Agency Readiness Team: MTA HQ / CC. October 11, 2016 Update

Transcription

1 Agency Readiness Team: MTA HQ / CC October 11, 2016 Update 0

2 Agenda 1 Timeline 2 Grayout and Cutover Planning 3 Vendor Communications Plan & Portal 4 MTA Marketplace 5 On The Road Plan Update 6 Agency Readiness Checklist 1

3 Timeline We are here! 2

4 Agenda 1 Timeline 2 Grayout and Cutover Planning 3 Vendor Communications Plan & Portal 4 MTA Marketplace 5 On The Road Plan Update 6 Agency Readiness Checklist 3

5 Grayout and Cutover Planning Go Live Countdown 25 Business Days until Go Live 4

6 Grayout and Cutover Planning Cutover Timeline Below is a high-level timeline that outlines the entire cutover process, from Grayout, through Blackout and into Go Live. Simulation of system cutover from 9.0 to 9.2. Opportunity to address any potential issues that could delay Go-Live. PeopleSoft 9.2 is completely operational. Grayout October & November Mock Cutover October Blackout November 16, 8 PM - November 21, 8 AM PeopleSoft 9.2 Go Live November 21 Specific types of transactions may no longer be initiated according to date guidelines. The system is fully shut down for 2 business days as the technology is upgraded. Manual workarounds are in place. 5

7 Grayout and Cutover Planning Key Grayout Dates Grayout Transactions should not be initiated as of these dates Bidders (entering new bidders) October 1 RFQs: Formal solicitation October 21 Inventory MNR and MTA Bus November 9 Accounts Payable Non-PO vouchers November 10 RFQs: Informal solicitations November 10 Requisitions November 15 THERE IS NO GRAYOUT PERIOD FOR: Accounts Receivable/Billing Asset Management Treasury Project Costing General Ledger Commitment Control Payroll LIRR Purchase Orders November 15 Requisitions need to be fully approved as of the dates above Requisitions will be canceled if they are still in the approval workflow Requisitions can also be in Open status and will transfer to v9.2 Reports will be provided at the start and end of the Blackout period 6

8 Grayout and Cutover Planning Mock Cutover October Mock Cutover is a dress rehearsal of the activities that will occur during Blackout. During Mock Cutover, every step needed to successfully complete the Cutover to PeopleSoft 9.2 is performed and timed to ensure that all tasks can be completed in the time allowed. Activities are performed by the BSC. No agency participation is required. We will report on the findings of Mock Cutover at the next Agency Readiness meeting. 7

9 Grayout and Cutover Planning Cutover Information Summary of Blackout (full system shutdown): Begins Wednesday, November 16, 2016 at 8:00 PM Ends Monday November 21, 2016 at 8:00 AM Based on the environment build times for System Integration and User Acceptance Testing the team will need four (4) days/ two (2) business days for the Cutover. The Blackout will apply for PeopleSoft 9.0 Finance and Supply Chain Management (FSCM), Portal, Enterprise Performance Management (EPM) and PeopleSoft 9.2 Human Capital Management (HCM), Enterprise Learning Management (ELM), HR Portal. No Impact to Payroll Processing Regularly scheduled batch jobs will be executed on November 16th and then suspended except for those required for Payroll execution. 8

10 Agenda 1 Timeline 2 Grayout and Cutover Planning 3 Vendor Communications Plan & Portal 4 MTA Marketplace 5 On The Road Plan Update 6 Agency Readiness Checklist 9

11 Vendor Communications & Portal Vendor Portal Communications Plan August - September October November Go-Live Go-Live - December Vendor Communications Calendar (August) CPO Meetings Advance Notice (Ongoing) 9/30 Sent to 1k Vendors FAQs on portal slider Overview on MTA.info/Procurement FSCM Governance 9/26 Overview of Vendor Comms Learning Spotlight 3: Vendor Portal 10/5 Announce + Invite Demo + Communications + Onboarding Brainshark: Vendor Portal Demo 10/17 MTA Today 10/17 New Vendor Portal + PSU Agency Readiness Monthly Meetings 10/12-22 Vendor Rollout + Portal Advance Notice of Vendor Communications (Ongoing) INTERNAL Vendor Portal FAQs v2 11/01 Vendor Portal CMC Education 11/01 Overview of Communications Help Resources Brainshark: Demo of esupplier Module 11/10 Portal Slider Advance Notice 11/14 Auto- w/vendor Log-Info + Temp Password + Help Resources Recap: Vendor Communications PDF 12/1 Targeted Vendor Portal CMC Education 12/01 Updates on Communications Updated Help Resources Advance Notice 12/01 Annual Gift Letter Various Ads Vendor Portal FAQs 9/29 MTA.info New Vendor Portal Coming 9/30 FAQs MyMTA.info MTA.Info/Procurement Take One brochure v2 9/30 MTA.info MWBE New York State Forum 10/5 Deck Take One Brochure v2 FAQs Brainshark: New Vendor Portal Coming (Use graphic) 10/17 DDCR Events (Ongoing) DBE Opportunity Day 10/21 Take One Brochure v2 FAQs EXTERNAL New Vendor Portal Coming! 11/01 (+ potential US mail) Take One brochure Online Info Login Info coming Letter from A. Barbosa Brainshark: 11/14 Benefits of New Vendor Portal Vendor Help Guide 11/21 UPKs + Help Resources DDCR Events - (Ongoing) Take One Brochure v2 New Vendor Portal 12/10 Annual Gift Policy Letter Take One Brochure v2 New Vendor Portal 12/15 Various Ad Channels DDCR Events (Recurring) Take One Brochure v3 10

