UC
9r1 Upgrade SuccessVivek Sengupta, Ariba Program Leader, Cummins
Ryan Ripley, Manager, Zimmer Business Solutions
Debra Ryan, Manager Procurement Solutions, Hewlett Packard
Michael Cusack, Technical Lead, Liberty Mutual
Mark Hamlin, Managing Director, Ariba Commerce Services
© 2011 Ariba, Inc. All rights reserved.
Agenda
• Corporate Overview• Ariba History• Building a Business Case for 9r1• Project Highlights• Project Timeline• Change Management• Keys to Success• Lessons Learned
© 2011 Ariba, Inc. All rights reserved. 2
UC
9r1 Upgrade Success at Cummins
Vivek Sengupta, Ariba Program Leader, Cummins
© 2011 Ariba, Inc. All rights reserved.
Corporate Overview• The world’s largest independent
manufacturer of diesel engines
• Global manufacturing & support (160 countries, 500+ distributors)
• 40,000 employees• Revenue in 2010 = $13.2 B• Four diversified businesses:
Engine 49% Components 19%
– Turbos, Filtration, Emissions, Fuel Systems Power Generation 18% Distribution 14%
• 61% of business outside of North America
© 2011 Ariba, Inc. All rights reserved. 4
History of Ariba at Cummins
© 2011 Ariba, Inc. All rights reserved. 5
Ariba Buyer 9r1 currently deployed in 10 countries
Current Ariba Footprint
© 2011 Ariba, Inc. All rights reserved. 6
IdentifyOpportunity
DevelopStrategy
Source andNegotiate
Contract and Procure
Invoice and Pay
Monitorand Manage
Ariba Platform
eForms
Dashboard
Supplier
Supplier
AribaNetwork
Ariba Sourcing
AribaBuyer 9r1
AribaContract
Workbench
Ariba Category Management
AribaSPM
Ariba Analysis
AribaData
Enrichment
ERP
Ariba Category Procurement
AribaContract
Compliance
AribaInvoice
Deployed in house
Externally hosted
Ariba 8.2.2 Ariba 9r1
Web Server iPlanet IBM HTTP Server
Application Server Weblogic 8.1 Websphere 6.1
Middleware Tibco Ariba Integration Tool Kit
Database Oracle 9.2.1 Oracle 10g
Unix Server Solaris 9 Solaris 10
Hardware Type Dedicated Containers
System Specs
© 2011 Ariba, Inc. All rights reserved. 7
Platform
Users• 3,500 unique requestors; 4,500 unique approvers• 22,000 POs / Month
The Business Case for 9r1
• Alignment with CMI architecture and security standards
• Improved performance Help month end reporting
• Fixes to existing issues and increased functionality in 9r1
• Keep Ariba software supported Includes service pack updates
• Better user interface© 2011 Ariba, Inc. All rights reserved. 8
Project Highlights• Global core team of 30 members (US, UK, India)
Extended team of 65 (US, UK, India, China, Mexico, Brazil, South Africa, Singapore)
• Changes mainly in Ariba integration with Oracle – no major functional changes
• Switched middleware from Tibco to Ariba Integration Toolkit
• 2 mock cutovers – 280 steps to migrate• Several issues encountered but Go Live on track
and successful
© 2011 Ariba, Inc. All rights reserved. 9
Jan.03Ju
ne
2009
October ’03 – Vendor finalists determined
Kick Off
Planning
Requirements
Technical Design
GO LIVE
System Testing
Development
Dec
2009Ja
n 18th
2010M
ay 5
th
Jul 2
0th
Sep 9
th
Nov 1st
Nov 10
th
2010
Upgrade took 10 months to complete
Project Timeline
© 2011 Ariba, Inc. All rights reserved. 10
Change ManagementCommunication
• Key messages:
• Communication started two months before go live• Main Groups:
End users; Key stakeholders, Purchasing, Finance
• Communication channels: MyCummins intranet articles; Quick polls; Emails Web conferences; Face-to-face meetings
• Open bridge calls during go live period
© 2011 Ariba, Inc. All rights reserved. 11
Improved performance
Better user experience
Tools to help with the transition
Change ManagementTraining
© 2011 Ariba, Inc. All rights reserved. 12
• 45 instructor-led web-based training sessions Delivered globally by 18 trainers over 30 days
• Training (including materials) offered in: English, Chinese, Portuguese, Spanish
• Training materials included: Short interactive training videos Quick Reference Guides
• Tutorials posted to MyCummins intranet
Keys to Success
• Structured IT PM approach followed Stakeholder review at every milestone
• Strong expertise within Cummins Ariba IT and Operations teams
• No core code changes to ensure smooth upgrade• Adherence to code-freeze plan• Ariba technical resource on hand• Migration practiced before go live• Good test plan strategy
© 2011 Ariba, Inc. All rights reserved. 13
Lessons Learned
• Get buy-in from key stakeholders and groups early on E.g. Sponsor, Architecture & security
• Ensure secondary/external team members are aware of project goal as well as their specific role
• Reserve adequate time for testing and UAT• Investment in good communication and training
strategies pays well• Plan for delays and surprises
© 2011 Ariba, Inc. All rights reserved. 14
UC
9r1 Upgrade Success at Zimmer
Ryan Ripley, Manager, Zimmer Business Solutions
© 2011 Ariba, Inc. All rights reserved.
