Ledcor`s 1000 User JDEdwards Upgrade

Ledcor’s 1000 User JDEdwards
Upgrade
Marco Del Monte,
Director of Enterprise Applications
The Ledcor Group of Companies
Colin Dawes
Director of Technology Services
Syntax
Presentation Abstract
• Ledcor and its 5000 employees manage a broad portfolio of North
American construction projects. Upgrading from Release 8.0 to
EnterpriseOne 8.12 required carefully considered justifications and a
disciplined methodology. Working with Syntax, Ledcor achieved its
objectives on time and on budget.
• This presentation will focus on the business and technical drivers of
the project, including UPK implementation and adoption across the
organization. Also highlighted; technology tools, high availability and
disaster recovery, and best practices. But success must be
measured through the eyes of the organization. Ledcor will share
the results from its executive and 166 member project team survey.
Agenda
•
•
•
•
•
•
•
•
•
About Ledcor
Upgrade Assessment
Vendor Selection
Project Team, Timeline & Milestones
User Productivity Kit
Technology
Project Team Survey
Project Successes
Questions
About Ledcor
• Founded in 1947
• Collection of Construction Companies:
–
–
–
–
–
Building
Civil
Industrial
Telecommunication
Ventures: Carbon Offset, Water Purification, Airlines, Tugboats
• Privately held, Employee-owned
• 5,000 Employees
• Locations throughout North America
JDE History at Ledcor
•
•
•
•
October 2001
July 2004
July 2009
2012 (Planned)
Install JDE Xe
Upgrade to JDE 8.0
Upgrade to JDE 8.12
Upgrade to JDE 9.0
Upgrade Assessment
Assessment Process
•
•
•
•
•
Step 1:
Step 2:
Step 3:
Step 4:
Step 5:
Defined the Current State
Defined the Upgrade Drivers
Performed a JDE Health Check
Detailed Benefit Analysis
Value Proposition
Step 1: Current State
Ledcor Environment
•
•
•
•
Over 20 system codes in use
300+ custom applications/reports/modules
Significant increase in JDE utilization from 2006 to 2008
Ledcor was behind 5 releases of the JDE product
–
–
–
–
1230 enhancements
20 new products
6 technical tools releases
new architected infrastructure (web-based)
• Support for JDE 8.0 was planned to end in 2013
• Need to position the organization and tools for a rebound
in the economy
Step 1: Current State
JDE Support Timeline
Release
GA Date
Updates, Fixes,
Security Alerts,
Upgrade Scripts
Tax, Legal and
Regulatory 1
Extended
Support Ends
X23
Sep 2000
Dec 2013
Dec 2013
N/O2
8.03
Jun 2002
Dec 2013
Dec 20135
N/O2
8.9
Sep 2003
Sep 2008
Sep 2009
N/O2
8.10
Jun 2004
Jun 2009
Jun 2010
N/O2
8.114
Dec 2004
Dec 2009
Dec 2010
Dec 2012
8.124
Apr 2006
Apr 2011
Apr 2012
Apr 2014
9.04
Sep 2008
Sep 2013
Sep 2014
Sep 2016
(1) Upgrades must be done prior to this date, as the annual update of this information is required
(2) N/O = Not Offered
(3) JD Edwards EnterpriseOne Xe and 8 will receive Premier Support until 2013.
(4) Extended support pricing is set at a 20% premium of existing annual maintenance
(5) The latest timing to upgrade from 8.0 would be 2012
Step 1: Current State
JDE Customer Usage
Step 2: Upgrade Drivers
Technical
Value
Business
Value
Drivers
External
Business
Drivers
Step 3: JDE Health Check
•
•
•
•
•
•
Established a Health Check Team
Assigned Leads to specific Functional Areas
Reviewed upgrade functionality through detailed demos
Reviewed current and evolving business processes
Identified opportunities for improvement
Developed a roadmap
4 months, 19 meetings, 9 demos, 5 business units, 50+ employees
Step 4: Benefit Analysis
By Division
Functionality
4 Additional subledger fields to slice
and dice data
Functionality
HCM eRecruit
Functionality
Subledger Select Capacity
HCM PDBA Date Effectivity
Security Administration
Benefit/Value
Provides additional fields for analysis and facilitates aligning client billings by pay item to JDE
cost codes. Additional fields will also facilitate interfaces with other project costing tools such
as HCSS. Increased efficiencies in analysis and billings as this provides additional “tags” to
transactions so that it is easily identified and grouped.
