UNIVERSITY OF PRETORIA

1
UNIVERSITY OF PRETORIA Systems Renewal Status
Update 9 September 2009 0800 0930
2
Objectives of this presentation

• Current status and future activities
• Questions Discussions
• Announcements

3
1. Systems RenewalCurrent Status Future
Activities
4
Financial and Supply Chain Management (FSC)Prof
Quintus Vorster
PeopleSoft
5
Agenda

• General Ledger
• Asset Management
• Procurement
• Accounts payable
• Commitment control, budgets
• AR, Billing
• Student Financials
• Claims, Advances, Stores, Job cards
• Management Information
• Training
• Smart security

6
General Ledger

• Integration Unikom to PS PS to Unikom (AR/BI)
  working smoothly, daily recon reports
• Issues
• VAT calculations on PS journals
• PS Journals do not integrate to existing donor
  system

6
7
Asset Management

• Setup configured in production
• Data conversion in progress
• Conversion of room locations
• Commodity codes
• Loading of test data
• Testing in progress, also training of staff
• Testing AM security design and roles
• Red flag integration with PO and AP

7
8
Procurement

• Design workshops completed
• BEE configuration in progress
• Some issues
• Vendor adresses not all available
• E-procurement (test environment) not functioning
• Workflow i.r.o. PO approvals not active

8
9
Accounts payable

• Design workshops completed
• Started with configuration in production
• Foreign vendors upload almost completed
• Cleanup on stores data almost completed
• PO data cleanup
• Status 4 no issues
• Status 5 no issues
• Status 6 some issues
• Status 2 some issues
• Four staff members already involved in testing

9
10
Accounts payable - outstanding

• VAT setup time consuming to capture vouchers,
  delay development of UPK
• Identify user preferences
• VAT not setup correctly for foreign vendors
• Setup of EFT and cheque payments

10
11
Commitment control and budgets

• Completed and in process define, setup and test
• Ledgers and group ledgers
• Period calendars
• Budget chart fields
• Define translation trees for budget chart fields

11
12
Commitment control and budgets

• To be completed
• Further testing of commitment check on balances
  of actual revenue less expenditure and
  encumbrances on a cost centre, where budgets not
  applicable
• Design workshop and design workbook

12
13
AR Billing

• Accounts receivables (General) live from 1 June
  2009
• Accounts receivables live from 1 September 2009
• Student RAG
• Tuks FM
• SRC
• Perdeby
• Student culture
• Student administration

13
14
Student Financials

• 26 Customisations, 5 completed
• Currently testing 5 completed
• Next 9 Planned for completion end September
• Data conversion i.r.o account balances, loans and
  deposits completed, currently being tested
• Waiting for student records to be converted to
  start testing tuition fee calculation
• Risk Customisations not completed in time

14
15
Student Financials NSFAS

• NSFAS process being developed
• Waiting for student information to be converted
  and equations written to test merit and other
  bursary awards.
• Risk Too little time for testing

15
16
Claims, Advances and Stores

• CA (interim Unikom) Integration with HR no
  commitment control, only fund check for interim
  period
• Unikom stores system
• Replenishment of stock through PS PO
• Receipt of goods in PS
• Integration to Unikom stores
• Issuing in Unikom (Unikom requisition)
• No commitment control, only funds check
• Integration to PS

16
17
Jobcards investigation

• Unikom Taakkaart system
• Taakkaart PO in Unikom, commitment control
• Capture invoices in Unikom, liquidate Commitments
• Integration to PS, invoices as approved vouchers
• Payment in PS

17
18
Management Reports

• 61 Reports identified
• Four categories
• Critical, before go live (19)
• Important, post go live, year end (9)
• Non-critical next year (13)
• Scrapped, vanilla (20)
• 9 of critical reports already developed, 1 in
  testing

18
19
Training

• Power users 14 September to 25 September 2009
• End users 28 September to 13 November 2009
• Training on the Test environment
• Classroom based training UPKs integrated in
  training

19
20
Smart Security

• Currently being configured
• Risk, if not completed in time

20
21
Human Capital Management (HCM)Mr Paul Krige
PeopleSoft
22
Human Capital Management (HCM)

• COMPLETED since previous report
• PayConnect
• Parallel runs on July salary and claims payrolls.
  
