R12 Upgrade Approach and Lessons Learned

Brian Pellot, AXIA Consulting

Agenda
Introductions R12 Example Projects

The Upgrade Project

Lessons Learned Major R12 Module Changes

Please ask questions!!!!!

The Speaker
Founded in 2005, AXIA Consulting is an firm made up of Senior Consultants averaging 15+ years of Systems Integration experience. AXIA has a core group of Oracle consultants currently working with 6 clients in the region. AXIA also provides strategic business services, project management and systems integration services. Brian Pellot is a senior consultant with 14 years of experience implementing and upgrading the Oracle Applications. He is also a past president of OVOAUG.

Current Status
Where is everyone now? 11.5.10 Earlier versions What modules? Financials Supply Chain Manufacturing How long have you been on Oracle? >2 years >5 years >10 years Who has been through an upgrade (i.e. 11i)? Why upgrade? Support New functionality Implementing additional modules

R12 Overview
Oracles Major Release after 11i
Various versions have been release semi-annually R12.0 thru 12.0.6 and 12.1.0 to 12.1.3 Bug fixes The R12 versions have functional enhancements and changes

Major Enhancement
Centralize functions that were common amongst modules User Interface changes More Web-based look-and-feel Common Data screens and functions moved to java framework Suppliers Customers Technology Changes JRE instead of JInitiator

R12 Projects
Industry` Public, Regional Ohio Utility ($3 Billion) Industrial Equipment Manufacturer ($500 Million) Large Steel Manufacturer ($2 Billion)

Location
Versions Timeline IT Staffing (FTEs)

Dayton, OH
12.06 9 months 2 Internal 8 External

Mason, OH
12.1.2 6 months 5 Internal 4 External 2 Developers

West Chester, OH
12.1.2 9 months 2 Internal 3 External 1 Developer

DBAs
Scope Custom Objects Down Time Issues

2 Internal
12 Modules: Financials, Supply Chain, HRMS ~300 custom objects, 7 complex interfaces 70 hour upgrade window 90 patches, 269 issues logged, 811 test scripts

Outsourced / Hosted
18 Modules: Financials, MFG, Supply Chain, HRMS ~500 custom objects Minimal interfacing 69 hour upgrade window 50 patches, 145 SRs, 418 issues logged

Outsourced
3 Modules; Financials ~100 custom objects Moderate interfacing 48 hour upgrade window 45 patches, 120 SRs, 214 issues logged

The GOAL
Dont mess it up!
Availability
The system will be available on Monday morning.

Shortest possible downtime.

Business Continuity
On Monday morning everyone can do their job. At the end of the period, the business can close the books.

Have system on Oracle R12

The Approach
Repeat Test Upgrade Production Upgrade Plan Test Issues

Cookbook Steps

Patch List

Multiple practice rounds determine correct steps and patches to ensure a successful upgrade. More rounds => Less Risk

Sample Plan

Lessons Learned
Project Management Agree on scope upfront Maintain a parking lot for items to be considered after go live Maintain an issues list Maintain awareness of ongoing 11i Production support changes Intermediate milestones Weekly DBA meetings Project Schedule Ensure that the project phases and milestones are aligned with important business considerations such as quarter end/year end Set expectation that going-in schedule is subject to change Build in a contingency month if possible Initial phase was a bug hunt to try and find obvious glitches try to navigate through and test basic functions Subsequent upgraded environments serve as Pilot systems to help finalize R12 setups and resolve any bugs Following Pilots, perform formal tests with business users

Lessons Learned
Custom Objects Many will need to change Many of the changes will be minor Some will be rewrites All need to be tested thoroughly Some will work with old data but not with new

Testing Ensure you have comprehensive test scripts to cover all processes Involve the business team creating test scripts and executing Test with old data (that was upgraded) and new data Be aware of how Subledger Accounting data is converted Dont assume anything each upgrade iteration brings new 11i data Establish a test lab with PCs so that business team can participate in a focused environment Test standard and custom report printing

