N-ERP: A User Perspective

NAVY ERP: A USER PERSPECTIVE

28 MAY 2008

2BRIEF DATE: 19 May 2008

CONFIG. MGR: RACHEL BATES, NAVAIR NAVY ERP BUSINESS OFFICE (301) 995-7789

NAVY ERP: A USER PERSPECTIVE.PPT

BUSINESS OFFICE• DEVELOP BUSINESS OFFICE CONOPS FOR YOUR AGENCY• ESTABLISH AND IDENTIFY PERSONNEL FOR BUSINESS OFFICE• DEVELOP BUSINESS OFFICE BUDGET AND STAFF THROUGH YOUR

AGENCY LEADERSHIP FOR SUPPORT• IDENTIFY SPACE REQUIREMENTS FOR BUSINESS OFFICE• AWARD REQUIRED CSS CONTRACT (FUNCTIONAL & ADMIN) TO

SUPPORT BUSINESS OFFICE AT TIME OF STAND-UP• CLEARLY IDENTIFY AND UNDERSTAND THE BUSINESS OFFICE

SUPPORT ROLES TO ELIMINATE OVER ROLE MAPPING SUPPORT PERSONNEL

• CLEARLY UNDERSTAND AND DOCUMENT BUSINESS OFFICE DUTIES/RESPONSIBILITIES AT A DETAIL LEVEL BELOW THE CONOPS

• ENSURE BUSINESS TEAM LEADS AND FUNCTIONAL LEADS ARE INCLUDED IN BUSINESS OFFICE DISCUSSIONS

• ENSURE BUSINESS OFFICE PERSONNEL ARE TRAINED EARLY IN NAVY ERP FUNCTIONALITY

• BUILD A TEAM COMPOSED OF THE BUSINESS OFFICE, SITS, AND NAVY ERP DEPLOYMENT TEAM

LESSONS LEARNED




BUSINESS PROCESS• FULLY UNDERSTAND NAVY ERP FUNCTIONALITY BEFORE

DRAFTING BUSINESS RULES

• IDENTIFY BUSINESS RULES EARLY; PRIOR TO TRAINING

• DOCUMENT AND PUBLISH PROCESSES AND BUSINESS RULE CHANGES

• ENSURE AN ORGANIZATIONAL CODE IS PROVIDED ON CONTRACTORS AND OTHER NON-AGENCY PERSONNEL WHO ROLES REQUIRE WORKFLOW

– CONTRACTOR PERSONNEL AND NON-AGENCY PERSONNEL WILL NOT BE ABLE TO PERFORM THEIR FUNCTION IF NOT IN AN ORGANIZATION

INFORMATION ASSURANCE• DEVELOP PROCESS TO CAPTURE, MAINTAIN, AND STORE SAAR

DATA

• VERIFY LOCAL SECURITY INSTRUCTIONS WHICH ADDRESS FOREIGN NATIONAL ACCESS

• ALLOW 27 DAYS ON IT-1 WAIVERS FOR FOREIGN NATIONAL

LESSONS LEARNED




REPORTS• CREATE A REPORTS TIGER TEAM EARLY ON TO IDENTIFY

EXTERNAL AND INTERNAL REPORTS THAT ARE REQUIRED

• ENSURE SUBJECT MATTER EXPERTS UNDERSTAND HOW TO READ AND UNDERSTAND THE DATA ON THE REPORTS

• REQUEST EARLY ACCESS TO A SANDBOX AND REPORTS TO INCREASE UNDERSTANDING OF THE FOLLOWING:

– NAVY ERP BUSINESS RULES AND PROCESS CHANGES

– ROLE UNDERSTANDING

– POTENTIAL ACCESS PROBLEMS

– CRITICAL BUSINESS REPORTS AND THE END-USERS INTERPRETATION

LESSONS LEARNED




RECENT KEY DATES:

• CHANGE MANAGEMENT – OCT 06 – PRESENT

• TESTING – OCT 06 – AUG 07

• DATA CONVERSION – MAY 06 – OCT 07

• FINAL BUSINESS PROCESS WALKTHROUGHS – MAR 07

• TRAINING ACTIVITIES – NOV 06 – DEC 07

• TRANSITION AND CUTOVER – AUG 07 – DEC 07

• BUSINESS VALIDATION – OCT 07 – DEC 07

• MANUAL TRANSITION CATCH-UP – DEC 07 – JAN 08

• START TIME AND ATTENDANCE – 3 DEC 07

• OPEVAL-USER ACTIVITY OBSERVATIONS – JAN – FEB 08METRICS• WORK YEARS AND COST OF IMPLEMENTATION – AS OF 1 OCT 07, $45.7M

• STUDENT TRAINING EVENTS – 9,866 CONDUCTED

• NUMBER OF RECORDS TRANSITIONED TO NAVY ERP – 14.8M

• NUMBER OF USERS – 14,000

• OPERATING AT 7 PRINCIPAL SITES

WE ARE NOW OPERATING THE BUSINESS USING NAVY ERP

BACKGROUND:

NAVAIR, SIGMA, 1 OF 4 NAVY ERP PILOTS

(OCT 02 – SEP 07)

NAVAIR NAVY ERP IMPLEMENTATION




ROLE MAPPING• ENSURE AUTOMATED ROLE MAPPING TOOL IS AVAILABLE

– CREATING AND MAINTAINING A MANUAL ROLE MAPPING SPREADSHEET IS TIMELY AND NOT EFFICIENT

• ENSURE ALL PERSONNEL HAVE PERSONNEL NUMBERS PRIOR TO ROLE MAPPING

• DEVELOP A PROCESS FOR OBTAINING PERSONNEL NUMBERS FOR NON-NAVY PERSONNEL (CONTRACTORS AND OUTSIDE PERSONNEL SUPPORTING YOUR COMMAND)

• ENSURE PERSONNEL GRANTED CUT-OVER/CATCH-UP ACCESS ARE ALSO IDENTIFIED FOR PRODUCTION ROLES

– IF NOT, END-USERS WILL NOT BE ABLE TO PERFORM THEIR FUNCTION IN NAVY ERP ONCE PRODUCTION IS TURNED ON

• ROLE MAP BASIC USERS FIRST THEN POWER USERS

– ROLE MAPPING BASIC USERS FIRST ASSISTS WITH IDENTIFYING ENTIRE USER BASE

• REVIEW/SCRUB INITIAL ROLE-MAPPING

• ENSURE ALL SAAR DATA IS COMPLETED BEFORE ROLE MAPPING

LESSONS LEARNED




TRAINING• ENSURE END-USERS FULLY UNDERSTAND THEIR TRAINING

REQUIREMENTS FOR THE ROLE THEY HAVE BEEN ASSIGNED– IDENTIFY UP-FRONT ALL THE WEB-BASED AND INSTRUCTOR LED

TRAINING REQUIRED FOR THE SPECIFIC ROLE

• ENSURE END-USERS UNDERSTAND HOW CRITICAL IT IS TO COMPLETE WEB-BASED AND INSTRUCTOR LED TRAINING– WHAT’S IN IT FOR ME– IF TRAINING IS NOT COMPLETE, END-USERS WILL NOT BE PROVIDED

ACCESS TO THE SYSTEM– SUPERVISORY TRAINING IS CRITICAL TO CIVILIAN PAY AND MUST BE

RIGOROUSLY MONITORED

• ALLOW ADEQUATE TIME FOR END-USER TRAINING NOTIFICATION AND COMPLETION OF REQUIRED WEB-BASED AND INSTRUCTOR LED TRAINING