12 Vendor Communications & Portal Vendor Communications MyMTA.info FAQS 11

13 Vendor Communications & Portal Messages on MTA.info Pages 12

14 Vendor Communications & Portal My MTA Vendor Portal Landing Page When MyMTA.info is accessed from an external network, the landing page below will be displayed. The Vendor Sign-in & Registration button (only seen on the external network) is where potential bidders will go to register as bidders and where registered bidders and suppliers will enter the vendor portal and view bidding events. 13

15 Vendor Communications & Portal Modular Window Display Clicking on the Vendor Sign-in & Registration will display the below modular window. Where bidders and suppliers sign in to see their dashboard Where new bidders register to be able to bid on MTA events Registered Supplier and Bidder Sign In New Bidder Registration Where suppliers who are already registered can add other users to their account Where anyone whether they are registered or not can view public procurement events 14

16 Vendor Communications & Portal Supplier Dashboard After logging in, the My Supplier Portal will be displayed. The different pagelets will show what the supplier can access. The amount of detail and the types of pagelets that the vendor will see depend on if they are a bidder or supplier 15

17 Agenda 1 Timeline 2 Grayout and Cutover Planning 3 Vendor Communications Plan & Portal 4 MTA Marketplace 5 On The Road Plan Update 6 Agency Readiness Checklist 16

18 MTA Marketplace Overview of MTA Marketplace MTA Marketplace is the online purchasing portal for the MTA, accessed in PeopleSoft through the epro module. It is being introduced in a phased-in rollout beginning at Go Live with Staples Advantage. Other online suppliers, such as CDW, Grainger, Sprint and Verizon will be added in the future. Advantages of MTA Marketplace: Shopping Analytics Price & Product Contract Compliance On-Contract Spend Powerful and Intuitive User Interface Cross Catalog Search Catalog Onboarding Management 17

19 MTA Marketplace Project Update Connectivity was established with MTA Marketplace Spring Suppliers in our test environment: CDW, Grainger & T-Mobile. Staples Advantage will be the only supplier available in the MTA Marketplace during Go Live UPKs have been developed for training new users. Business process being developed for products not yet available in the MTA Marketplace. MTA Marketplace requisitions will be Auto Sourced thru PO No buyer intervention required. 18

20 MTA Marketplace Screenshot of MTA Marketplace Welcome to the MTA Marketplace 19

21 MTA Marketplace Standardized Catalog Ordering Agencies MTA HQ NYCT MNR LIRR B&T CC ERP MTA Marketplace Nov 2016 Release: Future Releases: Supplier Catalogs 20

22 Agenda 1 Timeline 2 Grayout and Cutover Planning 3 Vendor Communications Plan & Portal 4 MTA Marketplace 5 On The Road Plan Update 6 Agency Readiness Checklist 21

23 On the Road Plan Purpose and Logistics The Purpose of the On the Road Shows is to assist the Agency Readiness Team in ensuring that the procurement changes are communicated to end users throughout the Agency and that there is an opportunity for engagement and feedback. Super Users and/or Agency Readiness Team members will collaborate on agencyspecific content The CPOs will champion the Road Shows During and after the Road Show sessions, the following will be distributed: Questionnaire for all attendee Educational and informational materials for users Planned Sessions Agency Date Location HQ Monday, November 1 st WebEx 22

24 On the Road Plan Content Casual User and Buyer/Buyer Manager Sessions The OCM team will travel to Agency locations and provide presentation materials. Some presentations will be delivered via WebEx. Topics Include: History of Project Benefits to End-Users Change Impact Assessment Changes to End-User roles Agency-Specific Impacts Portal Demonstration Where to Go for Help Post Go-Live Support Buyer/Buyer Manager sessions will also include: Vendor Portal Demonstration Executive Sessions Presentations will be delivered during existing agency meetings. Topics Include: Phase 1 and 2 of the Project Business Case for Change Discussion of Changes and Benefits to Processes o Change Impact Assessment o Upgrade Overview Employee Preparation Plan o Change Guide Overview o Post-Go Live Support

