Upgrading to Oracles ebusinesssuite 11i What you Should Know

1
Upgrading to Oraclese-businesssuite 11i What
you Should Know
DARC Consulting
2
Why are we here today?

• Personal Introduction
• Ed Marwitz
• Managing Principal Consultant
• 7 years of Oracle Applications implementation
  experience
• First Upgrade was from 8.6 to 9.3
• Prior experience includes
• 6 Financials implementations
• 3 Financials Upgrades
• Currently Project Manager of Upgrade from 10.7
  Character to 11i

3
Why are we here today?

• Audience Participation Please introduce
  yourself
• Your name
• Company name
• Position within your company
• Current upgrade plans
• Your role in those plans
• What information can we provide today?

4
Its time to upgrade Why?

• Current De-support Dates
• Apps Release 10.7 Character Mode
• Transition support through 31-Dec-2001
• Apps Release 10.7 Smart Client and NCA
• Error correction support through
  31-Dec-2001
• RDBMS Release 7.3.4
• De-supported on 31-Dec-2000
• Supported for Apps customers in
  server-partitioned configuration until
  31-Dec-2001
• Information provided from Oracle MetaLink

5
Its time to upgrade Why?

• New Features
• New Applications
• iStore
• iPayment Server
• iReceivables
• iProcurement
• New Functionality
• Workflow integration
• Multiple Reporting Currencies
• Oracle Financials Rxi Reports

6
Its time to upgrade Why?

• Customization reduction opportunity
• Re-Evaluate business processes
• Customization valid?
• Addressed by new standard functionality
• Re-Development is expensive
• Risk for failure can be significant
• Ongoing maintenance support is solely addressed
  by internal resources
• Performance of customizations can be unpredictable

7
Its time to upgrade Why?

• The internet changes everything
• Applications become centralized
• Access gained through one user portal
• Development, deployment and support also become
  centralized.
• Key sales and marketing initiatives are moving to
  the Web
• May provide a competitive advantage

8
Upgrade Approach

• Standard Upgrade Methodology
• Analyze current system
• Analyze new release requirements
• Develop detailed upgrade plan
• Backups
• Upgrade of O/S and RDBMS
• Pre-Upgrade Steps
• Running Auto-Install
• Post-Upgrade Steps
• Patch Application
• Test, test and test again

9
Upgrade Approach

• Why might I re-implement instead?
• Approach setups with a deeper understanding of
  the applications.
• Simple examples where change is difficult
• Chart of Accounts structure modification
• Calendar modification
• Pre-work on historical data before an upgrade can
  be extensive
• Accomplish any desired purge and archival goals
• Minimize production downtime
• DBA participation may be reduced
• Oracle to Oracle conversion will be required
• Major data changes as a function of an upgrade
  may be unsupported by Oracle

10
Upgrade Planning Timeline and Cost

• From 10.7 Character Mode
• 6-12 months
• Hardware implications
• Software and tools implications
• Network implications
• Training implications
• This will affect all roles of the project team
  User Community, Content Experts, Technical Team,
  DBAs

11
Upgrade Planning Timeline and Cost

• From 10.7 Smart Client
• 4-10 months
• Technical architecture change still significant
• DBA training still significant
• User training effort not as great
• Re-customization effort not as great
• Business change opportunity always existent

12
Upgrade Planning Timeline and Cost

• From 10.7 NCA and 11
• 3-8 months
• Existing network and technical infrastructure
  should be much closer
• Re-customization and business change effort are
  always present
• Level of technical training should be reduced
  further

13
Release 11i Will I survive?

• The e-businesssuite of 11i represents the largest
  change in Oracle Business Applications history
• Underestimation of the effort and planning
  involved is the downfall of any upgrade
• Assessment of the Internal and External Risk
  factors is critical to the projects success
• Along with assessing risk, critical estimation of
  the investment level required is necessary to
  move the organization to Release 11i.

