Upgrading to R12.2 Lessons learned and tips that you

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1 O2 Works Putting Oracle to Work Oracle E-Business Specialists Upgrading to R12.2 Lessons learned and tips that you need to know to be successful Texas-Louisiana User Conference October 27, 2016

2 Overview / Agenda Introductions and Audience survey Upgrade vs. re-implement Why upgrade? Types of Upgrade Repeatable Methodology Upgrade planning Lessons learned when Upgrading g from 11i to R12 R12.2.x What s so different and what are the concerns Information sources Upgrading to the cloud Contact information 2

3 R12 Upgrade Introduction Art Dowd, Consulting Director, O2Works Former VP of IT for Hospitality Company Extensive business background Implemented / Upgraded Oracle ebus Suite 17 years with Oracle Applications Experience with Oracle Consulting and two well regarded Oracle Applications consulting firms Board Member of OAUG Upgrade SIG 3

4 Audience Survey Role Technical DBA Technical Developer Project Manager Business i Process Owner Super user Apps Release level End user

5 Upgrade vs. re-implement Back in the dark ages (pre 11i) there were technical concerns about upgrading (tech. stack and apps.) and people opted to re-implement Due to the significant changes to the apps in going to R12 the question is surfacing again Recommendation = upgrade unless there is a significant reason causing you to have to re-implement Upgrade process, technology, tools, and scripts are significant improved Re-implementation = much more extensive project Data conversion / testing will be an issue 5

6 Re-implementation considerations You might need to re-implement if: You have changed your basic business / organization structure and your application configuration does not still fit your business Single instance consolidation Your original implementation was really screwed up and it is basically unusable You have tons of really, really bad data You have tons of customizations that you would like to retire in order to use current features and functionalities and streamline your operations >>> You can upgrade with customizations 6

7 Why Upgrade? Per Oracle, when there is compelling business reason to do so New features and functionality to assist business Change in business direction; keep IT aligned Replace customizations and bolt-ons with standard features Take advantage of Tech. stack improvements Obtain better support when patched current Be Fusion ready Stay in support 7

8 Oracle Application support Release GA Date Premier Support Ends Extended Support Ends Sustaining Support Ends Nov 2004 Nov 2010 Nov 2013* Indefinite 12 Jan 2007 Jan 2012** Jan 2015 Indefinite 12.1 May 2009 Dec 2021** Not Available Indefinite 12.2 Sep 2013 Sep 2023 Not Available Indefinite *For Sustaining Support for Oracle E-Business Suite , provided from December 2013 December 2015, Oracle will continue to provide: Severity 1 fixes, critical patch updates and United States Tax Form 1099 updates for the 2013 and 2014 tax years. During this period, payroll regulatory tax updates will only be provided for the countries and tax years specified below. Country 2013 Tax Year 2014 Tax Year United States and Canada January 1, 2013 December 31, 2014 January 1, 2014 December 31, 2014 United Kingdom N/A April 6, 2013 April 5, 2014 Australia N/A July 1, 2013 June 30, 2014 Customers must have the indicated baseline patches (or above) for new Severity 1 production bug fixes as per Patch Requirements for Extended Support of Oracle E-Business Suite Release (see Doc ID ). ** For more detailed d information on EBS 12.0 and bug fixing i and for Extended d Support minimum i patch pre-requisites, it please refer to the EBS Error Correction Support Policy (Doc ID ). For additional information regarding the above points, please see the EBS Support Policies FAQ (Doc ID ). Customers running Oracle Fusion Middleware 10gR2 and 10gR3 in the Oracle E-Business Suite version 12 internal technology stack will remain supported for the duration of the support period for Oracle E-Business Suite 12. E-Business Suite Applications Extensions for Oracle Endeca Products and EBS Mobile applications follow the Lifetime Support Policy of the E-Business Suite Release they utilize. 8

9 Support timeline October, 2016 For more information check: My Oracle Support Note E-Business Suite Releases - Support Policy FAQ MOS Note EBS 12.0 and 12.1 Extended Support minimum patch pre-reqs reqs 9

10 Oracle Lifetime Support Policy Oracle Applications Go to: Query: lifetime-support-applications Fill in: annoying Oracle sign in screen 10

11 Upgrade Type Technical upgrade only Focus on the tech stack / less expensive option Led by DBA / Tech team with little functional support Functional impact = testing and possibly training Common with dot release upgrades (i.e to ) Management / Executive Sponsor Project Manager DBA / Sys. Technical Developer / Admin Lead Analyst Super Users B/A Fin B/A SC & Other Business Process Owners Help Desk / Network Support End Users / Testers Trainer Success = NO CHANGE on go-live Monday 11