• ENSURE THE CAPABILITY TO RUN TRAINING QUALIFICATION REPORTS ARE AVAILABLE

• INCLUDE FUNCTIONAL SUBJECT MATTER EXPERTS IN INSTRUCTOR LED TRAINING

LESSONS LEARNED




• TRAINING – – TUNE BASIC USER TRAINING TO JUST THE “BASICS”

– POWER USER TRAINING – INCLUDE THE FUNCTIONAL SMES IN CLASSROOM FOR REAL WORLD CONTEXT

– TAILOR TRAINING CURRICULUM TO MEET SAP SAVVY WORKFORCE

– PROVIDE JUST-IN-TIME TRAINING, BUT PROVIDE “EARLY ADOPTERS” SMES SANDBOX ACCESS EARLY

• PROVIDE SANDBOX AND REPORTS ACCESS EARLY TO INCREASE UNDERSTANDING OF– NAVY BUSINESS RULES AND PROCESS CHANGES

– ROLE UNDERSTANDING

– POTENTIAL ACCESS PROBLEMS

– CRITICAL BUSINESS REPORTS AND THE USERS INTERPRETATION

• MINIMIZE MANUAL TRANSITION OPERATIONS

• AUTOMATE TRANSITION TRANSACTION CATCH UP TO MINIMIZE THE TRANSITION PERIOD

• ESTABLISH BUSINESS OFFICE AND STAFF PRIOR TO GO-LIVE

LESSONS LEARNED




NAVAIR Project Completion Review_20080319 26

Training Deployment Lessons Learned Inputs

Establish formal process to allow user commands to review new training materials

– Use organizational level Subject Matter Experts (SMEs) versus system Super-users

– Provide reviewers information on who is mapped to particular role / course, and an overview of the role / course as used in Navy ERP

TTT201– Begin Kick-Off preparations a month in advance– Kick-Off should be reduced to one day – Engage with Navy ERP to ensure presentation material does not repeat

or overlap– Finalize Instructor course training schedule prior to first day of training– Provide list of Navy ERP Instructors and their specialized areas– Ensure “read a-heads” are provided to the Instructors attending

TTT201 training– Determine amount of Training Material required for Instructors– Provide list of courses to be taught and dates for TTT201 attendance

to the actual Instructors





Training Statistics

• 80636 WBT completions as of 14 Mar 08• 1,470 ILT training events held• 14,995 ILT students trained from 30 Jul -30 Nov 07• Average of 15 students per class• 52 classrooms used across 8 sites• 263 total trainers used across Command• 300 non-NMCI computers rented for off-site facility• 263 additional NMCI computers ordered for on-base

classrooms





Communications Statistics

• 17 NAVAIR Business Office Communiqués sent since Oct 07 to support Go-Live and Support phase.

• 2 internal Navy ERP articles (web site) and 3 external media articles (Defense Daily, Military Information Technology, The Pulse)

• 68 data load chart updates (performed daily) by Navy ERP Comms

• 6 “Gearing Up for Go-Live” web pages built to support NAVAIR Go-Live





• Site Implementation Teams have proved to be very effective in reaching and engaging local leaders and the workforce. Need clarification of working relationship between SITs and competency leadership for implementation activities.

• Business rules:– Fully understand Navy ERP functionality before drafting business rules– Identify business rules early; prior to training

– Document and publish processes and business rule changes

• Information Assurance requirements are not unique to Navy ERP. Linking these requirements to Navy ERP created a negative introduction for employees.

