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Atlas Financials Upgrade

RBEC OM workshop

Part 1

13 October 2008

AgendaAgenda

• Introduction• Atlas Financials Upgrade: Overview and Context• Project Scope• Timelines• Preparation for cut-over to 9.0• Changes in 9.0• Security Exercise• Questions and Answers

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Overview: Applications UpgradeOverview: Applications Upgrade

• What is an Applications Upgrade?– The process of ‘keeping current’ with the latest release of

application software– Upgrading from PeopleSoft version 8.4 to release 9.0 – Moving to PeopleSoft 9.0 also requires:

• Upgrading the Operating System (Sun Solaris 10)• Upgrading the database (Oracle 10g)• Upgrading the PeopleSoft technical platform (PeopleTools 8.48)

• Why do an Upgrade?– To ensure continued support from the vendor– To leverage new functionality added by the software vendor– For Atlas agencies: to provide stable and updated platform on

which to implement IPSAS

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Upgrade Project StagesUpgrade Project Stages

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1.Plan Project &

Conduct Prelim Activities

2.Execute

Initial Pass

3.Re-apply

customizations& test

4.Execute

Test MTPs and test

5.Final MTP &Stabilization

1. Plan Project & Conduct Prelim Activities – Create PRINCE 2 Project ‘Start-Up’ Documents, plan infrastructure and ‘procure’, install 9.0 demo, run and analyze compare reports, fit/gap 9.0 functionality against demo.

2. Re-run Compare Reports & Execute Initial Pass – Reinstall demo (if required), re-run/analyze Compare Reports, execute Initial Pass (Upgrade copy of production)

5. Final Move to Production and Stabilization – Prepare for Final Move to Production, train business community, execute Final Move to Production and provide support through stabilization period.

4. Execute Test Moves to Production – Run iterative test Moves to Production and test each iteration, execute full integration testing, revise and test reports, prepare Training Materials.

3. Re-apply customizations & test – Reapply/rework (selected) customizations to upgraded database, apply configuration changes & customizations required for IPSAS or new 9.0 functionality (based on decisions that have been made at that point), unit test changes plus delivered functionality, conduct first round of UAT

Project ScopeProject Scope

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Atlas Financials

1.Customizations (200+)2.Configuration3.Data conversion4.PS Security5.Workflow6.Application Messaging7.Custom Reports (330+ reports and processes)8.Queries (2000 + public queries)

Atlas HCM

1. Department2.GP to GL

Atlas Portal

ARGUS

Inbound Interfaces

1.UNEX2.FIMS3.External Access4.Henner5.FPA GL Upload

Extracts1.UNDP2.UNOPS3.UNFPA4.UNCDF

LDAP

Single Sign-on

UNFPA

Global Directory

ReportingSub-systems

1.Executive snapshot2.EPM3.Other-agency reporting

Core Atlas (PS)

Oversight

Audit Sub-system

What to expect in 9.0 – High LevelWhat to expect in 9.0 – High Level• No major changes to the business processes are being introduced with

the 9.0 Upgrade – IPSAS functionality will be coming in 2010– New features and functions of 9.0 will be introduced as requested by the business

community and as time and budget permits

• User Interface for many of the components has changed– Fewer hyperlinks and more ‘collapsible sections’– More use of icons – Reorganized the data– Changes to the menu labels– Biggest impact on: eProcurement, Vendor Maintenance, Proposal data entry

• Security completely reconfigured in 9.0– Better aligned with the revised ICF– Extraneous menu items have been removed

• Some customizations have been changes/enhanced– Bank defaults– IBAN– Matching options

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New Feature and Functions for the Future New Feature and Functions for the Future

• Contracts module (2010 for UNDP)– Will allow for better management of revenue– Available in 8.4 but the 9.0 version has improved, especially in areas such as

reversals and corrections– Integrates seamlessly with Billing and AR– Is required for IPSAS compliance

• Programme Management module – may replace Grants• 9.0 Treasury Module has a series of new feature that will be

introduced– Financials Gateway – will facilitate creation of bank interfaces and reconciliation of

statements– Investment Pooling – tracks pooled investments (cross agency) and interest

calculations– Financials Sanctions Service

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Project Stages and TimelineProject Stages and Timeline