12 Upgrade Type Full Business-Aligned Upgrade Aligned with Business objectives / ROI expectation Inclusive, wide-ranging project across IT and Business Requires more Executive Sponsorship Change Management Project; not just technical Management / Executive Sponsor Project Manager DBA / Sys. Technical Developer / Admin Lead Analyst Super Users B/A Fin B/A SC & Other Business Process Owners Help Desk / Network Support End Users / Testers Trainer Application changes must be addressed; there is no option 12

13 Build a Repeatable Process Secure - Active Executive sponsorship and support Communicate Transparent reporting on Progress Gather - Proper Materials Recruit - The Right Team Members Organize - Create and Update Critical documents Analyze and Plan Use Iterative Method (minimum = three rounds) Execute -A Serious and Dedicated Testing Process Experience - Have a leader, bring back the vets 13

14 Secure Executive Sponsorship Who is the 800 lb. Gorilla? High visibility buy-in Support active is better When you really have to have a decision Helps control scope creep Does the project have legs? Is it aligned to the current business objectives Strategic Return On Investment CAUTION: When seeking Executive Sponsorship, expect the question of What is the ROI? The bad news is that there is no return on an upgrade project investment Best approach is to reduce customizations in order to reduce the Total Cost of Ownership (TCO) 14

15 Communication Have a comprehensive plan Understand the frequency By what method / means Know your audience What are they interested in Share relevant knowledge Set the tone Be transparent Positive Recognize the value Focus on what upgrade will provide to business 15

16 Gather Proper Materials From My Oracle Support: Release Content Documents for releases between where you are and where you want to be (for module leads only). Latest Implementation guides for each module in production or moving to production Latest User guides for each module in or moving to Prod. Secure Passwords and Access for whole team New release information: E-Business Suite Upgrade Guide [ID ] Upgrade Advisor: E-Business Suite (EBS) Upgrade from to1213(DocID2691) ) Oracle E-Business Suite Release 12.2 Information Center - Upgrade (Doc ID ) 16

17 Gather Customizatons List of Customizations and Extensions Include all reports, forms, views, extracts, triggers, etc List of custom reports (in all forms) Interfaces Workflow/Account Generator Definitions iti Oracle supported extensions Anything that touches Oracle that didn t come shipped from Oracle Corporation Disconnected Spreadsheet Detailed design documents for all of above Be prepared for some unknown customizations 17

18 Custom code change quagmire Oracle s R12 Upgrade: Most code upgraded seamlessly, but Custom Code Requiring Changes during : Forms: ~10% of forms and libraries needed touching Reports: ~1% of reports needed touching C code: ~20% of C code needed touching Java code: ~1% of overall Java code needed touching JSP s: ~50% of JSP s needed touching AutoConfig Configuration Customizations Development Tools: compilers, Forms/Reports Builder , 1 JDev Source: Ray Lin - Customer Service Support Manager: Oracle E-Business Suite Release 12 Upgrade 18

19 More on customizations Look in aaplcust.txt for customizations Part of Oracle application library Located in $AAPL_TOP/admin directory Other options: CEMLI Services tool Oracle subscription service Custom scripts Panaya acquired by Infosys in Feb., 2015 Ringmaster Customization strategy: Identify / Assess (R12 Upgrade Considerations by Product Doc ) Retire as much as possible Upgrade what you can Re-implement what is left (only what you need) 19

20 Customization Strategy Minimize EBS custom code phase out obsolete analyze concurrent requests Migrate only what's necessary take a new copy from new release and reintroduce the modifications main interface may not have been greatly modified d but test additional lookups or validations or extra data transformations that were added Forms F involve tricky custom code start with fresh menu from Oracle & make changes 20

21 Proper Materials - Hardware Hardware, Software, and Network Space for Test, Dev, Training Environments Cloning skills Scale-able instance strategy Adequate high speed storage / recovery capabilities Shared Project Folder or Space Ability for Oracle Support Access if Necessary (ODC or Net meeting) Adequate network bandwidth / throughput Remote access via secure VPN 21

22 Proper Materials Hardware (cont.) Definition of Current State of Production All components of the tech stack Browser Version Database App server Discoverer Self Service Framework Approvals Manager Desktop OS Version of ADI Version on tools Pay attention to certification for all tech stack elements Certifications tab on My Oracle Support 22

23 Recruit Extended Team - Responsibilities Management / Executive Sponsor Project Manager Technical Lead Business Analyst Fin. Apps Business Analyst SC & Other Trainer DBA / Sys. Developer / Business Admin Analyst Process Owners Super Users Help Desk / Network Support End Users / Testers 23

24 Recruit Team for 12.0 / 12.1 to 12.2 Management / Executive Sponsor Project Manager DBA / Sys. Admin Technical Lead Developer / Analyst Super Users Business Business Business Analyst Fin. Analyst SC & Process Apps Other Owners Trainer Help Desk / Network Support End Users / Testers 24

