Best Practices: Learn from the AARP Implementation of PeopleSoft Financials 9.2 Early Adopter Program (EAP) September 30, 2014

Best Practices: Learn from the AARP Implementation of PeopleSoft Financials 9.2Early Adopter Program (EAP)

September 30, 2014

2

Agenda

Get to Know AARPProgram Value PropositionProgram Scope & TimelineFeature/Function HighlightsReporting SolutionsTestingChange Management

3

Who we are: AARP VideoWho we are: AARP Video

4

Organizational/System Metrics

Organization Location : 50 states, DC, Puerto Rico and US Virgin Islands Business Units : 23 Employees : 2,500

System Customers : 1,400 Vendors : 254,000 Banks : 2 Banks; 35 Accounts Monthly Vouchers : 15,000 Monthly Billing : 300 Monthly Pos/Reqs : 2,500 Monthly Expenses : 3,800 Open Grants : 80 Fixed Assets : 6,000

5

Agenda


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Improved period closeImproved period close

Data accuracyData accuracy

Automated controlsAutomated controls

Enhanced collaboration w/employees, suppliers, customers & partnersEnhanced collaboration w/employees, suppliers, customers & partners

Business Process StandardizationBusiness Process Standardization

Improved user experienceImproved user experience

Integrated platformIntegrated platform

Business Value

Optimized, scalable organizational structureOptimized, scalable organizational structure

Increased Reporting CapabilityIncreased Reporting Capability

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IT Value

• Integrated systems • Common database• Automated processes• One common set of Master

Data• Single system of record

Future State

• Disparate systems• Multiple databases• Manual, redundant

processes• Fragmented Master Data• Fragmented reporting

Current State

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Agenda


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Program Organization

Executive Sponsors

ERP Advisors

Program Lead

Director, ERP

IBM Lead

3rd Party Proj Dir & Principal Architect

IBM Solution Architect

Process Representatives

Solution Owner Solution Architect

Subject Matter Expert (SMEs)

Enterprise Performance Management (EPM)


Solution OwnerSolution Architect


Source to Settle (S2S)




Account to Report (A2R)

Senior Advisor

Senior Advisor IBM Delivery Project Exec

HCM/EPM Support Team

Application Support




Customer to Cash (C2C)



Treasury Workstation




Hire to Rehire (H2R)


Solution OwnerSolution Architect

Subject Matter Expert

(SMEs)

IT

HCM/JDE Support Team

Senior Advisor

Project Manager (IT)

Project Manager (Business)

Solution Architect


Program Operations Team

Project Manager

IBM Project Manager

IBM Project Manager

Program Coordinator

Finance AnalystGroup Finance Dir

Chg & Training Specialist

Org Chg Specialist

Communications SpecialistProcurement Support

Project Analyst

10

Implementation Schedule

11

PeopleSoftFSCM 9.2

+OBIA

32 Systems Consolidated to PeopleSoft

Implemented State

PeopleSoftHCM 9.1

+ELM 9.1

Data Center Migration to Cloud

UPKs for Training

QuestStat

QuestStat(Planned)

Concur

JDE

Admark

Manual + access dbs

Travel & Expenses

GL, Assets, Grants, Projects, AP, Reqs, POs, Vendors, Customers

Customers, Billings, AR

Supplier Contracts, Strategic Sourcing,Financial Gateway, Reporting

Legacy State (Total 32)

PS HCM 9.1 Improvements

Benefits Assessment, Security Rationalization, Row Level Security, Apply Maintenance packs 3-7

Ontrack + Learning Portal

Enterprise Learning Management

Gauss ePerformance

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Agenda


13

Implementation Footprint

A2R: Accounts to Record

• General Ledger

• Grants Management

• Project Costing

• Asset Management

• Commitment Control

• Financials Audit Trail for Supplier Changes

• Balance Sheet Valuation through Settlement Date

• Account Reconciliation Management

• Improved General Ledger to Sub-System Reconciliation

• Combination Editing by Transaction Source

• SpeedCharts

• Mass GL Journal Approval

• Enhanced Approvals for GL Journals

• Approval Workflow for Commitment Control Budget Journals

• Implementation of Financial Gateway

• Project Summarization

• Rounding and Accelerated Processing for Project Funds Distribution

New 9.2 Features Adopted

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S2S: Source to Settle

• Purchasing

• eProcurement

• Supplier Contracts

• Strategic Sourcing

• Accounts Payables

• Travel and Expenses

• Financial Gateway

• Supplier Hierarchy

• Implementation of Contracts

• Supplier Onboarding & Collaboration

• Audit trail to support the changes that are made to the supplier core data.

• Self-Service Supplier and Bidder Registration

• Implementation of Strategic Sourcing

• Price Adjustment Visibility on Requisitions

• PO Rollover Improvements

• Procurement and Payables Integration to Asset Management

• Transparent Punchout



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C2C: Customer to Cash

• Customer Management

• Customer Billing

• Accounts Receivables

• Customer Contracts

• Cash Forecasting

• Billing Dashboard and Workcenter

• AR Workcenter



16

H2R: Hire to Retire

• ePerformance

• eDevelopment

• Enterprise Learning Management

• Security Redesign


Remaining Implementation Modules

• eCompensation

• Succession Planning

• Career Planning

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EPM: Enterprise Performance Management

• Enhanced Hyperion 11.1 • Enhancement & DRM

• HR OBIEE/OBIA • Procurement OBIEE/OBIA

• Projects OBIEE/OBIA

• Financials OBIEE/OBIA


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Agenda


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• Defined and implemented a Reporting Governance Structure to analyze and migrate user requested reports

Approach to finding a Reporting Home

20

Agenda


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Design Validation incl. Visual CRPs: 2 months

Unit and String Tests

System Test: 2 Months

Integration Test: 2 Months

UAT: 6 Weeks

Prod ReadinessTest: 2 Months

Non Functional/Infrastructure Test

Busines

s Pro

cess

/Polic

y Chan

ge Im

pacts

QA and Testing

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• PTF (PeopleSoft Test Framework): Not Used*

* In consideration now to address regression test with PUM application

QA and Testing: PTF

Rationale: Manual test activity to enable knowledge transition and build up SME knowledge

Rationale: Manual test activity to enable knowledge transition and build up SME knowledge

23

Agenda


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Platform Adoption

• Secure Enterprise Search (SES) & Global Search • Pivot Grids • Embedded Help• New PeopleSoft Online Help Solution • PeopleSoft Update Manager (PUM)• Apple Devices• New Attachment Functionality• Work Centers and Dashboards • Value Add Integrations (Integration broker enhancements)• Approval Workflow Improvements & Extensions

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Our Guiding Principles Remain Unchanged

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Change Management – Lessons Learned

• Complicating factors• Unwinding 10 years of business process• Moving off an exceptionally stable platform• BPO of AP and Payroll during implementation

• Communication plan• End User Driven Strategy

27

Contact Information

Amy DohertyVP, CSSD, [email protected]

Sid ProdhanAssociate Partner, [email protected]

Steven DoylePartner, [email protected]

Documents

Best Practices: Learn from the AARP Implementation of PeopleSoft Financials 9.2 Early Adopter Program (EAP) September 30, 2014