CP-077 Customer Spotlight: SAIC – Scaling for the Enterprise - Upgrading to Costpoint Version 7.1.1 Presented by: Virginia Rice, SAIC Kelly Nighland, Lexell Blue Jami Benson, Lexell Blue
CP-077Customer Spotlight:SAIC – Scaling for the Enterprise - Upgrading to Costpoint Version 7.1.1
Presented by:
Virginia Rice, SAIC
Kelly Nighland, Lexell Blue
Jami Benson, Lexell Blue
Agenda
11/24/2015
Introductions – Lexell Blue and SAIC
SAIC Perspective
How Did We (SAIC) Get Here?
Where Are We Now?
New Implementation Perspective
New Implementation Challenge
Implementation Phases
Project Timeline FY17
Team Composition
Implementation Partner
Deltek 2015 Confidential
Agenda (cont.)
11/24/2015
Lexell Blue Perspective
Data Conversion Approach
Data Conversion Flow
Data Plan Groupings
Restructure Data Using Crosswalks
Apply Rules/Logic
Load with Data Files
Archiving Data Strategy
Phased Go Live Approach
Managing the Project
Things to Consider
Deltek 2015 Confidential
Introductions – Lexell Blue
11/24/2015
Lexell Blue, LLC headquartered in Northern Virginia
Comprised of four partners and a team of consultants with extensive experience with the
Deltek GovCon suite of products
Costpoint consulting services
CP / TE Implementations including Project Manufacturing
Data Migration, Merges, Restructures, and Splits
Extensibility
Interfaces
Reporting
Product Installations
Product usage assessments
Deltek 2015 Confidential
Introductions - SAIC
11/24/2015Deltek 2015 Confidential
How Did We (SAIC) Get Here?
11/24/2015Deltek 2015 Confidential
When “new” SAIC split from “old” SAIC (remaining legal entity renamed Leidos) in the middle of our
FY14 (ending January 2014), we implemented a new company organization and business model
We brought with us heavily customized and outdated versions of Costpoint (6.1), Time and Expense
(8.1.1) and a customized enterprise data warehouse
We were encumbered by volumes of data that were no longer required and business processes that
no longer met the requirements of our company
But we also brought with us a smart, dedicated and creative Finance and IT team that wanted to be
able to effectively support the new business model
And so in response to strong guidance from executive and ITO management, we embarked on an
ambitious Finance Modernization Project, which includes a Costpoint/T&E re-implementation…
Where Are We Now?
11/24/201
5Deltek 2015 Confidential
We spent the remainder of FY14 establishing new functional organizations, making small business
process improvements, and getting ready for our first year-end close as a separate company
In FY15 (ending January 2015)
Began a serious scrub of our customizations, focusing first on T&E
Identified business process changes that could be made concurrently with a T&E upgrade
Upgraded from T&E 8.1.1 to T&E 9.0.1
Started a comprehensive BPR effort in preparation for the Costpoint/T&E re-implementation
Where Are We Now? (cont.)
