________________________________________________________________________________________________

Stage: Business Analysis

Business Requirements Document

eForecasting – Collaborative Planning (CP) Phase 2

FINANCE

FIN046

AP 67-060

Document Version: 0.4 Draft

Date: 22/11/07

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Management Information Services - Template Revised October 2004

Business Analysis: Business Requirements Document Phase 2 FIN046 eForecasting Collaborative Planning Version: 0.4 Draft_______________________________________________________________________________________________________

Contents

1 DOCUMENT MANAGEMENT..................................................................3

1.1 Contributors.....................................................................................................3

1.2 Version Control................................................................................................3

2 OVERVIEW...............................................................................................4

2.1 Background.......................................................................................................4

2.2 Objectives..........................................................................................................4

3 CURRENT PROCESSES.........................................................................5

4 FUTURE PROCESSES............................................................................5

5 SPECIFICATIONS....................................................................................7

5.1 Application Interdependencies.......................................................................7

5.2 Security..............................................................................................................7

5.3 Users..................................................................................................................8

5.4 Performance......................................................................................................8

5.5 Back Up & Archiving Policy...........................................................................8

5.6 Data Migration.................................................................................................8

5.7 Integration with MyEd....................................................................................9

5.8 Decommissioning of Salary Forecasting and Starters and Leavers............9

6 LEGISLATIVE IMPACT..........................................................................10

7 USER ACCEPTANCE TESTING............................................................11

7.1 Strategy...........................................................................................................11

7.2 Acceptance Criteria.......................................................................................11

8 TRAINING...............................................................................................12

9 BENEFITS ANALYSIS...........................................................................12

9.1 Cost Benefit Data............................................................................................12

9.2 Success Criteria..............................................................................................13

9.3 Measurement of Success................................................................................13

10 FUTURE IMPLICATIONS....................................................................14

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1 Document Management

When completing this document, please mark any section that is not required as ‘N/A’. A brief description of why the section is not required should also be included.

1.1 Contributors

Role Department NameOwner Applications

DivisionAnne Mathison

Contributor Finance Garry RobertsonContributor Applications

DivisionIain Fiddes

Contributor Applications Division

Defeng Ma


Tricia Garside


Peter Pratt

Contributor Finance Gordon ForbesContributor Applications

DivisionPeter Jackson

1.2 Version Control

Date Version Author Section Amendment6/11/07 0.1 Draft Anne

MathisonInitial All

8/11/07 0.2 Draft Anne Mathison

Initial All a project meeting with Garry, Gordon and Peter P


2.1, 3, 4, and 5.6

Feedback received from Liz and Garry’s discussion.


2.2, 4, 5, 9, and 10

Feedback from PPAR held on 21/11/07

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2 OVERVIEW

2.1 Background

Cedar supplies a number of products to Finance (FIN). They are now in the process of supplying Collaborative Planning (CP). The CP Finance project is to modernise the forecasting and planning processes in the University.

FIN046 Business Requirements Document will only include the areas that the IS Applications Division need to provide. There are 3 parts to this work within Phase 2. The first one involves providing one and only one route of sign-on to CP from Edinburgh University via the MyEd portal. The second one is to ensure that the current interfaces carry on providing the same facility as the existing Salary Forecasting Model (SFM). The third one is to ensure that the Starters and Leavers data must also be able to be entered and held within CP.

2.2 Objectives

The objectives of the whole project can be found detailed in the ToR and in summary include:

The overarching objective of this project is outlined in the KMS and is stated as being to modernise forecasting and planning processes in the University.

This will cover a range of major financial processes including forecasting, financial planning and budgeting providing enhanced management information for inputting into these

key financial processesAnd technical considerations covering

access to the application o Ease authenticated and o Access primarily via the portal

This document however will cover the UoE technical considerations and will be restricted to work that the Applications Division will undertake for Collaborative Planning for Phase 2:

Ease authenticated access to the application only via MyEd. To replace existing Salary Forecasting links with Collaborative Planning

links. This will allow Collaborative Planning to provide information to aid forecasting, budgeting and financial planning.

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3 CURRENT PROCESSES

Salary Forecasting tables and Starters and Leavers tables are in the same technology stack. They both feed into the same database with 2 views of the data.

