Campus Touch Point Session

Introductions / Agenda

Agenda Items Time AttendeesIntroduction 15 minutes Management

Func/Tech LeadsUpgrade Overview & Planning

60 minutes ManagementFunc/Tech Leads

HR/SA Application Discussion

60 minutes ManagementFunctional Leads

Technical Upgrade Process

60 minutes ManagementTechnical Leads

Wrap-up & Next Steps 15 minutes Management

Upgrade Overview & Planning

Agenda

• Upgrade Overview & Planning• The Upgrade Model• Roles & Responsibilities• Upgrade Planning• Upgrade Communication

NEED ALL THREEHOURS

• project planning (hr 1)• functional type info (hr 2)• technical (hr 3)

Upgrade Model

Utilize a centralized upgrade team to perform all campus HCM and Financials technical upgrade passes

Model Objectives

• Deliver a consistent quality upgrade process to every campus

• Leverage efficiencies of scale across the CSU

Roles & Responsibilities

Organizations Supporting Upgrades

OtherSupport

UpgradeServices

TechnicalServices

ApplicationTeams

Campus

Roles & Responsibilities

Organizations Supporting Upgrades

Campus• Provide input for functional decisions • Provide input for audit reports• Initiate clone of production database to

upgrade database • Initiate clone of upgraded database to

other campus databases• Apply campus customizations• Configure the application per the

delivered configuration guidelines• Test the application• Test and validate conversion data• Manage application security (users, roles,

permission lists, trees, etc.)

OtherSupport

UpgradeServices

TechnicalServices

ApplicationTeams

Campus

Roles & Responsibilities

Organizations Supporting Upgrades

Upgrade Services• Perform the technical upgrade passes

(initial pass, 2cd pass, 3rd pass, and the production upgrade)

• Develop and manage the upgrade Change Assistant template

• Performance tuning of the upgrade process

• Version the upgrade process for each CMS baseline release

• Apply CMS updates & fixes to the upgraded database

• Assist in coordinating upgrade issues with the Application Teams (e.g. data conversions)

• Assist in creation of campus database instances with Technical Services

OtherSupport

UpgradeServices

TechnicalServices

ApplicationTeams

Campus

Roles & Responsibilities

Organizations Supporting Upgrades

OtherSupport

UpgradeServices

TechnicalServices

ApplicationTeams

CampusTechnical Services• Manage and support ALL PeopleSoft

environments & databases in the data center. This includes:

− Databases− Web Servers− Application Servers− Process Schedulers− Backup, restore, and cloning

database processes− File Share Utilities (Repliweb)

• Assist in performance tuning activities

Roles & Responsibilities

Organizations Supporting Upgrades

Application Teams• Develop and manage the CMS application

baseline. This includes:⎯ Deliver new CMS baseline releases⎯ Deliver upgrade scripts and projects

for CMS baseline releases⎯ Post updates and fixes for

application and upgrade issues ⎯ Support troubleshooting application

and upgrade issues• Assist in performance tuning activities

OtherSupport

UpgradeServices

TechnicalServices

ApplicationTeams

Campus

Roles & Responsibilities

Organizations Supporting Upgrades

Other Support• Campus Liaisons

⎯ Facilitate regular campus conference calls

⎯ Escalation point for campus issues and requests

• CMS Help Desk⎯ Initial point of contact for upgrade,

application, and technical issues⎯ Manage campus help desk tickets

OtherSupport

UpgradeServices

TechnicalServices

ApplicationTeams

Campus

Upgrade Plan

Standard Upgrade Cycle - Eight MonthsMonth Campus Activity CMS Upgrade Team2 Months Prior Begin Planning Activities CMS Management1 Month Prior Pre-Fit/Gap PreparationMonth 1 Pre-Fit/Gap Preparation Initial Upgrade PassMonth 2 Fit/Gap, Design, Development, & Unit Testing Month 3 Fit/Gap, Design, Development, & Unit Testing Month 4 Fit/Gap, Design, Development, & Unit Testing Upgrade Pass 2Month 5 Campus System TestingMonth 6 Campus System Testing Issue Resolution Upgrade Pass 3 Month 7 Campus Final Acceptance TestingMonth 8 Move to Production - Go Live Production Upgrade

