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Our 9.2 Upgrade: How Transformation + Technology = Success

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Our presentation shares the best-in-class perspective that success is equal parts transformation and technology. We’ll also review our lessons learned during the upgrade and how we leveraged new features and functionality to eliminate 25+ customizations & simplified the procure-to-pay process

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Our 9.2 Upgrade: How Transformation + Technology = Success

  1. 1. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Our 9.2 Upgrade How Transformation + Technology = Success Session #13164 June 22-25, 2014 Interact 2014 Orlando, Florida
  2. 2. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Speaker Donna McKee | Supply Chain Lead Jason Moebius | Managing Director  University of Kansas  University of Kansas Medical Center  University of Oklahoma  University of Oklahoma Health Science Center
  3. 3. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. About Huron Consulting Group Huron provides services to a wide variety of organizations, including leading academic institutions, healthcare organizations, Fortune 500 companies, medium-sized businesses and law firms. 3 Huron Consulting Group Huron Consulting Group History • Formed in March 2002 by a core group of experienced financial and operational consultants, including CEO and President Jim Roth. • 2,237 consultants company wide, and approximately 50% consultants comprise Health & Education Consulting practice. • We have conducted more than 11,000 engagements for over 4,100 higher education, public sector/government, and commercial clients. Locations Atlanta | Boston | Charlotte | Chicago | Dallas | Detroit | Houston | London | Los Angeles | New York | San Francisco | Tokyo | Washington, DC Our Value Proposition • Focused and integrated - financial and operational consulting – implementation service provider • Combination of deep functional and industry expertise • Independence and objectivity Working with Huron, institutions can experience dramatic transformation across the entire organization. We partner with institutions to help them become better positioned to achieve strategic and financial goals, compete for scarce resources, and plan for the future.
  4. 4. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Overview Our 9.2 Upgrade Transformation + Technology = Success As we approached our 9.2 upgrade, our team was tasked with reducing customizations, simplifying the source-to-settle business process for our end- users and creating a paperless engagements process for our suppliers. Our presentation shares the best-in-class perspective that success is equal parts transformation and technology. We’ll also review our lessons learned during the upgrade and how we leveraged new features and functionality to eliminate 25+ customizations & simplified the procure-to-pay process
  5. 5. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Agenda/Contents  Getting Started  Upgrade Methodology  Big Wins  Surprises along the way  Lessons Learned
  6. 6. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Getting Started  Time and Money  Funding the project  Get it Done  Competing projects on the horizon  Managing Expectations  Leadership  Central and end-users  Materials teams  Technology teams
  7. 7. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Transformation + Technology Finding:  Identifying opportunities Achieving:  Executing a sourcing and supplier campaign Keeping:  The right technology + the right business process 7
  8. 8. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. KU/KUMC had the opportunity to achieve significant cost savings through strategic sourcing initiatives in multiple high spend commodity areas and establish its own strategic sourcing program. 8 Findings and Opportunities • Significant savings opportunities can be achieved through strategic sourcing for various commodity areas focusing on high spend vendors • Develop strategic sourcing program as part of ongoing operations and shift focus to commodity management Goals • Identify and achieve one-time and recurring cost savings in high spend commodity areas • Identify and incorporate best practices into sourcing initiative and contract establishment • Focus purchasing staff on commodity management and strategic sourcing Annual Financial Opportunity Estimated FY13 Saving FY13 Saving To Date $1.3M $3.3M +
  9. 9. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Savings Review 9 Commodity Area / Timeframe Estimated Area Size Identified Opportunity Range 1st Year Achieved Cost Savings One Time Savings Wave I Areas Scientific Supplies $7,255K $550 -780K $1,135K $600 Office Related Products $2,670K $800-1,150K $2,340K $2,100K KU Dell (D/L Only) $2,260K $200-420K $210K – $330K Wave II Areas IT Distributors $3,115K $305-585K $32K MRO $1,750K $120-205K $170K – $200K KU MFD $1,035K $80-145K $25K – $30K Total $18,085K $2,055 - 3,285K Total: $3,912K – $4,267K
  10. 10. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Methodology  What color is your upgrade?  Compliance Crimson  Business Process Blue  Transformation Teal  Technology Tan Huron SPARK
  11. 11. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Big Wins  Assessment set clear expectations  WorkCenters  Workflow  Techies love PeopleTools 8.53
  12. 12. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Lessons Learned  Understanding PUM  Workflow is as good as your data  Matching & Workflow: Less is more
  13. 13. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. A Quick look at the PUM
  14. 14. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. PeopleSoft Update Manager  PeopleSoft Update Manager (PUM) runs on the PeopleSoft Image database  PeopleSoft Images are Oracle Virtual Box virtual machines that you download locally  There is one PeopleSoft Image per product family (database instance) and they will be released periodically (Every 6 to 8 weeks)  PeopleSoft Image is the master source environment from which you will pull the updated objects, create a custom change package, and apply updates to your environment  PeopleSoft Image for your application is cumulative so you will download the most current PeopleSoft Image and get all of the updates that you need