The existing technology where this data has been held is planned by the suppliers to become de-supported in January 2008.

The current processes include Salary Forecasting tables Starters and Leavers data entered in to the tables manually. (This is

currently carried out by a CMS call and the Production Management Team).

The Salary Forecasting system takes a number of files from other systems to be used in the calculation process.The current links include:

From Payroll/HR to Salary Forecastingo The files created on the HR system are automatically transferred

and loaded. o There are also regular downloads of grade, job and account

information from HR. From eFinancials to Salary Forecasting to provide actual financial

information (nightly)o The 3 files from the Finance system are variable in timings, due

to the differences in period closure dates each month. In order to ensure that calculations can be performed for the previous month, the main HR extract (EPP0071) is not run until the Finance data is available.

Please see Data Gathering for more information.

4 FUTURE PROCESSES

The Collaborative Planning toolset is a package provided by Cedar (Cedar Open Accounts) that is new to the University of Edinburgh and will replace the current Salary Forecasting Model (SFM).

From Phase 2 of this project Finance will only be able to access the CP Toolset by launching it via MyEd (single sign-on).

This document will cover the UoE technical considerations and will be restricted to work that the Applications Division will undertake:

Ease authenticated access to the application primarily via MyEd. To enable links from other corporate databases to Collaborative

Planning to provide information that can be used for forecasting, budgeting and financial planning. The anticipated links are:

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o from HR Oracle Payroll to CP for salary forecasting, and o from eFinancials to CP for financial data.

A nightly extract from eFin will run to refresh the loaded data into CP.

Although a yearly/on request extract was thought to be required by the current system there is no evidence that such a job has ever been run in the Live environment (the job was to be run to extract from CP to update agreed budget information into eFin and has not been included in this project).

The Starters and Leavers data requirements not covered by the 2 existing interfaces will be covered by the section 5.6 Data Migration.

This project requires that the current processes are modernised to a supportable toolset. This includes replacing the:

Salary Forecasting is being replaced by Cedar, so the data in the 7 Salfor files also require to be included in CP. For the Salary Forecasting tables; please see the current processes in the Data Gathering document to consider how they should be replaced.

The Starters and Leavers data that has up to now been manually entered in to the tables.

o This data must be entered directly into CP. This will involve a Business change in process

o as previously the Business raised a CMS call to have these

fields updated o to

the Business will now provide any required change to Finance to update the relevant fields in CP.

o CP will require initial set up of this data when Phase 2 goes live. This proposal will replace the need for a CMS call (the current ToR

three point estimate will be reviewed after the Design has been completed to identify the effects of this.

There is a requirement to provide a regular update to CP from eFin to ensure the most up to date information is available for reporting. Loading the current data took 1.5 hours during the day. It is envisaged it will be a scheduled nightly job. Although Finance can run the loading of CP themselves during the day, what is required is a need for an overnight scheduled job to update these fields. The job should be scheduled monthly.

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5 SPECIFICATIONS

The table below details the assumptions that were used for the ToR estimation meeting.

ToR Estimation Assumptions: 1. To provide a channel accessed via MyEd – this has been based on a Launcher channel 2. Ease integration has been based on a similar model to eExpenses3. That a meeting will be arranged with Cedar to review the assumptions and deliverables, and to clarify the format of the Starters and Leavers data that should be supplied to CP4. That the users must use the portal to access CP5. Assumes CP works in a similar way to eFin for day to day running (and support)6. Assume % TS bookings over 6 week period supporting Cedar and Finance with CP7. The amount of reformatting required cannot be established until the CP Application is working - then this work must be estimated8 Assumptions are up to and including Phase 2

Confirm the method of logging into the CP application as ADMIN user (eg for patching) and loading data.

Further clarification to the assumptions below:

BRD Project Assumptions: -: To provide a channel primarily accessed via MyEd – this has been based on a Launcher channel-:. That Cedar will in addition to the 2 interfaces add any required Starters and Leavers (reference) fields into CP and enable them to be maintained via UoE-:. Where the Portal is not available that an alternative entry to CP exists-: That Phase 2 delivery dates can be planned separately if a) Ease SSO and Authentication and b) the Interface files are ready to go live at different times -: that the existing HR and eFin interface files are the correct layout and the work involves formatting

5.1 Application Interdependencies

CP will be primarily accessed via MyEd by using Ease Authentication. This will be the main entrance into the package (SSO). An alternative access route to CP will be available to cater for MyEd being down.