Agenda
• Corporate Overview• Building a Business Case• Path to Ariba 9r1• Change Management• Keys to Success• Lessons Learned
© 2011 Ariba, Inc. All rights reserved. 16
Corporate Overview
• Founded in 1927 and headquartered in Warsaw, Indiana• 8,500 employees worldwide.• # 1 worldwide pure-play orthopedic leader in designing,
developing, manufacturing and marketing reconstructive and spinal implants, trauma and related orthopedic surgical products.
• Operations in more than 24 countries around the world and sells products in more than 100 countries
• Annual Revenues : ~$4 Billion
© 2011 Ariba, Inc. All rights reserved. 17
History of Ariba at Zimmer
• 2008 – Rollout of Compliance System Ariba Buyer/ACC/Invoice/Analysis- 8.2.2
• Early 2009 – Rollout of T&E, ACM/ACW Version 8.2.2/2.0.2
• Late 2010 - Upgrade Entire suite – 9r1
© 2011 Ariba, Inc. All rights reserved. 18
Current Ariba Footprint
© 2011 Ariba, Inc. All rights reserved. 19
IdentifyOpportunity
DevelopStrategy
Source andNegotiate
Contract and Procure
Invoice and Pay
Monitorand Manage
Ariba Platform
eForms
Dashboard
Supplier
Supplier
AribaNetwork
Ariba Sourcing
AribaBuyer 9r1
AribaContract
Workbench
Ariba Category Management
AribaSPM
Ariba Analysis
AribaData
Enrichment
JDESAP Currently deployed
Ariba Travel & Expense
AribaContract
Compliance
AribaInvoice
Current Ariba Deployment
• Users ~4,000
• $200 Million Spend through System• Global Presence
1 Domestic Instance in US• ERP
JDE (US)/ SAP (EMEA)
© 2011 Ariba, Inc. All rights reserved. 20
Building a Business CaseWhy Upgrade?
• Feedback from Users Improved search capabilities Improved usability and Dashboard capabilities New Features/Functionality
• Improved Features of Ariba 9r1 Greater flexibility and autonomy for the business Multi-node support for ACM/ACW Better User experience To be on latest supported platform
© 2011 Ariba, Inc. All rights reserved. 21
The Path to Ariba 9r1Execution by Task and Location
© 2011 Ariba, Inc. All rights reserved. 22
Technology Solution Center
TSC/Onsite Project Planning
Internal Tools
Iterative Development
Unit/Comparison Testing
Documentation
WebEx Walkthrough
Pre-Release
Patch Releases
Remote support
Zimmer
Gather Documentation
WebEx Walkthrough
Status Calls, SME Support
Script Writing
Prepare Environments
Deployment
Hone Migration Tasks
Migration Rehearsals
Execute Migration Plan
Package Instance
Install UW Instance
Execute Migration Harness
Package for Return
Unit Testing
Install Migrated Instance
Integration Migration
Production Cutover
System / UAT Testing
Keys to Success
• Strong Business and Technical Leads Get trained on new version
• Comprehensive Communication Plan• Business Partner “buy in” and support• Partnering with Ariba – Full Service Upgrade• Managing expectations
Build the right project plans and tollgate reviews Know your limits…Don’t try to do it all.
