PeopleSoft Version 8.0 to 8.

9 Upgrade Project Fit-Gap Analysis - Overvie This Document This document is the Fit-Gap Analysis Overview for the Northern Arizona University PeopleSoft ersion !"# to !"$ Up%rade Pro&ect" 't is part of the Pro&ect (ocumentation" This document includes direction on how the Fit-Gap Analysis will )e structured* a Plan Summary and a Sample +odule (etail Section" The first section provides a pro&ect introduction* descri)es how the Fit-Gap Analysis Plan fits into the pro&ect documentation* and it identifies timelines* participatin% staff and responsi)ilities" The second section contains sample fit-%ap forms that will )e e,panded upon for each specific functional area -pac.a%e module/" The tar%et audience of this document is the pro&ect mana%ement team* includin% e,ecutives and the 0han%e +ana%ement 0ommittee -0+0/* and mem)ers of the PeopleSoft ersion !"# to !"$ Update Pro&ect team" This document provides an overview of the process and provides e,amples of the format of documentation that each team and area will use durin% fit-%ap analysis The points of contact for comments a)out this plan and document are the Pro&ect (irector* Patric. 1enson* 'TS (irector of Administrative 0omputin% -patric.")enson2nau"edu/ and the Pro&ect +ana%er* Sue Stefan.o -sue"stefan.o2nau"edu/" 0omments may )e sent via email" Note - 0han%e Trac.in% is ena)led on this document" To view mar.up chan%es or the current version without mar.up* turn on the 3eviewin% Tool)ar -select iew* Tool)ars* 3eviewin%/* and on the display For 3eview pull-down to%%le )etween the Final and Final Showin% +ar.up options" 0han%e Trac.in% will not )e re4uired on the wor.in% Fit-Gap Analysis documents" Document History ersio n #"5 (ate 6##7-55-58 Author Patric. 1enson (escription 'nitial (raft to set form and format for review and acceptance

Fit-Gap Analysis Plan Summary The PeopleSoft ersion !"# to !"$ Up%rade Pro&ect is sponsored )y the Steerin% 0ommittee for Administrative 0omputin% -S0A0/" 9,ecutive sponsors are :iz Gro)smith* Provost and ice President for Academic Affairs* (avid 1ous4uet* P of 9nrollment Services* 3ichard 1owen* 'nterim P of 1usiness and Finance* and Alfred 9strella* 0'TO" Northern Arizona University is currently runnin% the &oint Oracle-PeopleSoft 0ampus Solutions -SA/ product suite and the Oracle-PeopleSoft 9nterprise ;uman 3esources +ana%ement System -;3+S/ !"5 release" The modules currently in use include 3ecruitin% and Admissions* Student 3ecords* Student Financials* Financial Aid* Academic Advisement* ;uman 3esources* Payroll and 0ampus 0ommunity" These are the mission critical components of :OU'9* the :um)er&ac. On-line University 'nformation 9nvironment" (ue to the )readth* depth* impact and ris. of this pro&ect many participants are involved in development of Fit-Gap Analysis Plans" 9ach analysis document notes the participants and the role played for the specific fit-%ap tas." (evelopment of the Fit-Gap Analysis Plan will )e the responsi)ility of the +odule Pro&ect Team" 9ach issue addressed )y a fit-%ap analysis will )e treated as a potentially distinct unit of wor." 9ach Fit-Gap Analysis document includes a summary such as this and Fit-Gap Analysis <or.sheet specific to the )usiness area -software pac.a%e module/" :ater in this document are samples of the Fit-Gap Analysis <or.sheet* an e,planation of the information captured* and the directory structure where the Fit-Gap Analysis information for each tas. or )usiness process can )e found" Project !oc"#entation To help miti%ate communication issues* all pro&ect documentation will )e retained on the followin% shared drives" Access to all files on these drives will )e open" Files may )e write-protected with passwords when appropriate" 'n these cases the Pro&ect (irector and Pro&ect +ana%er will )e %iven the passwords" Pro&ect Plans o ==itsshares=PeopleSoft !"$=Plans Note> The Overall Fit-Gap Analysis plan* this document* will )e found in this folder Fit-Gap o ==itsshares=PeopleSoft !"$=Fit-Gap Note$ A Fit-Gap Plan doc"#ent for eac% #od"le ill &e fo"nd in t%is directory " Status 3eports o ==itsshares=PeopleSoft !"$=Status 3eports 1ud%et and fiscal reportin% o ==itsshares=PeopleSoft !"$=1ud%et (esi%ns o ==itsshares=PeopleSoft !"$=(esi%ns Trainin% +aterials o ==itsshares=PeopleSoft !"$=Trainin% +aterial 3e4uest-s/ for Proposal o ==itsshares=PeopleSoft !"$=3FP Software Update :a) and 3elated 0onversion Technical +aterial o ==itsshares=PeopleSoft !"$=:a) Up%rade 'nfo