• Stage 4: Execute test Moves to Production– Resolve UAT issues – additional development work, testing and sign-off by end-July– Finalize security and design/develop and test ARGUS– Additional integration testing in hosted environment (Atlas single sign-on, External Access,

interfaces )– Execute test Moves to Production (PS recommended number of test MTPs is 3)– Prepare OnDemand training material– Prepare CO and HQ for changes to 9.0, including security setup – Prepare CO and HQ for down-time over go-live weekend

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1.Plan Project &

Conduct Prelim Activities

2.Execute

Initial Pass

3.Re-apply

customizations& test

4.Execute

Test MTPs and test

5.Final MTP &Stabilization

Apr-Jul Aug-Jan Feb-Jun Jul-Dec Dec-Jan

Test Moves to ProductionTest Moves to Production

• UAT and Sign-off extended by a little over a week• Preparation for MTP2 in IBM started last week• Schedule displayed is tentative; following factors may influence timelines:

– Feedback from MTP1 UAT and timely resolution of MTP1 issues– IBM infrastructure – performance of Upgrade scripts in this environment– Resources constraints

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3/10 10/10 17/10 24/10 31/10 07/11 14/11 21/11 28/11

Complete UAT and obtain sign-off

Prep IBM infrastructure for MTP2

Tune 9.0 – on-line pages, processes and reports

Tune Upgrade Processes

Execute MTP2

Apply MP5/Post MP5 projects

Test MTP2 results

Stage 5: Final Move to Production and Stage 5: Final Move to Production and StabilizationStabilization

• Final Move to Production will entail extended down-time of ATLAS Financials and ARGUS

• Current plan is to take the system down COB NY time 23 December• Upgrade steps will be executed after system is backed up• System should be on-line again 2 January 2009• Stabilization period will last through month of January

– Certain components may need additional tuning– May encounter issues not uncovered during UAT– Project team and MSC will be available for support– Project resources are being extended through January to assist with stabilization

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Extended down-time – Why 9 Days? Extended down-time – Why 9 Days?

• Stage 3: Re-apply Customizations and Test– Completed Initial Pass and Reapplied Customizations, Configuration etc.– During testing found that 9.0 General Availability release was unstable– Added steps to the process to apply one year of bundles and patches - MP5– Reapply changes to 150 objects that were overlaid by MP5 and revise security– Re-test– Planned for 4 days down time for 8.4 to 9.0 Upgrade; MP5 takes 2-3 days– Prudent to plan for more time due to complexity of adding MP5 and unknowns around system

performance

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PS 8.4

PS 8.8

PS 9.0 MP5

PS 8.9

PS 9.0

PeopleSoft certified Upgrade PathPlanned down time of 4 days

• Applied Maintenance Pack 5 • Similarities to an upgrade• Would normally entail extended

maintenance window (down for a weekend)

What will happen between now and What will happen between now and December?December?

• Finish testing MTP1 and obtain sign-off (phased approach)– System functionality– Data conversion– Security– ARGUS– External Access– Reports and queries

• Execute second test MTP on IBM infrastructure and re-test

• Tune scripts to reduce down-time

• Execute modified version of MTP and test

• Complete training materials

• Prepare communication to Atlas community

• Prepare for cut-over (technical team)

• Prepare for cut-over (OFA and Business Community)

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Training for 9.0Training for 9.0

• OnDemand material is being rewritten for 9.0 by MSC– Subject matter experts will review and approve– Will liaise with OnDemand manager for publication in pre-production environment– Job aids can be downloaded

• Webcast sessions being designed to highlight 8.4 to 9.0 differences– Webcasts will be recorded and can be downloaded and viewed as time permits– Plan is to release the Webcasts beginning of November

• Additional live Q & A Webcasts to be held in December• Training database can be made available for general user community

– Data will be as of July 2008– Transactions can be entered (new and changes to transactions in process)– Response time may be an issue – infrastructure designed for development and

testing but not for production concurrent user load

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What can offices do to prepare?What can offices do to prepare?• Review the OnDemand training material when it is released• Review the Webcasts and ensure staff are familiar with 9.0• Review security and user profile conversion in training database• Prepare for year-end closing activities in advance• Any other ideas?

