habit open forum 3/18/2015 · 3/3/2015 · project status: monthly summary – march 3, 2015....
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HABIT Open Forum
3/18/2015
Spotlight on: HCM 9.2 Upgrade -
Move to Production Update
PeopleSoft HCM 9.2 UpgradeProject Status:
Monthly Summary – March 3, 2015System testing was successfully completed on February 11th with 99% of test scripts executed. The project moved immediately into Control Group testing where 88 monthly employees and 4 bi-weekly employees entered time in order to process December 2014 payroll. This test consisted of 290 rows of time entered under 6 different time reporting codes, and was valuable in highlighting a tax table that was missing. We will focus Control Group 2 testing on bi-weekly payroll only. Training initiatives got underway with 9 technical documents being created. Of these, 8 are in ITS review and 5 of these have been submitted to the Functional Lead for approval. The Training Team has initiated communications on the MSS and Time & Labor classes being offered and has several Road Shows scheduled to further communicate on the changes taking place. The project is currently green.
Upcoming Milestones• Begin Integration Testing in HCM92QNA from 3/4 - 4/1.• Begin Control Group 2 Testing from 4/6 – 4/10. • Continue with AWE development. • Continue with Query Strategy and workshops. • Continue on the development of training material.• Continue Mock and cut over planning.
Upcoming Events• Raghu Chittari, Navigator T&L Consultant, rolled off the project on
2/26/2015. He will rejoin during Mock and Go Live activities.
Past Month’s Key Accomplishments• Environment: Completed Test Move 1.5 to test Payroll; moved open JIRA
issues to QNA2; performed test move 2. • Development: Continued to work on AWE development; began development
on Fee Waivers, Security Forms, Guest ID. • Testing: System testing completed on 2/11. Control Group testing began on
2/16 and completed on 2/26. Developed Query strategy and sent information. • Security: Security changes are completed and ready for Integration Testing. • Training: Scheduled for several Road Shows, ramped up communications via
Campus Email, Four Winds. 9 technical documents have been written; of these, 8 have passed ITS review, and 5 of these 8 are in Functional Lead review. Payroll completed their 9.2 virtual payroll class.
GREEN
PeopleSoft HCM 9.2 Upgrade Project
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Phase InitializeActivity Planning & Startup X X X X X X X X X X X X X XActivity Demo/Dev Server/Environment Build X X X X X X X X X X X X X X X X
Phase Analyze & DesignActivity Business Process Mapping X X X X X X X X X XActivity Document current state process X X XActivity Identify Process Opportunities X X X XActivity Fit/Gap X X X X X X XActivity Document Design and Configuration X X X X X X X X X X X X X X X X X X X X X X X X X X X
Phase DevelopmentActivity Development X X X X X X X X X X X X X X X XActivity Unit Test X X X X X X X X X X X X X X X X
Phase Test, Train, ImplementActivity System Test X X X X XActivity Integration Testing X X X X XActivity Control Group Testing X X X Activity PPD Security X XActivity Training X X X X X X Activity Mock Cut-Over XActivity Go-Live
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16 Weeks Test | 6 Weeks Training
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PeopleSoft Guest Access ProjectProject Status:
Monthly Summary – March 3, 2015The Guest Access project team continues to meet to discuss system configuration for service indicator modifications to be made, communication plans, training sessions, service indicator approval and terms/conditions revisions.