The CP application will have links input from Payroll/HR eFin

The CP application will have no link outputs in this phase.

5.2 Security

Authorisation levels are controlled within CP. There are several user roles within CP which controls the level of access.

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Authentication using EASE will be the primary access to CP. CP will have a launcher channel added to MyEd after it has been EASE enabled.No other security requirements will be affected.

The User and User Role are managed by the Admin User in CP. The User administration should be via the user’s normal UUN as

allocated by Finance. Data was loaded into CP via a Cube by Finance in Phase 1, however a

regular scheduled job is the longer term preference for Phase 2. An alternative user access is likely to be required by IS APPS for

applying patches etc.

5.3 Users

This will be covered by Finance. The CP Application will initially start with 50 Finance users growing to a total of 500 users throughout the University. (This will spread out from the following departments:

Finance, Departments Colleges, Schools and Any Others

Admin for the Users will be controlled by Finance. There are a number of Roles defined in CP.

Please see the link to the User Set Up screen example here.

5.4 Performance

The expected acceptable performance is to run in a similar time that eFin runs against the same amount of data. WebFirst however is not an acceptable guideline.

5.5 Back Up & Archiving Policy

Database and application and server backup as per standard IS Applications.

5.6 Data Migration

The data from eFin has already been migrated into CP and is within the control of the Finance user. The eFin data was loaded into CP Live on 1st November 07 to complete Phase 1.

The data in the Starters and Leavers Reference tables will require to be migrated as set up for Phase 2. It should not be loaded util the go ahead is given from Cedar. (Updated Risk 4 in Risk Log see more detail below).

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Although the Starters and Leavers data will be held in CP, the exact layouts in CP have not being confirmed between Cedar and Finance and will not be progressed until mid January 08. The HR data will be used to populate the Starters and Leavers data.

o Phase 2 has assumed that the current interface file layouts from HR and eFin will be

correct and that correlating fields will be available to be loaded into CP.

The Starters and Leavers data will be met (as referred to in the Cedar Tender section 5.1.3). There will be a requirement in January 2008 to verify that Cedar has accommodated all the required existing data in CP.

5.7 Integration with MyEd

http://www.projects.ed.ac.uk/methodologies/Full_Software_Project_Template/EP_channel_requirements_template.htm.Other_documents\EP_channel_requirements.htm

EP_channel_design_template.htmEP_channel_requirements_template.htm

A simple launcher channel is all that is required for CP. In addition there must be an alternative means of accessing CP if MyEd is down.

5.8 Decommissioning of Salary Forecasting and Starters and Leavers

This Project will replace the current Salary Forecasting and Starters and Leavers Application. They are in fact in the same Technology stack.

A Phased approach to this work will be required and the Planned dates must be agreed before Phase 2 goes into Production. Tasks required:

Decommissioning dates agreed The business do not require it necessary to parallel run the current and

new interfaces Remove user access from Salary Forecasting Stop running the regularly scheduled interface jobs Archive the Salfor tables and database Archive Salfor application Archive any interface files Delete Salfor and interface files Inform Business that the old technology stack is cleared up Inform Production Management that all old duplicate data has been

properly completed. This will also require to be reviewed and included in the 3 point

estimate review.

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http://www.projects.ed.ac.uk/methodologies/Full_Software_Project_Template/EP_channel_requirements_template.htm

http://www.projects.ed.ac.uk/methodologies/Full_Software_Project_Template/EP_channel_requirements_template.htm


6 LEGISLATIVE IMPACT

The legislative impact will be the same as is currently used in eFin as confidential information is involved.

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7 USER ACCEPTANCE TESTING

Consider if there are any known problems that have previously occurred in the Finance areas and Test those problems have not been replicated within CP.

Single sign on accessAccess via Ease authenticationAccess CP via MyEdAccess CP directly via alternative routeAccess CP directly via alternative route when MyEd is downConsider any destructive testing that could be incorporated where you don’t expect the Test to work.Logon more than once to gain access to CPLogon more than once with the same user id.Logoff completely properly then logon againCome out then logon Try logging on several times without logging offSSO is logging on by entering your password only once to Ease, but can sign on multiple times to applications in many windows if application allows. Discover if the application limit is acceptable to UoE.If access via MyEd is down there must be a alternative route into CP – scheduled test in Test MyEd.

