Transforming Oracle E-Business Suite. FlexField Overview eprentise. All rights reserved.

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1 Transforming Oracle E-Business Suite FlexField Overview

2 Organization Business Problem eprentise Solution GE Global Research Global mandate to consolidate ~40 instances into ~20 instances and ~200 charts of accounts into a global COA. Xerox Recent Significant Customer Solutions Barrick Gold of North America Long-term goal of a supply chain instance and a go-to-market instance Global Chart of Accounts Merge Canada operations into US Operations Went live with merging 3 charts of accounts into 1 new one, changed the asset key flexfield, and consolidated the India/China instance into the US instance. Went live with merging 3 inventory organizations into a new operating unit. The project involved a chart of accounts change a calendar change, repointing to a new OU, a new legal entity, and a new set of books. Also merged sets of books and operating units for all US operations. Changed over 25 charts of accounts, Merged 9 sets of books, 4 operating units, 2 legal entities, and 6 inventory organizations Changed currency from CAD to USD for a public company - had to reconcile to reported balances. Novell Acquired by Attachmate Attachmate had a different fiscal year. GAAP rules required an asset revaluation. Attachmate s legal entity in Ireland was using a Euro as a functional Currency, Novell s legal entity in Ireland was using USD Calendar Change from beginning in October to begin in May Changed date placed in service, asset valuation, remaining life to align with date of acquisition. Currency Change (functional currency) from USD to Euro for Irish Legal Entity. 2

3 Introduction: Finished but not Done : Transformation Software for E-Business Suite Company Overview: Incorporated 2007, Helene Abrams, CEO eprentise Can Consolidate Multiple EBS Instances Change Underlying Structures and Configurations Chart of Accounts, Other Flexfields Merge or Split Ledgers or Sets of Books, Operating Units, Legal Entities, Inventory Organizations Calendars, Currency, Costing Methods Asset Revaluation, Inventory Valuation Separate Data So Our Customers Can: Reduce Operating Costs and Increase Efficiencies Shared Services Data Centers Adapt to Change Align with New Business Initiatives Mergers, Acquisitions, Divestitures Avoid a Reimplementation Reduce Complexity and Control Risk Improve Business Continuity, Service Quality and Compliance Streamline Operations with Visibility to All Parts of the Business Establish Data Quality Standards and a Single Source of Truth 3

4 Significant Accomplishments Chosen as a "Cool Vendor" in the Cool Vendors in Master Data Management (MDM), 2011 report by Gartner, Inc. Awarded Patent for eprentise Consolidation Software, 2012 Does not violate Oracle Support Agreement Delivering CPE credits in educational webinars Marketing Awards Collaborate12 User s Choice Traffic Stopper Visionary Collaborate13 Best Exhibitor Marketing Collaborate14 Best in Show 4

5 Out-of-the-Box Software

6 Transformation Software Solutions Two Product Lines: FlexField Change chart of accounts in EBS Built-in Rules Changes data in all subledgers, add-in for HR Cost Allocation Retain all historical transactions Quick, easy project, low price point eprentise Transformation Software that remodels any setup data or consolidates multiple instances Reorganizes configuration, master, and transaction data Maintains all history resulting in a single source of truth Based on a source that is transformed into a target Generates rules and code to resolve conflicts Metadata Analysis and intelligent knowledge repository 6

7 Project Approach - eprentise FlexField Software Why is FlexField the industry-leading solution for changing the accounting flexfield? Change COAs without Reimplementing: Load, map, and go. Low risk. Rapid change, short project. Map 1:1, M:1, or even 1:M at the segment level. Low cost. Change your Oracle chart of accounts as often as your business changes. Model multiple iterations of your chart of accounts to facilitate design. Map many charts of accounts to one new one. Retain all history. Designed for the business user. Built-in features automatically update related information to maintain the relational integrity among data. Error-checking that identifies exceptions and alerts the user, even across multiple COAs. Simple graphical user interface that takes you through the FlexField process. Out-of-the-box software to meet any requirements, whether it is adding or reducing the number or size of segments, mapping 1 segment to many or many segments or values to one, or re-ranging values. Retains all history, allowing for streamlined reporting and complete, consistent, and correct information. 7

8 Chart of Accounts in E-Business Suite Flexfield Components Accounting Flexfield Structure: Segments, Values, Code Combinations Segments or Dimensions Company Business Unit Cost Center Region Account East West 2222 Values East.1111 Code Combination 8

9 FlexField Software Process Flow Create new COA in E-Business Suite (Structure, Qualifiers) Install FlexField software (client/server) Run current baseline report set Pair accounting flexfields Map either segments and values or code combinations Create mapping file from software Add new values, combinations in Excel Load csv file into FlexField Software Resolve Exceptions Execute Changes Transform CCIDs Apply changes to history, subledgers Align balances Print audit report Run report set to reconcile 9

