NBS R12 Technical Upgrade Cutover Presentation Details

NBS R12 Technical Upgrade (R12TU) Cutover Presentation to Simplified Acquisitions Committee March 25, 2015

Agenda What Is Cutover? Pre-Cutover Community Activities and Milestones Pre-Cutover Communications Cutover Post-Cutover Questions Page 2

What Is Cutover? R12TU Cutover is the transfer, on June 3, 2015, of the upgraded NIH Business System (NBS) Oracle e-Business functionality (Oracle Release 12.2.3 and Markview version 8.2) to the users at the institutes, centers, offices, and the NIH Business Owners The end of the cutover process will mark the beginning of NBS Program ongoing application support for the functionality to be deployed The NBS R12TU Project Team will ensure come June 3, 2015 that: Users and their organizations are ready to start operations The technical infrastructure components are ready to support the business The applications, reports, and interfaces that make up the functionality of NBS are in place and working correctly Users are identified, role-mapped and loaded into NBS Start-up data i.e., master data and open transactions were transferred and loaded correctly Post-deployment support structures and procedures are in place after cutover to assist users and manage operations NBS has received Full Authority to Operate from the security Designated Approving Authority Page 3

Pre-Cutover Community Activities and Milestones Systems Shutdown All Users Locked out of NBS: May 20, 2015 5:00 P.M. E.S.T. Payments Intra/Inter Agency Agreements (IAA)/Intra-Governmental Payment and Collection (IPAC) Last IAA and IPAC and to be processed: May 18th Last Payment Batch: May 19th, 2015 Manual Processing Preparation Communities need to prepare for manual processing during downtime (consider usage of continuity of operations plans (COOP)) for those transactions that cannot be queued up in the System for later processing Queuing of Transactions to be Processed Later The following systems will remain open and allow for entry, however, no transactions will be processed by NBS. Transactions will be queued and held by the noted systems during downtime and processed* when NBS begins production operations: POTS (Procurement On-line Tracking System (24 ICs) AMBIS (Administrative Management Budget Information System (NIAID) PTM (Patient Travel Module) Clinical Center Centralized Animal Procurement System (CAPS) Intramural Community IMPAC II grants processing (Information for Management, Planning, Analysis and Coordination) Page 4

Pre-Cutover Communications Pre-Cutover Awareness Briefings: to individual NIH community groups on the cutover. Briefings will be tailored to each stakeholder group, provide the details of the planned downtime, and provide an opportunity for Q&A. Cutover Notification: An awareness communication sent to all community members to provide notification of the NBS downtime Cutover Reminders starting a week in advance Page 5

Cutover- NBS Not Available 5/20/2014, 5:00 pm E.S.T. through 6/3/2015, 7:00 am E.S.T. Page 6

Cutover What happens during this 13-day (8 Business days) period? NBS Turn off NBS and selected systems Month End Financial Close Prior Period Adjustments (only if applicable) Application of Accounting Treatment Specifications Prepare and Execute Upgrade Processes Invasive and Non-Invasive testing by a select group of System users GO-No GO Decision Backlog Processing Systems Brought Up Release NBS to community Communities Execute their continuity of business operations during systems downtime Page 7

Post-Cutover Once upgrade is completed and validated, the production backlog from IMPAC II, PTM, POTS, AMBIS and CAPS will begin processing. Communications go out to the community informing them of systems availability for normal business processing Communities to prepare to enter their manual transactions into the NBS system for processing NIH IT Service Help Desk should be used for reporting defects or issues For the two week period that follows cutover, NBS will provide open forum calls (one hour) for key identified stakeholders Page 8

Questions Please submit question/inquiries to the NBS R12TU mailbox: NBSR12TU@mail.nih.gov Page 9

Appendix

Project Objectives and Driving Factors Objectives The primary objective is to perform a technical upgrade from the current version of the Oracle e-Business Suite (EBS) applications to the latest release of Oracle R12 (12.2.3) and upgrade Markview from its current version 6.4 to the Oracle R12 compatible version Markview 8.2 Minimize risk and comply with OMB and HHS Directives by performing a technical upgrade to R12 which focuses on core financials Leverage technology tool sets to increase efficiency of the upgrade Eliminate or minimize customizations Provide Organizational Change Management support to help the community adopt the new changes Driving Factors Improve NIH financial management while increasing transparency and accountability Avoid operating on a non-supported version of the NIH financial system application Comply with existing and emerging Treasury regulations Page 11

