Prepared by:

Session ID:

Names: Mike Castronovo and Connie Griffith

Company: AMCP, and City of Minneapolis

Inquiries: Mikeca@amcpeoplesoft.com – www.amcpeoplesoft.com

Case Study on how the City of Minneapolis successfully planned and

executed its upgrade to PeopleSoft 9.2 for its finance and human

resource systems, including a cloud migration, data warehouse, post go-

live optimizations, and future plans, including roadmap items and

strategy for managing software updates for People Tools and Images

101310 -

City of Minneapolis –

PeopleSoft 9.2 – Upgrade and Optimization

10:45 AM Heathrow AB

1. Introductions1. Speakers / Introductions2. PeopleSoft History at the City of Minneapolis

2. 9.2 Upgrade Overview and Key Features in PeopleSoft 9.2/People Tools 8.5xA. Project Objectives B. PeopleSoft 9.2 and it’s Value Proposition C. Define Project Value Proposition, Pathway, Scope and Governance Structure

1. ROI / Benefits Diagnostics Overview2. Project Approach to Upgrade and Lifecycle ROI3. Project Governance Structure4. PeopleSoft Applications Upgrade Review and Road Mapping

D. Transformative and Notable Features in PeopleSoft 9.2E. Upgrade Passes, Resolving Gaps, Smart Customizations, and RetrofittingF. Data Warehouse / BI , Reporting, and SecurityG. Cloud MigrationH. Lessons Learned and Things we did Well

3. PeopleSoft 9.2 Impact and The Road Ahead – Maximizing your PeopleSoft Dividend1. Changes in customer expectations and faster software delivery cycles2. Managing Change for Optimization – A Stepwise Transition from A to B 3. People Tools 8.55 and Images – Strategy and Features4. Road Mapping and Collaboration

4. QA & Acknowledgements

Agenda

Speaker Introductions

Connie Griffith

City of Minneapolis – Controller

Public Sector 30+ Years

Certified Public Accountant

Mike Castronovo

Project Manager

Customer Advisory Board for PeopleSoft

9.1 and 9.2 Release

AMCP – Sustainability Director

Asset Reengineering

Virtual Communities and Marketplaces

City of Minneapolis Overview

Minneapolis is in Hennepin County and the larger of the Twin Cities, the 16th-largest metropolitan area in the United States, containing approximately 3.5 million residents.

46th largest City – estimated at 411K residents 22 lakes, 170 parks – over 6,700 acres of Parks

and Recreation Minneapolis proper contains America's fifth-

highest concentration of Fortune 500 companies Minneapolis lies on both banks of the Mississippi

River, adjoins Saint Paul, the state's capital. The City is abundantly rich in water, with over twenty lakes and wetlands, the Mississippi River, creeks and waterfalls.

It was once the world's flour milling capital and a hub for timber, and today is the primary business center between Chicago and Seattle

The city is governed by Mayor Betsy Hodges, and 13 City Council Members

Date HCM FIN Infrastructure DataWarehouse

Prior 2008

PS HCM (HRIS)1997 Install Version 5.02002/2006 Upgrades2008 Barebones T&L2011 Finished T&L

FISCOLAmerican Management System -1995

Windows Server Data Warehouse built into FISCOL system

2008 PS 8.9PayrollTime and LaborHRBenefits AdminELM

PS 9.0General Ledger

Asset Management

Billing / Accounts Receivables

Accounts Payable

Project Costing

Purchasing, ePro, Inventory

Commitment Control

Treasury/Financial Gateway

Windows Server 2008

PT 8.X

EPM – Finance OnlyGL, AP, Project Costing

Sept2015

9.2/8.53 – Image 10

9.2/8.53 – Image 10 VMWare and Modern Cloud Infrastructure

FIN

2016 PT 8.55HCM Image –ELM Image -

PT 8.55FIN Image –

Oracle 12c – Upgrade Windows Server2013PT 8.55

HCM

PeopleSoft History at the City of Minneapolis

Project Objectives

The City Council approved a new strategy and vision for the next four years. A key goal was that City operations are efficient, effective, results driven, and customer focused – “A City that works,” which at its core, is driven by the employees and the systems that they use on a day-to-day basis.

