Peoplesoft Financials Double Upgrade Journey

(from v8 to 8.9 and 9)

(Region of Peel)
 Introduction
 Peter Kos – Project manager
 Donna Gardner – Functional Lead
 Anjali Wagh – Technical Lead
 About the Region of Peel
We provide essential services that affect those living and working in Peel
(Mississauga, Brampton and Caledon):
 Child Care
 Finance
 Heritage Complex
 Long Term Care
 Ontario Works
 Paramedics
 Planning
 Public Health
 Purchasing
 Roads
 Social Housing
 TransHelp
 Waste Management
 Water
 Region of Peel Organizational Structure
 Chief Administrative Officer (CAO)
 Environment, Transportation & Planning Services
 Health Services Human Services
 Executive Office
 Employee & Business Services
 Corporate Services
 Finance
 Peoplesoft systems at the Region
 Oracle/Peoplesoft HRMS
 Oracle/Peoplesoft Financials
 Peoplesoft Financials at the Region of Peel
Modules:
 General Ledger (GL)
 Accounts Payable (A/P)
 Purchasing
 Background
Pre-Upgrade situation:
Regular upgrade process of Peoplesoft systems suspended for while due
to unclear future of Peoplesoft
Running versions (PS, PTools) unsupported by the vendor
Running different versions of Peoplesoft HRMS and Financials
Internal support difficult
Post-Upgrade scenario:
Staying on a solid and stable platform for longer period of time
New Oracle Fusion Middleware (Reporting, BPEL, etc.)
Easier future upgrades
Hardware changes/upgrades
 Why double upgrade?
 Direct Path to upgrade Peoplesoft Financials from
version 8 to version 9 not available.
 The project drivers
 To be on supported version of Peoplesoft Financials.
 To be as close as possible to Peoplesoft HRMS from the
maintenance perspective.
 XML Publisher – Template-based, streamlined report and
forms generator. Allows separation of data extraction from
report or form design.
 Enhanced navigation and page usability, including Search,
Favorites, Personalization and Notify (send link by email)
 Data Exportability to Excel
 Project scope
In Scope (the scope of the project includes):
1) Upgraded Peoplesoft Financials to version 9.
2) 2. Upgraded Peopletools to version 8.48.
3) 3. Existing Customization (as long as not replaced by
delivered functionality).
4) 4. Training for end users and power users.
5) 5. Documentation (End User Manual and Training
Manuals).
Out of Scope (the scope of the project does not include):
1) 1. Any new customizations or functionality (unless required
to maintain the current functionality (the status quo)).
 Project deliverables (as in the Project Charter)
Major Deliverable
Set of CDs for the DEMO
versions.
COBOL compiler.
Peoplesoft Financials 8.9
DEMO.
Peoplesoft Financials 9 DEMO.
Fit-Gap Analysis between
versions 8, 8.9 and 9.
Project team training.
Upgrade scripts and
documentation.
Peopletools Upgrade from 8.19
to 8.48.
Peoplesoft Upgrade – Step #1.
Peoplesoft Upgrade – Step #2.
End User Documentation.
End user training.
Upgraded Production.
Description
Set of CDs for the installation of both DEMO versions (8.9 and 9) including Peopletools (8.48), the database (Oracle
10g) and supporting components for LINUX environment.
Micro-focus COBOL compiler for Peoplesoft.
Working DEMO version of Peoplesoft Financials version 8.9 available to project team.
Working DEMO version of Peoplesoft Financials version 8.9 available to project team.
Documents describing differences between the versions.
Training for project core and extended team members as needed.
Obtaining upgrade scripts, documentation from Oracle/Peoplesoft WEB sites and other resources.
Upgrade of the Peopletools from version 8.19 (the current version) to the version 8.48 (targeted version).
Peoplesoft Upgrade from version 8 SP3 to version 8.9 including basic UAT.
Peoplesoft Upgrade from version 8.9 to version 9 including complex UAT.
End User Documentation (End User Manual and Training Manual).
End users and Power users training.
Upgraded Production to Peoplesoft version 9 and Peopletools version 8.48
 Acceptance criteria
1. Signed User Acceptance Testing Forms.
2. Upgraded Peoplesoft Financials Production.
3. Existence of Issues eliminated to the class “A” only.
4. Training delivered to Identified Employees.
5. Documentation (End User Manual and Training Manual).
Notes: Class “A” issues = Issues not preventing to work in the production,
workaround available
Class “B” issues = Minor issues not stopping the upgrade process
Class “C” issues = Major issues temporary pausing the upgrade
process
Class “D” issues = Critical issues stopping the upgrade process
 Risks/Constraints
Availability of skilled Human Resources
Availability of all the downloads for both versions (8.9 and 9)
Availability of the required hardware (servers, etc.)
Ineffective customization (too costly customization due to
extensive changes in the system).
Complexity of the upgrade (Peoplesoft, Oracle database,
Unix servers, hardware)
 Project Preparation and Planning
 Business Case
 Project Charter
 Resource Planning
 Project schedule (high level and detailed)
 Communication Plan
 Training Plan
 Resource Planning

