THE

NEXTGEN

UCF FINANCIALS

Fit-Gap Kick Off

April 17, 2018

AGENDA

Introduction1

What is a fit-gap session?2

What do fit-gap sessions entail?3

How are fit-gap sessions conducted?5

What is next – Post fit-gap actions?6

Questions and Answers7

What are the goals of the fit-gaps?4

WHY CHANGE UCF FINANCIALS?

Implementation of the Oracle PeopleSoft Grants module created a need to initiate changes to the university’s chart of accounts

• PeopleSoft Grants module imposes a basic requirement:

• Every project must be associated with a department

Initial Driver

CHART OF ACCOUNTS (COA) & GRANTS IMPLEMENTATION TIMELINE

CoA INTERVIEWS / WORKSHOPS

CoA PROOF OF CONCEPT/VALIDATION

IMPLENTATION COA / GRANTS

2017 NOVEMBER DECEMBER 2018 JANUARY FEBRUARY MARCH 2019 JUNE JULY

FINAL CoA DESIGN

JULY 2019 CoA & GRANTS IMPLEMENTATION GO LIVE

Method for ensuring an accurate and complete implementation

Identifies changes

Involves key users

Produces information used to develop a conceptualized and prototyped system

WHAT IS A FIT-GAP?

Review of functionality changes from production to new environment

Analysis and validation of system design

Demonstrate delta functionality

Define requirements:• Data conversion • Interface • Reporting

Explore possibility of removing existing modifications

Identify changes• Setup Table Values • Navigation• Functionality

Sample Data

WHAT DO FIT-GAP SESSIONS ENTAIL?

DOES IT FIT?

WE’LL BE ASKING FOR

YOUR THOUGHTS

ON….

1 Recommended business process revisions

2 Existence of any critical system gaps

3Items not available currently which are business critical requirements - New Functionality

HOW ARE GAPS AND NEW FUNCTIONALITY ADDRESSED?

For each gap or new functionality that is identified:

• Determine if action is needed• Document in Action Item Log• Assign and follow through to resolution• Estimate and spec modifications • Record additional information requirements • Process definition & change requirements• System setup

WHAT ARE THE FIT-GAP GOALS?

IDENTIFYmodifications –maintained and new

DEVELOPa clear picture of requirements

DESIGNthe entire process

WHY MINIMIZE MODIFICATIONS / NO CUSTOMIZATIONS?

Capitalize on best practices

Interface and conversion requirements

Impact of software maintenance / upgrades

Meet project timeline

Avoid lack of software support

THESE ARE NOTMODIFICATIONS / CUSTOMIZATIONS

PS Query Use

PS Standard Reports

Security Assignment

HOW ARE FIT-GAP SESSIONS CONDUCTED?

Participants vary depending on the

functionality

The Fit-Gaps will be facilitated by these representatives from Financials Support Services:

Dorann MullinsElena Wilson

Efrain Guzman-CarrerasHector SantosKristal JacksonLibby Sanders

Marcia MaukonenPatricia (Pat) Kentish

Regino (Reggie) BesanaRichard (Rich) Strohfus

Varsha Das

Each module has multiple Fit-Gap

sessions

FSS ROLES & EXPECTATIONS

Provide recommendations for new functionality

Relate experiences

Provide UCF Financials expertise

Keep discussion focused

Facilitate sessions

Offer alternatives to system modifications

Provide direction to facilitate creation of deliverables

PARTICIPANTS ROLES & EXPECTATIONS

• Provide real world experience

• Be involved

• Be present and on-time

• Be prepared – bring relevant information to sessions

• Participate extensively

• Ask questions

Empowered, knowledgeable participants

User participation

Keeping an open mind

Making timely decisions (48 Hours)

Focusing on the need, not the current processes

Taking ownership

Minimum modifications

CRITICAL SUCCESS FACTORS

WHAT IS NOTPART OF A FIT-GAP:

Oracle PeopleSoft training

Forum for discussing unrelated topics

Forum for developing business

processes

UCF FIT-GAP APPROACH

Fit-Gap Activities:

Review minutes from previous session

Review agenda for current topics

Discuss new or delta items

Discuss new functionality vs. current process

Confirm any decisions or issues raised

WHAT IS THE TIMEFRAME FOR FIT-GAPS?

WHAT IS THE TIMEFRAME FOR FIT-GAPS?

WHAT IS THE TIMEFRAME FOR FIT-GAPS?

WHAT HAPPENS AFTER FIT-GAPS

Conduct testingValidates

business data conversion

Implement change

management plan

Develop modifications,

reports, interfaces and conversion

program

UCF Financials Next Gengoes live

Review production readiness

Conduct end-user training

THANK YOU FOR ATTENDING