Benefit/Value
Streamline and simplify the recruiting  Hire-on  Onboarding process.
Integration in JDE eliminates duplication of effort and risk of error
Benefit/Value
Once we implement the usage of subledgers, this will streamline data entry to one screen
versus toggling between screens. Increased efficiencies in data entry.
Implementation
Definitely: Subledger fields are already being
investigated as part of the HCSS implementation for
Project cost controls and its interface to JDE.
Implementation
Possibly: Functionality to be reviewed and
compared to existing process
Implementation
Definitely: Will be part of our training program.
Ability to prepare in advance for rate changes and special premiums.
Highly likely: Implement upon completion of
Enhanced
securityerrors
definition will allow for a higher level of control at the user
Definitely implement as part of the upgrade.
Reduction
of payroll
upgrade
and data level which allows the business to be more granular in their request
FunctionalityLabor isfora key
Benefit/Value
Implementation
New Project Forecasting for
cost element
of ourup
projects
will benefit from an improved forecasting tool to
Likely: Will analyze how this functionality fits in with our
and
open
moreand
data/information.
HCM PDBA Prorating Rules
Abilitysecurity
to prorate
special
premiums
when
partial payment is required.
Highly likely: Implement upon completion
Performance Based Labor
assist with labor projections on jobs. Improved forecasting will provide better information for
forecasting process and other tools and look to leverage
Reduction of and
payroll
errors;
manual
calculation
of upgrade
increases
the eliminate
efficiencies
for PM’s
who
are now forecasting
of
Bank Reconciliation business decisions
Current Process
is very
manual and
time
consuming
and notoutside
as timely
as it this functionality.
Definitely look to implement post upgrade.
JDE.
could be. Increased automation will reduce effort and improve timeliness of a
Work Flow
Streamline
and detection
simplify by
automating the routing of information and
Highly likely: Implement, preferably in
key fraud
control.
approvals
. Timely
processing,
consistent
procedures,
elimination
concert
with
divisions.
Resource Assignments
Using
JDE
masters
to schedule
and view
resource
availability
since
thisapplication
is of
ourlost orand
Highly
Likely:
Willall
evaluate
JDE functionality
first upgrade.
Application/database
Weemployee
currently
experience
problems
with
access
between
the
Definitely
implement
as part of the
system
of records.
Reduces
duplication
of efforts
in “other
scheduling
tools”
and improves
dataof the before looking at other scheduling tools.
skipped
transactions
access
database
with
the
continuing
increase
in
users
and
processes.
As
part
Pay When Paid
Likely some BU’s would look to implement
integrity. Currently a desired process within various BU’s but not enforceable and
upgrade
project
we willIncreased
increase the
connection
slotsautomate
eliminating
problem.
difficult
to monitor.
functionality
would
thisthis
or at
least
post upgrade
Expense Management
Improved
Completing
thisover
stepallowable
will reduce
expenses,
the system
better
interruptions
vendor
history/analysis.
and theand
potential
Highly Likely: Suggest this functionality be
allowcontrol
easier
monitoring.
Improved
cash
flow
to the company
lower
Reduce
corruption
overpayment
of data.
of expenses,
track
vendor
lead byBoth
corporate;
industrialGroup
will follow.
Equipment Cost Analysis and
Improves
cost
analysis
and provides
a equipment
PM spend
programto
to improve
manage the
equipment life
Definitely:
the CMI Equipment
and LEG
risk/exposure.
Conditions Based Maintenance
cycle.
Improves forecasting of equipment costs and planning of equipment maintenance.
are currently evaluating JDE functionalities.
negotiations
Should eliminates “other tools”.
New Technical
Continued
have
occurred
since the 8.0
releaseinclude:
associated
Expense Management
Benefitsenhancements
to automating our
expense
management
process
Contract
Billing
Detailed
billing
within
JDE
to ensure
accuracy
and
completeness.
