The George Washington University 26, 2012 – Final ‘Go / No‐Go’ decision made by Project Owners / Leads October 26, 2012 ... Deployment Leaders Anna de Lapparent Technical Lead

PMLCProjectManagementLifeCycle

TheGeorgeWashingtonUniversityeExpenseSystemImplementationProjectProjectDeploymentPlan

PreparedBy: Adam Donaldson

Version: 1.1

Date: October 12, 2012

ProjectOwner: Deb Dickenson, Comptroller Donna Ginter, Director ‐ Procurement

ProjectManager: Adam Donaldson, BMAG

STATUS: Draft

Routing for Document Approval

Approved

Unapproved

PMLCProjectDeploymentPlan eExpenseSystemImplementationProject

Confidential Not for release outside of The George Washington University without written permission

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TableofContentsRevision History ............................................................................................................................................ 2

1 Project Summary ................................................................................................................................... 3

2 Deployment Strategy ............................................................................................................................ 3

2.1 Objectives / Strategy ..................................................................................................................... 3

2.1.1 Objective ............................................................................................................................... 3

2.1.2 Timing .................................................................................................................................... 3

2.1.3 Impacted Systems ................................................................................................................. 3

2.1.4 Stakeholders.......................................................................................................................... 4

2.2 Software Deployment ................................................................................................................... 4

2.2.1 High Level Software Modification Deployment Plan ............................................................ 4

2.2.2 System Modification Validation and Acceptance ................................................................. 4

2.2.3 System Modification Back Out Plan ...................................................................................... 5

2.3 Process Modification Deployment ................................................................................................ 5

2.3.1 High Level New Process Deployment Plan ............................................................................ 5

2.4 Hardware Deployment .................................................................................................................. 5

2.5 Milestones & Schedule ................................................................................................................. 6

2.6 Resources & Roles ......................................................................................................................... 7

2.7 Communications Plan ................................................................................................................... 9

2.8 Deployment Support & Issue Resolution .................................................................................... 10

2.8.1 Support Personnel Availability ............................................................................................ 10

2.8.2 Deployment Issue Resolution Procedure ............................................................................ 10

2.8.3 Escalation Procedure .......................................................................................................... 10

2.8.4 Stabilization / Post Implementation Support Plan (SWAT) ................................................. 10

3 Training ............................................................................................................................................... 11

4 Approval .............................................................................................................................................. 12

5 Appendix A – Related Documents ...................................................................................................... 13

6 Appendix B – Glossary ......................................................................................................................... 14

RevisionHistoryVersion Number

Date Author Notes

1.1 10/12/12 A.Donaldson Updated Section 2.1.3, 2.2.1, 2.2.3 and 2.5 with changed plan for T&E Form retirement.

*Begin revision history after first, non‐draft release.



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1 ProjectSummaryThe objective of the electronic Expense Reporting system is to implement a third‐party software as a service expense management solution which will automate and simplify expense report submissions, P‐Card allocations, approval workflows, and tracking.

2 DeploymentStrategy

2.1 Objectives/Strategy

2.1.1 ObjectiveThe deployment is intended to activate Concur Expense, which is a software‐as‐a‐service (SaaS) application, for the George Washington staff and faculty. The deployment plan provides an overview of steps required to deploy the system, including the timing, impact and resources required, as well as details of the cutover, backout plan, milestones and communication efforts.

2.1.2 TimingThe official go‐live date for users will be Monday October 29, 2012. See Section 2.5 for a more detailed view of the deployment schedule and activities. See Section 2.7 for specific communications related to the deployment.

2.1.3 ImpactedSystemsBanner – Will not need to be taken down for this deployment. A full Employee Feed and Alias Upload will need to occur several times throughout the deployment.

EAS – EAS will not need to be taken down for this deployment. All DIT‐developed programs can be moved to production while the system is live.

EAS T&E Form – UPDATE 10/12/12: The EAS T&E Form will remain available for non‐employee reimbursements only into 2013. To use this form, reimbursement requests must be submitted by a GW employee on behalf of the non‐employee. AP will own a separate project which will plan for the transition of this functionality for non‐employees to a different tool and will provide a retirement date for this form. AP will reject any requests for employee reimbursements submitted through this EAS T&E Form.

iBuy Travel – Will not need to be taken down for this deployment. However, users will see changes as of October 29, 2012 when integration with Expense occurs.