In November 2013, the City initiated a 5+ year PeopleSoft (PS) investment cycle. Some of the current issues that the system upgrade project team was looking to resolve included:

Increase the customer satisfaction level of the PeopleSoft eco-system user base.• Upgrade PeopleSoft FIN, HCM, and ELM to 9.2 – Get PS All on the same version• Improve Integration with PeopleSoft HCM and FIN systems and processes.• Improve business processes and abilities – including use of “best practices” and new

PeopleSoft features• Enhance Reporting Capabilities and Performance • Enhance the training and the PeopleSoft support structure.• Upgrade the Infrastructure (Cloud) and increase technical performance• Reduce customizations ,where possible, and stay current on images and patches

Keys to success for sustainable systems are close alignment with changing stakeholder and customer expectations. as systems tend to lose alignment, and can lose value if not properly supported and maintained.

PeopleSoft 9.2 Value Proposition

Transformative Features• The PUM - Selective Adaptation – No longer

jump from release to release. FASTER RELEASE CYCLES!

• PT 8.55 – Fluid (Support for both part time, Power, and mobile users)

• Cloud Enabled - Multi-Tenant

• Embedded Operational Analytics and Work Centers

• New ‘process and workflow related’ tools

PeopleSoft Software 101

PeopleSoft Application(s) / Modules: Provides module / application specific features and capabilities for business processesBusiness Users

PeopleSoft Images: Provides module enhancements and bug fixes, each quarterBusiness Users, Technical, and Support

People Tools: Provides the technical framework, including development tools, sys admin tools, lifecycle management tools, reporting and analysis tools, and integration tools. Images provide specific end user enhancements / bug fixes.Technical, Business Users, and Support

The PS 9.2 release is designed to improve your total cost of ownership, enhance the user experience, and provide more features and functions

ROI / Benefits Opportunity Diagnostics

It’s the soft stuff that’s hard

PeopleSoft ROI Indicators

Competencies and Expertise

Data Cleanup / Fixing

ReconciliationsRebootsWasted

Investments

The VALUE swing

Knows what they are

supposed to do

Poor Resource

Utilization

DepartmentSilos

Focus on Real Job

Focus on higher

value tasks

Rogue Spend

Creates own common

spreadsheet

Collaboration – Less waste – Increase

satisfaction

Governance / Stakeholder Alignment

Can Get data out of system –don’t need side spreadsheets

Software Features / Capabilities

Oracle SupportUsers have

More capabilities

Business Agility

Only look at Cost

Compliance

Best Practices

Opportunity Indicators

Business Processes / Procedures

Lack of Documentation

Paper Driven

People

Driven

Competencies

Process Driven

Capital Expenses

Operational Expenses

User SatisfactionAre our users happy? Will

they continue to support our

efforts

Predictable Results

Creates problems

downstream

System Utility How well the system works,

does it meet our needs, can we

perform?

Lifecycle CostsHow much does it cost?

Balance capital and operational

expense

PeopleSoft as a Strategic Resource

Project Approach to Upgrade and Lifecycle ROI

Stepwise Change Management Approach - Milestone Driven

Technical Upgrade End Users and Support team improvements

Continual ROI, and Sustained Optimization and Business Integration

Keep the lights on… Get Tax updates, patches, support, Etc…

Improve User Experience / Productivity and Customer Satisfaction

Reduce Lifecycle CostsImprove Customer SatisfactionReduce Risk, Audit, and Compliance

• Upgrade the databases to 9.2 / Tools 8.53

• Perform chapter upgrade tasks

• Retrofit, redo, or remove customizations

• Conduct required hosting or infrastructureupgrades

• Replace customizations with new functionality

• Adopt new features• Business process

improvement• New Customizations• Create more robust

training materials and training delivery

• Update policies and procedures and system documentation

• Add Data Warehouse

• Apply Lessons Learned• Review balance of Cap Ex and Op Ex

spend. Avoid large capital spikes via appropriate operational spend

• Continue to involve stakeholders in change management and user groups

• Improve software SDLC, best practices• Improve Knowledge Management and

Competency Management• Enhance Organizational Structures• Future Proofing: (Plan for meeting needs

today and tomorrow), Road mapped Software, People Tools and Image Upgrades

Project Governance Structure

Exec Committee

Steering Committee

Subject Matter Experts (SME)

App Support (Business Analysts

/ Security)