25 Two Critical Documents Master Checklist Build a Master list for the upgrade and list every step. TIP: Download Maintenance Wizard to a spreadsheet. Capture timings for pre, during, and post patching. LIST and Assign EVERYTHING. Master Impact List Complete full listing of all potential changes that should require investigation or retesting Drives new features use and all testing Applies to standard Oracle features and Customercreated impacts 25

26 Example of Master Impact List 26

27 Master Impact List Items Some Examples: 3rd Party Check Printing System may need to be retested or replaced with XML / BI Publisher Custom Form may need to have customization reapplied to standard Oracle form Account Generator changes might get overwritten, and it may be necessary to reapply changes New Report available as standard functionality, we may want to review as a potential business solution Standard Interface may have new parameters, may need to resubmit for recurring submission (scheduling) 27

28 Execute Dedicated Testing Process Have a library of Test Cases Detailed test scripts Include and use cases from past 11i Implementation or upgrades Be prepared to add some test cases for new features or functionality Modify test cases to reflect new or changed functionality Mk Make sure your test cases have specifics about test data and expected results Check them back in to the library for next time More testers = more familiarity with application prior to golive > less productivity loss Track every item and assign accountability 28

29 Analyze and Plan Iterative Method Analyze, Plan, Estimate, Repeat Use as a Tool to Build your Project Plan 29

30 Upgrade Process Flow Start the process Evaluate new release At least 3 iterations ti before Go-Live Upgrade? Yes No Stay put Make adjustments No Install new release Perform initial Test / make upgrade pass adjustments Perform test move to Prod. Test Acceptable Yes Go Live Yes Ready? Final Testing Schedule cut over date No Make final adjustments 30

31 R12 Upgrade High Level Time Line 31

32 The Process Go Live & beyond Cutover / War Room Post Cutover Support (DON TT test in Production) Update and File Library of Test Cases and Scripts for future use Keep updated and available all Training information (how-to s, FAQ s, tests) Archive: Master Impact List Materials for next upgrade Redevelopment timings, etc 32

33 Experience Have a leader & Bring back the vets There is no substitute for experience Veteran users will pick up on anomalies more easily Experienced testers know what they are looking for and what constitutes a material issue In the 11i to R12 upgrade, the leader will need to understand the Functional concerns as well as the Technical issues. Must be able to communicate with the Functional and Technical resources Will need to communicate effectively with management The 11i to R12 upgrade is a much more substantial project and will require a greater change management focus 33

34 Upgrade Process Flow Start the process Evaluate new release Critical strategy and planning stage occurs here Upgrade? Yes No Stay put Make adjustments No Install new release Perform initial Test / make upgrade pass adjustments Perform test move to Prod. Test Acceptable Yes Go Live Yes Ready? Final Testing Schedule cut over date No Make final adjustments 34

35 Upgrade Planning Planning process needs to be comprehensive and inclusive of Business alignment and technical aspects Areas to evaluate include: Upgrade extent Business alignment Hardware / platform / network capacity Human resource availability who and when Training capacity and tools Application support Testing strategy and experience Oracle product strategy Project planning & management capacity 35

36 Why R12 is not your standard upgrade User Interface overhaul will change to look and feel of the applications for everyone Certain modules had significant modifications and enhancements to features and functionality General Ledger Accounts Payable /P Payables Accounts Receivable Procurement services generally the modules with the most users Reporting tools have been impacted 36

37 Finance / GL R12 Lessons learned Sub ledger Accounting g( (SLA) for Operating Unit flexibility E Business tax setups for each financial module have been removed and are now centralized. Multi-Org Access Control (MOAC) - Provides role based access to Operating Units. It can be confusing and dangerous to set up due to access to multiple operating units Check out the critical reports early - Trial balances, sub ledger accounting, etc. are different with the XML /PDF output. Many reports no longer exist. New setups are needed in Sub Ledger Accounting (Open balance definitions) and some new templates 37

38 R12 Lessons learned Accounts Payable Invoice workbench and Invoice Processing. New look and feel for the workbench. ipayment functionality now included and affects vendor consolidation for AP, CE, and Advanced AR Significant patching requirements early in release Information expansion (TCA architecture) and data bifurcation has led to long upgrade steps and blown table extensions 38

39 Web ADI R12 Lessons learned Lost functionality/issues: Desk Top ADI > WEB ADI When moving from Desktop ADI to Web ADI, you lose the ability to create financial statements in ADI Will need to learn / use Report Manager in order to replace lost functionality Discoverer Due to changes in underlying data model, many discoverer reports will need to be fixed. Check out EBS Data Model Comparison Report (MOS Note ) 39

40 R12 Lessons learned More AP Most problematic module Redesign has led to data corruption in almost every upgrade Good news MOS has scripts that can fix data issues Preventative Tool: Oracle Payables 11i Accounting Health Check ID Download SQL script package and run it Flags various issues that will cause a problem and generates SR s. Resulting scripts from MOS must be run to clean up data Accounts Payable 40

