Prepared by:
Session ID:
Names: Mike Castronovo and Connie Griffith
Company: AMCP, and City of Minneapolis
Inquiries: [email protected] – www.amcpeoplesoft.com
Case Study on how the City of Minneapolis successfully planned and
executed its upgrade to PeopleSoft 9.2 for its finance and human
resource systems, including a cloud migration, data warehouse, post go-
live optimizations, and future plans, including roadmap items and
strategy for managing software updates for People Tools and Images
101310 -
City of Minneapolis –
PeopleSoft 9.2 – Upgrade and Optimization
10:45 AM Heathrow AB
1. Introductions1. Speakers / Introductions2. PeopleSoft History at the City of Minneapolis
2. 9.2 Upgrade Overview and Key Features in PeopleSoft 9.2/People Tools 8.5xA. Project Objectives B. PeopleSoft 9.2 and it’s Value Proposition C. Define Project Value Proposition, Pathway, Scope and Governance Structure
1. ROI / Benefits Diagnostics Overview2. Project Approach to Upgrade and Lifecycle ROI3. Project Governance Structure4. PeopleSoft Applications Upgrade Review and Road Mapping
D. Transformative and Notable Features in PeopleSoft 9.2E. Upgrade Passes, Resolving Gaps, Smart Customizations, and RetrofittingF. Data Warehouse / BI , Reporting, and SecurityG. Cloud MigrationH. Lessons Learned and Things we did Well
3. PeopleSoft 9.2 Impact and The Road Ahead – Maximizing your PeopleSoft Dividend1. Changes in customer expectations and faster software delivery cycles2. Managing Change for Optimization – A Stepwise Transition from A to B 3. People Tools 8.55 and Images – Strategy and Features4. Road Mapping and Collaboration
4. QA & Acknowledgements
Agenda
Speaker Introductions
Connie Griffith
City of Minneapolis – Controller
Public Sector 30+ Years
Certified Public Accountant
Mike Castronovo
Project Manager
Customer Advisory Board for PeopleSoft
9.1 and 9.2 Release
AMCP – Sustainability Director
Asset Reengineering
Virtual Communities and Marketplaces
City of Minneapolis Overview
Minneapolis is in Hennepin County and the larger of the Twin Cities, the 16th-largest metropolitan area in the United States, containing approximately 3.5 million residents.
46th largest City – estimated at 411K residents 22 lakes, 170 parks – over 6,700 acres of Parks
and Recreation Minneapolis proper contains America's fifth-
highest concentration of Fortune 500 companies Minneapolis lies on both banks of the Mississippi
River, adjoins Saint Paul, the state's capital. The City is abundantly rich in water, with over twenty lakes and wetlands, the Mississippi River, creeks and waterfalls.
It was once the world's flour milling capital and a hub for timber, and today is the primary business center between Chicago and Seattle
The city is governed by Mayor Betsy Hodges, and 13 City Council Members
Date HCM FIN Infrastructure DataWarehouse
Prior 2008
PS HCM (HRIS)1997 Install Version 5.02002/2006 Upgrades2008 Barebones T&L2011 Finished T&L
FISCOLAmerican Management System -1995
Windows Server Data Warehouse built into FISCOL system
2008 PS 8.9PayrollTime and LaborHRBenefits AdminELM
PS 9.0General Ledger
Asset Management
Billing / Accounts Receivables
Accounts Payable
Project Costing
Purchasing, ePro, Inventory
Commitment Control
Treasury/Financial Gateway
Windows Server 2008
PT 8.X
EPM – Finance OnlyGL, AP, Project Costing
Sept2015
9.2/8.53 – Image 10
9.2/8.53 – Image 10 VMWare and Modern Cloud Infrastructure
FIN
2016 PT 8.55HCM Image –ELM Image -
PT 8.55FIN Image –
Oracle 12c – Upgrade Windows Server2013PT 8.55
HCM
PeopleSoft History at the City of Minneapolis
Project Objectives
The City Council approved a new strategy and vision for the next four years. A key goal was that City operations are efficient, effective, results driven, and customer focused – “A City that works,” which at its core, is driven by the employees and the systems that they use on a day-to-day basis.