Business Owners

IT Developers

IT Architects

Unisys

SysAdmin’s

Change Mgmt. / Training

Help Desk

Management

Functional Leads

Tech Leads

RCN’s – Readiness Coordinator

Network

Reporting

P2PRMFMTM

Functional Technical Change Management

Functional

Technical

HCMHR,

Benefits, Payroll

/ TL

PeopleSoft Applications and Road Mapping

11

Financial Modulesto Upgrade to 9.2

Financial Modules Roadmap Review

HR /ELM Modulesfor Upgrade

Asset Management Contracts Payroll

Accounts Payable Vinimaya Marketplace Time and Labor

Accounts Receivables eSettlements, SCM portal pack

Benefits Administration

Billing Program Management Core HR

Commitment Control Expenses, eBill

ePro Grants

Treasury / Financial Gateway

Maintenance Management

General Ledger Oracle EnterpriseTransaction Controls Governor

HCM Modules Reviewed

Inventory Oracle Financials Close Absence Management

Project Costing Oracle Supplier Network, eCatalog

CommitmentAccounting

Purchasing eSupplier Connect

Strategic Sourcing

Suppler Contracts

Future Proofing

PeopleSoft 9.2 - Work Centers

Supports day in the life activities that you do in PeopleSoft.

Contains embedded pagelets:– My Work - Actions– Reports – add run cnt.– Queries – Can Add– Links – Processes

Preconfigured by user role – Can personalize, Queries / Filters / Run controls, etc.

Supports Pivot grids Supports related actions,

new pages

The Work Center combines transactions, analytics, workflow notifications, and reports into a configurable framework that can be tailored to each role-based user in the enterprise.

PeopleSoft Update Manager (PUM)

PeopleSoft Update Images released approximately every 10 weeks - New changes can be selectively applied

Choose individual fixes from bundles and patches. Creates custom change package. Can be migrated to each environment –Selective adaptation

No longer have to maintain a patched demo environment

PeopleSoft Update Manager is a new way to maintain patches and Images for your PeopleSoft Environments

PeopleSoft Activity Guides

There can be a train stop for each step of the process. This allows the user to know exactly where they are in the process and what comes next.

Good for infrequent tasks such as self service or complex tasks such as month end close

Activity guides allow you to define guided procedures for users to complete. Users are presented with a list of actions, or tasks, that need to be completed to finish the procedure.

More Notable Features in PeopleSoft 9.2Module Features

General Ledger /Treasury

Reconciliation Workbench - reconcile accounts between subsystems and General Ledger or use the functionality for transaction verification and compliance

Mass Journal Approvals – submit multiple journals online for approval.

Cash Forecasting – Provides a real time view of the enterprise wide cash position

Time and Labor / Payroll / and HCM

Auto Enrollment – a framework that is used to automate the time and labor enrollments, including employee time reporter data enrollments, work schedule assignments, and user preferences

Paycheck modeling –calculate overtime, bonus, and benefit changes.(Don’t have to call payroll department

Life Events for the self-service management of actions related to marriage, a new born baby, adoption and divorce/legal separation.

P2P Supplier 360 Degree View, a one-stop page where users can see everything about a Supplier:

New Requisition integrated with search-related action add quantity and click add to shopping cart

Supplier Onboarding and SupplierDiversity – Supplier onboarding offers a self service model with better communication

features. Supplier diversity is not out yet.

PC Bills that are entered directly into PeopleSoft Billing can be loaded to Project Costing during the Billing to Project Costing interface process (PC_BI_TO_PC)

Direct Journal transactions can be

loaded to Project Costing during the Receivables to Project Costing interface process (PC_AR_TO_PC).

Manager Transaction Review has been enhanced to allow users to search billable transactions by contract and contract line. This enables users to defer specific billable transactions to be processed at a later time, and provides a page for users to review transactions outside a contracts Period of Performance (POP) start/end dates.

More People Tools

Global Search Can search for items, and have related actions associated with them.