41 Functionality to consider R12 Procurement Applications Technology E-Business Financials & Projects Supply Chain Significant functionality improvements to SC, PO, and HCM Good info in MOS: Chain Upgrade Advisor: E- Business Suite (EBS) 11i Upgrade to (Doc ID) Human Capital R12.1 Info Center Advisor Webcasts g R Value Proposition nt documents Suite Customer Customer & Master Data Master Data Management Manageme 41

42 A few words about R12.2 Available as of Open World, 2013 Represents the HOLY GRAIL of Patching minimal downtime (middle tier re-boot only) Makes use of Edition-Based Redefinition (EBR) feature of the 11g and 12c Database Had been delayed for more than 2 years for extensive testing due to potential risk Beta testers consisted primarily il of foracle partners and integrators so the initial testing did not necessarily hold up to full use environments The future ability to avoid outages is critically important to 24 hour shops (i.e. world-wide operations and 3 shift manufacturers) who can t accommodate down-time. 42

43 R12.2 Overview Cutover Prepare Prepare Cutover Two complete file systems are always present Run Edition - Used by the running Application Patch Edition Either: Currently being gpatched or Waiting for the next patching cycle The two files systems are rotated between Run and Patch during every patch cycle Source: Kevin Hudson - Online Patching with Oracle E-Business Suite

44 R12.2 Resource Considerations Database SYSTEM tablespace requires double current space allocation 25GB increase to 50GB SEED tablespace requires double its current space allocation 5GB increases to 10GB File System 2 file systems require double the space of 1 file system Database Objects & code must follow new set of standards Necessary in order to successfully patch objects Online Review customizations for Online Patching standards Database check report (ADZDDBCC.sql) Scans the data dictionary for violating objects and code File System check report (gscc.pl) 44

45 R12.2 Adoption planning Understand your risk profile Conservative ve or bleeding edge Higher risk on this due to technical implications Consider the support extensions (slides 9 10) increases technical complexity DBA will need to re-learn how to patch New development standards If you are coming from 11i, you re taking a double hit! Consider the hardware requirements if making changes MOS ability to support effectively is lagging Not many DBA s with R12.2 project experience 45

46 R v. R12.2 Risk Considerations Risk area R R12.2 Application maturity and stability X Functional: learning / participation required X X Functional: testing support X X Developer: significant code remediation X X DBA: upgrade skills overhaul X External application support experience X Increased hardware requirements possible X = Risk covered / moderated X = Risk exists 46

47 For More Information My Oracle Support Appsnet Good Summary on New Features upgrade/docs/features.html Online Help (New Features Section) Reference Manuals Blogs: Steven Chan: User Groups / Conferences 47

48 More Information on R Upgrade Advisor: E-Business Suite (EBS) Upgrade from to (Doc ID 269.1) 48

49 More Information on R12.2 Upgrade Advisor: E-Business Suite (EBS) 11i Upgrade to 12.2 (Doc ID ) 49

50 Upgrading to the cloud For EBS customers who run or host their own platform (according to Oracle that is a Private Cloud ) and think they have an option to Upgrade to the cloud think again! It is a full-on, heavy duty re-implementation project that will require that any customizations are redeveloped as part of the Platform as a Service (PaaS) offering in addition to the Software as a Service (SaaS) component Transitioning EBS to the cloud will reduce users flexibility to customize their applications Be certain that that the cloud footprint features and functionality will serve all of your application i needs. Don t be fooled by the manic push to get everyone to think the Cloud is now. It is still years away. 50

51 Upgrading to the cloud As Oracle shifts their focus to become the cloud leader, you will hear about how you can just lift and shift your EBS platform to the Oracle Cloud under their Infrastructure as a Service (IaaS) offering. That is correct. Oracle s Infrastructure as a Service Cloud (IaaS) offering is Hosting. They have been doing it for years It has been known as Oracle On Demand. There are numerous EBS hosting organizations. (i.e. MTG) This is not Oracle s Software as a Service (SaaS) cloud application that used to be know as the Fusion apps. It is your EBS applications running in Oracle s data center. 51

52 About O2Works O2Works is one of the leading E-Business Suite services providers offering the most experienced teams of functional and technical consultants in the industry. Our hands-on resources average 18+ years of experience focused exclusively on implementing, upgrading, integrating, ti and extending Oracle's E- Business Suite. Stop by and talk to us about our large portfolio of successful projects. R12 Presentations, White Papers, and other information shared on-line at: 52

53 Presentation Available O2Works Knowledge Base: Thank you Art Dowd Consulting Director O2Works LLC Oracle Applications Consulting Dallas Chicago - Denver adowd@o2works.com Web: 53