We need your input to ensure minimum interruption of UNDP’s business

• URL for login to test instance is: http://portal89-demo.atlas.undp.org/psp/finmtp1/?cmd=login

• User IDs and Passwords were converted for all UNDP Atlas Financials Users

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Go-live preparation – pre-upgrade stepsGo-live preparation – pre-upgrade steps

• Access to Atlas Financials – Requests for new users/changes to profiles should be completed 2 weeks in

advance of go-live weekend– ARGUS will be shut down two weeks in advance of go-live– Financials and HCM access rights will be impacted when ARGUS is shut down

• Tree Maintenance– Tree maintenance must be frozen two weeks in advance of go-live

Note: 2 weeks-lead time required in order to create a copy of production and upgrade to PeopleTools 8.48; this step is part of the tree structures, security and user profile conversion

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Go-live Preparation – CO ActionsGo-live Preparation – CO Actions

• AP Pay Cycle– Pay cycles must be in ‘complete’ or ‘reset’ status before Upgrade starts – Business community should plan to complete the pay cycles by approving &

processing the payments, and post the journals 24 hours before Upgrade process begins

– Pay in advance if timing if payment is due during down-time period

• Treasury– All outstanding deals have to be approved/settled

• Project Costing– Budget revisions that are not finalized (including those posted to commitment

control) will not be available post upgrade

• Process Scheduler Jobs– All jobs/processes must be completed prior to taking the database– Project team will need time for database clean-up activities (audit cleanup)

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Go-live Preparation – ePro RequisitionsGo-live Preparation – ePro Requisitions• AWE eProcurement Workflow Items:

– Over 4400 requisitions pending approval in production

– Can automate process of putting transactions to pending approval status– Will take several days to run given the volume – can be executed after system is

brought back up again, but will require coordination with the business community– Recommendation is to approve ‘priority’ requisitions before go-live

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No Description UNFPA UNDP ExternalDenied Entries Total

1 Pending Worklist entries in 2008 1777 2230 76 38 4121Pending Worklist entries in 2008 (Jan) 19 132 9 2 162Pending Worklist entries in 2008 (Feb) 55 113 1 4 173Pending Worklist entries in 2008 (Mar) 55 103 7 7 172Pending Worklist entries in 2008 (Apr) 67 339 14 3 423Pending Worklist entries in 2008 (May) 174 376 0 4 554Pending Worklist entries in 2008 (Jun) 320 432 15 16 783Pending Worklist entries in 2008 (Jul) 1087 735 30 2 1854

2 Pending Worklist entries in 2007 and prior years 32 207 3 0 2423 Pending Worklist entries for O Req Status 40 0 0 0 40

Totals 1849 2437 79 38 4403

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Atlas 9.0 Business Process/Module Highlights

• Procure-to-Pay (eProcurement, Purchasing, Accounts Payable, Asset Management)

• Atlas Revenue Management (Accounts Receivable)• Manage Projects (Grants Management, Project Costing)• Manage Financials (General Ledger, Commitment Control)• Treasury (Cash Management, Deal Management, Interfaces)

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Atlas Procure-to-Pay 9.0

Atlas eProcurement 9.0Atlas eProcurement 9.0

• Enhancements to functionality– Enhanced usability on Create Requisition Page

– Copy and Cancel Requisitions from Manage Requisitions Page

– Create, Save, and Share Templates and Favorites

– Approval Workflow

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8.4 Navigation to Edit Defaults 8.4 Navigation to Edit Defaults

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9.0 Define requisition & line defaults page9.0 Define requisition & line defaults page

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8.4 Add Items8.4 Add Items

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9.0 Add Items from Catalog or Special 9.0 Add Items from Catalog or Special RequestRequest

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8.4 Special Request8.4 Special Request

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9.0 Special Request9.0 Special Request

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8.4 Special Request Lookup Category8.4 Special Request Lookup Category

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9.0 Special Request Lookup Category9.0 Special Request Lookup Category

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8.4 Requisition Summary Page8.4 Requisition Summary Page

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9.0 Review and Submit Page9.0 Review and Submit Page

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New in 9.0 –Save and Preview Approvals New in 9.0 –Save and Preview Approvals PagePage

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New in 9.0 - Submit Confirmation Page with New in 9.0 - Submit Confirmation Page with Approver InformationApprover Information

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8.4 Manage Approvals8.4 Manage Approvals

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New in 9.0 - Approve Requisition New in 9.0 - Approve Requisition Component (Mass Approve/Deny)Component (Mass Approve/Deny)

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8.4 Approval Component8.4 Approval Component

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9.0 Approval Component9.0 Approval Component

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8.4 Manage Requisition Component8.4 Manage Requisition Component

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9.0 Manage Requisition Component9.0 Manage Requisition Component

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