Consolidating Six Oracle Fixed Asset Systems into One Instance

1
Consolidating Six Oracle Fixed Asset Systems into
One Instance

• Rob Colten
• Motorola

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Introduction

• Motorola - Global Leader
• Integrated Communications Solutions
• Embedded Electronic Solutions
• Wireless Communications
• Live with Oracle Applications since 1990

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Communications Enterprise

• July 1998 - Major reorganization
• Combined previously separated organizations

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Communications Enterprise

• Financial Shared Services (FSS)
• HQ in Schaumburg IL
• Oracle Applications - GL, FA, AP
• GL, FA - 10.7 Character
• Voluntary severance program
• Positions eliminated 31-DEC-1998

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Warning

• THIS IS NOT A PRETTY IMPLEMENTATION STORY

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CE Existing US Instances
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New CE US Instances
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FSS - Property Accounting

• Manager selected - September 1998
• Collection/Discovery - October 1998
• Policies
• Procedures

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FSS - Property Accounting

• System effort began November 1998
• Search for consultants
• Minimal talent immediately available
• Consolidation of department
• Consolidation of project team
• Project lead - ME!

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Poem - Indispensable Man

• Some time when youre feeling important,
• Some time when your egos in bloom,
• Some time when you take it for granted,
• Youre the best qualified man in the room.

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Poem - Indispensable Man

• Some time when you feel that your going,
• Would leave an unfillable hole,
• Just follow these simple instructions,
• And see how they humble your soul.

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Poem - Indispensable Man

• Take a bucket and fill it with water,
• Put your hands in it, up to the wrist,
• Pull them out and the hole that remains
• Is a measure of how youll be missed.

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Poem - Indispensable Man

• You may splash all you please when you enter,
• You may stir up the water galore
• But, stop! - and youll find in a minute
• That it looks the same as before.

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Poem - Indispensable Man

• The moral of this is quite simple
• You must do the best that you can,
• Be proud of yourself - but remember
• There is no Indispensable Man.
• Author Unknown

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Getting Started - November

• Project Team
• Consultants - no FA experience
• Motorola IT- little FA experience
• Lesson Learned
• Lead time for talented personnel

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Physical Environment

• Facility issues
• Phones not immediately available
• Old desktop computers
• Unreliable laptop
• Lesson learned
• Investment produces efficiency
• Need backup equipment
• Cell phone
• Home computer

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Application Installation

• Server/Database issues
• Temporary machine
• Sizing
• Access to machines/data
• Patches not applied
• Battle for ownership

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Application Installation

• Lessons learned
• Need multiple environments
• Test, Development, Production
• Follow installation standards
• Loosen controls when deadline is tight

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Project Plan

• Goal - GL and FA Live January 1999
• Upper management wanted plan
• Tasks identified
• Unrealistic

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Flexfield Definitions

• Asset Category Flexfield
• Single Segment
• Tax Department involved
• Mapped to/from values in table

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Location Flexfield

• Four Segments
• Motorola Location
• State
• Country
• Tax Code
• Mapped to/from values in table
• Default some values, clean later

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Asset Key Flexfield

• Three Segments
• Originating Sector/Group
• SAR - Capital Project Number
• CIP - Construction in Process
• Table for mapping values
• Values duplicated (SAR, CIP)
• Confusion - Sector/Group Segment

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Key Accounting Flexfield

• Four Segments - new GL
• Corp Code
• Account (Dependent)
• Department (Dependent)
• Type of Sale/Product (Dependent)

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Key Accounting Flexfield

• Issues with Dependent Segments
• Account
• Department
• Account changed to Independent
• Feed of values from Ledger

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Asset/Tag Numbers

• Format - desired length of 8
• A-NNNNN-NN
• A - Alpha
• N - Numeric
• Example - Q-12345-00
• Data analyzed
• Length of 5 to 14

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Asset/Tag Numbers

• Duplication of Asset/Tag Numbers
• Transfers not clean
• Reuse of Asset/Tag Numbers
• Corporate controlled ranges ! (?)
• Solution - alter suffix
• Example - Q-12345-C1
• Original value in Attribute

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Other Data

• Vendor information
• No consolidated Vendor Master
• Manufacturer Name
• Stored legacy info in Attributes

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Loading Data - CORP Book

• Temporary table format
• FA_MASS_ADDITIONS
• Flex Value Segments
• CCIDs
• Map data using segments or CCIDs
• One temp table/legacy system

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Loading Data - CORP Book

• Extract legacy data to temp table
• Move temp table to CE FA
• Map Flexfield data
• Insert into fa_mass_additions
• Ready to post
• Mass Additions Post

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Loading Data - CORP Book

• One organization at a time
• Errors noted but not fixed
• No time for
• Conference room pilot
• Practicing data conversion
• Data tie out

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New Server Arrives

• Mid December 1998
• Production instance
• Still no development instance
• Crude testing
• Missing indexes
• Patches applied

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January 1999

• Laptop failure - Saturday morning
• Home PC - backup equipment

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January 1999

• Minimal testing
• Basic functionality
• Y2K
• Response time
• Depreciation runs - 340,000 assets

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Going Live

• Reloaded temp tables
• Data tied for each organization
• Cost/Reserve Summary Reports
• Identified differences
• Corporate - .01!
• Legacy reserve loaded to .001

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Going Live

• Cleaned out database
• SQLPLUS
• Verified all mapping tables/Ids
• Loaded data on weekend
• One organization at a time
• Base asset/components

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Going Live

• Depreciation Run - January 23
• Journal Voucher created
• Custom feed to CEGL
• Modified Additions Entry
• Departments deactivated

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February 1999 - Triage

• Report issues
• Dependent Segment problem
• Table Validated value set - dept
• Custom asset listing
• User community satisfied

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February 1999

• Asset capitalization
• Mass Additions Create
• Custom feeds from many PO systems
• CIP data loaded
• Asset information
• Invoice information

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February 1999

• Test server arrived/installed
• Began TAX book conversion
• Federal Tax
• AMT
• ACE

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February 23, 1999

• Production data updated improperly
• Should have been on development
• Database restored to prior night
• Lesson learned
• Need separate instances
• Better control of passwords
• Good restore/recovery practice

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March 1999

• Tax data loaded/tied out
• Database trigger for storing Asset Number
• Began 3 1/2 month sabbatical

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Financial Shared Services

• Customers skeptical
• Customer Satisfaction
• Rules of Engagement changed
• Consistent policies/procedures
• Better positioned for audits

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Conclusions

• Tight implementation tradeoffs
• Project Plan
• Documentation
• Testing
• General Controls
• Resources
• Analysis

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A Final Poem

• And now, the end is near,
• And soon, youll ask a question.
• My friend, Ill say it clear,
• Ill state my case, so theres no confusion.

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A Final Poem

• I worked so very hard,
• And even logged in early on Sunday,
• Regrets, I have but few,
• Cause I implemented MY WAY.

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Acknowledgements

• Jennifer La - Motorola
• Linda Pai - Contractor

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Questions?

• cfnn44_at_email.mot.com