In November 2013, the City initiated a 5+ year PeopleSoft (PS) investment cycle. Some of the current issues that the system upgrade project team was looking to resolve included:
Increase the customer satisfaction level of the PeopleSoft eco-system user base.• Upgrade PeopleSoft FIN, HCM, and ELM to 9.2 – Get PS All on the same version• Improve Integration with PeopleSoft HCM and FIN systems and processes.• Improve business processes and abilities – including use of “best practices” and new
PeopleSoft features• Enhance Reporting Capabilities and Performance • Enhance the training and the PeopleSoft support structure.• Upgrade the Infrastructure (Cloud) and increase technical performance• Reduce customizations ,where possible, and stay current on images and patches
Keys to success for sustainable systems are close alignment with changing stakeholder and customer expectations. as systems tend to lose alignment, and can lose value if not properly supported and maintained.
PeopleSoft 9.2 Value Proposition
Transformative Features• The PUM - Selective Adaptation – No longer
jump from release to release. FASTER RELEASE CYCLES!
• PT 8.55 – Fluid (Support for both part time, Power, and mobile users)
• Cloud Enabled - Multi-Tenant
• Embedded Operational Analytics and Work Centers
• New ‘process and workflow related’ tools
PeopleSoft Software 101
PeopleSoft Application(s) / Modules: Provides module / application specific features and capabilities for business processesBusiness Users
PeopleSoft Images: Provides module enhancements and bug fixes, each quarterBusiness Users, Technical, and Support
People Tools: Provides the technical framework, including development tools, sys admin tools, lifecycle management tools, reporting and analysis tools, and integration tools. Images provide specific end user enhancements / bug fixes.Technical, Business Users, and Support
The PS 9.2 release is designed to improve your total cost of ownership, enhance the user experience, and provide more features and functions
ROI / Benefits Opportunity Diagnostics
It’s the soft stuff that’s hard
PeopleSoft ROI Indicators
Competencies and Expertise
Data Cleanup / Fixing
ReconciliationsRebootsWasted
Investments
The VALUE swing
Knows what they are
supposed to do
Poor Resource
Utilization
DepartmentSilos
Focus on Real Job
Focus on higher
value tasks
Rogue Spend
Creates own common
spreadsheet
Collaboration – Less waste – Increase
satisfaction
Governance / Stakeholder Alignment
Can Get data out of system –don’t need side spreadsheets
Software Features / Capabilities
Oracle SupportUsers have
More capabilities
Business Agility
Only look at Cost
Compliance
Best Practices
Opportunity Indicators
Business Processes / Procedures
Lack of Documentation
Paper Driven
People
Driven
Competencies
Process Driven
Capital Expenses
Operational Expenses
User SatisfactionAre our users happy? Will
they continue to support our
efforts
Predictable Results
Creates problems
downstream
System Utility How well the system works,
does it meet our needs, can we
perform?
Lifecycle CostsHow much does it cost?
Balance capital and operational
expense
PeopleSoft as a Strategic Resource
Project Approach to Upgrade and Lifecycle ROI
Stepwise Change Management Approach - Milestone Driven
Technical Upgrade End Users and Support team improvements
Continual ROI, and Sustained Optimization and Business Integration
Keep the lights on… Get Tax updates, patches, support, Etc…
Improve User Experience / Productivity and Customer Satisfaction
Reduce Lifecycle CostsImprove Customer SatisfactionReduce Risk, Audit, and Compliance
• Upgrade the databases to 9.2 / Tools 8.53
• Perform chapter upgrade tasks
• Retrofit, redo, or remove customizations
• Conduct required hosting or infrastructureupgrades
• Replace customizations with new functionality
• Adopt new features• Business process
improvement• New Customizations• Create more robust
training materials and training delivery
• Update policies and procedures and system documentation
• Add Data Warehouse
• Apply Lessons Learned• Review balance of Cap Ex and Op Ex
spend. Avoid large capital spikes via appropriate operational spend
• Continue to involve stakeholders in change management and user groups
• Improve software SDLC, best practices• Improve Knowledge Management and
Competency Management• Enhance Organizational Structures• Future Proofing: (Plan for meeting needs
today and tomorrow), Road mapped Software, People Tools and Image Upgrades
Project Governance Structure