• Administer Workforce
• Testing on hiring, employee maintenance,
  terminations and student appointments.
• E-Recruitment
• Testing the recruitment process
• Leave
• Testing to leave process
• Position Budgeting and Commitment Accounting
• Some progress not completed.
• Data conversion
• Person, Job, Salary plans and grades, Position
  data, PayConnect and Leave
• Training
• Training schedules completed and communicated to
  participants

23
Human Capital Management (HCM)

• In Progress
• PayConnect
• Parallel runs on August salary and claims
  payrolls.
• Administer Workforce
• UAT testing on hiring, employee maintenance,
  terminations and student appointments.
• E-Recruitment
• UAT testing of the recruitment process
• Leave
• UAT testing of leave
• Position Management and Commitment Accounting
• Configuration
• Data conversion
• Benefits
• Training
• Development of training material
• Change Management
• Communication to all HR staff re training and
  go-live
• Communication to all UP staff re HR go-live
  arrangements and the shutdown of GMHS.

24
Human Capital Management (HCM)

• Next Steps
• PayConnect
• Parallel runs on September salary and claims
  payrolls.
• DIFFICULTY BALANCING DUE TO REMUNERATION BOX TAX
  BALANCE ADJUSTMENTS.
• DELAYS IN PROCESSING RUNS DUE TO THESE BALANCE
  ADJUSTMENTS.
• Administer Workforce
• Sign-off on hiring, employee maintenance,
  terminations, student appointments and claims
• UNSCHEDULED DEVELOPMENT ARISING FROM TESTING
• E-Recruitment
• Sign-off the recruitment process
• Leave
• Sign-off on leave
• Position Management and Commitment Accounting
• Reports
• Equity and PayConnect
• Integration
• Fleet Management, Parking, Performance
  Management, ID Management.
• Training
• Training schedules complete and communicated to
  participants

25
Campus Solutions (CS)Mr Johan Haumann
PeopleSoft
26
Campus Solutions (CS)

• Modules in the CAMPUS PRODUCTION environment
• External Organizations (Schools data needed for
  CRM)
• Modules in CAMPUS TEST environment
• Academic Structures
• Programme and Plans
• Campus Community
• 64,000 Students person and person other
  records are loaded
• User Acceptance Testing completed
• Student Records
• The Scheduling of Classes from 1930 to 2009 has
  been loaded.
• 210 Students academic records were converted
  from Legacy to PeopleSoft

27
Campus Solutions (CS)

• Modules in CAMPUS Test environment (cont)
• Student Financials
• Students accounts has been converted from Legacy
  to PS
• User acceptance testing is under way
• Student Financial Aid
• Three customizations are ready for user
  acceptance testing
• Other Module Status
• Admissions
• The Registrar approved that applications for 2011
  will still be done in Legacy and then from a
  later date in 2010 all applications will be
  handled in PeopleSoft

28
Campus Solutions (CS)

• Pending
• All approved customizations are in progress
• Configuration of Self Service (Students and
  Staff)
• Residence Management System
• Integration
• Availability of UP Resources

29
Customer Relationship Management (CRM)Ms M
Wheeler
PeopleSoft
30
Customer Relationship Management (CRM)

• COMPLETED since previous report
• User acceptance testing
• Outbox visit to SA to help with support and
  outstanding issues 85 resolution of issues
  achieved during the week visit
• Demo to interested stakeholders
• Apropos / PS CRM integration developed and tested
• UPK Know-it mode completed by CSC staff
• Tracking of scores

31
Customer Relationship Management (CRM)

• In Progress
• Setup label printers (Outbox)
• Get unique numbering testing phase
• Data Loading
• Last few outstanding UAT issues (Outbox) 
• Migration of objects / configurations to
  Production environment

32
Customer Relationship Management (CRM)

• Next Steps
• GO-LIVE
• Roll out to the rest of UP

33
Oracle Enterprise Content Management (ECM)Mr
André Kleynhans
34
Oracle Enterprise Content Management (ECM)

• Activities recently completed
• The proposed Security model design has been
  successfully implemented in Dev.