• View Master Upgrade Schedule

• View Proposed Campus Upgrade Dates

Upgrade Plan

Upgrade Cycle - Eight Months

Campus Planning and PrepCampus Kick Off Session• Review agenda items

Agenda Items Time Attendees

Introduction 15 mins

• Director• Management• Func/Tech

Leads

HR/SA Application Discussion

60 mins

• Management• Functional

Leads

Upgrade Overview & Planning

60 mins

• Director• Management• Func/Tech

Leads

Technical Upgrade Process

60 mins

• Management• Tech Leads

Wrap-up 15 mins

• Management

Upgrade Plan

Upgrade Cycle - Eight Months

Pass 1 - Month 1• One day Campus Onsite Visit• Review agenda items• Most input from the campuses will be

gathered during the onsite visit• Campuses designate functional and

technical leads to work with the upgrade services team to provide input and/or resolve issues as required

Agenda Items Time AttendeesIntroductions 30

mins• Management• Func/Tech

Leads

Functional Decisions 90 mins

• Management• Func/Tech

Leads

Audit Reports 90 mins

• Func/Tech Leads

Questions 120 mins

• Management• Func/Tech

Leads

Upgrade Plan

Upgrade Cycle - Eight Months

Pass 2 – Month 4• At the start of the Pass 2, the upgrade team will require input from

the designated campus leads for the following:– Confirm previous functional decisions– Deal with any new audit report issues– Identify the source for security extracts

Upgrade Plan

Upgrade Cycle - Eight Months

Pass 3 – Month 6• Last pass prior to the move to production (“soft” code freeze)• Provides the campus with a database for final testing• Provides timing estimates for the final move to production

Upgrade Plan

Upgrade Cycle - Eight Months

Pass 4 (Production Upgrade) – Month 8• CMS Upgrade Services team requires up to five days to complete the

production upgrade.• The production upgrade will be processed on 24 hour basis generally over a

weekend.• Campus staff must be available during the production upgrade to support any

unforeseen issues so they may resolved immediately. • CMS Technical Services and Application Teams will also be on call to support

the production upgrade.

Upgrade Plan

Upgrade Cycle - Eight Months

Month Campus Activity CMS Upgrade Team2 Months Prior Begin Planning Activities CMS Management1 Month Prior Pre-Fit/Gap PreparationMonth 1 Pre-Fit/Gap Preparation Initial Upgrade PassMonth 2 Fit/Gap, Design, Development, & Unit Testing Month 3 Fit/Gap, Design, Development, & Unit Testing Month 4 Fit/Gap, Design, Development, & Unit Testing Upgrade Pass 2Month 5 Campus System TestingMonth 6 Campus System Testing Issue Resolution Upgrade Pass 3 Month 7 Campus Final Acceptance TestingMonth 8 Move to Production - Go Live Production Upgrade

Upgrade Pass Scheduling

Campus Upgrade Pass Scheduling• During the initial campus planning session, campuses work

with CMS to define their campus upgrade dates for the initial pass, test passes and move to production.

• Changes encompassing up to a 2-week shift from the originally agreed-upon dates will be coordinated through the technical upgrade services manager.

• If the requested change is longer than 2 weeks, or if there is arequest to change the MTP date, the request will be escalated to the CMS Director for review.

• View Master Upgrade Schedule

• View Proposed Campus Upgrade Dates

Communication

Upgrade Communication

Campus LiaisonCampus Liaisons will gather feedback from other CMS Central

groups and coordinate regular meetings with the campuses during their upgrades.