© 2011 Ariba, Inc. All rights reserved. 23
Lessons Learned
• Get the skin in the game, be involved!• Do a Functional Gap Analysis.
Review your list…you may not need them.• Do not underestimate the change below the surface.
E.g. Changes in Groups/Roles/Permissions Some customizations may become obsolete.
• Get the proper training (technical and business)• Build time in your plan for post production issues• Test, Test & Test !
© 2011 Ariba, Inc. All rights reserved. 24
UC
9r1 Upgrade Success at HP
Debra Ryan, Manager Procurement Solutions, Hewlett Packard
© 2011 Ariba, Inc. All rights reserved.
Agenda
• Corporate Overview• Ariba History• Building a Business Case• Path to Ariba 9r1• Change Management• Keys to Success• Lessons Learned
© 2011 Ariba, Inc. All rights reserved. 26
Hewlett PackardCorporate Overview
• HP is a technology company that operates in more than 170 countries on six continents.
• HP has approximately 304,000 employees worldwide.• HP is among the world's largest IT companies, with revenue totaling $126.0 billion
for fiscal 2010.• HP's 2010 Fortune 500 ranking: No. 10 • HP was founded in 1939.• Corporate headquarters are in Palo Alto, Calif.• Leo Apotheker is President and CEO.• HP's three business groups drive industry leadership in core technology areas:
The Personal Systems Group: business and consumer PCs, mobile computing devices and workstations
The Imaging and Printing Group: inkjet, LaserJet and commercial printing, printing supplies, digital photography and entertainment
HP Enterprise Business: business products including enterprise servers, storage and networking, managed services and software
© 2011 Ariba, Inc. All rights reserved. 27
History of Ariba at HPDownstream
• 304,000 users in 56 countries• Buyer (1999)
58,000 requisitions processed a month• Internal Orders• Catalogs (411)• Pcards (7000 users)• Resale and Labor
© 2011 Ariba, Inc. All rights reserved. 28
History of Ariba at HPUpstream
• 7,000 users in 56 countries• Sourcing since 2005
750 projects a year eSourcing Hub (Team of 18)
• Contracts Management since 2007 8,000 contracts a year 70,000 contracts in the system (17K Active, 53K Closed/Expired) 278,000 documents in the system
• Total Unique Contract Owners ~ 1,000• Supplier Performance Management (2007)
Total Projects 1,150• Analysis (2006)
© 2011 Ariba, Inc. All rights reserved. 29
Current Ariba Footprint
© 2011 Ariba, Inc. All rights reserved. 30 30
IdentifyOpportunity
DevelopStrategy
Source andNegotiate
Contract and Procure
Invoice and Pay
Monitorand Manage
Ariba Platform
eForms
Dashboard
Supplier
Supplier
AribaNetwork
Ariba Invoice
Ariba Sourcing
Ariba Contract Compliance
AribaBuyer 9r1
AribaContract
Workbench
Ariba Category ProcurementAriba Category Management
AribaSPM
Ariba Analysis
AribaData
Enrichment
ERPERPERPCurrently deployed
Planned
Building a Business CaseWhy Upgrade?
• Maintain Support • To maintain HP's IT infrastructure requirements• Improved features of Ariba 9r1• Integrated platform - Upstream and Downstream• Consolidate instances• Easier to keep Service Packs up to date • Ability to remove custom code
© 2011 Ariba, Inc. All rights reserved. 31
Project Objectives
© 2011 Ariba, Inc. All rights reserved. 32
Proposed Solution: Upgrade all Ariba modules to 9r1. Deliver a single end-to-end Ariba solution as close to vanilla as possible while still meeting business requirements.