Change Management Deployment Lessons Learned Inputs




DATA CLEANSING• DATA CLEANSING SHOULD START EARLY AND BE A TOP

PRIORITY AS IT IMPACTS THE DATA CONVERSION QUALITY

– CLEAN-UP DATA:

•HR MASTER DATA (ORGANIZATIONAL HIERARCHY, PERSONNEL ADMINISTRATION, TRAINING CATALOG, QUALIFICATIONS, TIME KEEPERS)

•PROJECT STRUCTURES

•PURCHASE REQUISITIONS

•PURCHASE ORDERS

•ASSET MANAGEMENT

•FUND CENTERS

•COST CENTERS

– IDENTIFY COMMAND SUBJECT MATTER EXPERTS TO BE INVOLVED IN DATA CLEAN-UP

LESSONS LEARNED




•DATA CLEANSING AND TRANSFORMATION IS EVERYONE’S JOB

•MOCK CONVERSIONS – START EARLY AND PRACTICE RELENTLESSLY– EACH CONVERSION IS UNIQUE AND COMPLEX– COMMUNICATE AND GAIN UNDERSTANDING OF THE CONVERSION

STRATEGY– ESTABLISH QUALITY STANDARDS PER MOCK TEST– TEST CONVERTED DATA VIA TRANSACTIONS FIND DOWN STREAM

PROBLEMS – GET USERS INVOLVED EARLY IN BUSINESS VALIDATION– ESTABLISH AND PRACTICE CONVERSION/BUSINESS VALIDATION

“WAR ROOMS” AS PART OF THE MOCK TESTS

•BUSINESS VALIDATION– USE AUTOMATED TOOLS AVAILABLE TO FACILITATE VALIDATION

AND RECONCILIATION– CONDUCT INCREMENTAL BUSINESS VALIDATION WITH A FINAL

COMMAND BUSINESS VALIDATION AT PRODUCTION LOAD COMPLETION

LESSONS LEARNED




Navy ERP Go-Live1 Oct 07

SIGMA FY07 close

Data Conversion, Year End Close & Validation

NAVAIR Business Validation

Over the shoulder FMO

DFAS Validation and Reconciliation

Catch-UpLoad Available transactional

data14 Sep

TRANSITION PERIOD(MANUAL OPERATIONS)

Validation executed via comparison of Navy ERP & Sigma FY07 closes by

General Ledger

Validation executed via comparison of Navy ERP & Sigma FY07 closes by

General Ledger

PREPARATION PERIOD

FY08 General Fund Execution Begins

(Phased Approach)

Load Master Data

Initiateassociated Interfaces

Navy Working Capital Fund Execution

(Phased Approach)

3 to 5 weeks

7 daysCompleted

7 to 14 days 3 to 4 Wks

Timekeeping begins

TRANSITIONCOMPLETE

Master Data loads & conversions

occur starting 17 Aug

Master Data loads & conversions

occur starting 17 Aug

Load Organizational Structures, Project Structures, etc.

Load Organizational Structures, Project Structures, etc.

Load offline transactions from Transition period

Load offline transactions from Transition period

Includes all open PY/FY07

transactional data.

Includes all open PY/FY07

transactional data.

Mock 5Start

02 Aug

Mock 5End

26 Sep28 Sep

BusinessValidation End

1 Oct10 Oct

BusinessValidation Start

25 Sep28 Sep

ECD 11/14/07 ECD 12/03/07 ECD 1/11/08COMPLETED

FMO/DFAS Validation

7 to 14 days

OBJECTIVE WAS TO MINIMIZE THE TRANSITION PERIOD ANDRUN THE BUSINESS SUCCESSFULLY WITH NAVY ERP

NAVAIR CUTOVER PLAN




CUT OVER/TRANSITION• BEGIN PLANNING 9-12 MONTHS PRIOR TO START OF CONVERSION

– PREPARE FOR SIGNIFICANT MANUAL OPERATION WHERE REJECT RATES ARE INITIALLY HIGH

• PLAN AROUND YOUR BUSINESS PROCESSES.– BUDGET AND PROJECT STRUCTURE MAINTENANCE, FUNDS, ALLOCATION,

INCOMING ORDER, TIME AND ATTENDANCE COLLECTION, LABOR PROCESSING, OUTGOING FUNDING, SPS CONTRACT PURCHASE, P-CARD PURCHASE AND STATEMENT RECONCILIATION, MILSTRIP, TRAVEL, TRAINING REQUEST, SERVICE TRANSFERS, CUSTOMER BILLING, CASH AND COMMERCIAL PAYMENTS, AND MASTER DATA

