Financial System Upgrade Agency Change Champion Deployment Session March 16 th, 2006

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Introductions

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved.  Roles and Responsibilities  Deployment Overview –Tools to Help  Agency Upgrade Activities List  Agency Readiness Assessment  Break – 10 minutes  Training Overview  Upgrade Information Sources  Upcoming Sessions Agenda

Preparations for Go Live Change Champion Roles and Responsibilities

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Change Champion Your Agency -Financial office -Technical -Training -HR Your Agency -Financial office -Technical -Training -HR SAO Roles and Responsibilities

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved.  A Change Champion is an Agency’s primary person responsible for insuring a successful PeopleSoft upgrade for their Agency by: –Being knowledgeable of Upgrade activities and responsibilities –Disseminating information as appropriate –Managing activities required for the Upgrade –Assessing Agency's readiness for the Upgrade by coordinating with the Agency Technical, Budget and Training Contacts –Acting as Agency Training Contact if Agency does not participate in Train-the-Trainer Roles and Responsibilities What is a “Change Champion”?

Supporting Roles and Responsibilities Change Champion Roles and Responsibilities

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved.  Agency Technical Contact –Be knowledgeable of technical Upgrade activities and responsibilities –Carry out technical Upgrade tasks according to schedule –Assess Agency's technical readiness for the Upgrade –Ensure Agency’s connectivity to the 8.8 application Supporting Roles and Responsibilities

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved.  Agency Budget Officer –Be knowledgeable of Budget activities and responsibilities affected by the Upgrade –Attend Budget training and informational sessions –Complete all Budget activities according to schedule Supporting Roles and Responsibilities

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved.  Agency Training Contact (for Agencies participating in Train-the-Trainer) –Be knowledgeable of training Upgrade activities and responsibilities –Attend Train-the-Trainer activities –Schedule End User Training for Agency –Perform End User Training –Report on training statistics Supporting Roles and Responsibilities

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved.  SAO Upgrade Change Management Team –Disseminate information and updates relevant to the Upgrade to Agencies –Provide training –Support Agencies in Upgrade tasks “To provide Agencies with the tools and information to be successful with the Upgrade” Supporting Roles and Responsibilities

Preparations for Go Live Deployment Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Deployment - Bringing together State of Georgia Financials System Upgrade Policies, Procedures, Processes PeopleSoft Financials 8.8, Interfacing Systems, Reporting, Web Architecture Technology Process People Technology Application elements Process New business policies and procedures People Transitioned workforce Agencies, SAO, OPB, 3 rd Parties, Stakeholders Deployment

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Deployment Timeline by Weeks 4/174/245/15/85/155/225/296/56/126/196/267/37/107/17 Upgrade Rehearsals #4 #5 Readiness Assessments #4#3#2#1 Operational Readiness Test Upgrade 7.02 System Down8.8 System Up

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Readiness Assessment  Serves as the basis of the Go/No-Go deployment decision Deployment Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Agency Upgrade Activities List Agency Readiness Assessment Other Documents Agency Upgrade Activities List Agency Readiness Assessment Other Documents Overall Deployment Deployment Overview

Agency Upgrade Activities List Deployment Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Agency Upgrade Activities List  Detailed list of deployment related activities that are to be completed by the Agencies during the months leading up to go-live in preparation for the PeopleSoft Financials Upgrade  This list is not mandatory –A tool to help prepare for the Upgrade Tools to Help

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Handout - Agency Upgrade Activities List *posted to SAO upgrade website Tools to Help

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved.  Interface Files –File layouts communicated to Agencies in February –Due date February 22 nd –Have received 21 out of 28 –“Desk Checks” completed by March 17 th –Testing of layouts completed April 18 th –Agencies will then be notified of results and next steps  End User Security –Forms sent out in September –Forms due back December 1 st –User ID’s will be communicated in June Upgrade Updates

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Upcoming Due Dates Task # Task Description Start Date End Date 4Attend Train-the-Trainer (TTT) Orientation3/20/06 5Register for March 23rd Budgeting and Commitment Control Change Management Session 3/7/063/22/06 6Attend March 23rd Budgeting and Commitment Control Change Management Session 3/23/06 7Register for March 27th Commitment Control Lab 3/12/063/26/06 8Attend March 27th Commitment Control Lab3/27/06

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Upcoming Due Dates Task # Task Description Start Date End Date 9Communicate approach for FY07 ORG structure (keep existing or re-structure) to 3/16/064/3/06 10Register for April 12th Change Champion Deployment Meeting 3/28/064/11/06 11Attend April 12th Change Champion Deployment Meeting 4/12/06 12Register for Train-the-Trainer (TTT) Session3/20/064/14/06 13Identify 'Key Users' for your agency on spreadsheet template provided and submit to 3/21/064/15/06

