Oracle Cloud Implementation

Project Kick Off

Jan 22nd 2018

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 Background

Client Inc is currently managing its business with a dated deployment of Oracle EBS. The system has not been
upgraded in many years and includes coordination of many manual processes, unnecessary integrations and
extensions. Client Inc is looking at the modern Oracle ERP Cloud to address their needs in the areas of:
• Usability: The current version of EBS includes several coordinated manual processes that are cumbersome for Finance
users and functions take longer to execute due to lack of automation and ease of use.
• Reporting: Client Inc lacks the self-service reporting capability causing bottlenecks in sharing of information and leads to
business decision inefficiencies.
• Financials Management: Client Inc recognizes opportunity to improve and leverage best practice business processes to
improve the management of the organization.
• Client Inc is in the process of looking to a SaaS model to lower overall operational costs. A move to a new HQ facility will
limit the Data Center capabilities for on premise applications and Oracle Cloud will remove unnecessary HW and
operational overhead.

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 Vision of the Future

• Migrate to a modern web platform

• Stay current as the platform changes
• Update accounting practices to align with Best Practices
• Leverage application workflow to eliminate manual processes
• Take advantage of improved web application functionality

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 Agenda

• Project Guiding Principles

• Project Scope
• Team Members / Roles / Responsibilities
• Timeline
• Project Governance and Success Criteria
• Next steps
• Q&A

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 Project Guiding Principles

• View this project as a business transformation initiative, not as a technology upgrade

project
• Make decisions in the context that they support and align with overall business strategy
• Start with Modern Best Practices versus current processes
• Strive for “zero” customizations to the Oracle Cloud Fusion platform
• Use innovative thinking to solve identified issues
• Investment needs to be balanced, cost increases need to be offset by savings

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 Project Scope
Oracle Cloud ERP Modules

• General Ledger
• Payables (incl. Invoice Imaging)
• Receivables
Cloud Financials • Fixed Assets
• Cash Management
• Tax – Sales and Use
Fusion WebCenter Forms
Image Scanning Recognition & Automated
Invoice Processing

Expenses • Fusion expenses

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 Project Scope
Cloud ERP Reporting

• Financial Reporting Studio (FRS)

• Financial Reporting Center
• SMARTVIEW
Standard
• File Based Data Integration (FBDI)
• Desktop Integration with Excel and other
Office applications(ADFDI)
• AP Checks (MICR) on Blank Check Stock
Documents • Purchase Order
• AR Invoice (Including Credit Memo)

Transactional Business • Transactional BI for Financials

Intelligence (OTBI)

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 Project Scope
Technical – Data Conversion, Interfaces

• Vendor Master
• GL Balances
• Customer Master (excluding
• Fixed Assets
Master Data Patients) - Manual Transactional Data • Open AP Balances
• Employee Master
• Open AR Balances
• Organizations

• Transmission setup for ACH, Positive Pay

and Bank Reconciliation (Chase, RBC,
BofA, Wells Fargo, BB&T)
• Inbound Accounts Receivable
• American Express Credit Card Expenses Invoices from Insurance Company
Interface • Inbound Customer file from
Interfaces • Inbound employee Interface (ADP) Interfaces Pharmacy system
• Inbound Journal entries from multiple • Outbound General Ledger file to
systems OBIA
• Outbound COA values & hierarchies
• Vendor file to Provider Trust
• Inbound Accounts Receivable invoices
from Pharmacy system

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Project Team Members – Roles / Responsibilities

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Copyright
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Your Imc
DA Systems. All rights reserved.
 Project Organization
Roles and Responsibilities (1 of 2)
Executive Sponsor Steering Committee
 Spread the vision  Empower project and core team
 Advocate the project  Define & prioritize objectives
 Provide encouragement  Conduct regular review meetings
 Allocate & provide resources  Allocate budget & resources
 Attend steering committee meetings  Approve policy decisions
 Clear road-blocks and dispute  Provide direction, dispute resolution,
resolution resource allocation
10
Client Inc Project Manager
 Co-Maintain and manage project plan
 Maintain open issues
 Manage communications
 Identify problems early
 Assist with core team meetings and
Attend Steering Committee meetings
 Coordinate Training Schedules
Your Imc Project Manager
 Implementation Planning
 Resource Planning
 Manage Project Plan
 Facilitate Project Tasks
 Manage project meetings
 Attend Steering Committee meetings
 Prepare project schedules
 Hold project status meetings
 Manage project team members
 Manage project deliverables
Copyright © 2016, Your Imc Systems. All rights reserved.
 Project Organization
Roles and Responsibilities (2 of 2)

