s2p project - weekly status report cutover...i. purpose provide arizona procurement portal cutover...
TRANSCRIPT
Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated
February 19, 2018.
Source to Pay Project
Cutover Strategy
Revised June 14, 2018
Contents
Purpose I
Key Dates and Activities II
Proposed Cutover Strategy – Data loads III
Proposed Cutover Strategy – Business Objects IV
Agency Exceptions V
2
Timeline VI
I. Purpose
Provide Arizona Procurement Portal cutover guidelines to the Agencies during the first 4 months, transition period and the hard freeze
Review communication requirements required for cutover
Identify any exceptions to the guidelines
Identify Agency specific scenarios that may need a manual process to be put in place during cutover
3
Key dates Activity
End-to-End Testing June 11 to Early July 2018
Systems Integration Testing Early July – Early August, 2018
User Acceptance Testing August, 2018
Train-the-Trainer Training program delivery Mid August – Mid September, 2018
End User Training Delivery Mid September – Mid October, 2018
Start of Transition Phase September 14, 2018
Go-No Go Decision October 9, 2018
Start of Hard Freeze October 10, 2018
Commence business cutover - Complete in-flight
transactions October 9-10, 2018
AFIS integrations frozen, ProcureAZ temp
Shutdown October 10, 2018
Generate inception files as per the specifications –
Suppliers, Contracts, Chart of Accounts October 10, 2018
Execute data migration (Suppliers, Contracts, COA)
/ Data Validation October 11, 2018
Start interface (EAI) jobs to consume interface files October 12, 2018
End of Hard Freeze - AFIS integrations unfrozen October 15, 2018
Go-Live (APP is online, ProcureAZ back online for
limited users) October 15, 2018
Release 1 Key Project Dates and Activities
4
II. Timeline
Month Aug Sep Oct Nov Dec
# of Weeks 4 4 5 5 4
6. Deploy 7w Go-live
Oct 15
Pre-
deployment
Activities
TP HF
cutover Legend: TP – Transition Phase (4 weeks: 09/10/2018 – 10/05/2018) HF – Hard Freeze (5 days: 10/09/2018 – 10/14/2018 (includes holidays and weekends)
5
IV. Proposed Cutover Strategy – Supplier Registration
6
First 4 Months of FY ’19 Transition Phase Hard Freeze
• No changes to process of registration of new suppliers in ProcureAZ
• Ensure collection of all relevant supplier data required in APP
• Finish cleaning supplier master records and updating relevant information
• No new supplier registrations in ProcureAZ
Co
mm
un
icat
ion
• Broadcast unavailability of the supplier registration portal
Co
nsi
der
atio
ns • Supplier training and communication has to be
targeted and phased out • With open supplier registration portal, need to
plan for Supplier data cleanup refresh cycles to ensure clean data is provided for cutover.
July ‘18 Sept ‘18 Oct ‘18
Sept 14th Oct 15th
Oct 10th Oct 15th
10/15
Go-Live
Post Go-Live
• Supplier Registrations continue in APP
• Suppliers can validate and update their information in APP
• Suppliers can issues solicitations, work on contracts, receive POs and flip POs for invoices in APP
Oct 15th Dec 31st
IV. Proposed Cutover Strategy – Solicitations
7
• There is no change to the solicitation process in ProcureAZ
• Can create the solicitation but hold off on contract creation until APP is up and running if possible (Case by Case)
• If a contract is issued, hold off on creating a PO if possible
• No new solicitations in draft or published form
Co
mm
un
icat
ion
• Inform supplier the delay in issuance of Contract (if any).
• Inform suppliers of the inaccessibility of solicitations during the hard freeze.
Co
nsi
der
atio
ns • Recommend supplier training to expedite the
contract / solicitation process out of APP
• Need to plan for solicitations that are opened in ProcureAZ and will continue after APP go-live.
• If solicitations will exceed ProcureAZ sunset date, need to see feasibility of migrating them over to APP
First 4 Months of FY ’19 Transition Phase Hard Freeze
July ‘18 Sept ‘18 Oct ‘18
Sept 14th Oct 15th
Oct 10th Oct 15th
10/15
Go-Live
Post Go-Live
Oct 15th Dec 31st
• New Solicitations will be issued from APP
• Few existing solicitations in ProcureAZ will continue but must be awarded before 03/31/2018 (ProcureAZ will not be available after 03/31/2018)
IV. Proposed Cutover Strategy – Public Portal
8
• ProcureAZ public portal will continue to host existing contracts and solicitations
• ProcureAZ public portal will continue to host existing contracts and solicitations
• TBD (note at some point system needs to be down)
Co
mm
un
icat
ion
• TBD based on outage during transition
C
on
sid
erat
ion
s • Older solicitations on ProcureAZ need to continue on older site. Duration and process needs to be defined.
