UCF FINANCIALS THE N EXT G EN Fit-Gap Kick Off April 17, 2018
AGENDA How are fit-gap sessions 1 Introduction 5 conducted? What is next – Post fit-gap 6 2 What is a fit-gap session? actions? What do fit-gap sessions 3 7 Questions and Answers entail? What are the goals of the 4 fit-gaps?
WHY CHANGE UCF FINANCIALS? Initial Driver 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
CHART OF ACCOUNTS (COA) & GRANTS IMPLEMENTATION TIMELINE 2017 NOVEMBER DECEMBER 2018 JANUARY FEBRUARY MARCH 2019 JUNE JULY CoA INTERVIEWS / WORKSHOPS CoA PROOF OF CONCEPT/VALIDATION FINAL CoA DESIGN IMPLENTATION COA / GRANTS JULY 2019 CoA & GRANTS IMPLEMENTATION GO LIVE
WHAT IS A FIT-GAP? Method for ensuring an accurate and complete implementation Identifies changes Involves key users Produces information used to develop a conceptualized and prototyped system
WHAT DO FIT-GAP SESSIONS ENTAIL? Review of functionality Analysis and validation Demonstrate delta changes from production of system design functionality to new environment Define requirements: Identify changes Explore possibility of • Data conversion • Setup Table Values removing existing • Interface • Navigation modifications • Reporting • Functionality Sample Data
DOES IT FIT? 1 Recommended business process revisions WE’LL BE ASKING FOR 2 Existence of any critical system gaps YOUR THOUGHTS ON…. Items not available currently which are 3 business critical requirements - New Functionality
HOW ARE GAPS AND NEW FUNCTIONALITY ADDRESSED? • Determine if action is needed • Document in Action Item Log For each • Assign and follow through to resolution gap or new functionality • Estimate and spec modifications that is • Record additional information requirements identified: • Process definition & change requirements • System setup
WHAT ARE THE FIT-GAP GOALS? DEVELOP IDENTIFY DESIGN a clear picture of modifications – the entire process requirements maintained and new
WHY MINIMIZE MODIFICATIONS / NO CUSTOMIZATIONS? Capitalize on best practices Meet project timeline Interface and conversion requirements Avoid lack of software Impact of software support maintenance / upgrades
THESE ARE NOT MODIFICATIONS / CUSTOMIZATIONS PS Standard PS Query Security Reports Use Assignment
HOW ARE FIT-GAP SESSIONS CONDUCTED? The Fit-Gaps will be facilitated by these representatives from Financials Support Services: Each module has multiple Fit-Gap Dorann Mullins sessions Elena Wilson Efrain Guzman-Carreras Hector Santos Kristal Jackson Libby Sanders Marcia Maukonen Participants vary Patricia (Pat) Kentish depending on the Regino (Reggie) Besana functionality Richard (Rich) Strohfus Varsha Das
FSS ROLES & EXPECTATIONS Provide recommendations Facilitate sessions for new functionality Offer alternatives to Keep discussion focused system modifications Provide UCF Financials Provide direction to facilitate expertise creation of deliverables Relate experiences
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 CRITICAL SUCCESS FACTORS User participation Keeping an open mind Making timely decisions (48 Hours) Focusing on the need, not the current processes Taking ownership Minimum modifications
WHAT IS NOT Oracle PeopleSoft training PART OF A FIT-GAP: Forum for Forum for discussing developing business unrelated topics 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 Develop modifications, Implement Validates reports, interfaces change Conduct testing business data and conversion management plan conversion program Review UCF Financials Conduct end-user production Next Gen training readiness goes live
THANK YOU FOR ATTENDING
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