 Project Management Team

 Functional Upgrade Team
 Technical Upgrade Team
 Development Team
 HW/SW/OS/Network/etc Support Team
 Project team
Project sponsor & steering committee
Project manager
Functional lead
Technical lead
Training and testing lead
DBA
System Analyst
System Analyst
IT support group
IT infrastructure analyst
SME – A/P
SME – GL
SME – Purchasing
Trainers
Project Governance Structure
Project Sponsor Steering Committee

Project Change Management Process

Project Manager

Stakeholders
(CPMM)
Project Core Team
(Functional, Technical and
UAT Leaders)

Project Extended Team

(Functional, Technical and
UAT support, SMEs, etc.)
 Communication Planning
Communication methods (Presentations, Special Meetings,
Regular Meetings, Intranet, email)
Target (Management, Stake holders, End Users)
Frequency
 Project schedule – high level
Time Period Project Phase
03/2007 – 03/2007 DEMO installation
03/2007 – 08/2007 Requirements and Fit-Gap Analysis
08/2007 – 05/2008 First Upgrade, Test Upgrades
10/2007 – 04/2008 Re-Customization
04/2007 – 05/2008 User Acceptance Testing

05/2008 – 06/2008 Training

June 2008 GO LIVE

June 2008 Post-implementation Support

 Project steps
1) Involve FSDS, IT Business Solutions (IT/BS) and Financials Services (FS) in the process.
2) Identify/acquire appropriate resources needed to support this project.
3) Prepare project charter (What).
4) Obtain approval of the project charter.
5) Prepare project plan (schedule) (When).
6) Obtain approval of the project plan.
7) Develop implementation strategy including training (How).
8) Install DEMO environment for Peoplesoft Financials version 8.9 and 9.
9) Conduct fit gap analysis between Peoplesoft Financials 8, 8.9 and 9.
10) Identify pre-requisitions, bundles and fixes necessary to install during the upgrade process.
11) Obtain documentation; upgrade scripts and all the necessary resources from Oracle/Peoplesoft WEB
sites.
12) Apply the scripts and other files to test environments repeatedly until the final version of the upgrade
scripts are compiled.
13) Perform UAT.
14) Create the documentation (User manual, Training Manual).
15) Train the users.
16) Apply the final version of the scripts towards the production.
 Pre-upgrade environment
 Peoplesoft Financials - FSCM Version 8.0, SP3
 People Tools Version 8.19
 Unix
 Oracle 9i
 Windows 2003
 Targeted Environment
 Peoplesoft Financials FSCM - Version 9.0
 People Tools Version 8.48
 Linux – Red Hat Enterprise Linux AS 4
 Oracle 10g
 Windows 2003
 Changes involved
 Change of Operating System Unix -> Linux
 Oracle Upgrade 9i -> 10g
 Double step Application Upgrade – FSCM Version
8.0 -> 8.9 -> 9.0
 People Tools Upgrade 8.19 -> 8.48
 Hardware Design
Windows 2003 Server 1
(HQAPP11)

PSNT

FSPRD9
LINUX HQAPP05 Application Server
(Production) WebServer
Process Scheduler PSUNX
Win File Server V:

2 CPU
10 GB RAM
200 GB HARD DISK
Windows 2003 Server 2
(Wolfdev01)

PSNT
FSDEV9
LINUX WOLFDEV03 FSCAT9
Dev/Test Application Server
WebServer
Process Scheduler PSUNX
Win File Server V:

2 CPU
10 GB RAM
300 GB HARD DISK

Windows 2003 Server 3

(CUBA)

PSNT
FSTRN9
FSDMO9
LINUX WOLFDEV05 Application Server
Training WebServer
Process Scheduler PSUNX
Win File Server V:

2 CPU
10 GB RAM
300 GB HARD DISK
 Installing the DEMO version
COBOL compiler
Demo 8.9 / PeopleTools 8.48
Demo 9 / PeopleTools 8.48
 Fit-Gap analysis
Identification of new processes
Identification of the customizations replaced by the new
version
Identification of the customizations to be reapplied
Data that need to be converted
Identify needs for the security change
 Upgrade Process
Production
App 8.03
Tools 8.19 FSDEV9 Gold
App Upgrade 8.9
FSSRC89
(preserve
operator ids,
queries,
trees)

Tools
COP1 Upgrade App 9.0
App 8.03 App 8.9
App 8.03 Tools 8.48
Tools 8.48 Tools 8.48
Tools 8.19
 Process for moving customizations

Moving Customizations

FSPRD9 Maintain all adjusted

(Current Development Environment customizations and
permission list changes in
a project.

