Implementation Process - Implementing a computer system isn't rocket science, but it has to be done carefully and properly, or it can crash. We are using a tried and true process to implement the PeopleSoft software, which includes several major steps, including determining the FIT between the software and our business processes, developing a PROTOTYPE environment, and exploiting TECHNOLOGY TOOLS to save time and money. It also includes conducting TRAINING sessions, ensuring the proper INTEGRATION of all the applications, and placing the software into PRODUCTION.
Fit Sessions - A Fit Session is a meeting where the team compares the PeopleSoft business functions to the District's business processes. This information is used to ensure our business operations fit into the software's functionality. If a process doesn't fit, it becomes an issue to be resolved. The Fit Sessions are attended by a larger group than just the core team, since many critical decisions are made at this time.
The Fit Sessions for the Financial System were completed in mid-January 2000. The Human Resources/ Payroll System Fit Sessions will be concluded by the end of March 2000.
Prototype - Prepare for blastoff - Once the Fit Sessions are finished, the team has a list of decisions to work with, several issues waiting to be resolved, and several alternatives that need to be tested. These components come together in a Prototype environment. The prototype is the initial configuration of the system, using as much information that is available to build proper options, defaults and assumptions into each application. Resolving issues, formulating solutions and incorporating this information into the software environment defines the lifecycle of the prototype system. The major components of the prototype step are listed below.
Functional testing - The first step is to determine that the PeopleSoft application works properly as it was delivered. Our consultants provide us with test scripts which we use to ensure the software is functioning correctly. If not, we install PeopleSoft provided fixes, or devise a work around. Functional testint is a great way to get familiar with the basic software business processes.
Business Process Testing - One of the primary tasks of the Functional team members is to make sure that the District will be able to conduct its business using the software. This involves listing all affected business processes, such as preparing a Purchase Order or hiring an employee, and then testing the processes using the functionality provided by the software. The team members must write test scripts that define each process and the expected results. When the testing produces unexpected results, we must change our business process, develop a work around, or find some other solution.
Business process testing is conducted at the module level. Tests that confirm the integration of several modules is done later.
Technology - Space age tools - PeopleSoft provides us with a toolkit of utilities and programming languages that we use to manipulate data and to save time and money. The major technical tasks performed during the project are highlighted below.
Conversions - Historical data can be moved from our legacy systems into our PeopleSoft environment. If the information is accurate and consists of a structure that is similar to the new data base, and is voluminous, then it probably makes sense to convert it. Data that needs extensive analysis or can be keyed into the system will not be automatically converted. Data conversion is tested during the development phase, and is performed only one time, immediately before go-live.
Interfaces - Data from applications that will continue to be used after go-live can be interfaced to the PeopleSoft HR and Financial systems. Good candidates for interfaces include systems with a large amount of data that needs to be shared on a regular and repeated basis, opportunities to avoid duplication of data, and points where data must be passed quickly.
Modifications - Our goal is to implement the PeopleSoft applications as close to the delivered version as possible. We call this the vanilla software. However, there will be times when it is important to make a few changes to the system, or to add functions that are not included in the software package. Modifications will be carefully chosen and designed to make future upgrades as easy as possible.
Reports - One of the main advantages of the new system is to provide us with timely, accurate and detailed information. PeopleSoft provides several tools that make the extraction, organization and analysis of information very user friendly. We want to provide the right information to our customers as soon as they need it.
Training - Early in the project, team members will got to the training that is provided by PeopleSoft to help them understand the setup and basic functions provided with the software.
Near the end of the project, special training will be provided to all District employees that will use the software. This end user training will focus on the specific functions each person will need to understand in order to do their job. The goal is to give each person the right information at the right time.
Training materials - The core team will develop a curriculum of courses that cover all relevant District business processes. Custom training guides will be developed containing information about the way that business processes will be performed at the District using the new software. The guides may contain examples of the panels you will be using as well as key points about the functions being covered.
Training Sessions - The District team members, who have become very familiar with the software during the prototyping, will conduct the training sessions. Usually one person explains the material in the training guides, while a second team member helps you with the hands-on exercises.
Integration Testing - Integration testing is where we get to see all of the components of the system hang together. We test the passage of data between PeopleSoft modules, and the interfaces from applications outside of the PeopleSoft environment. We install the modifications that have been developed and ensure they work properly. Integration testing emphasizes business processes that cross over boundaries between software modules.
Integration test scripts - Just as in Business Process testing, the team members list what functions will be tested during integration testing and identify the expected results. These scripts are often based on the Business Process test scripts, but are structured to look at the big picture.
Integration testing - Using the scripts developed for this purpose, the team will make sure that each business function works with other applications, as well as the converted data, the interfaces and the modifications that have been developed.
Go Live - The Final Frontier - The day we place the computer systems into production status is a day greatly anticipated by every one connected to the project. Plans are made and steps are executed to make the transition as smooth and trouble free as possible.
Migration - This process involves copying our Prototype environment to intermediate and production environments. The technical team uses these environments to prove that the PeopleSoft database can be completely and accurately copied. The technical team uses these environments to ensure all conversion and interface data is correct.
Production - When the big day arrives we put all of our planning and testing to work for us. We try to anticipate every possibility. Usually, things go pretty smoothly, but there are always a few things that are unexpected. It is common to have some rocky spots that need to be smoothed out.
Post Production - When we go live, it isn't the end of the project; it is the beginning of our use of the new computer systems. There is still plenty of work to do. There are glitches to work out, improvements to be made, and reports to write. Several of the team members will move into new jobs to make the Odyssey Project an even better Odyssey Information System.
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