Upcoming Milestones• Service Indicator review• Review by Academic Operations area• FERPA Terms and Conditions review
Upcoming Events• Service Indicator lists received by 3/9/15• Service Indicator review by Academic Operations completed
by 3/23/15
Past Month’s Key Accomplishments• Bursar, Student Financial Aid and Registration and Records
have reviewed their Service Indicators and made modifications to standardize each code’s descriptions and how the office communicates next steps
• Contact has been made with numerous offices for a review of the service indicators they use
GREEN
PeopleSoft Guest Access Project--as of 03/03/2015
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Period Number 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32Phase Initialize
1.1 Receive ESC Approval for New Implementation Plan X1.2 Implementation Planning X X X1.3 Hold Code Research and Review X X X1.4 Hold Code Review Approval X1.5 Guest Access Buesinss Process Planning X X X X X X X X1.6 Re-Determine Project Scope X X X X X X X X X X X X X X X X X X X X X X X X X X X X X
Phase Analyze, Design, & Development2.1 Configure CSS Guest Access in MDL/DEV X X X X X X X X X X X X X X X X X X X X X X X X X X X X X2.2 Enable Delegated Access Functionality/Security X X X X X X2.3 Development of Custom Transactions X X X X X X X X X X X X X X X X X2.4 Development of Hold Code Security Roles X X X X X X X X X X X X X X X2.5 Development of Hold Code Display Logic X X X X X X X X X X X X X X X2.6 Development of Custom Self-Service Pages X X X X X X X X X X X X X X X2.7 Development of Data Mover Scripts for QNA X X X X X X X X X X X X X X X2.8 Schedule CashNet for Bill View/Pay Configuration X X X X X X X X X X X X X X X2.9 CashNet Development X X X X X X X2.1 BGSU/Portal Web Page Revisions to Links X X X X X X X
Phase Test3.1 Unit Test X X X X X X X X X3.2 Defect Resolution X X X X X X X X X3.3 Integrated Test X X X X3.4 CashNet Integrated Testing X X X X3.5 Security Test X X X X X X X X X
Phase Training/Rollout4.1 SOAR Information Development X X X X X X X X X X X4.2 Publication of Guest Access Info/Schedule X X X X X X X X X X X4.3 Training for Returning Students X X X X X X X X X X X
Phase Implement 5.1 Go-Live X X
Split PPD Process Testing.xlsxocess Testing.xlsxC
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Business AutomationProject Status:
Monthly Summary – March 2015Wireless Guest Access is now being advertised campus wide with fliers and FourWinds. Due to project timing and the need for bills to be run before the project go live date, it has been determined that Summer Fee Waivers will continue to be a paper process that will be added in to the system after go live for historic purposes. PAF continues to move forward. We had a touch base with HR are the work is on track to deliver the anticipated functionality. MSS is in user testing and moving forward on the same timeline as the larger HCM project. Guest EMPL ID is on target to be in user testing by the end of the month. Security Access will be ready for user testing in April. It is anticipated that Fee Waivers, Security Access, and Guest EMPL ID will be ready to demo later this month.
Upcoming Milestones
• Wireless Guest Access• COMPLETE• Project Metrics
• Fee Waivers• Develop Working Model• Begin User Testing
• MSS• User Testing
• Security Access• Technical design• Develop Working Model
• Guest Emplid• Technical design• Develop Working Model• Begin User Testing
• PAF• Continue development
Past Month’s Key Accomplishments• Wireless Guest Access (Feb 2)
• Demo @ Executive Sponsors• Demo @ CIO Advisory Board• Public Announcement
• Fee Waivers (May 22)• Mock-up of proposed screens• Technical design• Begin Working model
• MSS (May 22)• Configuration changes & Notification additions• Demo @ Executive Sponsors
• Security Access (May 22)• Flow of proposed solution• Mock-up of proposed screens• Open Forum Spotlight
• Guest Emplid (May 22)• Flow of proposed solution• Mock-up of proposed screens
• PAF (July)• AWE configurations• Development
Green
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Falcon Info: STARS - Data Warehouse Project Status:
Monthly Summary – March 3, 2015The project status is Green. Phase I subject areas have completed user validation. Phase II subject areas are undergoing user validation. Phase III has begun development. The Academics, Class Capacity, Point In Time, and Degrees Awarded Subject Areas have been submitted to DGC for Level 1 approval. PIT dates have been established, item type groups have been developed and the tuition allocation model have been developed for the Student revenue Subject Area. Initial development and ETL work for the faculty Salary Wages subject area.