1. Assessment of current customizations vs. vanilla code
2. Rationalize customizations via detailed review of business needs versus customizations
3. Detailed review of customization versus configuration opportunities. Ex: Pcard standardization, BPO functionality
4. Process re-design and applicable configuration changes
5. All modules of Ariba currently implemented
6. All current interfaces into and out of ESP and SmartBuy (includes interlock requirements (i.e. BI, SAP, etc.) and rationalization of interfaces)
7. Implementation of Contract Compliance and Invoicing modules (but will not deploy these modules with this release).
8. Enables future Savings/Value Tracking Functionality
9. Enables future PCard functionality
10. Reduce backlog of SPI (small product innovations) to extent possible based upon fixes provided by OOTB core code.
Scope:
Major Milestones• Analysis 7/10/08 to 1/30/09 (28 weeks)
• Design 02/01/09 to 03/02/09 (4 weeks)
• Construction 03/03/09 to 05/11/09 (10 weeks)
• SIT Prep 05/12/09 to 05/26/09 (2 weeks)
• SIT 05/27/09 to 06/23/09 (4 weeks)
• BVT 06/24/09 to 07/17/09 (3.5 weeks)
• UAT 07/18/09 to 08/21/09 (5.0 weeks)
• Performance Testing 08/22/09 to 09/04/09 (2 weeks)
• MTP Prep 09/07/09 to 09/10/09 (4 days)
• MTP 09/11/09 to 09/14/09 (3 days)
• Warranty 09/15/09 to 10/09/09 (4 weeks)
© 2011 Ariba, Inc. All rights reserved. 33
High Level Team Structure
© 2011 Ariba, Inc. All rights reserved. 34
9r1 Project Steering Team
9r1 Project Sponsors
Ariba Kelly Miller
Solution Deployment Team
MOC
Communications
Training
9r1 Project Management
9r1 Business Delivery Teams
Upstream Project Track
Downstream Project Track
Business Processes Track
9r1 IT DeliveryTeams
Ariba Platform Integration
9r1 Implementation
Data W/H, BI System Integration
Horizontal Responsibilities
E2E Biz Int Coordinator System Interfaces Solution Data
QA Global Support Biz Maint. & Support IT Sol’n Architecture
AFM Lead
Portals
Project Highlights
35
Change Management
• Completed 61 training sessions, 21 town hall communication forums and published 99 reference guides/quick cards.
• Communicated the following points consistently and relentlessly:
Explain what was happening Scope of the Project Highlighted how changes would affect end user in simple terms Timeline Next Steps And always a slide on where to get more information
• Sourcing Module significantly changed – brought Ariba in to re-train Sourcing Team.
© 2011 Ariba, Inc. All rights reserved. 36
Keys to Success
© 2011 Ariba, Inc. All rights reserved. 37
• Team structure• Face-to-face project launch • Commitment to vanilla - hard choices on customization• Decision not to include any new enhancements• Ariba resources utilized for both Business and IT• Multiple MTP tests runs • Allowing a week for MTP and utilizing a quiet period• Methodology used for communication and training
Lessons Learned
• Scope Agreement at Project Kick Off• Do not underestimate updating the security model• Do not underestimate Pcard• Document all customizations• QA Team needed to be engaged earlier • Do not underestimated the time to configure templates
and migrate from one environment to another• Significant performance issues after Go Live - Ariba
came onsite to evaluate
© 2011 Ariba, Inc. All rights reserved. 38
Questions
© 2011 Ariba, Inc. All rights reserved. 39
© 2011 Ariba, Inc. All rights reserved. 40
“Safe Harbor” and Confidential Information Statement
This information reflects the status of Ariba solution planning as of January 2011. All such information is the Confidential Information of Ariba (per the contract between our companies), and must not be further disclosed, as stated in the confidentiality clause of that contract. This presentation contains only intended guidance and is not binding upon Ariba to any particular course of business, product strategy, and/or development. Its content is subject to change without notice. Ariba assumes no responsibility for errors or omissions in this document. Ariba shall have no liability for damages of any kind including without limitation direct, special, indirect, or consequential damages that may result from the use of these materials.
UC
9r1 Upgrade Success
Vivek Sengupta, Ariba Program Leader, Cummins
Ryan Ripley, Manager, Zimmer Business Solutions
Debra Ryan, Manager Procurement Solutions, Hewlett Packard
Michael Cusack, Technical Lead, Liberty Mutual
Mark Hamlin, Managing Director, Ariba Commerce Services
© 2011 Ariba, Inc. All rights reserved.