35
Oracle Enterprise Content Management (ECM)

• Activities currently in progress
• Testing of the security model
• Development of automatic rerouting should
  gatekeeper not be available.
• Investigate options regarding clustering as part
  of the software architecture
• Awaiting response from Oracle regarding
  validation of software architecture
• Reviewing the proposed meta data model

36
Oracle Enterprise Content Management (ECM)

• Planned next steps (short term)
• Finalise testing of security model.
• Obtain validation feedback from Oracle regarding
  software architecture.
• Finalise meta data model.
• Planning for implementation of the Archive
  project.
• Planning for implementation of Intra Web
  projects.

37
Server Administration TeamMr Mike Coetzee
38
Server Administration Team

• COMPLETED since previous report
• Upgrades ordered for the IBM Intel (X-Series)
  Servers to cater for additional VMs implemented
  on Saturday 5th September
• Storage (SAN and Cartridge) upgrades approved,
  and orders placed. Initial unit (27TB) to be
  delivered on Tuesday 8th September, with upgrade
  to 43TB expected by end of next week.
  Installation and configuration still to be
  planned and completed.
• Further RAM and CPU upgrades ordered for the P570
  servers to cater for Application and Database
  LPAR requirements
• Further IBM Intel servers ordered to cater for
  additional VM requirements across the various
  System Renewal Application environments
• Trevor and Stefan completed the second course in
  the IBM AIX series of training courses

39
Server Administration Team

• In Progress
• Ongoing work on input to the DR (Disaster
  Recovery) planning for the System Renewal
  environment
• Continuation of fine tuning performance measuring
  and monitoring of the server environments
• Updating of operational documentation (Standards,
  Procedures, etc,) relating to the implemented
  hardware / software
• Review of current Oracle VM implementation and
  existing VMs, and prioritization of creation of
  remaining required VMs
• Planning for Storage upgrades and new storage
  solution

40
Server Administration Team

• Next Steps
• Implementation of P-Series server upgrades
• Allocation of additional RAM to PeopleSoft DEV
  and TST application and database LPARs on the
  first P570 server
• Allocation of additional CPU/RAM to the PRD
  database LPARs on the second P570 server
• Finalization of Oracle VM implementation and
  configuration of upgraded and additional X-Series
  servers
• Implementation of required additional VMs
• Finalization of planning for Storage upgrades and
  new storage solution
• Continuation of requisite AIX and associated
  training

41
Database and Integration SupportMs Estie Steyl
42
Database and Integration Support

• COMPLETED since previous report
• Compilation of Production components to be
  monitored through Grid Control
• Data Refreshes
• PSHCM from Production to Training
• EPM Training and Production, from Development
• PS Campus from Test to Development
• Implementation of database links for UPK
  Production reporting from Financials
• Assisting with EPM setup and connectivity
• Recreating Web Content Management Development
  database

43
Database and Integration Support

• COMPLETED since previous report (continued)
• Split of the Production EPM environment from the
  normal PeopleSoft Production environment
• Investigation and follow-up on dormant Java
  processes on Test environment
• Supplied database disk space growth statistics

44
Application Support (PeopleSoft)

• COMPLETED since previous report
• Installations and Upgrades
• Re-installed EPM Test with MP 6
• Upgrade of Campus Demo and Training with MP 6 and
  7 and Bundles 12 and 13 (had to fix Integration
  configuration problems on Campus Training before
  upgrade could be done)
• Ascentials on DEV and Training AIX servers
• Moved the EPM Test environment to Dev
• Campus Prod went live
• Configured CRM Prod to use LDAP