14
Managing the Business Impact of Release Changes
on the Organization

• Personal Introduction
• Kurt Dorner
• VP of Resource Development CPO

15
First - Introductions

• Experience with Implementation and Training over
  last 10 Years with Oracle Applications
• First Release Five moving to Release 6
• Gauge Audience Experiences

16
Changes Created by Upgrade

• Changes in User Interface
• SmartClient
• Character
• Other Display Manager?
• Changes in Module Functionality
• Addition of New Modules
• New Interaction with new Players
• Customers
• Suppliers
• Employees

17
Training Change Management

• Managing Change Mitigates Risk
• What happens on the day the system comes up?
• A perfect technical upgrade can still fail in the
  hands of end users
• An Oracle Centric Approach to Change Management
• Train end users on transactions
• Educate end users about their job and differences
  precipitated by upgrades
• How Do I Make That Happen?

18
Training Change Management

• Common Reactions from User Community
• Who Moved My Cheese?
• It is right because that is the way we always did
  it
• About time!

19
Training Change Management

• Sponsorship and Commitment
• Every level of an organization
• Separate budget/project
• Embrace change and foster positive attitude
• Stress Benefits to all areas of Org

20
Training Change Management

• Educate By Communication
• Multiple Audiences
• Executives
• Project Team SMEs
• End-Users
• Customers Partners
• Different Doses
• Multiple Mediums
• Brown Bags, Tips
• Taped Classes, Internet

21
Training Change Management

• Consensus On Policy Procedures
• Integrate across companies
• Roles and Responsibility Analysis
• Changes to Desktop/Department Procedures?
• Were new modules implemented as part of the
  upgrade
• Are new business units using the system after the
  upgrade
• Was there a re-implementation?

22
Training Change Management

• End-User Training
• Role-based
• Customized
• Transaction based job specific
• Upgrade vs. Implementation
• May be different focus
• Alternative Mediums
• Train-The-Trainer (T3)

23
Training Change Management

• Post-Implementation/Upgrade Support
• Help Desk
• Tactical Training (T2)
• Real World Example

24
Training Change Management

• Any Questions?

25
11i Technical Architecture

• Personal Introduction
• Michael Getz
• Director of Information Systems
• 15 years of Oracle Applications Implementation
  and Operational experience
• Prior experience includes
• Time Served include Government, Financial,
  Manufacturing (industrial and Consumer
  Electronics), and Oracle
• Numerous Implementation and Upgrade Projects
• Custom Development Projects
• Data Center Operations
• Architecture Design Systems Planning
• Organization Design and Development

26
11i Technical Architecture

• 11i is a true 3-tier Architecture
• Application logic runs on all 3 tiers
• Java on all tiers
• Note Tiers are a Logical representation.
  Multiple tier can be combined on a single
  server

27
11i Technical Architecture
PC
PC
PC
Desktop Tier
Middle Tier
Forms, Reports, Wedb2.2 8.0.6 Oracle Home
Wedb2.5 8.1.6 Oracle Home
Apache 1.3.9
Discover 3i (optional) 8.0.5 Oracle Home
RDBMS 8.1.6 Oracle Home
Database Tier
Database
28
11i Typical Configuration (Single Server)
PC
PC
PC
Desktop Tier
Middle Tier
Forms, Reports, Wedb2.2 8.0.6 Oracle Home
Wedb2.5 8.1.6 Oracle Home
Apache 1.3.9
Discover 3i (optional) 8.0.5 Oracle Home
RDBMS 8.1.6 Oracle Home
Database Tier
Database
29
11i Typical Configuration (2 Servers)
PC
PC
PC
Desktop Tier
Middle Tier
Forms, Reports, Wedb2.2 8.0.6 Oracle Home
Wedb2.5 8.1.6 Oracle Home
Apache 1.3.9
Discover 3i (optional) 8.0.5 Oracle Home
RDBMS 8.1.6 Oracle Home
Database Tier
Database
30
11i Typical Configuration (2 Servers)
PC
PC
PC
Desktop Tier
Middle Tier
Forms, Reports, Wedb2.2 8.0.6 Oracle Home
Wedb2.5 8.1.6 Oracle Home
Apache 1.3.9
Discover 3i (optional) 8.0.5 Oracle Home
RDBMS 8.1.6 Oracle Home
Database Tier
Database
31
11i Typical Configuration (3 Servers)
PC
PC
PC
Desktop Tier
Middle Tier
Forms, Reports, Wedb2.2 8.0.6 Oracle Home
Wedb2.5 8.1.6 Oracle Home
Apache 1.3.9
Discover 3i (optional) 8.0.5 Oracle Home
RDBMS 8.1.6 Oracle Home
Database Tier
Database
32
11i Hardware Considerations