25 Agenda 1 Timeline 2 Grayout and Cutover Planning 3 Vendor Communications Plan & Portal 4 MTA Marketplace 5 On The Road Plan Update 6 Agency Readiness Checklist 24

26 Agency Readiness Checklist Readiness Checklist Overview To this point, the Agency Readiness teams have been vital in supporting the BSC in a number of activities as the MTA prepares for system Go Live. This includes: Communicating and developing plans for Grayout and Blackout Validating revised workflows Reviewing and verifying updated security matrices Ensuring that end users receive the communications they need to prepare The Agency Readiness Teams will be provided an Agency Readiness Checklist. The checklist helps the agencies gauge how ready they are for Go Live. We will work with the agencies this week to ensure that we have captured the appropriate highlevel readiness indicators needed for this checklist. On the next two slides are the indicators developed so far. Indicators are tied to the goals of the PeopleSoft upgrade, as displayed on the BSC project website Each action is owned by either the agency or jointly by the agency and the BSC Status and Date are used by the agency to track progress towards the indicators 25

27 Agency Readiness Checklist Agency Readiness Indicators Readiness Goal Category Activity Owner Date Status R/Y/G Access Confirm that future state security roles are accurate Agency 8/01/2016 Application and Infrastructure are Ready Testing Cutover and Conversion Ensure identified agency UAT testers participate Identify functional validators and ensure that system-data is accurate Agency 10/15/2016 Agency 10/28/2016 Access Ensure PeopleSoft security roles have been updated MTA IT Security 11/14/2016 Readiness Goal Category Activity Owner Date Status R/Y/G End-User Training Validate recommended list of enduser training based on PS Security Template Agency 10/10/2016 End Users are Trained End-User Training End-User Training Identify Super Users / SMEs who will attend / support each training session Distribute training schedule BSC and Agency BSC and Agency 10/10/ /10/2016 End-User Training Ensure end users complete prerequisite training (UPKs, WBTs) and attend Instructor Led Training / Learning Labs Agency 10/13/

28 Agency Readiness Checklist Agency Readiness Indicators Readiness Goal Organization & Business Processes are Operational Readiness Goal People are Prepared Category Activity Owner Date Status R/Y/G Job Aids Support Planning Cutover and Conversion Workflow Category Activity Owner Date Status R/Y/G Communication Cutover and Conversion Communication Communication Queries and Favorites Leadership Alignment Job aids provided to end users by role or function Set-up, define, and communicate Go Live / Post-Go Live support plan Set-up and execute cutover plans throughout Grayout / blackout Review approval workflow reports and validate revised thresholds Review and distribute project communications Ensure impacted users are aware of Grayout and Blackout dates and activities Assist in content planning for On the Road Shows Secure logistics for On the Road Sessions (including locations, dates, times and agency representation) Queries (post March 2016) and Favorites are saved Hold monthly Agency Readiness Meetings and distribute information from meetings to end users BSC and Agency BSC and Agency BSC and Agency Agency 10/10/2016 BSC and Agency 10/10/2016 Agency 10/11/2016 BSC and Agency 11/05/ /16/ /16/2016 Agency 11/22/ /15/2016 Agency 11/14/2016 Agency 11/16/

29 Reminder Queries and Favorites Queries Users with access to Query Manager should take a screenshot of tables, fields, or criteria within each query created from March 2016 until Go-Live, as these queries will need to be recreated within PeopleSoft 9.2. Using the View SQL tab may be helpful if you read SQL. Favorites If you have saved your frequently used PeopleSoft pages in Favorites, be sure to make a list before Go-Live. Favorites from 9.0 will not be converted you will need to recreate them. 28

30 Agency Readiness and Learning Spotlight Agendas Below are the topics to be covered in upcoming Agency Readiness meetings and Learning Spotlights. Each meeting will begin with a discussion of open issues/questions collected during and after previous meetings. DATE ART MEETINGS DATE LEARNING SPOTLIGHT Week of August 7 Changes at Your Agency - FSCM Portal Demo - Change Impacts Communications - Workflow Approval Changes - Transaction Freeze ( Grayout ) August 3 Changes Ahead: Overview + Portal Demo - FSCM Portal Demo - Change Impact Communications Week of September 12 What to Expect - Vendor Rollout + Portal - PeopleSoft Access e-form - Cutover Update - End User Training September 7 September 21 Changes Ahead: Approvals Requisitions, PO and AP Workflow Approval Changes Changes Ahead: Approvals Requisitions, PO and AP Workflow Approval Changes Week of October 10 What To Expect: Steps to Go-Live - Grayout (Transaction Freeze) - Mock Cutover and Cutover - Blackout (System Outage) September 28 Changes Ahead: Vendors - Vendor Portal Demo, Communications and Onboarding Week of November 7 Countdown to Go Live - Final tasks before Go-Live - Preparing for Post Go-Live Support October 26 Changes Ahead: Casual Users - Casual Receipting - Casual Requesting 29

31 Additional Questions? 30