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Upgrade or Re-Implement?
Prepared by:
Randall Johnson Mike Herrin
Managing Director Director PeopleSoft Financial
SpearMC Consulting Implementation Project
City of Seattle
A Quantitative Analysis Tool to Support Your Decision
Session ID#: 103310
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Table of Contents
■ About SpearMC and Your Presenter
■ Methodology From a General Point of View
▪ Definition of Upgrade vs. Re-Implementation
▪ Why do organizations continue to invest in PeopleSoft?
▪ Key Considerations when making decision
▪ Level of Effort comparison by phase
■ Methodology From the <CLIENT> Point of View
▪ Key Considerations when making decision
▪ Compare ability to meet <CLIENT> goals under each approach
▪ Level of Effort to achieve these goals
■ Conclusion
About SpearMC and Your Presenter
© 2015 SpearMC Consulting
Founded in 2004, SpearMC is a technology and professional services firm specializing in
PeopleSoft Financials and Supply Chain Management
PeopleSoft Human Capital Management and Payroll
ERP Architecture and Application Development
Project and Program Management (PMO)
Change Management
ERP Training
Mobile Technology
About SpearMC
© 2015 SpearMC Consulting
We focus on local market delivery and capability development in line with industry focus areas unique to the regions we serve.
Regional offices in Chicago, Denver, Oklahoma City, Seattle and San Francisco
About SpearMC
Our local and well-connected network of top-tier business analysts, technical leads, developers and project managers keep travel cost to a minimum.
© 2015 SpearMC Consulting
About SpearMC
A decade of sustained and focused growth.
© 2015 SpearMC Consulting
Each member of our Leadership Team leverages over 20 years of experience in Technology, Financial and Business Transformation.
About SpearMC
© 2015 SpearMC Consulting
Industry focus areas include:
Energy
Transportation
Healthcare/Biotech
Government
Media/Technology
Consumer Products
Financial Services
Higher Education
About SpearMC
© 2015 SpearMC Consulting
Oracle Gold Partner since 2008:
Gold Level Partner
PeopleSoft Specialization
Applications Reseller
Hardware Reseller
About SpearMC
Services and Competencies.
© 2015 SpearMC Consulting
© 2015 SpearMC Consulting
Technology and Business Consulting
Full-service ERP and BI Selection, Implementation and Integration
o PeopleSoft
o JD Edwards
o Oracle EBS
o Hyperion
o Dynamics AX
ERP Training
IT Transformation and Strategy
Infrastructure and Architecture
ERP Application Development
Capability Assessment
Services and Competencies
© 2015 SpearMC Consulting
Program and Project Management
Business Transformation
Project Management Office
Project Portfolio Management
Change Management
Operations Improvement (Six Sigma, Lean)
CIO and CTO Advisory Services
Strategy for Pricing and Revenue Enhancement
Services and Competencies
Methods and Tools.
© 2015 SpearMC Consulting
© 2015 SpearMC Consulting
Needs Analysis Assess Staffing Requirements
IT Strategy and Transformation
ERP Selection and Integration
Business Transformation
Project Management
Complement Existing Expertise
Capability Assessment
Methods and Tools
© 2015 SpearMC Consulting
Continuous Improvement
Six Sigma and Lean
Agile Project Management Techniques
Change Management
Tools, best practices and proven management techniques include:
Methods and Tools
People and Workforce.
© 2015 SpearMC Consulting
© 2015 SpearMC Consulting
Our consulting specialists and network of business analysts, technical leads and project managers combine technical specialization, industry experience, and operations improvement best practices custom-tailored for the job at hand.
People and Workforce
© 2015 SpearMC Consulting
Continuous Learning Regular attendance at trainings and seminars
Knowledge Sharing Presenting at local and national levels
o Oracle Open World
o Quest Collaborate
o PeopleSoft ReConnect
People and Workforce
o JDEdwards InFocus
o Regional User Groups
o SpearMC Road Shows
© 2015 SpearMC Consulting
Certifications and Specializations
CPA, PMP, Six Sigma, APICs, SCRUM Master
Lean Six Sigma, Lean Manufacturing
Global ERP Transformation, Supply Chain, Strategy and Continuous Improvement
PeopleSoft Financial Management (FMS)
PeopleSoft Human Capital Management (HCM)
PeopleTools Technology
People and Workforce
© 2015 SpearMC Consulting
Project/Fixed Bid Work
Contingent Workers
Temp-to-Perm
Permanent Placement
BPO (Finance / Accounting)
BPO (IT / ERP Operations)
BPO (PMO Office)
RPO (IT / ERP Recruiting)
People and Workforce
Our Proposition.