  15. 15. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.  One image per database instance for 9.2 HCM, ELM, CRM, and FIN/SCM.  Example naming: FSCM 9.2.005 Would be the 5th image delivered for the FSCM 9.2 release. 15 PeopleSoft Update Manager
  16. 16. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Oracle Virtual Box installation:  This is just one time software installation. It takes 2 hrs. to download > install > configure.  Downloading FSCM PeopleSoft Update Manager (PUM) images  These Image sizes are typically 20 to 30GB. This download is required only when Oracle releases an image. For example, Image 4, 5, 6 etc.. It typically takes about 6 - 7 hrs. with 100mbps cable internet connection in the office. Restoring and configuring PUM image on network This is where we need a lot of time for setup. This is one time setup per image.  Import image appliance into Virtual Box - 2hrs  Configure the Network and assign/get mac address - 1hr  Set the mac address in the network to get a static IP - 2hrs
  17. 17. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Configuring Change Assistant to work with PUM  Configure the Change Assistant on one of the windows servers to use PUM. This is also one time setup per image. - 4hrs Downloading Patches from PUM source  Once the steps 1 - 4 are completed, the PUM is ready to extract the fixes/patched.  Typically, a fix/patch needs to be searched in the image, download it from Change Assistant,  compare with demo database, and then create a change package. - 6 to 10 hrs.
  18. 18. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Oracle Best Practice 18
  19. 19. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. 19
  20. 20. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. 20
  21. 21. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Methodology A Quick look at SPARK
  22. 22. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. The Upgrade Dilemma 2222  To address these common challenges, Huron Consulting Group has developed our “SPARK Solution” for PeopleSoft 9.2 upgrades. Our methodology brings together the right blend of:  Industry specific experience  Focus on process improvement and increased efficiencies  Transition from heavy customization to maximum usage of delivered functionality The decision to upgrade is challenging and complex. Alternatives and justification for staying current are sometimes elusive:  What resources are required?  How long will it take?  What is the business value of the upgrade?  What new functionality will benefit the organization?  What’s the return on this investment?
  23. 23. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. What is your biggest opportunity or challenge related to an upgrade project? A. Business improvements not realized B. Upgrade impacts planned operations C. System remains costly to maintain D. Address process inefficiencies E. Other
  24. 24. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Start Out Right
  25. 25. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. SPARK Solution Huron’s “SPARK Solution” for the 9.2 PeopleSoft Release addresses these issues via a structured approach that provides leadership the information they need to understand and make informed decisions. Specialized consultants in Higher Education & Healthcare Platinum Partner of Oracle Applications Assessment to Jumpstart your upgrade Reduction of time and implementation costs Knowledge transfer to help client achieve self sufficiency Our SPARK Solution is focused on results for your organization, examples from our clients include:  40% reduction in modifications  Implementation of over 50 pieces of new functionality  Streamlined processing of high volume area’s such as requisitioning, processing of life events
  26. 26. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. SPARK Jumpstart Application Assessment Technology & Process Migration Transition Initial Review of Retrofits & New Features Technology estimates adjusted based on decisions made during Fit/Gap and Design Project Description & Initial Estimates Project Plans Detailed Work Plan Development & Management Incremental & External Resources Assess ability to support internally. Factor in knowledge transfer requirements Tangible Results Leading Research University in the Western US– over 20% reduction in modifications Leading University in the Midwest – 30% reduction in modifications Leading Healthcare Provider in the Northeast– nearly 40% reduction in modifications
  27. 27. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Higher Education and Healthcare FocusedJumpstart is a combination of interviews with key stakeholders and assessment questionnaires. SPARK Current state of your applications. Technology requirements outside of the core upgrade process. Which customizations are not required as a result of new functionality. Jumpstart Deliverables  Upgrade objectives  Resource estimate  Preliminary timeline  Technology requirements  Cost estimates Business Assessment Technology Assessment Customization Assessment
  28. 28. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Technology & Process Migration Application Assessment SPARK A Rapid Upgrade Approach Our toolkit and accelerators are designed to help us get from assessment to transition as expeditiously as possible. Transition  Develop  Test  Implement  Post Production Support  Initiate  Fit Gap  Design