Exec Committee
Steering Committee
Subject Matter Experts (SME)
App Support (Business Analysts
/ Security)
Business Owners
IT Developers
IT Architects
Unisys
SysAdmin’s
Change Mgmt. / Training
Help Desk
Management
Functional Leads
Tech Leads
RCN’s – Readiness Coordinator
Network
Reporting
P2PRMFMTM
Functional Technical Change Management
Functional
Technical
HCMHR,
Benefits, Payroll
/ TL
PeopleSoft Applications and Road Mapping
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Financial Modulesto Upgrade to 9.2
Financial Modules Roadmap Review
HR /ELM Modulesfor Upgrade
Asset Management Contracts Payroll
Accounts Payable Vinimaya Marketplace Time and Labor
Accounts Receivables eSettlements, SCM portal pack
Benefits Administration
Billing Program Management Core HR
Commitment Control Expenses, eBill
ePro Grants
Treasury / Financial Gateway
Maintenance Management
General Ledger Oracle EnterpriseTransaction Controls Governor
HCM Modules Reviewed
Inventory Oracle Financials Close Absence Management
Project Costing Oracle Supplier Network, eCatalog
CommitmentAccounting
Purchasing eSupplier Connect
Strategic Sourcing
Suppler Contracts
Future Proofing
PeopleSoft 9.2 - Work Centers
Supports day in the life activities that you do in PeopleSoft.
Contains embedded pagelets:– My Work - Actions– Reports – add run cnt.– Queries – Can Add– Links – Processes
Preconfigured by user role – Can personalize, Queries / Filters / Run controls, etc.
Supports Pivot grids Supports related actions,
new pages
The Work Center combines transactions, analytics, workflow notifications, and reports into a configurable framework that can be tailored to each role-based user in the enterprise.
PeopleSoft Update Manager (PUM)
PeopleSoft Update Images released approximately every 10 weeks - New changes can be selectively applied
Choose individual fixes from bundles and patches. Creates custom change package. Can be migrated to each environment –Selective adaptation
No longer have to maintain a patched demo environment
PeopleSoft Update Manager is a new way to maintain patches and Images for your PeopleSoft Environments
PeopleSoft Activity Guides
There can be a train stop for each step of the process. This allows the user to know exactly where they are in the process and what comes next.
Good for infrequent tasks such as self service or complex tasks such as month end close
Activity guides allow you to define guided procedures for users to complete. Users are presented with a list of actions, or tasks, that need to be completed to finish the procedure.
More Notable Features in PeopleSoft 9.2Module Features
General Ledger /Treasury
Reconciliation Workbench - reconcile accounts between subsystems and General Ledger or use the functionality for transaction verification and compliance
Mass Journal Approvals – submit multiple journals online for approval.
Cash Forecasting – Provides a real time view of the enterprise wide cash position
Time and Labor / Payroll / and HCM
Auto Enrollment – a framework that is used to automate the time and labor enrollments, including employee time reporter data enrollments, work schedule assignments, and user preferences
Paycheck modeling –calculate overtime, bonus, and benefit changes.(Don’t have to call payroll department
Life Events for the self-service management of actions related to marriage, a new born baby, adoption and divorce/legal separation.
P2P Supplier 360 Degree View, a one-stop page where users can see everything about a Supplier:
New Requisition integrated with search-related action add quantity and click add to shopping cart
Supplier Onboarding and SupplierDiversity – Supplier onboarding offers a self service model with better communication
features. Supplier diversity is not out yet.
PC Bills that are entered directly into PeopleSoft Billing can be loaded to Project Costing during the Billing to Project Costing interface process (PC_BI_TO_PC)
Direct Journal transactions can be
loaded to Project Costing during the Receivables to Project Costing interface process (PC_AR_TO_PC).
Manager Transaction Review has been enhanced to allow users to search billable transactions by contract and contract line. This enables users to defer specific billable transactions to be processed at a later time, and provides a page for users to review transactions outside a contracts Period of Performance (POP) start/end dates.
More People Tools
Global Search Can search for items, and have related actions associated with them.