Testing Flow

Patch

Test

Issue

Process Change
Cookbook Step

Used in Next Round

Cookbook

Cookbook Steps Well documented Assigned Timed

Lessons Learned
Patching Take the most recent CPC (critical patch collections) proactively at the start of the project Evaluate timing of other CPCs and new releases as the project progresses Track every patch applied in every environment - you wont want to take all of them forward - Important to know whats where if you have more than one instance Set a patch freeze date prior to the cutover event Be aware of patches for a single bug that might contain additional bug fixes. If one off patches are unavailable, you must re-test all affected files. List of specific patches for specific issues can be provided

Training Depends on number of users, number of testers, use of modules Some modules had no training HR Some had full classroom training AP, Inv Some fell in the middle GL, AR Some do remedial training

Lessons Learned
If you have interfaces consider this carefully! Oracle will be (partially) down. Interface Plan What systems will be affected by downtime? Linked systems Interface files to those systems. ODBC links/users turn them off The DB will be up! Process every file and every transaction Once and Only once Will there be format changes or program changes? Mitigate the impacts Assign specific actions for each interface Who will process files? When will the files be processed? Who needs to know about what affect to what systems?

Lessons Learned
Cutover Event Cutover planning starts early in the project Communicate, Communicate, Communicate
No surprises Assume nothing

Cutover Plan - instructions should be detailed enough that others could do the steps in someones absence Assign the steps consider passwords and responsibilities (security) Practice the steps with each technical upgrade Time the steps, automate if possible using Dataloader, SQL, FNDLOAD Develop communication plan, fallback plan, 24x7 contact list (including key third-party vendors), Go/no-go decision support Allow time for business team to do some basic testing before the system is open for business on the first day after cutover Manage the impact to interfaced systems (inbound and outbound)

This is what weve trained for people!

Lessons Learned
Experience Companies considering an upgrade have experienced Oracle Application teams.

Find someone experienced with the upgrade.

The upgrades get quicker and less risky as more upgrade experienced people become available to help.

Experienced people should provide a head start. Cookbook Patch lists Key risk areas what to test first Coding change examples XML Template examples (checks and other payment documents) Templates for other project deliverables Project plan Impact documents Starting points for cutover plan

Results
STATISTIC AP and Payments modules comprised a large portion of
the project issues and patches.

1 in every 6 issues
Project Issues Log
AP, Payments Other Modules

Almost 1/3 of patches

Applications Patches
AP, Payments Other Modules

12.0.6 project - 35 Oracle Service Requests (SRs) for AP/IBY modules The number was much less for the 12.1.2 project.

New in R12
Dr Cr

6 Major Initiatives

General & Ledger Ledger Ledger Sets

1. Ledger and Ledger Sets 2. Subledger Accounting

Tax Engine

Subledger Accounting (SLA)

3. MOAC
4. Intercompany 5. Tax Engine

Inter Company

Bank Model

6. Bank Model

Multi-Org Access Control

Inventory

Receivables Payables

Projects

Work in Process

Purchasing

19

Major Changes
Payables 11i Payables split into 4 parts in R12 Payables Payments Tax Accounting - SLA Supplier form re-written Bank data centralized Lines added Trial balance and write-offs different with some upgrade concerns
Payments All new module Some development required Numerous setups WebADI Client ADI is gone Other modules can be used to fill the gaps.

Who moved my cheese?

Major Changes
Subledger Accounting Create accounting process added to all financial modules Affects GL Drill-back Some date idiosyncrasies Powerful capabilities available (but not required) One accounting method change means full new method decide early EBTax Regime will upgrade but dont use it! Not supported Not extendable Difficult to use Set up a new regime Good time to go to a 3rd party provider Lots of power lots of learning Printing Architecture and BI Publisher PASTA is available but not exact Some reports need to be opened and printed from Adobe

Questions?
For more information, please contact:

Brian Pellot AXIA Consulting Brian.Pellot@axiaconsulting.net http://www.axiaconsulting.net