• PLAN SHOULD ADDRESS THE FOLLOWING FOR EACH BUSINESS PROCESS– CUT OFF DATES FOR PROCESSING TRANSACTIONS PRIOR TO CONVERSION

– BUSINESS OPERATIONS DURING TRANSITION

– RACKING AND STACKING OF TRANSACTIONS DURING TRANSITION

– CROSSWALK FILE MAINTENANCE

– TRANSITION OF INTERFACES

– DETAILS OF CATCH-UP METHODOLOGY

– INTERNAL AND EXTERNAL COMMUNICATIONS

LESSONS LEARNED




CUTOVER/TRANSITION (CONT’D)• CONSOLIDATED PLAN FOR ENTIRE COMMAND

– ACTIVITIES MUST BE COORDINATED ACROSS THE COMMAND AND BUILT AROUND THE “TO BE” PROCESSES OF SINGLE INTEGRATED SYSTEM

– CATCH-UP ACTIVITIES SHOULD BE SITE BASED WITH COORDINATION OF TRANSACTION ENTRY

• REDUCE BUSINESS OPERATIONS AS MUCH AS POSSIBLE DURING CONVERSION AND CATCH-UP– PROCESS ONLY PRIORITY ACTIONS DURING THIS TIME FRAME

ESPECIALLY IN AREAS WHERE MANUAL TRANSACTIONS WILL BE GENERATED

• IDENTIFY CATCH-UP TEAMS EARLY IN PLANNING PROCESS– ACCESS REQUEST, ROLE MAPPING, AND TRAINING FOR TEAM

MEMBERS SHOULD BE COMPLETED PRIOR TO START OF CATCH-UP PROCESSING

– EARLY ACCESS FOR TEAM MEMBERS WILL HAVE TO BE ACTIVATED AT END OF CONVERSION TO COMPLETE ENTRY OF MANUAL GENERATED TRANSACTIONS

LESSONS LEARNED




CUTOVER/TRANSITION (CONT’D)• THERE MUST BE A PHASED APPROACH TO THE CATCH-UP

PROCESS

– BUDGET AND PROJECT STRUCTURES MUST BE THE FIRST THING BROUGHT UP TO DATE

– HAVE SMALL GROUP OF USERS IDENTIFIED WHO CAN MAINTAIN STRUCTURES EVEN DURING CONVERSION

– ALL FUNDS ALLOCATION AND INCOMING ORDERS MUST THEN BE ENTERED

– BUSINESS TRANSACTIONS GENERATED SINCE THE START OF CONVERSION ARE THEN ENTERED IN THE SYSTEM

• ACCESS TO ALL USERS, FULL OPERATIONAL TEMPO, SHOULD BE GRANTED ONCE PURCHASE REQUISITION (PR) TRANSACTIONS, WHETHER MANUAL ENTRY OR AUTOMATED LOAD, ARE ENTERED IN THE SYSTEM

– SPS CONTRACT PURCHASE ORDERS, DEF, AND VENDOR PAY CATCH-UP ACTIVITIES CAN CONTINUE WHILE ALL USERS BEGIN NORMAL OPERATIONS IN THE SYSTEM