© 2015 SpearMC Consulting
© 2015 SpearMC Consulting
Industry Expertise
SpearMC offers deep knowledge of ERP systems and
integration, IT strategy and operational improvements.
Let us help you improve the operating and financial
performance of your investments.
Our Proposition
© 2015 SpearMC Consulting
Staffing for IT and Business Transformation
Supplement, complement, enhance, or expand your
portfolio of skills and experiences with SpearMC
resources fast and effectively.
Our Proposition
© 2015 SpearMC Consulting
Outsource Project Management
Flawless execution with a focus on business process
redesign and continuous business improvement.
Our Proposition
© 2015 SpearMC Consulting
Randy Johnson, CPAManaging [email protected] x812www.SpearMC.com
Your Presenter
PeopleSoft ERP Financials System Business Process Analysis Requirements Study Fit-Gap Analysis Deployment and Post-Implementation Support Certified PeopleSoft Financials 20+ Years experience…majority PeopleSoft
© 2015 SpearMC Consulting
Mike HerrinDirector, PeopleSoft Financial System Implementation
Your Presenter
Public Sector Systems Management Public Sector ERP Implementation Public Sector ERP Quality Assurance Consulting
Methodology –General Point of View
Definitions I
■ Upgrade: Involves executing pre-delivered scripts, provided by the
software vendor, which migrate transactional data, configuration
data, configuration values, reports, interfaces, and customizations.
Often this is referred to as a ‘technical upgrade’, as the business
processes that are established are carried forward. The upgrade
path is provided by the software vendor, which is typically within two
releases. After executing the upgrade scripts, new features and
functionality provided by the software vendor are available to the
customer. Additional functional modules can be implemented,
provided that they do not interfere with migrated custom code.
Definitions II
■ Re-Implement: Involves a migration from the older version of the
software to a current version utilizing custom ‘conversion’ code
rather than the upgrade scripts. The execution of a re-
implementation approach is similar to the original implementation,
as business process re-design typically accompanies this approach.
In addition to business process redesign, system design and
configuration decisions can be reconsidered and altered as
appropriate, requiring a data mapping and fit-gap exercise. The re-
implementation approach treats the current version as a legacy
system, and the latest version as the new target. If design and
configuration changes are made, then there could be significantly
more effort in converting transactional data, reports, and interfaces.
Customizations should be re-considered, with the goal of removing
pervasive customizations and replacing with new functionality or
additional functional modules.
Why Do Organizations Continue to Invest in PeopleSoft?
■ Oracle acquired PeopleSoft in 2005, and for a period of time the future of PeopleSoft was in doubt. Many in the industry believed that Oracle would simply deprecate the software and force their customer base onto the Oracle EBS suite or onto the new “Fusion” products that were promised. Ultimately, Oracle opted to continue investing in the PeopleSoft product line.
■ There have been three major releases of PeopleSoft since its acquisition by Oracle, and many more are in development. Oracle has committed to continuous development of the PeopleSoft suite of products through at least the year 2027.
Why Do Organizations Continue to Invest in PeopleSoft?
■ Organizations with significant investment in the product no longer need to be concerned in the direction in which Oracle is taking PeopleSoft
■ New enhancements are delivered with each release to extend the return on investment
■ Oracle’s objective is to help customers achieve World-Class Finance Processes by leveraging the latest technologies to:
▪ Increase Productivity
▪ Accelerate Business Performance
▪ Lower Cost of Ownership
Upgrade or Re-Implement? Key Considerations
Upgrade ERP if… Re-Implement ERP if…
There are minimal customizations There are many customizations which can be replaced with new features in current versions or newer modules
Customizations that exist will be carried forward as-is with no new development
Customizations must be retained, but must be re-coded for any reason (new table structures, better efficiency, etc.)