Upgrade Open ForumA regularly scheduled call will be hosted by CMS to provide an open

forum for discussing upgrade related issues.

Email SupportSpecific campus upgrade questions can also be emailed directly to

the CMS Upgrade Team Manager or the designated campus upgrade tech.

HR/SA Application Discussion

Agenda

• Application Team Documentation• Fit/Gap Notes• Design Specifications• Process Guides• Configuration Guides• Test Scripts

• Communicating with the CMS Application Teams• CMS Central Team Members• Considerations for the 8.9 HR Application

(Reference HR Key Differences Document)

Fit/Gap Notes

Fit Gap Notes and MaterialsSummarize discussion from each fit gap session, including rationale for decisions madeFit Gap Notebook Materials include documentation used to facilitate the actual fit gap sessions(Please note: The Fit Gap Notes have NOT been updated since the original sessions were held in early 2005.)

Design Specifications

Design SpecificationsFunctional and Technical specification documents were combined into a single documentThese documents are being updated based on system testing, pilot go-live and reported issuesSA completed 50 specsHR completed approximately 50 specs

Process Guides

Process Overviews and Business Process GuidesApproximately 140 (HR) and 70 (SA) were created across the core functionality modules (using Visio) Campuses are encouraged to start their campus fit gap preparation by looking at these firstUpdateable versions of these documents are available allowing the campuses to build on them

Configuration Guides

Configuration GuidesFor HR: 10 configuration guides were developed (including two for Benefits (Base and Ben Admin) and two for Temp Faculty (HR Only and HR/SA campuses)For SA: 53 configuration guides were developedThese guides will be continually updated as relevant new information is discoveredIt is very important that campuses review guides and complete the required setup before opening Remedy tickets

Test Scripts

Test ScriptsTest scripts have been developed covering all core modules:

– 400 for HR – 132 for SA

Campuses may choose to start with these and update for campus specific testing

Application Documentation

All documentation deliverables are posted to the CMS website as follows:

• HRhttp://cms.calstate.edu/T2_MHR89Documentation.asp

• Campus Solutionshttp://cms.calstate.edu/T2_MSA89Documentation.asp

• CMS Student Administration Timeline 2006-2007http://cms.calstate.edu/T5SAIC_Postings.asp

HCM 8.9 Workshops

The HCM 8.9 Workshops delivered May 2006 may be viewed online from:

http://prawn.csusm.edu/Mediasite/viewer/FrontEnd/Front.aspx?&shouldResize=False

Communicating with the Application Teams

Check Remedy tickets for similar issues that have been identified/reported from other campuses Open Remedy tickets for application issues and/or information needed Escalate issues or direct special HR requests to:

Wynn Sulc (T&L, LCD, Absence Managment)

Eleanor Roberts (WA, Recruitment, Benefits, Temp Faculty)

Elizabeth O’Shea (Overall HR Issues/Planning)

Communicating with the Application Teams

Participate in the regularly scheduled calls – HR

Monthly HUG meetingsPeriodic sub-committee callsHR Upgrade Open Forum

– SAMonthly SAIC meetingsQuarterly SAUG meetingsBi-monthly module-based calls

SA Team

Meet the SA Team

SA Project Director Mick McBride

Application Support ManagersMarlene RosenfeldKevin O’Connor

SA Team

Functional LeadsAdmissions – Darlene DaclanAdvising – David CartwrightCampus Community/SEVIS – Allison MillerEDI – David CartwrightERS – Darlene DaclanFinancial Aid – Judy HahnStudent Records – Natalie AlarconStudent Financials – Nicole Louie

CMS Central HR Team

HR Key Differences

HCM 8.9 Key Differences DocumentDocument created by the HR team to highlight key differences and the upgrade ramifications for campuses to use in planning for the 8.9 upgrade Currently being updated by the HR team (based on preparation and content from the recent workshops)This document is located at:

http://cms.calstate.edu/T2_MHR89Documentation.asp(See HCM 8.9 Overview of HR Changes)