Pivot Grids – Operational
dashboard reporting provide table and chart data from PS query
Mobile Capabilities and Fluid First
16
Upgrade Passes, Smart Customizations, and Retrofits
GAP Resolution and Smart Customizations
Aligning Business Flow, Workers, and Software based on Cost/Benefit and Risk Analysis
Follows IT gap analysis principals of:• Use Delivered/Configuration First• Business process change second• and invasive software changes last
As long as the proposed solution does not violate the business user/owner principals of:
• Usability• Introducing Risk/errors• negative impact on business process performance• and employees not having to work harder than
before
Retrofits Are not always just a port over. Leverage
the Data Models Delivered with 9.2
9.0 9.2
8.8 9.0 9.2
HCM
FIN
Ptools 8.53
Had to sync up builds because of integration.
Data Warehouse- BI / Reporting / Security
17
Phase 1 –Financial Reports
Reporting Tool Set / New Features
BI Publisher (XML) Delivered
Cognos Reports Custom
Work Centers Yes
PS Query Yes
Composite Query and Drill in URL
No
Pivot Grids No
nVision, Process Scheduler, and report distribution
Yes
Embedded analytics / Related Actions
No
SQR and Tree Manager
Yes
Material Views Yes
Phase 2 –FIN-HCM Reports
Oracle Data GuardProduction
Copy ofProduction
Data Warehouse
Nightly Refresh
PS Environments
Security
Cleanup of Roles / Segregation of duties Yes
New Roles (Work center, etc…) Yes
Chatfield Security No
Query Security – Public / Private / Group Yes/Yes
Identity Management
Row Level Security No
Application Level Security Yes
Reporting Security –(menu/warehouse) No
User Preferences / Defaults
HR – FIN change Impacts
Delivered and existing Queries
and reports
18
Cloud Migration – Cloud 9 or Nimbus
Plan for service agreement / work culture changes
Cloud as Value Add -More modern, better
performanceLatest software
Cloud Considerations / Impacts
Connectivity Size and Pipes
Data Protection / Security
May be a more controlled environment
DisasterRecovery
ProductionMigrations
Can be slower
Creating SLA Can take time to work with vendor
Shift to OpExfrom CapEx
Customizations and BusinessProcess changes
COM uses a Private Cloud: These are generally dedicated to a single
organization for private use. They can be built either on-premises or off-site --
the latter option usually provided by a third party -- and they deliver virtualized
application, communications, and infrastructure services.
Moved Dev and TST
Environments First
Cloud Category Readiness
SaaS – Software as a Service NO
PASS - Platform as a service NO
IASS – Infrastructure as a service
YES
Recommend an incremental
approach. Don’t big bang if you can help
it.
Lessons Learned and Things We Did Well
Lessons Learned
• User Expectations Changed – expected new stuff, old stuff to be fixed, and better performance.
• Watch out for delivered integration. Does not mean that processes are aligned, and that you cant step over each other
• Not just a tech upgrade, watch out for things under the cover
• Know thy customizations – Tighter Management
• It’s the soft stuff that’s hard
• Finance Side - More Successful
• PO's / Encumbers - always a problem...
• Note:: Get Prepared – Get up to speed quick
• Business Streams and IT all need to work together… Integrated System
19
Things we did well
• Change Impact Documents – Knowledge Transfer
• New Module Reviews
• Identification and review of customizations on Finance side
• Long Term Planning – Module Review, Future Proofing
The PeopleSoft 9.2 Impact and The Road Ahead –Maximizing your PeopleSoft Dividend
Changes in user expectations and faster software delivery cycles
More Change
People Tools and ImagesRoadmap - New Modules
Managing Change for Continual Optimization
21
Changes in User Expectations and Faster Software Delivery Cycles
Change Delivery Cycles / Modes
1 Critical Fixes - Production Support
Payroll Stopped - Waste
2 General Fixes - Production SupportNon Critical bugs, configuration, data updates - Waste
3 Priority Lists - Been Waiting
4 New Requests
5 Optimizations
6 Image updates, People Toolsupdates
7 5 Year Upgrade Cycle –PeopleSoft Closes This Lane
New point of equilibrium
The City is transitioning from here
A new point of Equilibrium
PeopleTools 8.53x
Users want to be here
A
B
User SatisfactionAre our users happy? Will they
continue to support our efforts
System Utility How well the system works, does
it meet our needs, can we
perform?