11/24/2015Deltek 2015 Confidential
In FY16 (ending January 2016)
Performed an analysis of core Costpoint elements, including the risk/benefit of every change
Documented a disposition path for each Costpoint and remaining T&E customization
Completed designs for the new Costpoint 7.1.1 / T&E 9.0.1 implementation and for the conversion
of data
Started testing our business process changes, designs, conversion, and system functionality
Began to integrate our project activities and timelines with three other inter-related projects
Human Capital Management (HCM Project) which includes a PeopleSoft upgrade
Reporting and Analytics (RAI Project)
Integration of Scitor (acquired May, 2015) into all of our core systems
We’re ¾ of the way through FY16, focused on implementation at the start of FY17 (Jan/Feb 2016)
New Implementation Perspective
11/24/2015Deltek 2015 Confidential
SAIC decided to re-implement rather than upgrade
Provided us with the flexibility to make more substantial changes
Restructure core elements (Project, Account, Org, Security) as needed
Redesign where necessary to support changes in our business model and take advantage of
new functionality in CP 7.1.1
Implement improvements based on our business process reviews and implement industry
standard practices where possible
Minimize customizations and use standard functionality to reduce maintenance time, cost and
risk
Archive excess historical legacy data not required on a go-forward basis
New Implementation Challenges
11/24/2015Deltek 2015 Confidential
Our decisions to re-implement and to make changes to some core elements also created
challenges
Extensive mapping to properly convert data consistently across all modules
Increased testing requirements
Sufficient history to support billing (including retroactive rate changes), project reporting,
audit, and day-to-day business activities
Significant impacts to the RAI team responsible for concurrently designing reports and data
repositories
Increased impacts to upstream and downstream users, interfaces and other systems
Increased training and OCM requirements
Implementation Phases
11/24/2015Deltek 2015 Confidential
Design
• BPR
• Requirements
• Analysis
• Design
Implement
• Develop
• Install
• Configure
• Convert
• Remediate
Test
• Data Validation
• Functional Testing
• End to End Testing
• User Acceptance Test
• Mock Conversion
Deploy
• Final Implementation
• Go Live
• Support
• OCM
Project Timeline – FY17
11/24/2015Deltek 2015 Confidential
JanNovOctSepAugJulMayAprMarFeb Jun Dec
BPR, Planning
Design Reviews & Data
Conversion Planning
Validation
End to End
Mock
Go Live
Functional
UAT
Team Composition
11/24/2015Deltek 2015 Confidential
SAIC Overall Program Manager
External Project Manager
SAIC IT Operational Lead SAIC Finance Lead
• SAIC Costpoint/T&E O&M
• SAIC Matrixed IT Support
• SAIC Functional Leads/SMEs
• SAIC Matrixed Functional Support
Implementation Partner
Data Conversion and Archiving Partner
Implementation Partner
11/24/2015Deltek 2015 Confidential
SAIC began working with our implementation partner, Lexell Blue, early in the planning process and this was critical to our success
Based on their understanding of our requirements, LB provided us with a table by table “straw man” conversion strategy with various options in some areas
This was a valuable starting point that allowed us to consider trade-offs we could make (“pain now or pain later”) and understand better the inter-related aspects of some of our decisions
We did a lot of work between functional areas to validate and remove requirement conflicts
Ultimately, with the help of LB, we agreed upon a conversion strategy that met both our functional requirements for a go-forward system and management expectations for a simplified and unencumbered system
Data Conversion Approach
11/24/2015Deltek 2015 Confidential
Documented table handling plan for every table in the Costpoint and Time and Expense
databases (broken down further by plan group, e.g., A/P, AR & Billing, Fixed Assets, etc.)
assigned to a functional lead and grouped by these categories
Settings Config Master Transactions Reporting
Data Conversion Approach (cont.)
11/24/2015Deltek 2015 Confidential
Reviewed risks and obtained
table handling plan approval from
functional leads
Determined defaulting
rules for new Costpoint
7.1.1 fields
Documented conversion rules (for example
which projects would
migrate)
Developed crosswalk templates (including extracted
data) for data elements to
be transformed
Data Conversion Approach (cont.)
11/24/2015Deltek 2015 Confidential
Use of SharePoint
As-is/to-be processes
Design documents
Project Milestones
Approved conversion crosswalks, rules and load files
Project artifacts
Extensibility
Evaluate opportunities to leverage Extensibility
Include testing of extensions as part of each conversion cycle
Data Conversion Approach (cont.)