10 Set Up Environment Create a Test Environment Set Up Oracle Applications Create FFIELD Schema and Tablespace Create a new FFIELD schema in the Oracle Applications database with a unique password. You ll use this password to log on to FlexField. Grant the FFIELD schema a DBA privilege. Create a new FFIELD tablespace sized about 2GB for every 100GB database size. Assign the FFIELD tablespace exclusively to the FFIELD schema. Make the FFIELD tablespace the default tablespace for the FFIELD schema. 10

11 Log In 11

12 Environment Report 12

13 Environment Report 13

14 Prepare Instance 14

15 Mapping the Accounting Flexfield: Either Segments and Values or Code Combinations New Mapping Must be Derived from Old Segment Values Segments Current Segment Current Segment Current Segments Company Product Line Company New Segment Cost Center Cost Center + Location New + Cost Center Values or Code Combinations Current Value Current Values Current Value Company 01 Cost Centers CO-CC-ACT Line of Business Company 100 Activity 101 New Value New Value CO-CC-ACCT-LOC New Value Segments New Segment 1:1 1:M* M:1 *Segment Level Only 1:1 M:1 15

16 Select the Source and Target Flexfield 16

17 FlexField Software to Change your EBS Chart of Accounts Map Segments and Values or Code Combinations Changes CCID everywhere Segment Mapping All setups 1 1 Mapping All subledgers All history M 1 Mapping Looks as though the new chart of accounts was 1 part M of Mapping the original implementation Full audit trail, drill down, roll up Built in exception reporting 17

18 Current Cost Center Segment Values and Descriptions Create Mapping Files 1:M Mapping of Cost Center to (Cost Center and Location) A B C D E F New New CC CC Description CC New CC Description LOC Value Value Value 1 01 US 00 Default 101 US 2 02 Overseas Distribution 02 Overseas Distribution 000 Default 3 03 France 00 Default 303 France 4 27 Consulting Services 04 Consulting Services 000 Default 5 95 IT Operations 05 IT Operations 000 Default 6 99 Toronto 00 Default 199 Toronto New LOC Description M:1 Mapping of (Region, Account, Product) to Account New Cost Center and Location Segment Values and Descriptions Current Region, Account, and Product Segment Values and Descriptions A B C D E F G H New Reg Reg Account Product Product New Account Account Description Account Value Description Value Value Description Description Value 1 01 Southwest 1400 SALES COMMISSIONS 001 computer SALES COMMISSIONS GENERAL 2 01 Southwest 1405 SALES COMMISSIONS - OTHER 002 hard drive SALES COMMISSIONS HARD DRIVE 3 02 Northeast 1410 SALES COMMISSIONS - RESERVE 001 computer SALES COMMISSION GENERAL 4 02 Northeast 1415 SALES COMMISSIONS SERVICES - SALES COMMISSION Services SUPPORT SERVICES 5 02 Northeast 1415 SALES COMMISSIONS SERVICES - SALES COMMISSION Services WARRANTY SERVICES 6 03 Southeast 1410 SALES COMMISSIONS - RESERVE 002 hard drive Exceptions: Account Type Mismatch Multiple Descriptions SALES COMMISSIONS - RESERVE Splitting Balancing Segment Length of Value New Account Segment Values and Descriptions 18

19 Split Balancing Segment Add-On Features Split the balancing segment values into multiple segments Map the new value for the balancing segment value based on the multiple segments Old Company Value (BSV) In COA based on the combination of Company(Balancing segment) and Management Entity segments, it will be mapped to a new unique balancing segment value (Legal Entity) Old Management Old Company Description Entity Value (Custom BSV) Old Management Entity Description New Legal Entity BSV New Legal Entity Description CHINA TECH CENTER CTC-GE CHINA CO COMPANY 0010 CTC-GE CHINA CO 0310 CHINA TECH CENTER CTC-GE SOURCING CO COMPANY 0011 CTC-GE SOURCING CO 0311 CHINA TECH CENTER CTC-GE GNO/GCO COMPANY 0012 CTC-GE GNO/GCO 0312 CHINA TECH CENTER CTC-GE GCF COMPANY 0013 CTC-GE GCF 0313 Resolve all the references to the balancing segment values in the configuration and the transaction tables for Intercompany Intra-company Additional before and after conversion reports will be provided for intercompany and intracompany setup as part of the audit trail from the software. 19

20 Chart of Accounts Flip The chart below contain the rules mapping for the Current CoA (Oracle Pascal) to New CoA according to ES Current (PASCAL) New (ES) Definitions Comments Segment1 Legal Entities Segment1 Legal Entities LE/Branch Gold ID (Default IF1235) Segment2 Natural Account Segment3 Natural Account MARS Account P&L only - mapped to Sites & Segment3 Function Segment6 Cost Center Functions Segment10 Function Grouped Oracle HR Functions (OG + Branch Code + Cost Center) Segment4 Analytical Segment7 Geography Country codes (Default BRL) Segment5 PMS (ME) Segment9 Ref P&L only Product (Plataform - Hyperion Metadata level) Segment6 Intercompany Segment4 ILE LE/Branch Gold Id (Utilized BUC data IBS System) Segment 5 IME Same as ME Segment7 Reserved1 Segment12 Reserved1 Future Use Segment8 Reserved2 Segment13 Reserved2 Future Use Tier 2 (DS, SS, TM, GS, etc.) Segment2 ME mapped to MARS OILTRN (Default OILTRN) Segment8 Project Code Null value but will be in COA (Default ) Segment11 Book type STAT / US GAP / TAX indicator (Default P) 20