Pathway –Will be disabled for users as part of this deployment. The system will remain for P‐Card management operations

PCMS – Will be decommissioned after this deployment. Servers will remain for approximately 6 months after the deployment. Procurement will own the effort to retire these servers.

Sciquest – Will not need to be taken down for this deployment. Access link redirect from ibuy.gwu.edu will change as this link will now be used for the iBuy+ landing page. Also, because the funds checking web service interface for Concur will reside on the same server as the same functionality for Sciquest, cutover to production will need to occur during a Sciquest maintenance window.

Stipends (SMA) – Also impacted by the funds checking web service migration described under ‘Sciquest’ above.



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2.1.4 StakeholdersAll University Faculty and Staff University P‐Card users, purchasers, travelers and users requiring out‐of‐pocket expense reimbursement. All users of the applications described in Section 2.1.3.

2.2 SoftwareDeployment

2.2.1 HighLevelSoftwareModificationDeploymentPlanSpecific details of the DIT interface software modification migration steps will be included in an Excel file titled “eExpense Cutover Steps.xls” and will be shared via the eRoom (See Appendix A for specific location).

The high‐level plan is as follows:

September 10‐18, 2012 ‐ Concur will first move the Expense system to production but will remain connected to the EAS test environment. The Concur Expense system will not be live for GW users yet as this is controlled by the GW employee feed.

October 10‐17, 2012 – DIT security scan

October 18, 2012 – Testing & Readiness (GO LIVE) Gate Review with Executive Sponsors

October 19‐22, 2012 – DIT interfaces pushed to production

October 22‐26, 2012 – Financial Systems Support (FSS) performs production validation testing

October 26, 2012 – Final ‘Go / No‐Go’ decision made by Project Owners / Leads

October 26, 2012 –UPDATE 10/12/12: Pathway taken offline for users

October 29, 2102 – Concur Expense activated for GW users via updated Employee Feed and updated Single Sign On (SSO) feed.

See Section 2.5 for a complete timeline of the execution for these steps.

2.2.2 SystemModificationValidationandAcceptanceSAIG will lead the system Production Validation efforts beginning on October 22, 2012 and culminating in a Go / No Go decision at close‐of‐business on October 26, 2012. The Production Validation will include but is not limited to:

End‐to‐end testing with real transactions in a controlled production environment with verification through to Oracle EAS – as dictated by the updated Test Plan.

Testing of Travel / Expense Integrated Audit Rules – which includes audit rules that cannot be currently tested because our Travel environment is in production

Testing of SSO directed links (direct to Travel and direct to MyConcur pages)

Testing of system emailing and communications

Testing of eReceipt functionality



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2.2.3 SystemModificationBackOutPlanThis deployment plan contains three GO / NO GO decision points.

1. October 18, 2012 at 12pm there is a Gate Review where the decision is made by Executive Sponsors on whether to proceed.

2. October 21, 2012 at 5pm the decision is made to proceed into Production Validation by the Technical Lead.

3. October 26, 2012 at 1pm the decision is made by the Project Owners to proceed for final cutover.

Should the deployment of system modifications fail at any time before these decision points, the Project Owners will decide, with support from the Project Manager, Technical Lead and Functional Lead, to abandon the planned system implementation and process changes.

If this decision is made, the following must occur:

Executive Sponsors notified of decision to abort the deployment

Pathway access restored to users / links returned / JPM transactions brought into Pathway

Update 10/12/12: T&E Form restored / links returned

New deployment date selected by Project Owners / Project Leads

Communication delivered via INFOMAIL to faculty & staff informing of delay and revised date

Targeted communications to key stakeholders

2.3 ProcessModificationDeployment

2.3.1 HighLevelNewProcessDeploymentPlanAll of the new and modified processes related to this system will go into effect upon the Go Live date of October 29, 2012. These include:

Personal Expense Reimbursement process

P‐Card Allocation process

Cash Advance Request process

Late Allocation Monitoring & Correction process

Expense Report Support Process

2.4 HardwareDeploymentThere are no hardware modifications as a result of this project.



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2.5 Milestones&ScheduleDate / Time Activity Leads

iBuy+ Website Launch

Sep 12, 2012 9:00 AM

iBuy+ Website – iBuy+ website goes live, all redirects in place, ‘Expense Report’ states “Going Live 10/29”

Megan Flood / UWS / T.Nwachukwu

Concur Expense Pushed to Production / EAS Remains in Test

Sep 17, 2012 5:00 PM

Concur Configuration Sign‐Off Completed by GW A.Donaldson / J.Pearson

Sep 17 to Sep 19, 2012

System Cutover Configuration by Concur Concur’s Brandon Campbell

Sep 20, 2012 Release to Production notification sent to GW Concur’s Anthony Patrick

Sep 21 to Sep 24, 2012

DIT Employee Load & Configuration A.de Lapparent

DIT Security Review

Oct 10 to Oct 17, 2012 Concur Expense ‐ DIT Security Scan G.Guzman

Pathway Cutover

Oct 20, 2012 5:00 PM

Pathway final JPM transactions brought into Pathway. G.Bedford

Oct 20, 2012 6:00 PM to Oct 26, 2012 5:00 PM

P‐Card users allocate all remaining card transactions in Pathway.

G.Bedford / P‐Card Users

Oct 26, 2012 5:05 PM

Final JPM transaction sent from Pathway to EAS G.Bedford

EAS Interfaces Moved to Production

Oct 18, 2012 1:00 PM

Testing & Readiness Gate Review / GO LIVE decision made by Executive Sponsors

Executive Sponsors / Project Owners / Project Leads

Oct 18 to Oct 21, 2012

DIT will push EAS interfaces to prod(DIT will maintain spreadsheet of detailed steps) A.de Lapparent

Oct 21, 2012 5:00 PM

Go / No Go Decision from DIT for Production Validation A.de Lapparent

Production Validation

Oct 22, 2012 9:00 AM to Oct 26, 2012 12:00 PM

FSS will lead production validation. Project team will run real transactions J.Pearson / Project team



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Date / Time Activity Leads

October 26, 2012 9:00 AM

P‐Card transactions & assignments verified G.Bedford

October 26, 2012 1:00 PM

FINAL GO / NO GO Decision Project Owners / Project Leads

Cutover for GW Go Live

Oct 26, 2012 5:05 PM

Pathway

- Users deactivated in Pathway

- Link to Pathway removed from web pages G.Bedford / J.Rubin

Oct 26, 2012 6:00 PM

EAS Online T&E

Take down the application at http://eas.gwu.edu/home/alt/travel/travel.cfm and redirect to https://www.gwu.edu/~supchn/iBuyCentral/applogin.asp

A.de Lapparent

Oct 28, 2012 1:00 PM

Concur Expense ‐ Employee Feed Refreshed, all employees loaded and feed validated

A.de Lapparent / J.Pearson

Oct 28, 2012 6:00 PM

Concur Expense ‐ Put in Production

- UWS Single Sign On Put in Production - iBuy+ Expense Reimbursement Link Live - Final Production Test

J.Pearson

Table 1 – Deployment Milestones & Schedule

2.6 Resources&RolesResource Role Contact Info

During Deployment

Project Leaders

Deb Dickenson Project Owner

Adam Donaldson Project Manager

Donna Ginter Project Owner

Ed Martin Project Senior Leader

Deployment Leaders

Anna de Lapparent Technical Lead \ Manage DIT Cutover

Jeff Pearson Functional Lead \ Manage Production Validation

Megan Flood Communication Lead \ Manage Communications

Division of IT Resources

Yelena Buchmuller EAS Interface Cutover Support

Liz Cobb Banner Data Interface Support



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Resource Role Contact InfoDuring Deployment