Agency Readiness Assessment Deployment Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Agency Readiness Assessment  The Agency Readiness Assessment –Affirms that each component on the Agency’s Upgrade Activities List is complete –Indicates the Agency’s “readiness” for go-live  Agencies will continually assess their readiness with a final evaluation in June Tools to Help

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Handout - Agency Readiness Assessment *posted to SAO upgrade website Tools to Help

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. 4/174/245/15/85/155/225/296/56/126/196/267/37/107/17 Deployment Timeline by Weeks Upgrade Rehearsals #4 #5 Readiness Assessments #4#3#2#1 Operational Readiness Test Upgrade 7.02 System Down8.8 System Up

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. 4/174/245/15/85/155/225/296/56/126/196/267/37/107/17 Deployment Timeline by Weeks Upgrade Rehearsals #4 #5 Readiness Assessments #4#3#2#1 Operational Readiness Test Upgrade 7.02 System Down8.8 System Up

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Operational Readiness Test  Verifies production environment’s ability to handle the new system –Tests that the system and people to support the system are in place –Tests that the data and other system components are complete and ready to deploy –Tests that the system is correctly installed and functions properly Deployment Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Deployment Calendar View 7.02 Financial System Down 8.8 Financial System Up

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Break Please return in 10 minutes

Preparations for Go Live Training Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Overall Training Approach  Balanced delta curriculum designed for current system user  Utilizing new web-based UPK tool  Delivered via Train-The-Trainer, SAO end user training and special labs Training Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Delta Training  What is Delta? –Highlights changes from version 7.02 to 8.8  Focus on new look and feel –Delta topic is presented for each module by subject matter expert –Is designed for current system users Training Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. UPK  User Productivity Kit  Access via Internet – On Demand  Utilized successfully in HCM Upgrade  Fully developed tool will contain all transactional topics currently in use today, plus any new functionality Training Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. UPK Tool – Menu Training Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. UPK Tool – Concepts and Links Training Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. UPK Tool – Player Modes Training Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. UPK Tool – Leads Users through Navigation Menus Training Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. UPK Tool – Leads Users through Main Menus Training Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. UPK Tool – Provides Step by Step Instruction Training Overview

Training Delivery Methods Training Overview

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved.  Train-the-Trainer –Participating Agencies will send their trainers to SAO Train-the-Trainer Program –Agency trainers will train respective End Users  End User Training –Agencies end users not participating in Train- the-Trainer will attend training at SAO  Special Purpose Labs Training Delivery Methods

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Train-the-Trainer  Program Overview –Delta and Introduction to PeopleSoft –Using the UPK –Training tips and tricks –Enterprise Learning for scheduling classes  Orientation – 2 sessions on March 20 th  Training sessions – last two weeks of April Training Delivery Methods

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Train-the-Trainer Agencies Department of Human Resources Department of Transportation Department of Technical and Adult Education Department of Corrections Pardons and Paroles Department of Driver Services Department of Audits Georgia Technology Authority Department of Community Affairs Department of Natural Resources Department of Juvenile Justice Department of Early Care and Learning Department of Public Safety Department of Education Georgia Bureau of Investigation DOAS State Purchasing Training Delivery Methods

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Training Labs  Commitment Control / ORG Budgets –March 27 th  DOAS Billing –April 28th  DOAS Purchasing Contracts –May 18 th Training Delivery Methods

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Training Timeline 4/174/245/15/85/155/225/296/56/126/196/267/37/107/17 TTT Agency Training #5 Train the Trainer Sessions SAO Non- TTT Training Upgrade 7.02 System Down 8.8 System Up LABS

Preparations for Go Live Upgrade Information Sources

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Information Sources  –FS Communications  Web Site – Upgrade Information Sources

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. New Website Upgrade Information Sources

Preparations for Go Live Upcoming Sessions

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Agency Change Management Meetings TopicDateObjective Budgeting and Commitment Control 3/23/06 OPB and SAO will be talking to the new Budgeting and Commitment Control process. Interunit and Open Item Accounting for Travel and Per Diem 4/27/06 SAO will talk to the new functionality in PeopleSoft 8.8 for Interunit Accounting and Open Item Accounting for Travel and Per Diem. Upcoming Sessions

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Agency Change Champion Deployment Meetings DateTopics 4/12  Upgrade Activities List Review  Cleaning up Transactions in 7.02  Freeze Dates  FY06 Close Dates  Preparing subsystems for go-live  Go-Live Contingency Plan 5/15  Upgrade Activities List Review  Readiness Assessment Checkpoint  Conducting Business During the Downtime  Startup Activities 6/8  Upgrade Activities List Review  Readiness Assessment Checkpoint  Go-Live Help Desk  End User Training Checkpoint  Stabilization Check-in Sessions Upcoming Sessions

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved.

Agency Change Champion Deployment Session March 16 th, Copyright © 2006 Accenture All Rights Reserved. Follow up items  Evaluations  Financial Systems Website