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Moving Ahead on The Road To ONESolution Version 11

Moving Ahead on The Road To ONESolution Version 11 . Presented by Mike Marcinkevicz and Julie Chung California State University Fullerton Auxiliary Services Corporation Western SUGA Conference – Anaheim, CA Tuesday, December 10, 2013. Roundtable Discussion.

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Moving Ahead on The Road To ONESolution Version 11

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  1. Moving Ahead on The Road To ONESolution Version 11 Presented by Mike Marcinkevicz and Julie Chung California State University Fullerton Auxiliary Services Corporation Western SUGA Conference – Anaheim, CA Tuesday, December 10, 2013

  2. Roundtable Discussion CSU Fullerton Auxiliary Services Corporation Mike Marcinkevicz, IT Director & Julie Chung, IT Business Services Analyst

  3. Discussion Agenda • ASC’s migration from BiTech 7.6.9 to • OneSolution 11.10 HF1 • Deciding to move & Estimating work • Testing • Going Live • Moving forward

  4. ASC’s migration from BiTech 7.6.9 to • OneSolution 11.10 HF1 • Where we were • on Reflection VT100 screens • Insight • No 7i • Daisy DotMatrix, ELF basic, and lots of printing • The Road that was Ahead • Opportunity to move to much less paper use • Improved user interface • Updated software and many new features that we never used and/or did not know where there • Learning & knowing why we do things • Correctingprocesses per Sungard or best practice • Moving forward success plan

  5. Verification testing completed before users allowed on ONESolution • Data migration started on a Friday afternoon… • Once complete, verification testing began and continued through the weekend. • After testing was completed and proved successful, users were allowed to sign on Monday morning to begin using the system for production. • Backup plan if testing had been unsuccessful was to go back to using IFAS 7.6.

  6. Verify posting preferences GLUTSPPP and GLUTSPSI • GLUTSPPP screen shows incorrect order of posting preferences after updating – case submitted • GLUTSPSI • ‘View’ column needs to be populated with ‘D’ • ‘Fund value’ wildcard is ‘@@’ (do not use ‘@@@’)

  7. Verify reports/files can be accessed • In the sbi.job.rdffolder • RDF Reports • To edit RDF definitions, access job server through terminal emulator (Reflections) and run SY920 (refer to KBA-01569-V7F0 Running Classic Finance Screens in ONESolution) • AdHocReports(RXRE) • To edit AdHoc definitions, access job server through terminal emulator (Reflections) and run RX350 (in 11.10, load error when trying to update; fix for RX350 in 11.10 HF6) • In the sbi.job.datafolder • RJE Definition Files (called ‘Recurrent JE Function’ in ONESolution, not the same as Recurring Calculations)

  8. Template journal entries • If there are template journal entries (JE’s that are copied every month to a new JE batch), they can be downloaded from IFAS to a flat file via GLJEBP. Manipulate the data in excel to create a csv file that can be uploaded to ONESolution (format based on OS template for JE importing in GLJERIIJ) • Flat files are defined in NUUPCD, Code Category NULP

  9. Verify various common code data • SYNO (seed numbers) • CKID (check ID’s) • NUDT (system dates) • SYGL (system audit report and undo dates)

  10. Verify basic GL/subsystem posting and then undo test batches • GLJEDS • GLUTSUUN • ARBTARDS • ARUTUG • ARBTCRDS • ARUTUG • APOHBTDS • APOHUTUL • APTRBTDS • APOHUTUL

  11. Verify various import processes to create batches • GLUTRIIJ – Convert excel csv file to JE • Had to update NUUPJBQS – GLM3 • Formal name: INFILE • Qualifier: !DATA • RecLen: 512 • Exist: Y • GLUTRIIN – Convert non-comp file to JE • Hotfix problem workaround: gl265 <2.37> works for GLJERJDS, and gl265 <2c32> works for GLUTRIIN, Sungard changed the JCL for GLUTRIIN to use gl265 <2c32>.  • APOHUTIN – Import CSV file • Must have import template defined

  12. CK to BK upgrade to ONESolution • In BKUPCD • Recon Status and Match Status need to be updated with 'N' for loaded records • Reversed checks (RV check type) need reversal date added • Issued checks (HW, MW that are outstanding) need status of 'IS' • VH and VM check types need status of 'VD'

  13. AR Verification • ARUPCU – Does not automatically populate from PEUPPE as in IFAS 7.6 • Have to add new customers first in PEUPPE then in ARUPCU • Main Screen Status, Customer Address Code and Customer Types Status will need to be updated to AC,PR,AC respectively for imported records • Fee Code for AR and CR are defined in the ‘Common’ module (fee code administration). At least one code for AR and one code for CR – we defined NA code for both • We use Finance module for cash receipts, not Common. Common was originally designed for touch screen use. • Receipt is printed from a CDD report which accesses ar_batch_dtl and ar_batchmstr tables. Can be printed before and after batch is posted.

  14. Verify forms definition files • Files located in sbi.job.perm • SYSPFL • SPFMxxCK

  15. Verify payroll CDH codes • PYFLCC • PYFLDD • PYFLHH

  16. Verify test reports • Rebuild accumulators (GLUTDICP) for each fiscal year transferred to ONESolution • If RDF report has a prior year column, workaround is NUUPCD code category GLRP code value GL010EX must have the RDF report mask in the Associated Codes column (i.e. GLRESR06, GLRESR04) • Compare reports run in ONESolution to reports run in IFAS • GLRESR01 • GLRESR02 • GLRESR04 • GLRESR06 • GLRESR18

  17. After go live, Sungard project manager assists in resolving issues • Communication with your project manager after go-live is crucial to continued success in the ONESolution production environment. Keep your project manager involved on new cases.

  18. A Success Formula • Team related: • Weekly updates with team • TEST EVERYTHING, don’tassumeSungard has • Build accountability in team with specific progress reports by each lead • Expect/Prepare for User Resistance…Don’t panic as issues are expected as part of change • Escalation with the Project Manager • Plan/Review your training schedule, don’t assume it fits your company, the order matters, the timing matters • Not all DL trainers or PMs are alike • Communication related: • Realize you might not be communicating what you think you are (RDF reports example) • Keep the resolution pipeline full… Insteadof holding lists of issues to address, Deliver issues to Sungard as soon as possible when discovered, on Daily basis versus weekly

  19. A Success Formula… • Be Deliberate about prioritization of issues • Celebrate successes • Installation related: • Monitor the installation process • Read the scope documents and instructions you are signing, I forgot to read some • Ask what will be changed instead of assuming • Record Common Code changes of ANY kind early on between OLD and Mock system… Because no one is keeping track of these changes • Turn on database logging for tables such as PY and HR early on • SecureLink Gateway, configure it to email when someone connects

  20. Questions/Comments Moving Ahead on The Road To ONESolution Version 11 Thank you for your participation

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