Michelle Hall EAS Interface Cutover Lead

Anjana Ghosh EAS Interface Cutover Support

Sadam Shailaja EAS Interface Cutover Support

John Sweeney EAS Interface Cutover Support

Neelam Thakur EAS Interface Cutover Support

Financial Systems Support

Jaime Maestrey Production Validation Testing \ Configuration Support

Aileen Miller Production Validation Testing \ Configuration Support

Kevin Perry Production Validation Lead

Jen Whaley Production Validation Testing \ Configuration Support

Procurement

George Bedford P‐Card Lead \ JPM Feed Validation

Josh Rubin Procurement Lead \ Production Validation Testing \ Web Modification Support

Accounts Payable

Lennox Jones Accounts Payable Lead

Rachel Waple Accounts Payable

Business Management & Analysis Group

Megan Flood Communication Lead \ Manage Communications

Concur

Brandon Campbell Concur Technical Lead

Zack Harwell Concur Configuration Lead

Anthony Patrick Concur Project Manager

Kristine Truax Concur Travel Integration Lead

Table 2 – Deployment Resources and Roles



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2.7 CommunicationsPlanThe following table lists the planned communications points for the deployment:

Date Communication Method Audience Deliverer

9/5/12 Deployment e‐mail to managers/executives to engage help in communicating pending change

e‐mail GW Leaders

(Dean / Director & above)

Lou Katz / Steve Lerman

9/5/12 E‐mail Sciquest users to alert change in name, web links

e‐mail iBuy / Sciquest Users

iBuy System / J.Rubin

9/7/12 Update to FOPS meeting participants Meeting FOPS A.Donaldson

9/12/12 Launch iBuy+ web page, with new AP/P‐Card info page

WebsiteGW Faculty &

Staff J.Rubin

9/12/12 Banner Announcement in Pathway.net system

System Pathway Users G.Bedford

9/12/12 Banner message in EAS for users submitting Online T&E

System T&E Form Users A.de Lapparent

10/29/12 Update links to EAS T&E and to P‐Card to iBuy+

WebsiteGW Faculty &

Staff J.Rubin

9/12/12, 10/16/12, 10/29/12

INFOMAIL: Announcement to all GW staff and faculty

e‐mail GW Faculty & Staff

Infomail

9/18/12, 10/16/12

Targeted Discussion with Finance Directors

MeetingsFinance Directors

A.Donaldson / J.Pearson

bi‐weekly starting 9/18/12

Targeted e‐mail to Pcard users for final allocations

e‐mail P‐Card Holders G.Bedford

early Sept Targeted OVPR/Researchers Discussion Meetings OVPR D.MacGregor

early Sept Targeted Faculty Discussion Meetings Faculty D.MacGregor

early Sept Targeted Administrative Assistants Discussion

Meetings Faculty D.MacGregor

Table 3 – Communications Schedule



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2.8 DeploymentSupport&IssueResolutionSee Section 2.6 / Table 2 for roles and responsibilities.

2.8.1 SupportPersonnelAvailabilityThe teams listed in Table 2 above are expected to be available for the duration of their tasks listed within. The Functional Lead and Technical Lead will be responsible for ensuring that their respective teams are available during the planned deployment time frames.

2.8.2 DeploymentIssueResolutionProcedureAny issues raised by the functional or technical teams which require resolution and may impact the deployment schedule will be immediately raised to the Project Manager by either the Technical Lead or Functional Lead.

Additionally, a conference bridge has been established and can be initiated at any time between October 26 at 5pm and October 29 at 12pm in order to convene any necessary ad hoc meetings. The conference bridge is and the passcode is . The leader passcode will be provided to the Technical Lead and Functional Lead and either can use the conference bridge at any time for any discussions related to this deployment.

2.8.3 EscalationProcedureAny issues unable to be resolved by the team will be immediately escalated to the Project Owner by the Project Manager.

Upon initiating the escalation procedure, the Project Manager will notify the Project Owner, Functional Lead and Technical Lead and establish the conference bridge referenced in 2.8.2 and convene a meeting to discuss the escalation.

If necessary, the decision to cease or delay the deployment will be made by the Project Owner, with consultation from the Project Manager, Technical Lead and Functional Lead.

2.8.4 Stabilization/PostImplementationSupportPlan(SWAT)This section describes the plan and procedure for monitoring the system to ensure the changes implemented as a result of this project are successful and don’t negatively impact system usage.