Improve
Administrative
Tools
with
the
technical
tools (6
tool release
behind).paper
These
toolsmoving
help to
information
overoperating
vendor
spend,
eliminate
the current
shuffle
efficiencies,
reduction
of
errors
orapprovals.
missed
billable
items,
and
Accurate
detail
billing
within
JDE
tobilling
ensure
accuracy
and
Automated
toprovide
improvethis
improve
application
performance
and
the completeness.
ability
to proactively
manage
expenses
across
the
company
for
efficiencies
and
provide
visibility
into billing items.
visibility
into
billing
transactions
aspect
of
the
environment.
Contract Billing
Definitely
implement
as part of post
the upgrade.
Definitely
look to implement
upgrade.
Possibly: Currently reviewing functionality
• Identified technical
improvements
• Outlined Benefit / Value to
the organization
Definitely: Currently reviewing functionality and
preparing business case.
Intercompany Control
Intercompany movements are one of our biggest pitfalls with respect to our
Highly Likely that the additional functionality
OT / Shift
Rules Engine
Increased
flexibility
for
automation
of OT
and
Premium
calculations.
if Kronos
Application
Bug Fixes and
A number
of the core
applications,
used
byShift
Ledcor
have
had
majorthat we need Possibly:
Definitely
implement
as
partisofnot
the upgrade.
company-wide
ring-fencing
model.
Recent
issues
have
shown
shouldRequired
be
pursued
to strengthen
our ringImproved reporting from our system of records. Be able to provide financial dashboards to
Likely: Will review functionality.
Reduction
payrolljob
errors
and
on
custom
applications
implemented
Rewrites
improvements/re-writes
in
thereliance
lastand
5 years.
These
changes willmovements.
have a
to do of
a better
of managing
controlling
intercompany
fencing. This requires further investigation.
management.
positive impact on the existing operation of the application and the ability to
implement
functionality
without extensive
work
byusing
IS. This
will
allow the
Employee Mass
Change
Improved
accuracy
and processes
timeliness
of
data
changes.
Reduced
effort
Highly
Likely: Eager
to utilize
Contract
Billing
The current
billing
areemployee
very manual
spreadsheets.
This
Definitely
could be
implemented in a
UPK – Training Tool
Consistency in JDE training and is a tool for effective learning. Reduces follow up training and
Will include as part of JDE training.
existing
JDE
resources
to evaluated
complete
more
annually.However, the Definitely: number
/ timesavings
when
updating
employee
profiles
process
is IS
currently
being
in therequests
current release.
of the BU’s
support
calls,
ultimately
improving
efficiencies.
upgrade provides enhancements and fixes to this module that would make its
use
better
andweb-based
easier.
Procurement
User Interface
Requisition
Change
Streamline
The
move
and
to make
the
more consistent
interface
thewill
requisition
allow for 
improved
procurement
delivery
process.
on
Possibly:
Definitely
Functionality
implement as
to be
part
reviewed
of the upgrade.
and
Aggregate
requestsspend
by thetoBU’s,
achieve
improve
higher
thediscount
use of the
levels;
existing
eliminate
functionality,
rogue spending
and reduce
evaluated
Performance testing of this new interface is
theSignificant
number ofduplication
data corrections
by IS. Thetraining
utilization
of this
required
to ensure
that the
UPK – Training Tool
exists executed
today in developing
documentation
in the
Definitely
this would
be performance
implementedis
environment
will improve
the solutions
delivered
by IS.
satisfactory.
BU’s in a variety
of sources.
UPK offers
us a standard
approach to
company-wide.
developing JDE documentation and also allows us to deliver that training in a
more cost-effective manner (today its all face-to-face training)
Business Intelligence
• Identified new application
functionality
• Determined
implementation plan and
timing (upgrade or post
upgrade)
• Provided divisional VP’s
with upgrade justification
Step 4: Benefit Analysis
By Functional Area
• Detailed net change in
functionality from 8.0 to
8.12
• Demonstrated the breadth
and depth of application
improvements across the
organization
Step 5: Value Proposition
Technical
•
•
•
•
•
Improved administrative tools
Improved application performance
Improved application utilization
Improved support from vendors and user groups
Increased types of security available to the business units
to increase system utilization
• Reduced application interruptions minimizing the impact on
system users
• Improve the quality of the functionality delivered to the
Business Units which will increase system acceptance and
adaptability
Step 5: Value Proposition
Business
•
Improvement in the functionality/usability of the tools in JD Edwards will
allow Ledcor to retire existing applications and the associated support costs,
both custom as well as purchased (e.g. billing, equipment management,
hiredesk, etc.)