LESSONS LEARNED




CUTOVER/TRANSITION (CONT’D)• BUSINESS PROCESSES REQUIRING GREATER ATTENTION

– TIME AND ATTENDANCE/CIVILIAN PAY• TIME AND ATTENDANCE COLLECTED DURING TRANSITION MUST BE

ENTERED IN THE SYSTEM TO PROCESS LABOR TO PROJECTS

• RECORDS WILL HAVE TO BE RESUBMITTED TO DCPS BY NAVY ERP TO SUPPORT ACTUAL LABOR ADJUSTMENT PROCESS

• BE PREPARED TO DO EMERGENCY PAY IF SIGNIFICANT TIME ENTRY (>1% OF WORKFORCE) IS MISSING TIME OR UNCERTIFIED

– SPS CONTRACTS PURCHASE ORDERS• MAINTAIN CROSSWALK INFORMATION ON SPS CONTRACT PURCHASE

REQUEST

• USER GENERATING TRANSACTIONS DURING THE TRANSITION HAVE TO UNDERSTAND THE NEW PROCESSES IN NAVY ERP AND GENERATE THE DOCUMENTS ON THESE NEW BUSINESS RULES

• PAY ATTENTION TO THE LINE OF ACCOUNTING DATA ON THE TRANSITION DOCUMENTS, DIFFERENCES BETWEEN WHAT IS RECORDED IN SPS AND NAVY ERP WILL PREVENT THE CONTRACT OBLIGATION ENTRY INTO NAVY ERP

– DEF MANAGEMENT AND PROCESSING• FILES WILL HAVE TO BE RACKED AND STACKED THROUGH CONVERSION

• HAVE SINGLE POINT OF CONTACT FOR THE COMMAND TO WORK WITH NAVY ERP ON PROCESSING SCHEDULE FOR CATCH-UP OF DEF FILES

LESSONS LEARNED




CUTOVER/TRANSITION (CONT’D)

•COMMERCIAL PAYMENTS

– MAINTAIN FADA UPDATES TO STARS AND MOCAS DURING THE TRANSITION PERIOD•CONTINUE PAYING VENDORS THROUGH DFAS AS YOU DO TODAY THROUGHOUT THE TRANSITION PERIOD

– TRANSITION TO NEW ENTITLEMENT AND PRE-VALIDATION PROCESS, APVM CAN NOT OCCUR UNTIL MOST OF THE CATCH-UP IS COMPLETED FOR THE DEF PROCESSING, AND SERVICE ENTRY SHEETS AND INVOICE RECORDS GENERATED DURING TRANSITION ARE ENTERED

LESSONS LEARNED





NAVAIR Catch-up(Completed 23 Dec 2007)

Final Steps for Data Conversion

Begin Processing at F ull Operational T empo

Time and Attendance, Labor Processing, and Period End C lose

Input T ime and Attendance

Data for Periods 1-5

Fund Allocations

F Y08 (FMB to NAVAIR)

C om plete 11 /25

FY08 Allocations (Ech 2 to 3)C om plete 11 /29

Sales OrdersComplete 12/1

F inancial Validation

& 3rd

Annual C lose

Complete 11/24

11/2 4 – 12 /0 2

PR/PO

FY07 Conver ted

GR

FY07 Converted

SES

11/3 0 – 12 /16

Business ValidationPhase 2

11/14 –11 /27 -> 11 /17 – 11/3 0

Initial Billing(Delta DMR)

Supervisor Cer tification

Labor Transfer and Payroll

Processing for Oct .

12/03 – 12/ 21 12/05 – 12/08

11/30 – 12/17 11/30 – 12/17

12/3 – 1 2/8 12/0 3 – 12/10 12/11 – 12/1 2

Financial Close for October

12/14 – 12/19Labor T ransfer

and Payroll Processing for

Nov.