Pivot Grids – Operational

dashboard reporting provide table and chart data from PS query

Mobile Capabilities and Fluid First

16

Upgrade Passes, Smart Customizations, and Retrofits

GAP Resolution and Smart Customizations

Aligning Business Flow, Workers, and Software based on Cost/Benefit and Risk Analysis

Follows IT gap analysis principals of:• Use Delivered/Configuration First• Business process change second• and invasive software changes last

As long as the proposed solution does not violate the business user/owner principals of:

• Usability• Introducing Risk/errors• negative impact on business process performance• and employees not having to work harder than

before

Retrofits Are not always just a port over. Leverage

the Data Models Delivered with 9.2

9.0 9.2

8.8 9.0 9.2

HCM

FIN

Ptools 8.53

Had to sync up builds because of integration.

Data Warehouse- BI / Reporting / Security

17

Phase 1 –Financial Reports

Reporting Tool Set / New Features

BI Publisher (XML) Delivered

Cognos Reports Custom

Work Centers Yes

PS Query Yes

Composite Query and Drill in URL

No

Pivot Grids No

nVision, Process Scheduler, and report distribution

Yes

Embedded analytics / Related Actions

No

SQR and Tree Manager

Yes

Material Views Yes

Phase 2 –FIN-HCM Reports

Oracle Data GuardProduction

Copy ofProduction

Data Warehouse

Nightly Refresh

PS Environments

Security

Cleanup of Roles / Segregation of duties Yes

New Roles (Work center, etc…) Yes

Chatfield Security No

Query Security – Public / Private / Group Yes/Yes

Identity Management

Row Level Security No

Application Level Security Yes

Reporting Security –(menu/warehouse) No

User Preferences / Defaults

HR – FIN change Impacts

Delivered and existing Queries

and reports

18

Cloud Migration – Cloud 9 or Nimbus

Plan for service agreement / work culture changes

Cloud as Value Add -More modern, better

performanceLatest software

Cloud Considerations / Impacts

Connectivity Size and Pipes

Data Protection / Security

May be a more controlled environment

DisasterRecovery

ProductionMigrations

Can be slower

Creating SLA Can take time to work with vendor

Shift to OpExfrom CapEx

Customizations and BusinessProcess changes

COM uses a Private Cloud: These are generally dedicated to a single

organization for private use. They can be built either on-premises or off-site --

the latter option usually provided by a third party -- and they deliver virtualized

application, communications, and infrastructure services.

Moved Dev and TST

Environments First

Cloud Category Readiness

SaaS – Software as a Service NO

PASS - Platform as a service NO

IASS – Infrastructure as a service

YES

Recommend an incremental

approach. Don’t big bang if you can help

it.

Lessons Learned and Things We Did Well

Lessons Learned

• User Expectations Changed – expected new stuff, old stuff to be fixed, and better performance.

• Watch out for delivered integration. Does not mean that processes are aligned, and that you cant step over each other

• Not just a tech upgrade, watch out for things under the cover

• Know thy customizations – Tighter Management

• It’s the soft stuff that’s hard

• Finance Side - More Successful

• PO's / Encumbers - always a problem...

• Note:: Get Prepared – Get up to speed quick

• Business Streams and IT all need to work together… Integrated System

19

Things we did well

• Change Impact Documents – Knowledge Transfer

• New Module Reviews

• Identification and review of customizations on Finance side

• Long Term Planning – Module Review, Future Proofing

The PeopleSoft 9.2 Impact and The Road Ahead –Maximizing your PeopleSoft Dividend

Changes in user expectations and faster software delivery cycles

More Change

People Tools and ImagesRoadmap - New Modules

Managing Change for Continual Optimization

21

Changes in User Expectations and Faster Software Delivery Cycles

Change Delivery Cycles / Modes

1 Critical Fixes - Production Support

Payroll Stopped - Waste

2 General Fixes - Production SupportNon Critical bugs, configuration, data updates - Waste

3 Priority Lists - Been Waiting

4 New Requests

5 Optimizations

6 Image updates, People Toolsupdates

7 5 Year Upgrade Cycle –PeopleSoft Closes This Lane

New point of equilibrium

The City is transitioning from here

A new point of Equilibrium

PeopleTools 8.53x

Users want to be here

A

B

User SatisfactionAre our users happy? Will they

continue to support our efforts

System Utility How well the system works, does

it meet our needs, can we

perform?