11/24/2015Deltek 2015 Confidential
Gold database
Approved tables are migrated from conversion test database(s) (not production) to Gold
database
Good candidates include where the data is typically static such as
Settings
Config
Gold is used to refresh the next test conversion database and the process repeats
thereby building Gold as you go
Data Conversion Flow
6.1 Archive
7.1.1 GOLD
7.1.1 QA
7.1.1 PRD
6.1 PRD
7.1.1 DEV
CP FLOW
9.0 Archive
9.0
TEQA
9.0 TEPRD
9.0
TE9PRD
9.0 TEDEV
TE FLOW
9.0 GOLD
11/24/2015Deltek 2015 Confidential
Data Plan Groupings
11/24/2015Deltek 2015 Confidential
Load as is
Do not loadLoad with data file
Default from CP
7.1.1 install
Apply rule
Apply crosswalk (XW)
Restructure Data Using Crosswalks
11/24/2015Deltek 2015 Confidential
Lexell Blue Restructure Methodology
Ascertain which data will change
Determine all places the identifier is used and the downstream/upstream impact
Develop crosswalk of old to new values
Provide “old” crosswalk values to functional leads
Many to one mapping is acceptable, one to many is not
Identify which codes survive
Validate accuracy and completeness of crosswalks
Apply crosswalks in test database environment
Apply Rules/Logic
11/24/2015Deltek 2015 Confidential
Where crosswalks were not applicable, rules were defined to apply filters to the data
Examples of rules include
Data driven
All records as of X date
Active records Open records
AR
AP
POs
SOs Specific list of data to convert
Rules were interdependent (e.g., Purchase orders, voucher history, etc.)
Load with Data Files
11/24/2015Deltek 2015 Confidential
Provided load templates
SAIC completed load templates
Loaded into LB staging tables
Validated data
Loaded into Deltek tables
Archiving Data Strategy
11/24/2015Deltek 2015 Confidential
Archive database is a full copy of production (version 6)
Objectives
Reduce volume of data
Improve response time for online queries ensuring timely access to CP production data (7.1.1)
Shorten batch processing windows
Reduce time required for routine database maintenance, backup, and disaster recovery processes
Maximize the use of current storage Meet regulatory requirements by purging selected data from the production environment and
providing secure read-only access to it
Archive as part of the upgrade to reduce the outage window required by the upgrade
Archive data is easily available and accessible
Archiving Data Strategy (cont.)
11/24/2015Deltek 2015 Confidential
6.x
Archive
7.1.1
Production
6.X
Production
Archiving Data Strategy (cont.)
11/24/2015Deltek 2015 Confidential
Key Decisions
The “Archive Database” will contain all data from the production Costpoint 6.x database
as of the cutoff date (go live of 7.1.1)
No interfaces or data feeds into the “Archive database” as it is a static point in time copy
of the database
Legacy EDW will be used to generate reports from the “Archive Database”
Users will be instructed that for reporting, FY17 forward will come from the production
7.1.1 database and as needed, FY16 and prior will come from the “Archive Database”.
All processing including retroactive bills, audit adjustments, etc. will be done in the
production Costpoint 7.1.1 database
Incurred cost submission reporting for years prior to FY17 will be done in the “Archive
Database”
Phased Go Live Approach
11/24/2015Deltek 2015 Confidential
7.1.1
GOLD
7.1.1
Production
SAIC
Master
Data
SAIC
Transaction
DataSCITOR
Master
Data
SCITOR
Transaction
Data
Managing the Project
11/24/2015Deltek 2015 Confidential
Integrated task list
Established entry and exit criteria for each phase/test
Daily team huddle
Issue tracking and escalation
Defect tracking
Internal Deltek Customer Support liaison
Training on CP 7
Cutover plan
Communication plan
Tiger Team with appropriate access
Help Desk ready
Things to Consider
11/24/2015Deltek 2015 Confidential
Upgrade versus new implementation
Leverage the testing that will be done for upgrade to incorporate opportunities for
restructuring, process improvement etc.
Un-deployed or under-utilized modules
Future Acquisitions
Multi-company
Multi-currency
Extensibility
Web Integration
Questions & Contacts
Virginia Rice
Kelly Nighland
703.622.6550
www.LexellBlue.com
Jami Benson
703.608.9490
www.LexellBlue.com