12/15 – 12/1 8

F inancial C lose for

November

1 2/20– 1 2 /21

12/03 – 12/11

DDEF F ile Processing

11/2 9 – 12/19

SPS Contract Conversion for

FY08

Interface SPS Awards and

Mods to Navy ERP

Parallel Catch Up

FY08 & FY07 Mod. GR

FY08 & FY07 Mod. SES

12/15 – 12 /21

12/11 – 12 /12 12/12 – 12/2 1

Activate SPS Interfaces

Asset Management

12/03 – 12/ 12

Activate Interfaces :WAW F, APVM, PPVM,

ADS, My Invoice12/19

AwardsTraining

Requests & Events

12 /0 3 fo rw ard

Training Events

Generate Paying Office Change Mods

in SPS

12/04 – 12 /21

Parallel Catch Up

F MO/DFAS F inancial Validation

11/26 – TBD

Project and Budget

StructuresExternal Sales

Orders

Data Conversion Final S teps&

Validations Catch U p

12/03 – 12/11

CRA/FHA

12/03– 12/ 13

NAL COM IS & FUEL

12/0 3 – 12 /18

Process GPR

T ravel

* 11/21 – 11 25 Thanksgiving 12/22 – 01/06 Christmas H olidays

GF RolloverProcess

Complete 12/1

F inancial Navy ERP BW Extract

Complete 11/17

FI-GL 2nd Run FYC

Complete 11/18

Navy -ERP Re-run Resource Related Billing

Com plete 11/ 25

2nd Annual C lose

Complete 11/18

C002 F ile for Sigma BW

Complete 11/18

PS Statusing

C om plete 11/ 25

Delta DMR

11/1 8 – 11/18

11/1 8 – 11/18

11/1 8– 11/1 8

11/2 4– 11/2 5

1 1/25

11/09 – 11 /24

11/1 5 – 11 /1 7

Business ValidationPhase 3

Com plete 11 / 29

1 1/28 – 11/3 0

11/27 – 12 /4





Cutover Statistics

• # of Cutover teams 17

• # of Personnel involved in Cutover 825

• # of Converted Records:– Master Data 8,710,830– Transactional Data 4,023,639

• # of Catch-up Records Processed (total) 50,665– Approved Purchase Requisitions 1,493– Contract Awards and Mods 1,699 – Outgoing Funding Documents 2,996– Purchase Card Buys 706 – Travel Documents 10,218 – Training Documents 260 – Vendor Payments 33,293

• 5,000+ temporary roles assigned for Data Conversion teams, Business Validation teams, Catch-up teams, and to address specific training deficiencies (supervisory, goods receipt, service receipt & acceptance).




FMO / DFAS DATA VALIDATION:NAVAIR CONVERSION FROM SIGMA TO NAVY ERP

• REVIEWED:

– 21 APPROPRIATIONS

– 1,796 TRIAL BALANCES BY FUND

– 57,901 GENERAL LEDGER ACCOUNTS

• THE FMO / DFAS TEAM PASSED 100% OF THE G/L ACCOUNT BALANCES REVIEWED BASED ON INITIAL RECONCILIATION, NAVAIR VARIANCE EXPLANATIONS, OR IMMATERIALITY

• OPENING BALANCE CORRECTION TO ACCOMMODATE BUSINESS PROCESS CHANGES AND GENERAL LEDGER CROSSWALKS




COMMUNICATIONS• BE PREPARED FOR DIFFERENT FUNCTIONALITY AND FOR CHANGING YOUR

INTERNAL PROCESSES– PROCESSES YOU USE TODAY MIGHT NOT BE THE SAME

• TIME ENTRY AND TIME APPROVAL IS VERY CRITICAL TO EMPLOYEE PAY – ENSURE CHECK POINTS ARE IN PLACE AND THAT SPECIFIC PERSONNEL

(EXAMPLE PAYROLL CUSTOMER SERVICE TEAM) ARE MONITORING DAILY THAT TIME HAS BEEN ENTERED AND APPROVED, SO THAT EMPLOYEE’S PAY IS NOT AFFECTED

• WORK CLOSELY WITH NAVY ERP TO UNDERSTAND THEIR BUSINESS PROCESSES/FUNCTIONALITY. ENSURE SUBJECT MATTER EXPERTS AND PROCESS OWNERS ARE INVOLVED EARLY ON AND ATTEND ALL NAVY ERP WORKSHOPS