Lifecycle CostsHow much does it cost? Balance

capital and operational expense

Payroll – Time and Labor

TO

22

They are as follows:

Tracks

1 Complete outstanding work to optimize the PS system/ workflow for T&L/Payroll, and transition work / responsibilities from consultants to the City

Step 3: “Optimize Phase” Users’ need to get their requirements met in an appropriate

timeframe

“Optimize Software capabilities”

2 Enhance change management capabilities

Step 4: “Sustain and Maintain” The city and system can support business changes in a

reasonable time frame. PS is now looking at upgrades every 1.5 years from 5 years.

3 Improve competencies and workforce structure

Step 4: “Sustain and Maintain” Employees have the knowledge, skills, and abilities, policies and procedures to do their jobs, aka competencies.

4 Improve Production quality and reducing waste.

Step 4: “Sustain and Maintain” Allows employees to focus on doing their day jobs and increase user satisfaction

5 Improve performance monitoring, controls , risk management and governance

Step 4: “Sustain and Maintain” Systems tend to get out of alignment Keep wins and

improvements don’t go back to square 1. Issues may have

moved down, but can change over time as employees and systems change

Managing Change for Optimization A Stepwise Transition from A to B

Stepwise Transition

Step 1: Get major items working

Step 2:Stabilize interoperable systems

Step 3:Optimize

a. Planningb. Current State

Assessmentc. Future State

Assessmentd. Fitgap

Analysise. Implementation

Planf. Implement

Step 4: Sustain Optimization

PeopleTools 8.55 and Images – Strategy and Features

PeopleTools Upgrade Strategy

23

PT 8.55 Prerequisites

Oracle 12C, Win Server 2013, 64 Bit upgrade

Schedule – 3 months

PeopleTools Image StrategyReview each year / roadmap. Work with the business.

Current ELM, HCM, FIN Image ReleaseFinance is on Image 19HCM is on image 17ELM is on image

Key Features of PeopleTools 8.55• Fluid – Support for Mobile Devices - (Navigation -

Homepage/NavBar) – (Mobile Device) - can turn off (Default)

• Cloud Architecture – Rapid Deployment (DPK-setup web/app servers, Automated configuration management)

• PeopleSoft Update Manager – Can upload customizations, test cases – Help estimates in applying patches. (export data from change assistant versions). Patching becoming a lot easier)

• Elastic Search Support (Open Source) –

• Related Content Framework - Event Mapping Feature – attach people code to existing events to the component without modifying the delivered event. Means you can apply patches quicker. (does this through creating a relationship link)

• Health Center - see the load on your environment in a dashboard view (Pcode objects, drilldown, view log files in browser)

• Support for OMA - (Open Mobile Alliance) - framework 2.2

Review upgrading each year when doing yearly road map plan with the business

Road Mapping and Collaboration

Supplier Qualification Management

Self Registration

Verifying certifications

Diversity Reporting

Master service agreements

Report second tier initiatives

Supplier Tracking

Strategic SourcingeSupplier ConnectSupplier ContractSupplier Diversity

Oracle Roadmap

Acknowledgements to our diverse workforce of employees, contractors, and organic contractors - Thank you for making this a successful project

?QuestionsQuote - Connie Griffith – “Thank You for your great effort”

Connie Griffith Mary Dunning Barbara Payton Gene Simms Beth Pease

Lalonnie Erickson-Baker Lynn Gustafson Diane Gross Larry CernosekBob Whittemore

Randy Mikkelson Bill Decora Deb Krueger Jim Coleman Mary Ellen Pfaller

Theresa Nestler Terri Spenser Lisa Brown Dan Iverson Andy Palm

Mike Castronovo Pam Fernandez Jessica Martz Mike Blackmore Danielle Scott

Jim Peterson Melody HansenMohammad Muslim

Lisa White Ralph Orton

Jun Xung Greg Johnson Roman Grinberg Cheryl Frazier Kathy Fry

Patience Ferguson Lyle Hodges Ali Salemohamed Scott McLaren

Kevin Carpenter Dan Iverson Heidi Solheid Keith Pace And many others …

Otto Doll Vern Hyvare Supriya Vasudevan Tim Smith

Beth Cousins Kathryn Koenig Murali Mutyala Michael Fungie

Spencer Cronk Paul Cameron Jeff Miller Bill Leboeuf

City of Minneapolis Sierra Systems Ilynx ACMP Iceberg Global Source

Session ID:

Please complete the session evaluation

101310