Technical Upgrade Process

Agenda

• Technical Upgrade Process• Upgrade Process & Databases• Security Options• Upgrade Versions• Upgrade Documentation

High Level Upgrade Process

• Ch. 1 - Preparing The Database For Upgrade• Making Functional Decisions• Review Audit Reports

• Ch. 2 - Apply PeopleTools Changes• Ch. 3 - Run and Review Compare Reports• Ch. 4 - Apply Application Changes

• PeopleSoft Data Conversion• Ch. 5 - Complete Database Changes

• CMS Data Conversion• Apply Updates & Fixes

Upgrade Process

Preparing the Database for Upgrade

Clone HCAMUPG8.0 App

8.2x Tools

HCAMPRD8.0 App

8.2x Tools

• Campus clones 8.0 production into the upgrade database HCAMUPG

• Upgrade Team loads Upgrade Options project and works with campus to enter functional decisions

• Upgrade Team runs audit reports and works with campus to clean up

Upgrade Process

Apply PeopleTools Changes

HCAMUPG8.0 App

8.4x Tools

Tools Upgrade

Clone HCAMPRJ8.0 App

8.4x Tools

HCAMUPG8.0 App

8.2x Tools

• Upgrade Team upgrades PeopleTools on HCAMUPG from 8.2x to 8.4x

• Upgrade Team works with CMS Technical Services to clone HCAMUPG into HCAMPRJ

• Campus can migrate custom projects out of HCAMPRJ into other 8.9databases

Upgrade Process

Run and Review Compare Reports

HCAMUPG8.9 App

8.4x Tools

HCMSGLD8.9 App

8.4x Tools

Tools Import

• Upgrade Team imports PeopleTools from HCMSGLD into HCAMUPG (we do not run compare reports)

• HCMSGLD is the CMS master database and is always at baseline release level (with no additional updates & fixes)

• This process will eliminate all campus PeopleTools object customizations

• Campus custom tables (including data) will still exist at the Oracle level

PeopleTools Objects

PeopleTools Objects overwritten in UpgradeActivities Message NodesApp Engine Programs MessagesApproval Rule Sets Mobile PagesBusiness Interlinks PagesBusiness Processes ProjectsComponent Interfaces QueriesComponents RecordsFields SQLFile Layouts Style SheetsHTML Translate TablesImages Tree StructuresMenus TreesMessage Channels

Upgrade Process

Apply Application Changes

PS Data Conversion

HCAMUPG8.9 App

8.4x Tools

PeopleSoftData

Conversion

• Upgrade Team runs the PeopleSoft delivered data conversion programs

Upgrade Process

Complete Database Changes

CMS Data Conversion

HCAMUPG8.9 App

8.4x Tools

CMS DC,Security,Updates

• Upgrade Team runs the CMS custom data conversion programs

• Upgrade Team imports the campus security (users, roles, permission lists, and trees)

• Upgrade Team applies posted CMS updates and fixes

Upgrade Process

Upgrade Completed

CampusDatabasesCloneHCAMUPG

8.9 App8.4x Tools

• Upgrade Team notifies campus that the upgrade is complete and provides access information as needed

• Campus uses the database clone utility to copy the HCAMUPG database into their other 8.9 environments

Upgrade Process

Campus Object Migration Process – Initial Pass Jan-end of

HCAMDVLHCAMUPG HCAMTST

HCAMPRJ

Mar

HCAMGLD

• Upgrade Team performs upgrade on HCAMUPG• Upgrade Team clones HCAMUPG to HCAMPRJ after the PeopleTools upgrade• Upgrade Team completes upgrade, Campus clones to 8.9 environments• Campus copies projects from HCAMPRJ to HCAMDVL, develop in HCAMDVL• Campus copies projects from HCAMDVL to HCAMTST, unit test in HCAMTST• Campus copies projects from HCAMTST to HCAMGLD (campus project repository)

