UCF FINANCIALS 9.2 UPGRADEFIT/GAP AND DESIGN SESSION KICKOFF MEETINGFEBRUARY 1, 2016

AGENDA

Introductions

What is a Fit/Gap session?

What do Fit/Gap sessions entail?

How are Fit/Gap sessions conducted?

What are the goals of the Fit/Gaps?

What is next - Post Fit/Gap Actions?

Questions & Answers

PROJECT TIMELINE

May – Sep2016

May – Sep 2016

Mar – May (1)Jun – Sep (2)2016

Jul 2015 –Sep 2016

Sep 2015 –Jun 2016

May 2015 –Jan 2016

Orientation & Planning

Phase 1 Phase 3 Phase 5

Phase 6Phase 4Phase 2

OCT 32016

GO LIVE!

Phase 8

ProductionSupport

TechnicalDevelopment & Upgrade

Communication

Phase 7

Solution Delivery

Analysis & Design (Fit/Gaps)

Testing(Phase 1) (Phase 2)

Training

Aug – Sep 2016

WHAT IS FIT/GAP?

Method for ensuring an accurate and complete implementation/upgrade

Identifies changes

Involves key usersProduces information used to develop a conceptualized and prototyped system.

WHAT DO FIT/GAP SESSIONS ENTAIL?

Review of functionality changes from production to upgrade

Analysis and validation of system design

Demonstrate delta functionality

Define requirements:• Data conversion • Interface • Reporting

Explore possibility of removing existing modifications

Identify changes• Setup Table Values • Navigation• Functionality

Sample Data

DOES IT FIT?

WE’LL BE ASKING FOR

YOUR THOUGHTS

ON….

Recommended business process

revisions

Existence of any critical system gaps

Items not available currently which are

business critical requirements - New

Functionality

HOW ARE GAPS AND NEW FUNCTIONALITY ADDRESSED?

For each gap or new functionality that is identified:

• Determine if action is needed• Document in Action Item Log• Assign and follow through to resolution• Estimate and spec modifications • Record additional information

requirements • Process definition & change

requirements• Setup table values

ORACLE PEOPLESOFT LIFECYCLE

Continual Improvement Industry very competitive

Oracle requirement to maintain support Mini Gap Analysis Process

Some current modifications may no longer be required

Some current modifications may have to be reapplied

New modifications may be required

WHAT ARE THE FIT/GAP GOALS?

DEVELOP a clear picture

of requirements

DESIGN the entire process

IDENTIFYmodifications – maintained

and new

WHY MINIMIZE MODIFICATIONS/NO CUSTOMIZATIONS?

Minimize maintenance issues

Interface and conversion requirements

Impact of software upgrades

Meet project timeline

Avoid lack of software support

WHAT AREMODIFICATIONS/CUSTOMIZATIONS?

Modifications/Bolt-ons

New/Modified Translate Values

New Tables/Views

New/Modified Interfaces

New/Modified Navigation

New/Modified Reports, etc.

Customizations

New/Modified Fields

Modified Tables/Views

New/Modified Pages

New/Modified Menus

New/Modified PeopleCode

THESE ARE NOTMODIFICATIONS/CUSTOMIZATIONS

New Table Values

PS Standard Reports

PS Query Use

Operator Security Definition

Department Security Tree

HOW ARE FIT/GAP SESSIONS CONDUCTED?

Each module has multiple Fit/Gap

sessions

Participants vary depending on

the module

The Fit/Gaps will be facilitated by these functional representatives from Financials

Support Services:Asset Management & Security - Maukonen

Accounts Payable - Fay, Kentish Accounts Receivable - Sanders, Kentish

Billing - Kentish, SandersContracts - Mullins, SanderseProcurement - Fay, Mullins

General Ledger - Besana, GyoryProject Costing - Wilson, Kentish

Purchasing - Fay, Mullins

FSS ROLES & EXPECTATIONS

Facilitate sessions

Keep discussion focused

Provide UCF Financials expertise

Relate experiences

Provide recommendations for new functionality

Offer alternatives to system modifications

Provide direction to facilitate creation of deliverables

PARTICIPANTS ROLES & EXPECTATIONS

Provide real world experience

Be prepared - bring relevant information to sessions

Participate extensively

Ask questions

Be involved!

Be present and on-time

CRITICAL SUCCESS FACTORS

Empowered, knowledgeable participantsUser participationKeeping an open mindMaking timely decisions (48 Hours)Focusing on the need, not the current processesBeing prepared to change business processesTaking ownershipMinimum modifications

WHAT IS NOT A PART OF FIT/GAP?

Oracle PeopleSoft training

Forum for discussing unrelated topics

Forum for developing business processes

UCF FIT/GAP APPROACH

Fit/Gap Activities:

Review minutes from previous session

Review agenda for current topics

Discuss delta items

Discuss current process vs. new functionality

Confirm any decisions or issues raised

WHAT IS THE TIMEFRAME FOR FIT/GAPS?

WHAT HAPPENS AFTER FIT/GAPS?

Estimate modifications

Write design books

Complete prototype database

Begin testing additional

functionality

FIT/GAP DELIVERABLES

Fit/gap analysis Data conversion strategy defined, data mapped, conversion

program specs written and approved Interface requirements defined, specs written and approved Report requirements defined, specs written and approved

System design document policies, procedures, and process flows

Estimates

Working prototype with UCF specific data

WHAT IS A PROTOTYPE

Working model of the to-be live system

Contains representative sample data

Setup tables completed

Ensures system works as expected by all

Demonstrates concepts discussed in Fit/Gap sessions

Builds basis for production system

WHAT HAPPENS TO THE PROTOTYPEAFTER IT IS BUILT?

The Prototype

Demonstrates the application to the entire team

Provides a learning

environmentAids design work

POST FIT/GAP ACTIVITIES

Develop modifications, reports, interfaces and conversion program

Implement change management plan

Validate data conversion

Conduct end-user training

Conduct testing

Review production readiness

Upgrade goes live

AQ