Cutover Specific Approach/Activities Approach Leverage lessons learned from other NBS project Go-Live events as well as year- end-close Plan, coordinate, direct and control the pre-cutover, cutover, and post-cutover activities Activities Collaborate with leadership in constructing a meaningful dashboard report reflecting readiness metrics across critical areas of preparation Construct an Operational Readiness Review Checklist and conduct the reviews Plan and execute the Mock Cutover Exercise (Cutover Dry Runs) Document lessons learned to be applied for future upgrades Page 12

Operational Readiness Review Just prior to Go-Live, the NBS R12TU Project Team and associated communities will perform an Operational Readiness Review Completion of the final Operational Readiness Review on Mon, 5/14/15 will verify preparedness of: Users, with respect to training Technical infrastructure, including hardware, software, networks, and desktop PCs Applications, extensions, reports, and interfaces related to upgraded Oracle Applications Release 12.2.3 and Markview Application version 8.2 Authority to operate, based on Security Test and Evaluation package Change Readiness approach, including organization, people, and procedures Operations and maintenance, including plans/procedures/processes addressing user support and Help Desk Regression Test findings, which yield no unresolved show-stopping issues User Acceptance Test findings, which yield no unresolved show-stopping issues Page 13

Details for Pre-Cutover Community Milestones (1) Fellowship Payroll (FPS) IC Certifications will be moved up for FPS Payments: May 11th through May 15th OFM will schedule payments: 16th May through May 19th These payments will be scheduled for Treasury processing: May 29th Purchase Card (P-Card) Reconciliation will be moved up: May 11th through May 15th Record P-Card Payments: May 16th through May 19th Payments Last Schedule: May 19th Sweep for payments through June 2nd Budget NBS will provide a budget report for Status of Account to Budget Officers: May 15th Budget Officers to make any adjustments needed, prior to close on May 20th Page 14

Pre-Cutover Community Milestones (2) Acquisitions Last Award to be processed: May 19th Last Training Requests (vendor training payments not on PCard) to be processed: May 19th Final Close Report: May 20th Inventory & Supply Last Internal Requisitions to be entered: May 19th Process last Self-Service Store transactions: May 20th Report for standing orders will be provided to Supply Centers for standing order distribution during downtime Oracle Project Enhancements (OPE payment processing, various payment types)\Billing Billing owners to submit all final billing files: May 19th Other OPE Files (OFM/Government Accounts): May 19th Office of Research Facilities (ORF) Work Requests through OPE: May 19th Page 15

Pre-Cutover Community Milestones (3) Travel Last Electronic Travel CGE (Concur Government Edition)Transactions processed: May 19th Government Travel Accounts (GTA) Reconciliation to be completed: May 20th Intra/Inter Agency Agreements (IAA)/Intra- Governmental Payment and Collection (IPAC) Last IAA and IPAC and to be processed: May 18th Payroll Initial May Payroll will be processed: May 7th Second May Payroll will be processed in June Page 16

Pre-Cutover Communications (1) NIH Community Group Initial Cutover Communications: Provide awareness briefings to individual NIH community groups on the cutover. Briefing will be tailored to each stakeholder group, provide the details of the planned downtime, and provide an opportunity for Q&A. The following groups will be contacted: Office of Financial Management (OFM) Combined Business Owners (CBO) Administrative Management Systems Steering Committee (AMSSC) Executive Officers (EO) Budget Officers (BO) Budget Analyst Work Group (BAWG) Deputy Executive Officers Extramural Administrative Management Council (EAMC) Intramural Administrative Management Council (IAMC) Acquisition Management Committee (AMC) Simplified Acquisition Committee Management Analyst Work Group (MAWG) IC/OD Advocates Purchase Card Coordinators Extramural Program Advisory Committee (EPMC) and others as appropriate Page 17