SFIS/HRMS Upgrade Presentation to Users August 16, 2011

Why Upgrade? New versions of the software contain new functionality and take advantage of new advances in technology Our last SFIS/HRMS upgrade completed in July, 2007 Support for our current version (8.9) expires in late 2012

Our Current System PeopleSoft version 8.9 HR and Campus Solutions (we call it SFIS). All tables and data are in one database; HR and CS share data 8.9 – Shared Database

Where We Are Going Campus Solutions 9.0 and HR 9.1 CS and HR data will each have their own database CS 9.0 HR 9.1

Why Split the Databases? Complexities of HR and CS being tied to the same time schedule for new versions Cost of upgrading both systems simultaneously is high Campus Solutions 9.0 will employ a new concept for rolling out improvements called “Feature Packs.” New functionality can be applied to just one component of CS This may be our last “major” upgrade of CS

Data Sync Data synchronization will go just one direction for specific data. The database that “owns” the data is the publisher. That is where data will be entered. The database that receives the data is the “subscriber” Data sync will be “real time” for critical information We currently do real time data sync between SFIS/HR and the Financial System

Keeping Data in Sync CS 9.0HR 9.1 CS 9.0 Data Publisher (owner) Data Subscriber Single ID Personal Data CS Setup Values Workforce Data HR Setup Values

Upgrade Challenges Creating a “seamless” appearance for users; we hope to have a portal page that will make it transparent as to which system you are in Making sure all Wesleyan Customizations work correctly and are assigned to the right database (items on the Wesleyan Menu) Testing all interfaces and pointing them to the right database

Upgrade Challenges Identifying which user-written queries belong to which database Identifying past Wesleyan customizations that we no longer use and eliminate them Identifying current customizations where new delivered functionality eliminates the need for customization

User Office Involvement At least 3 testing windows will be identified for users. Each office must develop “Test Scripts” for all the ways you use the system. Test scripts are a systematic way to make sure you test everything you use, from data entry to reporting to interfaces. Test windows will be approximately a month long to accommodate varying office schedules.

User Office Involvement During testing, user offices identify screens, processes, queries or interfaces that do not work correctly and report back. Technical staff fix problems and notify the user office to re-test. A successful upgrade hinges on complete and thorough testing by users. By the third test window there should be almost no errors or data problems.

Schedule Our goal to “go-live” is late next July (2012). Upgrade of databases will begin in early September Once upgrade begins, new development in SFIS and HRMS will be frozen. ▫We are working to complete major projects over the next few weeks. ▫Production issues will still be handled immediately and will be fixed.

Schedule Specific dates for testing windows have not yet been set. We hope to have the first test window open around mid-November. Other windows will be in the March/April and May/June time period. The process for the final go-live will take place from a Thursday to Sunday. Users may be asked to do final testing on a Sunday afternoon.

Meetings this week Karen Butterfield from MIS Consulting will be meeting with user offices this week to understand how you use the system. Her task is to help us develop a project plan for the upgrade and to identify ways to make the upgrade go more smoothly for all offices. Based on the outcome of her analysis we will determine if additional consulting assistance is needed.

Questions?