First 4 Months of FY ’19 Transition Phase Hard Freeze
July ‘18 Sept ‘18 Oct ‘18
Sept 14th Oct 15th
Oct 10th Oct 15th
10/15
Go-Live
Post Go-Live
Oct 15th Dec 31st
• Public portal will be hosted on APP
• Solicitations from APP will be made available on public portal
IV. Proposed Cutover Strategy – Contracts
9
• No change to existing contract creation/update process in ProcureAZ
• Clean up and prepare to close out contracts in ProcureAZ (update the value and the timeframe of the contract)
• Prepare list of active contracts with values and time frame to migrate
• Communicate changes in contract numbers to suppliers and users
• Do not create new contracts
• No updates to contracts. • Set open contracts to
expire in ProcureAZ once they have been migrated to APP
• No new PO releases against contracts in ProcureAZ
Co
mm
un
icat
ion
• Inform suppliers of new contract process
C
on
sid
erat
ion
s • Onboard suppliers for effective coordination during contract management process
First 4 Months of FY ’19 Transition Phase Hard Freeze
July ‘18 Sept ‘18 Oct ‘18
Sept 14th Oct 15th
Oct 10th Oct 15th
10/15
Go-Live
Post Go-Live
Oct 15th Dec 31st
• Older and new contracts will be in APP
IV. Proposed Cutover Strategy – Requisitions
10
• Year long requisitions will be broken into 2 – 1st for 4 months (up to 10/31/2018) in ProcureAZ and 2nd for remaining duration in APP after go-live
• Plan in advance for requirements during transition phase to avoid recreation in APP
• Requisitions can be entered in ProcureAZ that are required and can bleed off before 12/31/2018
• Limit creation of new requisitions.
• Cancel inflight requisitions before start of hard freeze, prepare to recreate requisitions in APP
• No new requisitions • Restrict create and approve
access in ProcureAZ
Co
mm
un
icat
ion
• Inform agencies and end users the impact of change and plan for delay in procurement (either order early or delay order until go-live)
• Inform approvers about the shorter requisitions, cancellations and recreation in APP
Co
nsi
der
atio
ns • If requisitions are not fully approved and
converted to PO prior to 10/09/2018 they will need to be canceled.
First 4 Months of FY ’19 Transition Phase Hard Freeze
July ‘18 Sept ‘18 Oct ‘18
Sept 14th Oct 15th
Oct 10th Oct 15th
10/15
Go-Live
Post Go-Live
Oct 15th Dec 31st
• New requisitions will be created and approved in APP
IV. Proposed Cutover Strategy – Purchase Orders
11
• Create POs that expire by 11/01/2018 in ProcureAZ and can bleed off by 12/31/2018
• Start closing out completed POs in ProcureAZ
• Limited PO creation in ProcureAZ
• Close out open PO’s in ProcureAZ that will be manually recreated within APP after go-live
• Finalize changes to POs impacting contracts e.g. adding funds or items in ProcureAZ
• No new PO creation
• No PO change orders. Any change may impact the encumbrances and the contract value
Co
mm
un
icat
ion
• Communicate with targeted suppliers to inform them of recreation of PO’s in APP and close out of ProcureAZ PO’s before 12/31/2018
Co
nsi
der
atio
ns • Plan to manually recreate a small number of POs
in APP after go-live
• Post go-live, consider process for PO change orders in ProcureAZ to avoid mismatch on contract values and encumbrances
• Oct 1st – Federal FY begins, Consider delaying POs for first 15 days (TBD)
First 4 Months of FY ’19 Transition Phase Hard Freeze
July ‘18 Sept ‘18 Oct ‘18
Sept 14th Oct 15th
Oct 10th Oct 15th
10/15
Go-Live
Post Go-Live
Oct 15th Dec 31st
• POs will be recreated in APP using a requisition and referencing PO from ProcureAZ.
•No PO creation in ProcureAZ
•Can receive/cancel ProcureAZ POs
•PO change Orders in ProcureAZ allowed on a case-by-case basis
IV. Proposed Cutover Strategy – Receipts
12
• Enter Receipts in ProcureAZ as soon as goods and services are delivered
• No change in process for receipts and returns in ProcureAZ
• Expedite receipt process to ensure closing of POs in ProcureAZ
• Do not receive goods and process returns in ProcureAZ
Co
mm
un
icat
ion
• Communicate with agency users to swiftly receive in ProcureAZ
Co
nsi
der
atio
ns • Provide access to receive and process returns in
ProcureAZ after go-live
First 4 Months of FY ’19 Transition Phase Hard Freeze
July ‘18 Sept ‘18 Oct ‘18
Sept 14th Oct 15th
Oct 10th Oct 15th
10/15
Go-Live
Post Go-Live
Oct 15th Dec 31st
• Receive goods and process returns in either APP or ProcureAZ based on the PO source.