• Database Server
• UNIX or NT
• Significant Increase in DB size
• Application Servers
• UNIX or NT, or Both
• Large Memory Configuration
• Desktops
• Oracle Recommends
• 64 Mb RAM
• 200 Mhz CPU
• Logical Minimum
• 128 Mb RAM
• 400 Mhz CPU

33
11i Upgrade Steps
Pre-Upgrade Steps
Category 1
Category 2
Category 3
Critical Downtime
Category 4
Category 5
Category 6
Finishing Steps
34
11i Upgrade Steps
Pre-Upgrade Steps

• Pre-Upgrade Steps
• Upgrade Database to 8.1.6 NOW
• Plan configuration
• Plan server acquisition
• Plan desktop acquisition
• Metalink become your friend
• Build file systems

Category 1
Category 2
Category 3
Critical Downtime
Category 4
Category 5
Category 6
Finishing Steps
35
11i Upgrade Steps
Pre-Upgrade Steps
Category 1

• Category 1 Steps
• Requires no new software
• Patches
• Data Cleanup

Category 2
Category 3
Critical Downtime
Category 4
Category 5
Category 6
Finishing Steps
36
11i Upgrade Steps
Pre-Upgrade Steps
Category 1
Category 2

• Category 2 Steps
• New software required
• Convert to local tablespace management
• Scripts to detect data problems
• Populate optional setup decisions

Category 3
Critical Downtime
Category 4
Category 5
Category 6
Finishing Steps
37
11i Upgrade Steps
Pre-Upgrade Steps
Category 1
Category 2

• Critical Downtime Period
• All users off of the system
• Less than 64 hours (Oracle)
• Meat of the upgrade process

Category 3
Critical Downtime
Category 4
Category 5
Category 6
Finishing Steps
38
11i Upgrade Steps
Pre-Upgrade Steps
Category 1
Category 2
Category 3

• Category 3 Steps
• Running Auto-Upgrade

Critical Downtime
Category 4
Category 5
Category 6
Finishing Steps
39
11i Upgrade Steps
Pre-Upgrade Steps
Category 1
Category 2
Category 3
Critical Downtime
Category 4

• Category 4 Steps
• Release 11i Maintenance Pack
• One-off patches
• Configure APPL_TOP

Category 5
Category 6
Finishing Steps
40
11i Upgrade Steps
Pre-Upgrade Steps
Category 1
Category 2
Category 3
Critical Downtime
Category 4
Category 5

• Category 5 Steps
• Before using the system
• Users can be in the system
• Re-apply customizations
• Error checking, etc

Category 6
Finishing Steps
41
11i Upgrade Steps
Pre-Upgrade Steps
Category 1
Category 2
Category 3
Critical Downtime
Category 4
Category 5

• Category 6 Steps
• Before using specific features
• Users in system

Category 6
Finishing Steps
42
11i Upgrade Steps
Pre-Upgrade Steps
Category 1
Category 2
Category 3
Critical Downtime
Category 4
Category 5