Client Inc Core/Extended

Team
 Attend module design meetings
 Execute plan
 Lead functional process
 Identify issues
 Review and sign off on design
 Specify/draft report requirements
 Attend issues/status meetings
 Create test scripts / business
scenarios / conduct testing
 Develop End-User training schedule
 Assist/Train End-Users
 Aligning solution functionality with
Client Inc business needs
Your Imc Functional Team
 Analyze business requirements
 Provide application consulting
 Prepare use case documents
 Gap analysis / propose solutions
 Specify data conversion requirements
 Conduct functional meetings
 Document meeting minutes
 Coordinate Interfaces with Your Imc
technical team
 Conduct Core Team training
 Attend issues meetings
 Review / Resolve open issues
 Manage SR’s with Oracle
Client Inc IT Team
 Assist Core team in supporting
interface design, and custom reports
 Assist Core team and Your Imc with
user role provisioning, system
administration, conversion, email,
scanning, workflow, customizations,
infrastructure
 Develops upstream and most down
stream interfaces from and to external
systems based on interface design
Your Imc Technical Team
 Develop Conversion / Interface and
Report design
 Assist functional team in design
estimates
 Implement & test technical objects in
scope
 Assist with development of user
defined reports
 Advisory support to Client Inc IT on
infrastructure

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 Next Steps
• Participate in System Walk-through sessions in Fusion by Module ( Refer weekly schedule)

• Review Future process flows (Record to review, Payables, Fixed Assets, Receivables, Expenses)

• Participate in Requirements gathering session by module

• Provide detailed Project Plan

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Appendix

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Your Imc: Best Practices Cloud Implementation
Methodology Conference Room Conference Room
Formation Design Config / CRP Pilots EUT/ Go-Live
Migrate Set-ups to Production
Setup non-PROD (Dev or Test) Conduct CRP 2 Testing
Identify Core Team Validate Requirements from final staging using FSM
Instance w/Customer Team
Tool

Conduct Design
Engage with Oracle Success Functional and Process
Sessions / Identify any Product Resolve any Issues from Testing Continue End User Training
Manager Validation with Customer
Gaps

Final Data Conversion

Initiate and Provisioning with Business Process Data Conversion Loads and
Conduct CRP of Key Scenarios Loads / Interfaces
Oracle/Customer Mappings Validation by Customer
To Production

Define and Prep

Team Roster Initiate Core Team Your Imc updates Setups as
Data Conversion Finalize Post Go-Live Plan
Project Plan Created Training/Creates Test Scripts required
Source

Initiate Data
Rolling Two Week Schedule Conversion/Interface Customer Review of CRP Test Readiness Review & Cutover
Reviewed with Customer CRP 2 Test Plan Plan Daily Plan
Development

Finalize Project Plan Complete all custom

Finalize CRP Test Plan Cutover to Cloud ERP
& Kickoff Meeting development and conversions

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 Design Requirements Meetings Plan
Mon Tues Wed Thurs Fri

08 09 10 11 1030
1030 AM-1230
AM-1230 PM
PM
Current landscape
12
0900
0900 AM-0500
AM-0500 PM
PM
overview
overview Config
Config matrix,
matrix, meet
meet
Project
Project start
start 130
130 PM
PM –– 300
300 PM
PM
minutes,
minutes, prep
prep for
for
Customer
Customer Master
Master and
and next
next week
week
Supplier
Supplier Master
Master
Interface
Interface