Projects with adjusted customizations and permission lists

FSCAT9
(Current Test Environment

Projects with adjusted customizations and permission lists

FSDEV9
(Gold Database)
 Working environments
 FSDMO89 Demo application version 8.9
 FSDMO9 Demo application version 9.0
 FSSRC89 Source database for version 8.9 application
upgrade
 FSDEV9 Source database for version 9.0 application
upgrade
 FSPRD9 current development database
 FSCAT9 database for testing by functional team, Stress
testing, User acceptance testing, source database for final
upgrade
 FSTRN9 Training database
 FSCAT8 – Database for data validation during UAT
 Test Moves
Testmoves validate data conversion, timing, and tasks
needed to implement new version.
Help to estimate the time needed for the final Move To
Production (MTP).
Improve the skills of the resources involved.
 Re-implementation of the Customizations
10 major customizations (screens, records, people-code,
etc.)
500 Peoplesoft objects affected
Many custom delivered reports, queries
Heavy changes in the Peoplesoft delivered data model
Re-customization versus re-development to be considered
on an individual basis
 Security
 Operator ids will be carried forward from production. This
will work as long as we do not rename permission lists and
roles.
 Queries and trees will be carried forward from production
 Moving of permission lists need to be tested to check if
component interface related changes are migrated properly
from one database to another. All Region of Peel permission
lists to be copied from FSPRD9 in a project.
 Changes to queries made in upgrade environment need to
be included in projects.
 #1 Test Move to Production

 Fine Tune upgrade scripts

 Mid February
 Fix data conversion issues reported in earlier test moves
 Provide time estimates for upgrade process
 Confirm process for preserving security
 FSTRN9 is target database
 FSSRC89 is source database for application version 8.9 upgrade
 FSDEV9 is source database for application version 9.0 upgrade
 #2 Test Move to Production
 Bring latest production data for user acceptance testing
 Two weeks prior to user acceptance testing
 Fix data conversion issues reported in #1 test move
 Confirm time estimates for upgrade process
 Confirm process for preserving security
 FSCAT9 is target database
 FSSRC89 is source database for application version 8.9 upgrade
 FSDEV9 is source database for application version 9.0 upgrade
 #3 Test Move to Production (Dry Run)
 2 weeks prior to final upgrade
 Fix data conversion issues reported in #2 test move
 Confirm time estimates for upgrade process
 Confirm process for preserving security
 FSPRD9 is target database
 FSSRC89 is source database for application version 8.9
upgrade
 FSCAT9 is source database for application version 9.0
upgrade
 Simulation of the final MTP
 Final tune-up of the scripts
 Final estimation of the time
 Final changes to the upgrade documentation
 Performance/Stress Testing
Halfa day test with 15 users at 150 CPD training room in
FSCAT9
One week prior to user acceptance testing
Performance tuning done based on results of stress testing
 User Acceptance Testing
Performed by Subject Matter Experts (A/P, GL, Purchasing)
Supervised by Finance Systems Development and Support
Supported by IT – Business Solutions
Timeframe: April 10, 2008 – May 2, 2008
 Training
Methods:
Train the trainer (by FSDS)
Train the SMEs (in class training)
In-class training (by trained SMEs)
Video training (using Camtasia Studio 4, video files
developed by FSDS, Demo)
 Final Move To Production
FSPRD9 is target database
FSSRC89 is source database for application version 8.9
upgrade
FSCAT9 is source database for application version 9.0
upgrade
 New version release
Communicated various ways (Intranet, e-mail)
Done on time
Extra buffer planned for unexpected issues
Production has been shut down the previous day evening
 Post Implementation Support
Providedby FSDS and IT
Scheduled for 2 weeks after MTP
 Documentation
Business case, Project Charter and High level plan
developed up front
“Document everything as you go” approach used
Central Issue Log file created and shared
Log file updated regularly and review weekly by the core
team
All the modifications documented with the source code also
 Experienced Issues
Performance issues (hints, tune-up, etc. needed to fix)
Data conversion issues (data not converted by upgrade)
WebLogic Issues
Infrastructure issues related to Linux (Customer connection
does not have info about LINUX environment)
People-Code changed significantly between version 8.19
and 8.48
The re-customization took more time due to the complexity
 What have worked well
Good team work (Functional, Technical)
Good dedicated DBA
High level of functional skills
Good in-house technical skills
Committed SMEs
Quickly accommodated new tools like Camtasia
Support by the Sponsor/Stake holders
Training managed using Peoplesoft HRMS
 Lessons learned
Plan and hire human resources in advance
Use hiring agencies
Make the test scripts (UAT) tailored for the functional people
(SMEs)
Test, test and test again
Never assume anything
Celebrate the success as you go (Upgrade is a long journey)
 Post implementation review
1– 2 months after MTP
Focus on what could be done better
Questions and Answers
Thank you