  29. 29. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Upgrade Accelerators Huron was an integral part of the 9.2 beta testing team. We have leveraged this experience with our industry expertise and upgrade experiences to create project accelerators that will assist us in every phase of the upgrade. Some of these accelerators are our: Jumpstart Assessment Please indicate (yes/no) if your company uses or is interested in enabling the selected functionality as part of the upgrade In Production? (yes/no) Future Use? (yes/no) Asset Management yes no Cash Management yes no Commitment Control yes no Contracts yes no Contracts for Government Accounting yes no Deal Management yes no eSettlements yes no Expenses yes no Financial Gateway yes no General Ledger yes no Grants yes no IT Asset Management yes no Maintenance Management yes no Payables yes no FMS ESA ALM Modules/Functionality # First Release for Feature Product Feature Higher Ed Healthcare Recommend Configuration Required Training Effort Data Conversion Process Redesign 90 9.0 Commitment Control Includes the Journal Class field in the budget flat file for importing Commitment Control budget journals. (This feature was backported from 9.1 to 9.0.) Yes Limited Yes Yes Yes Yes Yes 91 9.1 Commitment Control Enter a SpeedType key directly for each budget journal line as well as select from a prompt list. Yes Limited Yes Yes Yes Yes Yes 92 9.1 Commitment Control Maintain budgets more efficiently by using account ranges when defining account exclusions for budget definitions. You can also copy the entire Budget Definition setup, including the creation of Commitment Control Ledgers, Ledger Groups, and Budget Definitions. Yes Limited Yes Yes Yes Yes Yes 93 9.1 Commitment Control The Check Only capability allows you to budget check transactions using what-if scenarios that do not actually commit the funds against any budget. This capability also provides pre-validation of the transaction data against budget definitions. Yes Limited Yes Yes Yes Yes Yes 94 9.1 Commitment Control The Value Required selection in the budget definition is optional, as opposed to either selected or deselected. When selecting the Value Required as optional, a blank key ChartField is treated as if a value were present. This feature helps to reduce the budget setup in the area of rule sets. Yes Limited Yes Yes Yes Yes Yes 95 9.1 Commitment Control General Ledger provides real-time budget checking of position data from PeopleSoft HCM. Requisitions for positions are validated against budgetary rules in Financials and recorded as Pre-Encumbrances; position offers are booked as Encumbrances. Position data changes, such as bonuses and salary changes, are validated and booked against the budget as appropriate. Yes Limited Yes Yes Yes Yes Yes 1. Contracts 2. Billing 3. Receivables Contracts Reconciliation Summary The Reconciliation Summary page will be added to view the results from the Reconciliation Summary process. This page will provide the difference between billing and revenue at the detail level as well as the attributes that are related to retainages, withholdings, limits, and fees. The information provided on this page will enable you to determine where to complete the remaining process, or to make an adjustment. Contracts with rate-based contract lines can be viewed based on revenue recognized and total amount billed to date for the following values: Contract, Contract Line, Project Costing business unit, Project or Project Activity. The revenue data is stored on the CA_ACCTG_LINE_PC table and the billing information is stored on the BI_ACCT_ENTRY table. The reconciliation process looks to these two records based on the criteria defined on the Chartfields selected on the Contracts Reconciliation Definition page. Also, if you do not select break on the chartfields you want to break on they do not appear on the report generated. The Reconcile Revenue and Billing feature does not support prepaid amounts. 1. Configure reconciliation options for each user. Set Up Financials/Supply Chain, Product Related, Contracts, General Options, Reconciliation Options by User Describe the level of customization you believe to be present in your current implementation (high / medium / low). What were the factors that determined that level of customization? Are you looking to increase, or decrease, this level of customization? Do you have customization documentation such as design documents, specifications and test scripts? Is this documentation current? # of Prod Instances Total # of Environments (Prod and non Prod) Data: Objects: Control Files: Data Dictionary: Security: Describe your hardware environment. Attach architecture diagram if available. Technical Assessment Customizations Instances/Environments Shared Components By Environment: Hardware Configuration Industry Specific 9.2 Demo Scripts Upgrade Fit Gap Matrix . Configure reconciliation options for each user. Set Up Financials/Supply Chain, Product Related, Contracts, General Options, Reconciliation Options by User Quickly define scope and effort plus identify areas of greatest value Pre-defined targeted functionality to expedite reviews and designs Supplements Fit Gap and expedited test planning and execution
  30. 30. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. What is your primary motivation for upgrading? A. Stay current on maintenance B. Improve business processes C. Enhancements and New Features D. Reduce Customizations E. All of the above F. Other
  31. 31. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Are you considering an upgrade to 9.2? A. Within the next 12 months B. 12 to 18 months C. More than 18 months D. Not at all
  32. 32. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Tools and Accelerators to Meet Upgrade Goals Toolkit & Accelerators Current Cost Baseline Analysis Roadmap & Readiness to Start Fit Gap Analyzer 9.2 Demo Scripts Pre-configured workbooks (industry specific) Pre-defined test scripts (industry specific) Training Aids (specific to 9.2 new features and enhancements) KT Readiness Assessment Updated Cost Baseline Analysis
  33. 33. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Contacts Donna McKee Director | Supply Chain Huron Consulting Group P 904-234-6878 dmckee@huronconsultinggroup.com Jason Moebius Managing Director Huron Consulting Group Phone 312-583-8759 jmoebius@huronconsultinggroup.com
  34. 34. © 2014 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. Questions?

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