•
Improvement in the JDE training materials that are available today resulting
in improve utilization of the JD Edwards environment (e.g. Reducing errors
and corrections, reducing constant review of work, etc.) and reduce the
costs associated with its delivery (e.g. resource traveling, timing of the
training, etc.)
•
Improvement in the utilization of existing resources through the efficiencies
gained through automation of manual tasks and/or improvements in existing
tasks, resulting in doing more with the existing staff or the same with less
•
Improvement in the analysis of data and the resulting decision making (e.g.
forecasting, equipment cost analysis, etc.)
Vendor Selection
Vendor Selection Process
• Vendor selection committee established
• RFI created (base on Upgrade Assessment)
• 5 vendors invited to bid (2 declined to respond)
– Required Full Service Vendors: Project Management, Technical
Consulting, Application Consulting & Training
•
•
•
•
RFI Issued
Vendor presentations & briefings
Vendor evaluations
Vendor selection (Syntax.net)
Project Team, Timeline &
Milestones
Project Team
Project Management
Steering Committee
Consultants
Functional Leads
Subject Matter Experts
Key Users
Total
3
12
13
15
67
56
166
Project Timeline
Go Live
Project
Start
Dec.
Jan.
Feb.
March
April
May
June
July
Define
Train
Model & UPK Development
Day in the
Life
End User
Training
Go-Live
Support
Project Milestones
•
•
•
•
•
•
•
•
•
•
•
•
Hardware Delivery
Project Kickoff
Executive System Reviews complete
Ledcor 8.12 Test Environment ready
Net Change Review/Training Complete
Modeling Complete
UPK Content Complete
- Target 75% complete
- Target 90% complete (excl. HR/Payroll)
Day in the Life Complete
End User Training Complete
Go Live (weekend conversion)
Jan. 15
Jan. 19
Feb. 11
Feb. 16
Mar. 9
Apr. 20
May 8
May 15
May 28
June 12
June 15
User Productivity Kit
(UPK)
Why UPK?
•
•
•
•
•
•
•
•
Easy to use
Four modes – See It, Try It, Know It, Do It
Structured & Consistent training
Outdated process documentation (2001)
New technology & interface (Web)
900+ users to train
800+ business processes scripted
Short training window for go-live (year end)
UPK Process
•
•
•
•
Created UPK task force
Trained task force to develop UPK’s
Aligned task force with Project Team Leads
Tracked UPK development to scripts &
modules
• Communicated UPK development progress to
end users
• Monitored UPK usage by end user
UPK Results
•
•
•
•
•
375+ topics developed
12,000+ screen shots
6500+ visits to UPK site
450+ different users
Most issues during go-live were resolved by
sending links to a UPK topic
UPK Survey
UPK Survey
Have you used UPK?
94% Yes
Technology
About Syntax
• Oracle Certified JD Edwards Partner
• Oracle University Training
• Technology & Infrastructure Services
• Application Services
• Managed Services and Hosting
• IBM eServer Infrastructure: Hardware &
Middleware
• iSDM (Syntax Distribution Management)
Leadership and Experience
• 60+ JD Edwards new business installations
• 40+ EnterpriseOne upgrades
• 20+ Customers on versions 8.12 / 9.0
• IFRS/Reporting engagements
• Consulting, training and implementation
relationships with over 200 JD Edwards customers
and growing
• JD Edwards Hardware and Infrastructure expertise
ERP 8.0 Infrastructure
• Separate Production
and Non-Production
Enterprise &
Database Servers
• SAN Storage
• Standard Rack
Servers
• Microsoft Cluster
Services (ActivePassive)
• Multiple Citrix Farms
for end user access
ERP 8.0 Tech Challenges
• Slow Application
Performance
• Slow OMW
promotions
• MSCS HA solution
only utilized ½ the
servers
• No Disaster Recovery
• Significant downtime
for application
deployments
Technology Foundation Architecture
Browsers
• Enterprise
License
Agreement =
Blue Stack only
• Oracle
Database
Purchased “off
the shelf”
HTML
Web Application
Server
Business
Logic Server
Database
Server
Browser
Wireless
Devices
HTML
IHS
6.1.0.9
WAS
Exp
Sync
Disconnected Devices
H
T
T
P
Java Servlet
Engine
Presentation
Sync