IV. Proposed Cutover Strategy – Invoices and Payments
13
• No change in process for Invoices, Credits or Payments in ProcureAZ & AFIS
• No change in process for Invoices, Credits or Payments in ProcureAZ & AFIS
• No Invoices, Credits or Payments
Co
mm
un
icat
ion
• Coordinate with supplier to submit accurate and on time invoices
Co
nsi
der
atio
ns • Post go-live, need process to adjust POs to
support invoices and update respective contracts/encumbrances
• Suppliers may have to respond/login for POs/Solicitations created in both ProcureAZ and APP
• Credit memos will need to be migrated manually if at all.
First 4 Months of FY ’19 Transition Phase Hard Freeze
July ‘18 Sept ‘18 Oct ‘18
Sept 14th Oct 15th
Oct 10th Oct 15th
10/15
Go-Live
Post Go-Live
Oct 15th Dec 31st
• Invoices will be processed in APP
•Bleed off POs in ProcureAZ by 12/31
V. Agency Exceptions – As of April 16, 2018
14
Agency Exceptions Mitigation
Arizona Exposition and
State Fair
• Arizona State fair is during cutover week they
may need to have the ability to create PO’s
• State Fair has review the cutover dates
and does not see an impact to
operations during October.
• If necessary, allow specific users to
create PO’s in ProcureAZ during hard
freeze which will need to bleed off by
12/31/2018
Arizona Department of
Economic Security
• Technology RFP (potentially 2)
• Release date June 2018
• Close of bid August 2018
o Identify length of evaluation period
o Find out the estimated award date
o If there is a BAFO how will that be
dealt with (paper, email)
• Follow the recommendation for the
transition phase
AZ Net • Technology RFP
o Release date?
o Close of bid?
o Identify length of evaluation period
o Find out the estimated award date
o If there is a BAFO how will that be
dealt with (paper, email)
• Follow the recommendation for the
transition phase
Arizona Department of
Corrections
• Inmate Medical RFP
o Release date?
o Close of bid?
o Identify length of evaluation period
o Find out the estimated award date
o If there is a BAFO how will that be
dealt with (paper, email)
• Follow the recommendation for the
transition phase
VI. Timeline – ProcureAZ Deadline 1 (10/09/2018)
15
Process Activity Mitigation Avoidance
Requisition
No new requisitions in
ProcureAZ Create new requisitions in APP
Plan early to create POs till
11/01/2018
No changes to requisition to
ProcureAZ
Delete partial requisitions and
recreate in APP
Do not start requisitions
during transition phase
Purchase
Order
No new POs in ProcureAZ Recreate requisitions and order
POs in APP
Plan early to avoid
recreation and re-approval
No changes to PO in ProcureAZ
Reissue POs for changes to
ProcureAZ POs in APP and
work with SPO for minor
updates
Create POs till 11/01 and
inform supplier about new
POs for changes
Contracts
No new contracts in ProcureAZ Create contracts in APP after
go-live
Use APP after go-live to
create contracts to use its
features
No Edits to contracts in
ProcureAZ
Contracts will be migrated to
APP and changes can be done
directly in Ivalua
Avoid PO changes in
ProcureAZ that impacts
contract values
Solicitation
s No new solicitations in
ProcureAZ
Create new solicitations in APP
after go-live
Delay solicitations where
possible to utilize APP after
go-live
Supplier
Registratio
ns
No new or edits to supplier
registrations in ProcureAZ
(Except suppliers for active
solicitations in ProcureAZ)
New suppliers to be registered
in APP
Inform suppliers to complete
registration or register in
APP as needed
VI. Timeline – ProcureAZ Deadline 2 (10/31/2018)
16
Process Activity Mitigation Avoidance
Purchase
Order
Finalize changes to PO in
ProcureAZ on a case-by-case
basis
Reissue POs for changes in
APP and work with SPO for
minor changes
Create POs to receive goods
and services by 11/01 and
inform supplier about new
POs for changes
VI. Timeline – ProcureAZ Deadline 3 (12/31/2018)
17
Process Activity Mitigation Avoidance
Purchase
Order No changes to PO in ProcureAZ
Reissue POs for changes to
ProcureAZ POs in APP
Close POs and reissue POs
in APP for remaining value
Receipts &
Invoices
No new Receipts or Invoices in
ProcureAZ
Close POs and recreate POs in
APP to receive and pay against
them.
Create POs in ProcureAZ
that will bleed off by
12/31/2018
No partial Invoices or partial
Receipts
Close POs in ProcureAZ and
recreate in APP for remaining
value and receive against new
PO
Issue PO’s in ProcureAZ for
work up to 11/01/2018
Note: ProcureAZ interfaces with AFIS will stop running so no transactions can be processed
VI. Timeline – ProcureAZ Deadline 4 (03/31/2019)
18
Process Activity Mitigation Avoidance
Solicitations No further solicitations or
updates in ProcureAZ
Continue to gather paper based
responses and Issue contracts
in APP
Plan early to avoid
solicitations in ProcureAZ
and start solicitations in APP
after go-live