Interface testing, From Payroll/HR to Salary Forecasting now to CP

Check interface updates have made it to CP in correct format and agree with what was sent.From eFin Salary Forecasting not to CP – automatic nightly job

Check interface updates have made it to CP in correct format and agree with what was sent.

Set-up Starters and Leavers Reference Files Check the Starters and Leavers reference data has been loaded into

CP and is correcto If the fields are not available for Testing in CP at the required

testing time then, alternatively print the ‘set up data file’ off for checking.

7.1 StrategyTwo weeks will be scheduled for UAT using copies of interface files. Finance CP admin users will be carrying out the tests and will be supported by IS Apps. To plan in enough time to allow fixes and re-testing.

7.2 Acceptance Criteria That CP is available from MyEd for UoE That there is an alternative method of reaching CP if MyEd is down. That interfaces provide correct data at the correct time That starters and leavers information is on CP and reference data can

be updated.

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8 TRAINING

Finance will provide training to the required users as the different parts of CP are rolled out.

IS Apps will update Finance on the replacement/updated scheduled jobs.

9 BENEFITS ANALYSIS

The below has been taken from the Project Proposal here

9.1 Cost Benefit Data Tangible BenefitsBenefit Assumptions

Savings in staff time through elimination of duplicate record keeping and re-keying

Enhances management information and consolidation of forecasting in one toolset

Intangible BenefitsBenefit Assumptions Bottom-up planning ensures input from

all budget holders

Flexibility to set up and view budget data to suit the demands of the business (by cost centre, job code)

Drill-down facility to show high level overview or line-by-line detail, which can be varied to suit the user’s requirements

Provides scenario building, which allows budget holders to ascertain potential impacts on the budget

One version of the truth is available to all stakeholders due to the central repository of data, which eliminates version control and confusion, and duplication of effort

Comprehensive tracking in note form that provides insight into who changed business plans, why they were changed and when

Knowledge is shared efficiently by increased involvement of all management levels with access to key data

On-line collaboration unites the finance team with all budget holders

Use of email functionality allows for

Assumes that procurement is done in prior to July 2006

Assumes that software is capable of replacing the salary forecasting system and performing similar calculations

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improved communications to all stakeholders

Proper management of over 70% of the University’s cost base

Summary IT Services Support Colleges TotalBenefits £62,500 £62,500Costs £19,550 £27,600 £47,150

9.2 Success Criteria

Although the Business success criteria is as extracted from the Project proposal the main purpose of the toolset is to provide the ability for Schools and Colleges to forecast income and expenditure at project/operations level and to provide a tool to improve the provision of information for the budgeting process.

The success of the Project from IS Applications viewpoint is to successfully interface HR and eFin with CP and to obtain access via MyEd.

9.3 Measurement of Success

That the interfaces provide accurate figures on CP in order to prove that the Salary Forecasting application has been replaced and improved upon for the future.

From the Business viewpoint:A full budget cycle will be required following the go-live to provide the means to assess the success of the project. (The cycle is usually from October to the following July.) Following that the benefits realisation will be able to be assessed.

From IS Application viewpoint:The information is correct and is accessible.

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10 FUTURE IMPLICATIONS

Future implications to cater for are:

Although a link in theory exists from Salary Forecasting to eFinancials to provide agreed budgeting information (annually/on request). This job has never been run in the live environment and so it is not proven. However should be considered as included in a future requirement.

Although the Starters and Leavers data will be held in CP, the exact layouts in CP have not being confirmed between Cedar and Finance. Phase 2 has assumed that the current Starters and Leavers data fields will be stored in CP (this will include the current reference data that infrequently requires amendment and is not fed from the HR interfaces) and will be available to be loaded into in CP (The reference fields would only be loaded as part of the Set up for Go Live). There will be a requirement in January 2008 to verify that Cedar have accommodated the existing data in CP. If it proves that a lot of changes are required then it will be seen as an increase in scope and may have to be phased in later.

o The Business need to verify that there is a method of amending any reference information in CP, who will do this and the process.

o Once CP has all the data any temporary jobs should be stopped and archived.

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