2.8.4.1 StabilizationPeriodThe stabilization period will last from October 29, 2012 through November 30, 2012

2.8.4.2 StabilizationIssueAnalysisProcedureA special issue analysis procedure will be established for the duration of the stabilization period.

1. The project team will create a special group (SWAT) to triage DIT Help Desk and/or iBuy+ support tickets and determine which are issues related to the system changes implemented by this project.

2. The DIT Help Desk and/or iBuy+ support person will initially route all tickets through this group during the Stabilization Period.

3. If an issue is determined to be unrelated to the changes implemented as part of this project, the ticket will be sent back to the DIT Help Desk and/or iBuy+ support person for normal resolution.

4. If an issue is suspected of being related to the changes implemented as part of this project, the SWAT team will manage the issue through resolution.



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3 TrainingTraining Plan is maintained separately and is located in the eRoom at https://eroom.gwu.edu/eRoom/EVPT/eExpense/0_33111.



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4 ApprovalBy signing, the individuals listed below have approved this deployment plan.

Name: DebDickenson Name: DonnaGinterTitle:ComptrollerRole:ProjectOwner

Title:DirectorofProcurementRole:ProjectOwner

Date:September6,2012 Date:September6,2012

Name: AnnadeLapparent Name: JeffPearsonTitle:AsstDirector,EnterpriseIA&SDRole:TechnicalProjectLead

Title:DirectorFinancialSystemsSupportRole:FunctionalProjectLead

Date:September6,2012 Date:September6,2012

<For an approval received via electronic means, such as email, please indicate by placing “Electronic Approval” on the approval line. Please then place a copy of the electronic approval in the same project file folder where the approved version of this document is stored.>

Electronic Approval Received See attached






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5 AppendixA–RelatedDocuments

File Name Document Owner

Document Location or Link

GW Concur Agreement ‐ 25 Sep 11.pdf D.Ginter https://eroom.gwu.edu/eRoom/EVPT/eExpense/0_1e969

Travel and Expense ‐ Project Proposal 1,82 APPROVED.pdf

A.Donaldson https://eroom.gwu.edu/eRoom/EVPT/eExpense/0_1e963

Travel Portal Concur Expense Management Proposal ‐ APPROVED BY KATZ.pdf

D.Lawlor https://eroom.gwu.edu/eRoom/EVPT/eExpense/0_1e963

eExpense – Project Workbook.xls A.Donaldson https://eroom.gwu.edu/eRoom/EVPT/eExpense

eExpense ‐ Project Charter v1,0 APPROVED.pdf


eExpense Implementation ‐ Project Definition Document v1.0


eExpense Project ‐ Test Plan Approved 081512.pdf

J.Pearson https://eroom.gwu.edu/eRoom/EVPT/eExpense/0_33066

eExpense Training Plan ‐ DRAFT 1.3.pdf M.Flood https://eroom.gwu.edu/eRoom/EVPT/eExpense/0_33111

eExpense Cutover Steps.xls M.Hall https://eroom.gwu.edu/eRoom/EVPT/eExpense/0_37759



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6 AppendixB–GlossaryTerm / Acronym Definition

AEBTS American Express Business Travel Services

AP Accounts Payable

AR Accounts Receivable

AX American Express (also American Express Business Travel Services)

BMAG Office of Finance ‐ Business Management & Analysis Group

CO Office of Finance ‐ Comptroller's Office

CSV Comma Separated Values

DIT Division of Information Technology

EAS Enterprise Accounting System

EIS Division of IT – Enterprise Information Services group

ETS Endowment Tracking System

FSS Office of Finance ‐ Financial Systems Support

G/L General Ledger

GM Grants Module

GW The George Washington University

GWU The George Washington University

HR Human Resources

IT Division of Information Technology

JPM JP Morgan Chase

PMLC Project Management Lifecycle

SaaS Software as a Service

SAIG Systems Analytics & Insight Group

SAML Security Assertion Markup Language

SSO Single Sign On

T&E Travel and Expense

UAT User Acceptance Testing

UWS University Web Services

XML Extensible Markup Language