15 16 0930
0930 AM-1200
AM-1200 PM
PM 17 18 0930
0930 AM-1200
AM-1200 PM
PM
19 0900
0900 AM-1200
AM-1200 PM
PM
Current CoA, Report 0930
0930 AM-1200
AM-1200 PM
PM CVR,
CVR, Security,
Security, GL
GL bal
bal Invoice
Invoice to
to pay,
pay, Weekly Status Call on
Structures overview Cloud ERP demo
100
Vs Essbase Workflow approval Wed at 11am AM EST
100 PM
PM –– 300
300 PM 100
100 PM
PM –– 300
300 PM
January - February

PM PM 100
Enterprise structures, Enterprise structures 100 PM
PM –– 300
300 PM
PM 100
100 PM
PM –– 300
300 PM
PM
Intercompany Enterprise strucs - 2
CoA
CoA

22 1000
1000 AM-1100
AM-1100 PM
Project
PM
Project kick-off
kick-off
23 0930
0930 AM-1200
AM-1200 PM
PM 24 0930
0930 AM-1200
CM
AM-1200 PM
CM Bank
PM
Bank accounts,
accounts,
25 0930
0930 AM-1200
AM-1200 PM
PM 26
1100
1100 AM
AM –– 1200
1200 PM
PM
AR invoicing, credit Receipt of Assets, 0900
0900 AM-0500
AM-0500 PM
PM
Pay doc assignments,
Invoice
Invoice to
to pay,
pay, Workflow
Workflow memos
memos Assets
Assets to
to Depre
Depre -- 1
1 Config
Config matrix,
matrix, meet
meet
Reconciliations
approval
approval 130
130 PM
PM –– 400
400 PM
PM 130
130 PM
PM –– 300
300 PM
PM minutes, prep for
1330
1330 AM
AM –– 0400
0400 PM
130
130 PM
PM –– 400
400 PM
PM
PM Banks,
Banks, Receipts,
Receipts, Cust
Cust Receipt
Receipt of
of Assets,
Assets, next week
Invoice
Invoice to
to pay,
pay, 1099,
1099, Imaging
Imaging Finalize CoA, Ent
payments
payments Assets
Assets to
to Depre
Depre -- 2
2
Strucs

29 0930
0930 AM-1200
AM-1200 PM
PM 30 0930
0930 AM-1200
AM-1200 PM
PM
31 01 02
Employee
Employee expenses,
expenses, 0930 0900
0900 AM-0500
AM-0500 PM
PM
Customer master 0930 AM-1200
AM-1200 PM
PM 0930
0930 AM-1200
AM-1200 PM
PM
Cr card statements Bank I/Fs, ACH, Config matrix, meet
130
130 PM
PM –– 300
300 PM
PM data,
data, open
open AR
AR conver
conver OTBI,
OTBI, FRS,
FRS, FRC
FRC
Recon minutes, prep for
Vendor
Vendor master
master data
data 130
130 PM
PM –– 300
300 PM
PM reports demo
next
next week
week
conversion/ GL balances
conversion/ Open
Open AP
AP
0930 0930
0930 AM-1200
AM-1200 PM
PM
0930 AM-1200
AM-1200 PM
PM 0930
0930 AM-1200
AM-1200 PM
PM 0930
0930 AM-1200
AM-1200 PM
PM
05 Bank
Bank I/Fs,
I/Fs, ACH,
ACH, 06 Outbound
Outbound GLGL to
to IBIA,
IBIA, 07 Review/confirm GL 08 Review/confirm
Review/confirm
Assets/CM config
09 0900
Recon third 0900 AM-0500
AM-0500 PM
PM
Recon third parties
parties config
config matrix
matrix
130 matrix Config matrix, meet
130 PM
PM –– 400
400 PM
PM 130
130 PM
PM –– 400
400 PM
PM 130
130 PM
PM –– 400
400 PM
PM
Outbound 130
130 PM
PM –– 400
400 PM
PM minutes, prep for
Outbound –– CoA
CoA Inbound
Inbound –– cust
cust file
file Review/confirm
Review/confirm Review/confirm
Payables Review/confirm next
next week
values/hierarchies, from Pharmacy, AR Payables // Expenses
Expenses Receivables
week
config Receivables config
config
ADP inbound emp, inv from Pharmacy / config matrix
matrix matrix
matrix
labour
labour hours,
hours, payroll
payroll Insurance
Insurance

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Q&A

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