• ENSURE END-USERS UNDERSTAND THE FOLLOWING TERMS: TEMPORARY ACCESS; QUALIFICATIONS; ROLE MAPPING; AND VALIDATION OF ROLES

• OVER COMMUNICATE TO MINIMIZE SURPRISE– USE FORMAL AND INFORMAL NETWORKS

• DEVELOP ONE TEAM TO WORK THROUGH CONVERSION STRATEGY AND ISSUE RESOLUTION AFTER CUT-OVER

– ON-SITE IMPLEMENTATION TEAM, NAVY ERP, INDUSTRY PARTNERS, FMO, DFAS

• PUBLISH CUTOFF DATES EARLY FOR AWARDS, REORGANIZATIONS, PURCHASE REQUISITIONS, ETC

LESSONS LEARNED




• OVER COMMUNICATE TO MINIMIZE SURPRISE

– USE FORMAL AND INFORMAL NETWORKS

• ONE TEAM – ON-SITE IMPLEMENTATION TEAM WITH SMES TO BUILD RELATIONSHIPS AND WORK THROUGH ISSUES QUICKLY

– CUSTOMER, NAVY ERP, INDUSTRY PARTNERS, FMO, DFAS

• ONE SCHEDULE – JOINT OWNERSHIP OF THE PLAN

• REPORTS – START WITH THE END IN MIND FIRST

– FOCUS ON THE OUTPUT

• BUSINESS PROCESS

– DOCUMENT AND PUBLISH PROCESS AND BUSINESS RULE CHANGES

– UNDERSTAND THE ROLES AND HOW THEY APPLY TO YOUR FUNCTIONS

LESSONS LEARNED SUMMARY

Back-up





NAVAIR Data Conversion and Annual Close

Parallel Efforts

F110Complete 11/02

FMMaster DataComplete 10/23

AMMaster Data(WDPS, PAXIS,

DPAS)

Complete : 10/5/07

Funding Assign.ZQ01

Complete 10/19

Funding Assign.ZQ29

Complete 10/24

FMBB

Complete 10/16

PS StructuresDR

Complete 10/11

PS StructuresBS, OP, CPComplete

10/20

Cash

Complete 10/15

MMPurchase Req.

Complete 10/20

Funding Assign.ZQ15

Complete 10/19

1st

Annual Close

Complete 11/12?

FI-GL 1st RunNon-FYC

Complete 11/8

AUCSettlementComplete 11/9

SIGMA AssetsMaster

RecordsComplete 10/15

Navy-ERPResource

Related BillingComplete

11/10

DMR ProcessComplete 11/02

Debit MemosComplete

11/02

F-32(manual)Complete

11/02

REIMBURSABLES

ADVANCES

Sales Orders(FMS, DC,

Open Reimb , w. Advance )

Complete 10/15

Must Follow Sequence

SES

GR

INV

PO

CP

10/13 - 10/16

10/12 - 10/19

10/10 - 10/13

10/12 - 10/15

10/12 - 10/13

10/16 - 10/19

10/12 - 10/19

10/18 - 10/21

10/16 - 10/17 10/17 - 10/18 10/17 - 10/17

10/31 - 10/31

11/01 - 11/02 - > 11/08 – 11/09

11/06 - 11/07 -> 11/08 – 11/0911/07 - 11/08 -> 11/09 -11/10

PO - 10/21 to 10/23 Complete 10/24GR - 10/23 to 10/25 Complete 10/25SES - 10/25 to 10/28 Complete 10/26INV - 10/28 to 10/30 Complete 11/02

09/15 - 10/10

09/26 - 10/10

09/07 - 10/19

MM Navy ERP BW ExtractComplete

11/01

SD Navy ERP BW ExtractComplete

11/0110/30 - 11/01

10/31 - 11/01

11/01 - 11/02 - > 11/08 – 11/09

FI GL Recycle

Complete 11/14

11/12 -11/13 -> 11/12 – 11/14

Catch Up Slide