Server
WAS
6.1.0.9
Portal
XML/SOAP
Systems
E
O
N
E
N
E
T
Services
Workflow
Rules
8.12
8.98.0.4
Integration
Update 3
Fix Current
FebSecurity
16th, 2009
WAS
Exp
Developer Client
Terminal
Server
Terminal Server Clients
Instance
Oracle
Database Application
Tables
10g RAC
Directory
Services
S
Q
L
Metadata
Background
Process
Scheduler
EnterpriseOne 8.12 Solution
• Citrix access for IE
control
• 2 active-active
horizontally and
vertically clustered
Web Servers
• 2 active-active
Production Enterprise
Servers
• 1 Non-Production
Enterprise Server
• 2 node Oracle Real
Application Server
Database cluster
EnterpriseOne 8.12 Solution
• SAN Storage
• Blade Servers
• Virtual Client
Workstations
• Virtual UPK Server
• Disaster Recovery
via IBM Global
Mirror Replication
• Bare metal
restore of server
• Future sync of
O/S via
replication tool
High Availability
• Benefits
– Requirement to have 24/7/365 uptime for JDE service
management module
– Deploy to one node at a time (remove one server
from the config at a time)
– Move waiting jobs on one server to another server
• Limitations
– Single Concurrent Jobs (active/passive)
– Scheduler Jobs (active/passive)
– Failures can occur outside of the main port (6014)
High Availability
• Cisco ACE 4710
Cluster
(active/standby)
• Enterprise Servers
balanced via IP
• Detect failure
on port 6014
• Web Servers
balanced via
Session
• Detect failure
on HTTP ports
and WAS port
Technology Success
• Increase System Availability
– High Availability (only 5 minutes down time twice per month)
– Disaster Recovery
• Increased System Performance
– Superior Architecture (Oracle RAC, Clustered Enterprise & Web
Servers)
– Multiple Job Queues (20+)
– Extensive Performance Tuning with Multiple Stress Tests
• Improved Application Administration
– Multiple roles per user implemented
– Data Privacy Implemented
Technology Success
• Improved Upgrade Conversion
– Pre-upgrade audit to ensure 1000+ customizations migrated
seamlessly (400+ corrected)
– Identification of objects and versions that did not upgrade
– Identification of JD Edwards base objects and versions that
require retrofit work
– Identification of JD Edwards obsolete objects and versions and
impact on custom objects
– Extra validation – record counts, next numbers, unique key ID’s
– Customized conversion process to minimize runtime
– 10+ custom go-live conversions
– Automated transfer of data setup for go-live
Technology Success
• Improved Upgrade Experience
– Web access via simple URL’s to a custom Web Interface with
Client look-and-feel
– Multiple UPK Web Sites with custom promotion process
• Improved Client Knowledge
–
–
–
–
–
10+ Custom Workshops on CNC, Database and Networking
Custom Development Net change Workshops incl PowerForms
15+ White Papers Delivered
10+ Detailed Architecture Documents
Drastically Improved Self Sufficiency
Technology Issues
• 4 minor issues related to UBE’s
– 4 Software Action Requests (SAR’s)
– 2 Proof of Concept Fixes (POC’s)
– 2 Workarounds
Project Team Survey
Survey Results
• Were the project goals clear to you?
– 94% Yes
• Was the project scope clear to you?
– 91% Yes
• Was the project schedule realistic?
– 90% Yes
• Did having a series of milestones help in making and monitoring
the schedule?
– 90% Yes
Survey Results
• Did the entire project team work well together?
– 95% Yes
• Did your direct manager understand your role on the project and
time commitment?
– 90% Yes
• Did you view the Project Management and Steering Committee
roles as useful?
– 91% Yes
• Overall, was the quality of JDE 8.12 upgrade acceptable?
– 97% Yes
Survey Results
• Overall, how would you rate the success of the JDE
8.12 upgrade project?
–
–
–
–
71% Very Successful
29% Somewhat Successful
0% Not Very Successful
0% Not Successful At All
Project Successes
Project Successes
•
•
•
•
•
•
•
•
Detailed Value Assessment
Detailed Vendor Selection Process
166 Team Members
1028 Test Scripts
900 Users
375 UPK’s
On Time, Budget, Scope
97% Success Rating
Questions?