• Finishing Steps
• Online Help
• Cleanup old objects, etc

Category 6
Finishing Steps
43
Limiting Critical Downtime Period

• Oracle Goal 64 Hours
• Down Friday _at_ 4pm until Sunday _at_ Noon
• How do I upgrade in a long weekend
• Practice, Practice, Practice
• Tune long running queries
• Any script running longer than 22 minutes is a
  severity 1 bug
• Manage Commit Batch Size
• Hardware considerations
• Rent processing power
• CPU
• Solid State Disk
• Merge One-Off Patches Together

44
Release 11i Current Case Studies
45
Overall roadmap

• Case studies demographics
• Business Drivers for Release 11i
• Business Benefits for Release 11i
• Upgrade or re-implement?
• Upgrade Approach?
• How long will it take?
• Current status
• Speed bumps along the way

46
Case Study 1 Demographics

• Technology
• Application -gt 10.7 Character
• General Ledger
• Receivables
• Alert
• Database -gt 7.3.4
• Operating System -gt HP 10.2
• Custom Billing Forms -gt 2.4
• Commission System Forms -gt 4.5
• Reports -gt 2.5

• Company
• Large US Midwestern based comfort systems
  manufacturer
• Extensive rollout of disparate systems
• Best of Breed philosophy

47
Business Drivers for Release 11i

• Strategic New Functionality
• Loss of support from Oracle
• Market pressures
• Investors
• Suppliers
• Customers
• Extend functionality to the outside (VARs,
  Dist., etc)
• Improving document delivery and ultimately cash
  flow by utilizing iReceivables

48
iReceivables

• Putting documentation instantly into customers
  hands
• Invoice is generated
• Customer notified electronically
• Customer logs into your ERP system via a browser

49
Responsibility
Welcome Super Upgrade Gurus!
50
External Receivables
Welcome Super Upgrade Gurus!
51
Select an Invoice
Account Information for Jims E-Business
52
View/Print InvoiceSelect Activities
Jims E-Business Maries Solutions
53
View Activities / Dispute an Invoice
Jims E-Business Maries Solutions
54
Submit a Dispute - Reason
55
Submit a Dispute - Invoice Section
56
Submit a Dispute - Amounts/Comments
It just doesnt work!
57
Review and Submit
It just doesnt work!
58
Objective - Increase Profits Through Reduced
Costs

• Justification Model
• Two approaches
• 1. Increased Productivity Collections
  iReceivables
• 2. Reducing the cost of Purchasing iPayables
• Increased Efficiency
• Increased Productivity
• Improved Cash Flow
• COST SAVINGS

59
Reducing the cost of Purchasing - iPayables
Avg Cost per Purchase is 90 - 150 (Per
American Express)
60
Increased Productivity Collections - iReceivables
Avg Collection Call 7 min. x Avg Cost per
Employee per min. 1.00 Avg Cost 7/Call
61
Upgrade -v- Re-implement?

• Production Conversion Downtime (Purge/Archive
  Didnt Help)
• How long can your business be offline?
• Resource requirements
• DBA
• Functional
• Key users
• Customizations/Extensions/Interfaces
• New ones
• Existing ones
• Documentation
• Retraining
• Internal
• External
• Reduction in Customizations

62
Several Approaches

• One
• Upgrade DB
• Upgrade to 10.7 NCA
• Upgrade Vertex
• Upgrade to 11i
• Add new functionality
• Two
• Upgrade DB
• Upgrade 11i
• Upgrade Vertex
• Add new functionality
• Three
• Upgrade DB, 11i, Vertex
• Add new functionality

• Four
• Upgrade DB
• Install fresh 11i, configure, run on 10.7
• Run parallel 10.7 11i
• Decommission 10.7
• Add new functionality
• Five
• Utilize existing Peoplesoft application
• Run concurrent
• Decommission 10.7