Upgrade Process

Campus Object Migration Process – 2cd, 3rd, & MTP Passes

HCAMCNVHCAMUPG

HCAMTSTHCAMGLD HCAMDVL

• Upgrade Team performs upgrade on HCAMUPG• Campus copies development projects from HCAMGLD to HCAMUPG• Campus clones to 8.9 environments, system test in HCAMCNV• Campus replicates problems in HCAMDVL, develop in HCAMDVL• Campus copies projects from HCAMDVL to HCAMTST, unit test in HCAMTST• Campus copies projects from HCAMTST to HCAMGLD (campus project repository)

Upgrade Databases

Upgrade DatabasesDatabase Description PurposeUPG Upgrade Target Used to perform upgrade passes

Also an "end of pass" reference pointPRJ PeopleTools

Only Used for migrating 8.0 developmentAlso a “start of pass" reference point

DVL Development Used to retrofit/develop modifications

TST Unit Testing Used to unit test modifications and fixes

GLD Staging Used to stage campus development projects

CNV System Testing Used to run system & acceptance testing

TRN Training Campus defined

Security Options

Option 1Campus User IDs, Roles, Permission Lists,

and Trees are migrated from the 8.0 campus production database.

• Always used in 1st Pass• PRO – User IDs are current with PRD• CON – Campus must reapply all 8.9

security changes

HCAMPRD HCAMUPG

Option 2Campus User IDs, Roles, Permission Lists,

and Trees are migrated from an 8.9 campus database.

• Optional for Pass 2, 3, or MTP• PRO – Campus retains all 8.9 security

changes• CON – User IDs are old

HCAMUPGHCAMGLD

Security Issue

Security Issue

• Currently there is no mechanism to support a hybrid process to import security from both an 80 and 89 database.

• The main issue is with the ROLEUSER table that joins Users with Roles. A mapping process would be needed if Users were brought from production and security structure (specifically Roles) from a different campus 89 database.

• A possible work around would be for the campus to leave the 80 role structure “as-is” in 89.

Upgrade Versions

There are 2 main inputs to the upgrade process:

• CMS Baseline Release (PeopleTools objects, File share external, objects (SQR, Crystal, DMS, COBOL)

• Upgrade Programs (Application Engine, SQR Programs, SQL Scripts, Data Mover Scripts, and data files)

Upgrade Programs• Upgrade Versions will correspond to a CMS

baseline release named after the CMS Baseline Release Example: CMS HR Baseline Release 20 will be run with Version_20

• Upgrade passes will be performed with the current CMS Baseline Release in most cases

• Any changes made to upgrade programs after a CMS baseline release will be posted to the CMS web site and applied at the end of the upgrade process

Upgrade Versions

Campus Considerations

• An upgrade pass is sourced from a particular CMS Baseline Release.

• The Upgrade Team will apply posted updates & fixes that apply to the source Baseline Release at the end of the upgrade pass.

• For pass 1 and 2 we normally apply all fixes. For pass 3 and the MTP we seek input from the campus.

• Pass 3 and the MTP are always sourced from the sameBaseline Release. We recommend keeping the list of upgrades & fixes the same as well.

Baseline Release Schedule

Baseline Release Schedule• Baseline Release 030 – 7/21/06• Baseline Release 040 – 11/17/06• Baseline Release 050 – 2/16/07• Baseline Release 060 – 5/4/07• Baseline Release 070 – 11/9/07

Documentation

Upgrade DocumentationUpgrade GuideThe Upgrade Guide is all of the upgrade team related

information from this presentation in a Word document. This document is posted on the CMS web site.

Campus Upgrade WorksheetThe Campus Upgrade Worksheet is an MS Excel

spreadsheet that provides details for each upgrade step (approx. 1000 steps) including a description, actual timings, and campus-specific comments. Provided upon campus request with all upgrade output (reports, log files, scripts, etc).

www.calstate.edu