21 21

22 Load Mapping Files into FlexField Overwrites existing segment value mappings Repeat Loading until you are satisfied with mappings and have no exceptions 22

23 View Mapping Exceptions 23

24 View Mapping Values 24

25 Execute Changes 25

26 Apply Changes to Database 26

27 Align Accounts 27

28 Balance Tables (GL, AX, XLA etc.) Unique constraint on code combination ID Forces one balance per code combination No other tables are affected Old CCID New CCID Merging Balances Many old CCIDs mapped to the same new code combination Entity Cost Center Account Interco Future Use Balance $100, $10, ($7,432.84) $102,

29 Audit Trail Export Current and New Code Combinations 29

30 Screens from Apps FA Asset Categories changed by FlexField PO Expense Account Rules dataloader 30

31 More Screens from Apps Journals > Enter > Can view posted transactions from Jan.09 Journals > Enter > Can drill down to detail to view subledger transactions AP/PO 31

32 Mass Allocations and Summary Templates Need to be Created 32

33 Post-Change Steps (Not covered by Software) Hard-Coded (RICE-W Activities) Interfaces to third-party systems Data Warehouse Reports Workflows OFA Oracle Financial Analyzer ADI Templates Uses Ranges Approval Assignments Budget Assignments New EBS Features New Modules/Functionality Some Configuration New CoA, Ledgers Upgrade to R12 Definition of target Testing and Cutover Strategy and Execution COA Rules (Use Business Logic) Cross Validation Consolidation Account Derivation Rules Accounting Generator Roll-up Groups Security Rules Summary Templates Mass Allocations Costing and Revenue Recognition Rules Descriptive Flexfields Auto - anything 33

34 Consolidate Instances Change accounting structures Move legal entities into new sets of books Divest a business unit Change calendars Change currency Change other flexfields Merge sets of books Combine organization units Change costing methods Move operating units into new ledgers Merge inventories Change business groups Transformation Benefits Shorter project duration with fewer resources translates to lower costs Repeatable results, reusable as requirements change Requires less than half the time and resources of consulting efforts Accurate, consistent results (no need to worry about different coding styles, standards, skill levels, corrupting database, differences in different versions) Eliminates need to qualify consultants on technical skills Maintains database integrity Retains all history Avoids re-implementation Reduces risk No Oracle Application software is changed or customized. No need for external, mapping, data warehouse, or reporting to reconcile different businesses. Make the most of existing resources 34

35 What do we provide? Software license Product Support Sales assistance and training for your team Marketing materials Getting Started What do you need to do? We do not have a consulting team. Resources usually include a DBA, a project manager, and 1-2 functional consultants or business analysts per business area. There are usually other related services needed reports, interfaces, non-oracle E- Business updates, patches, upgrade to new release (R12). 35

36 Describe your experience: Customer Quotes Would definitely recommend the software and the company and have already done so. If the need arises for us to make any other changes this will be my first and only call. Easy way to verify that you have considered all the mappings for old to new chart of accounts and peace of mind that the results will be accurate. The experience is very good and we got the results as we expected. The tool worked perfectly the staff was very helpful and dedicated to our project. The FlexField software is very easy to implement and use. FlexField s Express personnel were very accommodating and provided assistance whenever needed. Their customer service is excellent. We are very pleased with the product and the overall project. I d recommend the product to anyone. Was completely satisfied with software and support. Exceeded all expectations. My client was very satisfied with the project and service. The product did exactly what it was supposed to do and we were very pleased with the outcome. The product proved to be dependable from the first test. Don t have the details but it was a big saving for the company Successfully accomplishing this [calendar change] in less than 10 days is amazing... My experience with the product and the service is exceptional. The whole project has been a success. Saved the company lots of money by not reimplementing Oracle. 36

37 Project Planning 37

38 HR Cost Allocation FlexField Add-in Must be used if you use the HR_COST_ALLOCATION flexfield Depends on the segments and values of the accounting flexfield Performed after the chart of accounts has been changed 38

39 HR Cost Allocation Change Prerequisites: Define the new HR_COST_ALLOCATION flexfield in EBS to match to the segments and value sets that you have defined for your new chart of accounts Define the flexfield segment Qualifiers Complete the chart of accounts change with FlexField software Map to the new costing flexfield Map the costing flexfield to the COA Map costing segments Map COA segments (only required if you did combination mapping in the COA) Map Cost Values Execute Changes Print the Mapping Report Post-steps: Define GL Account Code Mapping (Payroll to GL Segment Mapping) 39

40 Map to New Cost 40

41 Map Cost to COA 41

42 Map Cost Segments 42

43 Complete the Mapping File Generated by the Software 43

44 Execute Changes 44

45 Print the Mapping Report 45

46 Thank You! Contact One World, One System, A Single Source of Truth One World, One System, A Single Source of Truth 46