UPR Oracle EBusiness Suite Implementation

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UPR Oracle E-Business Suite Implementation

• Steering Committee Presentation

April 11, 2005
Exeter Team
Jonathan Kutchins Jason Shaffner Phil Cifarelli
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Objectives for Todays Presentation

• Review the progress of the project
• Review financial condition of the project
• Discuss issues that warrant the Committees
  attention
• Look ahead to this quarters activities

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PATSI Progress Assessment 1st Quarter Highlights

• Overall the project is proceeding exceedingly
  well to date
• Undergraduate Admissions is on track for its
  September 1st go-live
• SWS/PSP is on schedule for the institutional
  course catalog to be in place by late summer
  (exact date TBD)
• Financials mini-phase addressing chart of account
  re-design finished under budget allowing the
  project team to
• Begin the Financials implementation this month
• Do some preliminary work in Enrollment Records
  starting in May
• First round of campus visits is almost complete
  (two remaining) excellent feedback received

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PATSI Progress Assessment 1st Quarter
Highlights (cont)

• Key elements of the communications plan have been
  enacted
• PATSI web site has been working very well and is
  proving very popular
• First quarterly newsletter finished and ready for
  distribution
• Exeter has added two Spanish-speaking resources
  to its team with more to come
• Oracle Development instance is up and running
• Modified goals of HR mini-phase addressing
  organizational structure from verifying structure
  to coaching HR team on process mapping and
  redesign/standardization.
• Organizational structure information gathered
  will be validated during SWS/PSP and Financials
  configuration efforts.
• Exeter will assist the UPR HR team with process
  mapping and redesign/standardization efforts.

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Current Issues Warranting the Committees
Attention

• Oracle On Demand arrangement not in place yet
• Oracle support and license issues
• Office space for project team
• Allocation of UPR staff to the project
• Need for on-going attention to project-related
  human resource issues

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Discussion of the Issues

• Oracle On Demand arrangement not in place yet
• Significance Lack of resolution has potential
  to negatively impact the project plan by delaying
  the preparation of the technical infrastructure
• Possible Course of Action Expedite On Demand
  contract negotiation execution.
• Resolution of On Demand contract needed by April
  15, 2005.
• Critical Dependency Since On Demand is expected
  to be a 1-year solution, it is critical that
  servers and related hardware for the in-house
  production system be ordered soon to ensure
  timely delivery and provide adequate time for set
  up and training. The hardware order should be
  placed by May 31, 2005. It is also important to
  project a target date when the production
  instance will move back in-house, so migration
  plans can be developed to ensure a smooth
  transition.

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Discussion of the Issues (cont)

• Oracle support and license issues
• Significance University needs to...
• Maintain support to ensure project stays on
  trackUniversity is currently behind on payments
  to Oracle
• Renew support for current licenses by May 20,
  2005 and
• Ascertain whether there are enough licenses for
  all eventual users of the system.
• Possible Courses of Action
• Bring account with Oracle current
• Process renewal on a timely basis and
• Complete in-house user census currently
  in-progress, compare to current licenses owned,
  and work with Oracle to resolve shortages
• Resolution needed by April 30, 2005

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Discussion of the Issues (cont)

• Office space for project team
• Significance Project will not proceed
  effectively without adequate space for the team.
  Ideally the location should be spacious enough
  for centralization of Exeter staff, full time UPR
  resources (e.g. UPR Project Manager), and
  testing.
• Possible Course of Action Exeter has presented a
  space requirements document to UPR Project
  Manager- University needs to determine how to
  allocate space. As the University considers how
  to meet this requirement, it might wish to
  consider renting space. Other Universities have
  done this successfully for their ERP projects.
• Resolution needed by May 31, 2005

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Discussion of the Issues (cont)

• Allocation of UPR staff to the project
• Significance Two dimensions to this issue
• Technical staff at campuses are becoming
  overextended as more modules begin
  implementation and
• Lack of depth on smaller campuses (e.g. one
  Payroll person at Humacao) presents a dilemma as
  to how they will assist with system
  implementation, do their current job, and learn
  to use the new system
• Possible Course of Action
• Divide conquer by regionalizing campus-based
  technical resources to be responsible for one or
  two sub-modules as opposed to all sub-modules
  and
• Find a means to back fill key resources at the
  campuses to allow them time to work on the
  project
• Resolution needed by June 30, 2005

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Discussion of the Issues (cont)

• Need for on-going attention to project related
  human resource issues
• Significance General observations and feedback
  received from campus visits suggest formal time
  and attention needs to be devoted to
• Reallocation of duties among centralized and
  campus-based technical resources and
• Working with functional users over the life of
  the project to help them through the transition
  to the new system, especially with respect to the
  new responsibilities theyll be taking on as a
  result of the system (i.e. in Oracle functional
  users bear greater responsibility for IT
  processes and reporting)
• Possible Course of Action In addition to the
  work currently underway with the unions to change
  job descriptions, the University might consider
  appointing someone to oversee human resource
  issues for the project on a half-time or
  full-time basis and charge that person with the
  development of a transition plan.
• Such activities are recommended to be ongoing for
  the life of the project and into post go-live.

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Current Quarters (Quarter ending June 30, 2005)
Planned Activities

• Proceed with Undergraduate Admissions
  implementation
• Proceed with SWS/PSP implementation
• Begin Financials implementation
• Undertake preliminary work for Enrollment and
  Records implementation
• Assist UPR HR team with process mapping and
  redesign/standardization
• Bring Oracle training instance up (contingent
  upon receipt of servers)
• Configure Oracle On Demand test instance
  (contingent upon execution of On Demand contract)

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If you would like more information at any time,
please do not hesitate to contact us.Jason
Shaffner JShaffner_at_exeter.com Phil
Cifarelli PCifarelli_at_exeter.com Please
visit the project web site at http//patsi.upr.
edu
Questions?