63
How long will it take?

• Six Months
• Step One Full application and process analysis
• Step Two Fresh Install of 11i
• Step Three Redeployment of interfaces,
  customizations and setups
• Step Four Full data conversion
• Step Five System Parallel and Test
• Step Six Implementation of 11i and Decommission
  of 10.7
• Technology
• Migrate infrastructure from Host-based to
  Web-based architecture
• Upgrade Vertex to 2.0
• Extensive Customizations
• Interfaces To/From Billing (15)
• Forms (38)
• Reports (49)

64
How long will it take? (Contd)

• Users
• Interaction, moves from Character to GUI
• Extensive retraining
• Documentation Updates (ISO certification)

65
Current Status

• Patch application process version releases
• 11i stability . . .
• Customizations to forms
• Complete rewrite, no porting or conversion
  utility
• Customization to reports
• 11i Reports version conversion utility can be
  utilized
• Biggest challenge lies within database structure
  changes
• Client reviewing analysis and decision pending.

66
Look Out for Those Speed Bumps!

• Multiple Log-ins OR The Yellow Bar of Death!
• Workflow - Global Preferences
• Defining Set of Books - Menu Item
• Defining Set of Books - Define BOM Workday
  Calendar
• Query Method Changed from Rule Based Optimizing
  to Cost Based Optimizing

67
Case Study 2 Demographics

• Technology
• Application -gt 10.7 Character
• General Ledger
• Payables
• Purchasing
• Database -gt 7.3.4
• Operating System -gt Sun
• Reports -gt 2.5

• Company
• One of the largest cruise lines worldwide
• Extensive custom integration with document
  imaging system and Oracle AP
• Extensive mainframe integration with Oracle PO
• Fixed Assets system home grown
• Extensive custom reporting application for Oracle
  GL

68
Business Drivers for Release 11i

• Management Direction
• ASP Model Direction
• Eliminate Support of Customizations
• Leverage 3rd Party Applications
• Technology Direction
• Oracle Character Support
• XML Enabled Applications
• E-Commerce Capabilities
• Significant opportunity to eliminate
  customizations.
• Additional opportunity to take advantage of new
  functionality

69
Customization Analysis

• General Recommendations
• Form Modifications move to Custom Library
• Field Modifications done using Folders
• Process Changes to Eliminate Customizations
• 3rd Party Application Usage
• Analysis Results
• Upgrade Eliminate
• GL 12 5
• AP 28 15
• PO 28 34
• FND 10 4

70
Key Customization Eliminations

• General Ledger
• Custom FRC Module (Use FSGs)
• GL Interfaces (Use ADI)
• Payables
• Imaging Integration (Use Upgradeable Solution)
• Pay on Receipt (Use Oracle Solution)
• Payment Formats (Use 3rd Party Application)
• Purchasing
• Eliminate Mainframe Interfaces (Use Oracle Reqs)
• Custom Fax Solution (Use Oracle Solution)

71

New Functionality Opportunities

• General Ledger
• FSG Reporting
• ADI Usage
• Payables
• EFT Payments
• Workflow Processes to manage invoice and matching
  holds
• CASE Procurement Card Integration
• Purchasing
• Supplier Item Sourcing
• Document Auto-Creation
• Receiving Interface
• Receipt Processing
• Currently has 3 points of entry

72

11i Setup Documentation

• Check List of 10.7, 11, 11i Setup Features
• Installed Applications
• Profile Options
• Workflow Options
• Setup Recommendations
• Feedback from Key Personnel
• All Functions Regardless of Possible Usage
• New Features
• List of New 11, 11i Features
• Benefits of Use by Client

73

Upgrade vs. Re-Implementation

• Considerations
• Chart of Accounts
• Key Setups
• Data Purging
• Data Cleansing
• Customizations
• Results
• No Considerations for Re-Implementation
• Proceed with Standard Upgrade Methodology

74
Current Status

• Full analysis of existing system complete
• Full setup comparison and suggested additions
  complete
• Customization inventory reduction complete
• Training analysis and recommendation complete
• Integration analysis recommendation complete
• Full project estimate complete
• Client reviewing analysis and decision pending.

75

• Q A