Upcoming Milestones and Events• Level I approval of subject areas• Approval of item type groupings for student revenue• Data steward validation of Financial Aid Subject Area• Complete Phase III development
Past Month’s Key Accomplishments• Data definition working group • Established item type groups for Student Revenue• Developed tuition revenue allocation model• Conducted weekly author collaboration events
Green
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Project Timeline Week Beginning (Sunday Date)Week NumberPhase I: Environment Config & Tech Specs X XPhase I: Data Model Map X XPhase I: ETL Complete X X X X X XPhase I: Data Steward Validation X X XPhase II: Environment Config & Tech Specs X XPhase II: Data Model Map X XPhase II: ETL Complete X X XPhase II: Data Steward Validation X X X X X X XPhase III: Environment Config & Tech Specs X X XPhase III: Data Model Map X X X X X X XPhase III: ETL Complete X X X X X X X XPhase III: Data Steward Validation X X XDGC: Security Policy X XDGC: Initial Data Definitions Completed X X X X X X X X X X X XDGC: Approves Production Use X X X X X X X X
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HCM 9.2 Upgrade Move To Production (MTP) Update
Agenda• HCM Project Scope• MTP Planning Overview• Mock Cutover • Go Live Cutover
• Impacted Systems• Communication Plan• Cutover Weekend Logistics & Communications• Business Validation Expectations
• Q & A
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HCM Project Scope
Area Scope Definition
•Improve self-service functionality for life events
•Notification to employees of benefit changes
•Improve the administration of event sequencing for the administrator.
•An at a glance view of important information for the Managers.
•Improves efficiency and less paperwork to fill out.
•Create electronic forms with notifications, workflow and integrate data.
•Improve the job change process
•Integration with Summer Pay addendums (Spring 2016)
•Improve the time approval process and reduce the effort it takes
•Improve the process of supervisor approval set-up/changes
•Streamline hiring and related processes to unify practices
•Create electronics workflows and notifications to students and employers. (July 2015)
Student Employment & Graduate Contracting
Time and Labor/Payroll
Core HR
Manager Self Service
Benefits
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Where are we Today?
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Move To Production PlanningConsists of Developing:
MTP PlanResource and Scheduling PlanCommunications PlanCommand Center PlanFood Plan
MTP include:Mock Cutover – May 1 - 3Go Live Cutover – May 22 - 26
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Mock CutoverMay 1-3
Mock Cutover HighlightsPerformed Friday 5/1 thru Sunday 5/3Use HCM 9.2 Target Production Infrastructure Simulate Production Cutover
Not all activities are able to be simulated
Cutover In Progress
Contingency
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Mock Cutover Highlights (cont.)
What will NOT be included in the simulation:Interfacing to BGSU auxiliary systemsValidation via the myBGSU portalPutting process scheduler jobs on hold for FMS and CSSThe ability to perform time approvals in production as we will need to during the Go Live
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Why Perform A Mock Cutover?
To Validate:Move To Production processes and timingResource scheduling and rotation planValidation scripts
To Ensure:All tasks are identified and in the correct sequenceWe have the right resources, at the right timeAll resources understand and can perform their tasks
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How will the Mock Cutover Impact Me?
On-Site resources will include:Technical Project Team – Friday -> SundayFunctional Leads/Team and anyone that wants to validate processes – Sunday
There will be no impact to PeopleSoft production systems or University auxiliary systems during the Mock
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Go Live CutoverMay 22 - 26
Go Live CutoverFriday, 5/22 at 5PM -> Tuesday, 5/26 at 6AMIncludes all PeopleSoft applications:
HCMCSSFMS
Affects associated myBGSU self service applications
Cutover In Progress
Contingency
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Impacted SystemsThe following Systems will be unavailable from Friday May 22nd at 5 pm until Tuesday May 26th at 6 am:
Application NameAccount Registration
Financial Aid Awards
OnBase To Do Checklist
All Self Service Links
Financial Aid Eligibility
PeopleSoft (CSS/FMS/HCM)
Transfer Credit
Bookstore Class List
Financial Aid Web Apps
Portal Bio Demo Wireless Guest Accounts
DARwin – Degree Audit – Faculty
Grad Contracting / GA Stipends
Public Class Search
Schedule Planner
Degree Audit Holds Readmission FormDirectory Search House Application
StatusResource25
Enrollment Verification
Learning Communities
Student Health Insurance
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Impacted Systems (continued)The following Systems will be available during the production cutover outage, but they are impacted by the PeopleSoft systems being down and as a result may have reduced functionality:
Application NameAdmissions UAS Agilon ONEBG1 Card Bookstore Payment GatewayCASHNet Chrome RiverEAB Falcons PurchRecTrac StarRezT2 Parking VisualZenBCOMM/TCD DARWin InterfacesPharos Interfaces StarFish
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Go Live Weekend Timeline - FridayPrior to 5 pm
Final Processing on HCM 9.0 CompletedProcess Scheduler Jobs for FMS & CSS Placed on Hold (or cancelled)
At 5 pm PeopleSoft Systems (HCM / FMS / CSS) Unavailable
5 pm to 9 pmShutdown and Technical Activities to copy HCM Production Database from 9.0 Source Database to 9.2 Target Database
~9 pm Technical Cutover Activities Begin
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Go Live Weekend Timeline - Saturday
Technical Cutover activities continue which include:Phase 1 – Technical Upgrade to HCM 9.2 Image 0Phase 2 – Applying HCM 9.2 Image 7Phase 3 – Applying Tax Updates and Other HCM 9.2 FixesPhase 4 – Stat Migrations (customizations, retrofits, security, configuration)
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Go Live Weekend Timeline - SundayPrior to 7 am
Technical Infrastructure Cutover Activities7 am to 9 am
ITS Smoke Testing/Validation9 am to 11am
Non-Integrated Validation of HCM 9.2 Environment Noon - Completion
Integrated Validation of HCM 9.2 Environment Two Go / No -Go Checkpoints
One likely late morning / early afternoon and the other likely late afternoon / early evening
*** Times are Estimated ***
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Go Live Weekend Timeline – Mon/Tues Monday reserved as contingency time if neededHCM 9.2 System is “Live” All PeopleSoft Systems (HCM / FMS / CSS) will be available by 6 am Tuesday morningProcess Scheduler jobs will be taken off hold once cutover activities have been completed
May occur Sunday afternoon/evening or MondayNo later than 6 am Tuesday morning
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Communications Plan
Message Timing Audience MethodOpen Forum 3/18 CampusOpen Forum / Campus Update 4/15 CampusPreliminary Readiness Check / Approval to move forward with Mock
4/30 Functional Leads & Steering Committee In Person / Call
Readiness Check / Approval to move from Mock to Cutover 5/07 Functional Leads & Steering Committee In Person / Call
Campus Update 5/13 CampusCampus Update 5/20 CampusGo / No-Go Decision Lunch / Approval to move into Cutover Weekend 5/22 12PM Functional Leads & Steering Committee In Person / Call
1 Hour Until Outage 5/22 4PM Campus Campus Wide E-mailPre-Outage Checkpoint / Approval to take Systems down at 5pm and Begin 5/22 4:30PM Project Team Call / In-Person
Initial Go / No-Go Call(prior to enabling integrations) 5/24 TBD Project Team Call / In-Person
Final Go / No-Go Call 5/24 TBD Project Team & Steering Committee Call / In-PersonUpgrade Complete Call / Approval to Make Systems available at 6am 5/26 5:30AM Project Team Call / In-Person
Systems are available 5/26 6AM Campus Campus Wide E-mail
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Cutover Weekend CommunicationsRegular updates provided during cutover activities
Status Emails every 4 hours (3a, 7a, 11a, 3p, 7p, 11p) starting at 7 pm on FridayStatus Calls every 8 hours (7a, 3p, 11p) starting at 11 pm on Friday – or earlier if decisions are required
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Cutover Weekend LogisticsCommand Center
Hayes Hall 203 will be used for Testing/Validation & as the “War Room”Status Boards / Parking Lots for high visibilityKey resources involved with cutover will be onsite during the outageConference Bridge – Available 24 x 7; monitored by onsite deployment lead
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Business ValidationProduction validation and verification will begin on Sunday 5/24 at 9AM
These are initial validations of the non-integrated HCM 9.2 production environment
Second round of validation to begin on Sunday 5/24 after the Go/No Go decision and will include the integrated environments
Additional functional resources for FMS, CSS, and other systems will be included
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Business Validation (cont.)Functional and Technical Resources will be onsite to expedite issue identification & troubleshooting and speed resolution
Rich Kasch to coordinate validation progress and issue reporting
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Back Out PlanShould an irreversible error occur on the cut over weekend, the project team has developed a back out plan. Highlights of this plan are:
• Dynamic, based on progress of cut-over• Point of no return identified• Duration of back out tasks have been captured to insure
outage window is not impacted
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Post Go Live SupportWeek 1 – 5/26 to 5/29
• Issue Management will be “all hands”• Central Contact:
Rich Kasch ext. [email protected]
• Issue Management Call 3:30-4PM, 877-820-7831 PIN#354522
Week 2 6/1 to 6/5• Production support model followed• Normal Contact
TSC ext. [email protected]
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Questions and Answers