All business requirements are satisfied with the current system Business requirements are currently unsatisfied
New functionality can be introduced via additional modules without impacting upgrade process
Functionality offered via additional modules would be impacted by current business process or customizations
Current system design can be carried forward without significant change
System design changes must be considered (perhaps due to lack of conformity, or design limitations of future expansion)
Business processes do not need to change (i.e. already following best practices)
There is a need to change business processes toward best practices, to improve productivity
The upgrade path is straight-forward, with minimal steps and dependencies
The upgrade path requires multiple steps and involves many dependencies
The organization has a very low tolerance for change The organization has embraced change and understands the value to be delivered
There is limited time or budget Time constraints are minimal, and business case allows for greater budget to be available
Project Methodology – Same Approach Different Effort
Regardless of the decision to upgrade or re-implement,
the migration to a more current version of an ERP will follow the same general
project life-cycle but the level of effort within each phase will vary
High
Low
HighLow
Complexity
Effort / Duration
CostThe decision support tools
utilized in this analysis will help to
quantify a recommended
approach as well as the relative
difference in effort between the
two options based on your
specific circumstances
Initialize Phase Comparison
Conceive Phase Comparison
Design Phase Comparison
Develop Phase Comparison
Deploy Phase Comparison
Methodology –Tailored Point of View
Self Evaluation – Upgrade or Implement
Approach Used
■ Using the scope as defined by the organization’s stated goals and objectives, the SpearMC Upgrade vs. Re-Implement Decision Support Tool will be distributed to key stakeholders
■ These stakeholders are then asked to perform a self-analysis based upon the specific circumstances facing the organization
■ The tool provides a quantifiable evaluation based on critical factors to be considered when migrating from PeopleSoft vX.X to v9.2 and level of effort.
■ The feedback is then aggregated and averaged, producing the final result
■ For comparison, SpearMC performs a similar analysis based upon our exposure within the organization
This analysis shows
the relative ability to
meet the stated goals
of the organization
under each approach.
Will specific organization’s goals be met?
Final Score
Scores indicate a re-implementation approach to be the recommended path for the
organization based on key considerations taken in evaluating current state of technology
to meet business objectives.
Self Evaluation – Upgrade or Implement
What is the level of customization within your organization? Score = 90
“The # of mods is not high, but key assignment is pervasive.”
“There are a lot of customizations that also disable existing functionality.”
“The impacts of the Activity Billing customization is pervasive throughout the system. This
fundamentally creates behind the scenes accounting that precludes the <CLIENT> from
being able to meet audit requirements, financial reporting, management reporting and
transparency.”
Will customizations be carried forward to the latest version? Score = 50 (Partially)
“The goal is to minimize the carry forward of customizations when PeopleSoft functionality
exists to meet our business needs. Any need for a new or existing customization will need
to be highly scrutinized by the governance protocols that will be in place during the re-
implementation.”
“Current PeopleSoft functionality meets <CLIENT> business requirements, but it will result
in significant business process redesign.”
Not At All Highly Customized
No Partially Yes
Self Evaluation – Detail I
To what degree is business process redesign desired? Score = 87.5
“A basic foundation of use in each module or application is required to create stronger
internal controls and meet the business requirement to implement commitment control.
There will also be efficiencies and standardized processes benefits realized. This is highly
desired, as this will allow us to remove activity billing & replace other customizations that
are in place where PeopleSoft functionality is available.”
“It will be necessary, but likely not desired by most departments.”
To what degree is chart of accounts redesign desired? Score = 75
“Many of our significant business problems are predicated on the non-standardized use of
our ChartFields. We are not able to report at a <CLIENT>-wide level for financial,
management and regulatory reporting. Each department uses each chartfield for different
purposes and also creates budget control levels at different chartfields.”
“It will be necessary, but likely not desired by most departments.”
No BPR A Great Deal of BPR
No COA Change A Great Deal of COA Change
Self Evaluation – Detail II
The relative effort for a Re-
Implementation was determined
by <CLIENT> employees to be
245% of the effort for executing
Upgrade
SpearMC’s estimate was 312%
Activities within these phases
which drive up the effort include:
− Chartfield Harmonization,
Integration Strategy
− New Functionality
Implementation
− Business Process Redesign
Strategy and Delivery
Initialize Conceive Design Develop Deploy Total
<CLIENT> Employee Scores
Upgrade
ReImplement
Initialize Conceive Design Develop Deploy Total
SpearMC Scores
Upgrade
ReImplement
Level of Effort Comparison
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Session ID#: 103310
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