Lifecycle CostsHow much does it cost? Balance
capital and operational expense
Payroll – Time and Labor
TO
22
They are as follows:
Tracks
1 Complete outstanding work to optimize the PS system/ workflow for T&L/Payroll, and transition work / responsibilities from consultants to the City
Step 3: “Optimize Phase” Users’ need to get their requirements met in an appropriate
timeframe
“Optimize Software capabilities”
2 Enhance change management capabilities
Step 4: “Sustain and Maintain” The city and system can support business changes in a
reasonable time frame. PS is now looking at upgrades every 1.5 years from 5 years.
3 Improve competencies and workforce structure
Step 4: “Sustain and Maintain” Employees have the knowledge, skills, and abilities, policies and procedures to do their jobs, aka competencies.
4 Improve Production quality and reducing waste.
Step 4: “Sustain and Maintain” Allows employees to focus on doing their day jobs and increase user satisfaction
5 Improve performance monitoring, controls , risk management and governance
Step 4: “Sustain and Maintain” Systems tend to get out of alignment Keep wins and
improvements don’t go back to square 1. Issues may have
moved down, but can change over time as employees and systems change
Managing Change for Optimization A Stepwise Transition from A to B
Stepwise Transition
Step 1: Get major items working
Step 2:Stabilize interoperable systems
Step 3:Optimize
a. Planningb. Current State
Assessmentc. Future State
Assessmentd. Fitgap
Analysise. Implementation
Planf. Implement
Step 4: Sustain Optimization
PeopleTools 8.55 and Images – Strategy and Features
PeopleTools Upgrade Strategy
23
PT 8.55 Prerequisites
Oracle 12C, Win Server 2013, 64 Bit upgrade
Schedule – 3 months
PeopleTools Image StrategyReview each year / roadmap. Work with the business.
Current ELM, HCM, FIN Image ReleaseFinance is on Image 19HCM is on image 17ELM is on image
Key Features of PeopleTools 8.55• Fluid – Support for Mobile Devices - (Navigation -
Homepage/NavBar) – (Mobile Device) - can turn off (Default)
• Cloud Architecture – Rapid Deployment (DPK-setup web/app servers, Automated configuration management)
• PeopleSoft Update Manager – Can upload customizations, test cases – Help estimates in applying patches. (export data from change assistant versions). Patching becoming a lot easier)
• Elastic Search Support (Open Source) –
• Related Content Framework - Event Mapping Feature – attach people code to existing events to the component without modifying the delivered event. Means you can apply patches quicker. (does this through creating a relationship link)
• Health Center - see the load on your environment in a dashboard view (Pcode objects, drilldown, view log files in browser)
• Support for OMA - (Open Mobile Alliance) - framework 2.2
Review upgrading each year when doing yearly road map plan with the business
Road Mapping and Collaboration
Supplier Qualification Management
Self Registration
Verifying certifications
Diversity Reporting
Master service agreements
Report second tier initiatives
Supplier Tracking
Strategic SourcingeSupplier ConnectSupplier ContractSupplier Diversity
Oracle Roadmap
Acknowledgements to our diverse workforce of employees, contractors, and organic contractors - Thank you for making this a successful project
?QuestionsQuote - Connie Griffith – “Thank You for your great effort”
Connie Griffith Mary Dunning Barbara Payton Gene Simms Beth Pease
Lalonnie Erickson-Baker Lynn Gustafson Diane Gross Larry CernosekBob Whittemore
Randy Mikkelson Bill Decora Deb Krueger Jim Coleman Mary Ellen Pfaller
Theresa Nestler Terri Spenser Lisa Brown Dan Iverson Andy Palm
Mike Castronovo Pam Fernandez Jessica Martz Mike Blackmore Danielle Scott
Jim Peterson Melody HansenMohammad Muslim
Lisa White Ralph Orton
Jun Xung Greg Johnson Roman Grinberg Cheryl Frazier Kathy Fry
Patience Ferguson Lyle Hodges Ali Salemohamed Scott McLaren
Kevin Carpenter Dan Iverson Heidi Solheid Keith Pace And many others …
Otto Doll Vern Hyvare Supriya Vasudevan Tim Smith
Beth Cousins Kathryn Koenig Murali Mutyala Michael Fungie
Spencer Cronk Paul Cameron Jeff Miller Bill Leboeuf
City of Minneapolis Sierra Systems Ilynx ACMP Iceberg Global Source