45
Application Support (PeopleSoft)

• COMPLETED since previous report (continued)
• Re-configured CRM Test and Prod after the copy of
  CRM DEV to these environments
• Configured All CRM environments to load
  attachments to the designated ftp area on the AIX
  servers
• Usage Tracking configured and 5000 plus userids
  loaded into Usage Tracking with unique passwords
• Configured HCM Training after HCM prod was copied
  to HCM Training
• Re-configured Campus Training after Campus Test
  was copied to Campus Training

46
Database and Integration Support

• In Progress
• Ongoing actions with regard to monitoring and
  alerts (via SMS/email) on all Production
  components
• Investigation into backup tape cycles and offsite
  storage procedures
• Split of the Development and Test EPM
  environments from the normal PeopleSoft
  Development and Test environments
• Ongoing assistance to Auditors with regard to
  additional system information required
• Ongoing support to Integration team with regard
  to problems, new services etc

47
Application Support (PeopleSoft)

• In Progress
• Prepare CRM for go live
• Assistance with info needed for EPM/Ascentials
  setup
• Installation of Ascentials and Datastage on AIX
  Production servers
• Complete EPM Training configuration
• Investigations
• PS setup to use label printers at CSC, Dispatch
  for PS CRM
• Performance issues on PS applications

48
Application Support (PeopleSoft)

• In Progress (continued)
• Re-create indexes on all PS applications
• Ongoing tasks
• Publishing new UPK content
• Move of projects into Campus Prod and Financials
  Prod
• Daily clean up of traces/log files on request
• Running and distributing DDDAUDIT and SYSAUDIT
  reports to ensure system stability and
  availability

49
Application Support (PeopleSoft)

• In Progress (continued)
• Ongoing tasks
• Assist Developers with investigations when
  development processes experience problems in PS
  applications
• Assist Developers with bouncing PS Appservers,
  Web servers and Process Schedulers and clearing
  application specific cache on request
• Assist new developers with access problems on
  servers

50
Database, Integration and Application Support

• Next Steps
• Monthly reporting on all Production databases
• Creation of additional database environments on
  request
• Decide on next Campus Environment to be upgraded
  and configure that for Change Assistant
• Investigate Financials upgrade requirements
• Complete printer setup for all CRM environments
• Obtain handover knowledge from Scott regarding
  EPM setup
• Investigate fax-server setup for Procurement for
  Pos
• More ongoing support for problems, new
  initiatives, etc..

51
MiddlewareMs Mariette Nordier
52
System Integration Project

• Opening remarks
• The focus for integration work was
• Consolidate person records, assigning a Unique
  Person Number
• Align above initiative with integration required
  for PS CRM

53
System Integration Consolidate person records,
assigning a Unique Person Number
54
System Integration PS CRM integration
55
System Integration

• In Progress
• - PS CS student biographical and student academic
  data to ClickUP and VCA. This data will also be
  used for displaying navigation links for student
  sign-on to ClickUP
• Next
• Central GetPerson record Service
• Parking system queries PS Campus and PS HCM
• PS FIN Stores
• SMS systemss personnel record requirement

56
Identity Management Project

• Completed
• Agreement on Directory Strategy future vision
  to plan towards.
• In progress
• Interim planning for addressing user
  requirements
• Extented user authentication requirement (ECM,
  WebCenter, PeopleSoft) on authentication
• Central person record source for addressing
  service of GetPersonRecord
• Integration for adding and update person records
• Next
• Implement what is planned Jan 2010

57
WebCenter project

• In progress
• - WebCenter install on DEV server.
• - Investigation on WebCenter Spaces functionality
• - WebCenter portal development Personnel Portal
  Student Portal

58
WebCenter project Portal
59
WebCenter project Personnel Portal
60
WebCenter project Student Portal
61
WebCenter project

• Single user point of entry.
• Portlets for various Application (PS, Java, ext),
  Intranet, Mail, ext
• Next
• Install WebCenter Test and Production
  environments
• Performance testing

62
2. Questions Discussion
63
3. Announcements