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Fit-Gap Analysis Details Fit-Gap Analysis <or.sheet will )e completed for each )usiness process within the moduleAsoftware functional area" The areas identified to date include>

;3+S Payroll 1ud%et 0ampus 0ommunity 3ecruitin% Under%raduate Admissions 'nternational Office Graduate 0olle%e Student 3ecords Academic Structure 0ourse 0atalo% Schedule of 0lasses 9nrollment Transfer 0redit - Setup and Setup 3eportin% Transfer 0redit- Student 0redit 9valuation and related reports Gradin% +aintain Accurate Student 3ecords -+AS3/ Student 1ioA(emo (ata Student Pro%ramAPlan Pro%ram Action 3eason Student Attri)utes Study A%reements S3 Student Groups Student +ilestones Advisor Pa%es Transcripts erifications Graduation Student Financials Financials Aid Academic AdvisementA(e%ree Audit Security

(evelopment of the Fit-Gap Analysis Plan will )e the responsi)ility of each software functional area pro&ect team"

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9ach module will complete a Fit-Gap Analysis <or.sheet" The Fit-Gap Analysis spreadsheet will include a wor.sheet for each tas. or )usiness process within the moduleAsoftware functional area" The Fit-Gap spreadsheet will also include lin.s to directories containin% )usiness process documentation* trainin% documentation* development specifications* etc" A spreadsheet template can )e found in Fit-Gap team directory - =='TSShares=peoplesoft !"$=FitGap=Bsoftware functional areaC= The document will include the followin% three sections Fit-Gap Team and 3oles Fit-Gap Timeline Fit-Gap Analysis <or.sheet

Fit-Gap 'ea# and (oles The Fit-Gap team is responsi)le for the fit-%ap tas.s for the moduleAsoftware functional area OracleAPeopleSoft version !"$ application" 'ndividuals who participate on the Fit-Gap pro&ect teams provide support and participation on the fit-%ap tas. re4uired for the pro&ect" The %eneral roles filled )y the participants follow" Team :ead-s/ Tas. Participants Tas. Participants

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Fit-Gap 'i#eline A timeline in electronic form* typically +S Pro&ect or 9,cel* will )e included in this section"

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Fit-Gap Analysis )or*s%eet +nfor#ation For each identified tas.* fit or %ap the followin% information will )e captured on the Fit-Gap Analysis <or.sheet" A sample of the current model is included later* see Fi%ure 5* Sample Fit-Gap <or.sheet"

8.9 Fit-Gap Analysis

Fit-Gap )or*s%eet ,ol"#n 'itle Tas.A1usiness Process (escription 0ate%ory !escription of ,ontents This is a title %iven the analysis and wor. so that readers with various points of view can tie the various fit-%ap analysis documents to%ether" This is the description of the PS component addressed included in the fit-%ap analysis for the tas.A)usiness process" 9,ample> navi%ation paths* panels* NAU developed pro%rams* etc" This is a short description of the functionality as it e,ists in the current !"# :OU'9 system" 't includes descriptions of developed and installed )olt-ons and modifications" 'f new automated functionality is provided in !"$ which is missin% in !"#* this column will note the manual process currently in place if applica)le" A short description of the functionality that is provided with the !"$ up%rade" A short description of the result of the fit-%ap analysis" 9,amples include such entries as notin% that new functionality will replace e,istin% modifications* that new functionality will )e deployed or that no %ap )etween !"# and !"$ is identified" !"$ menuAfolder navi%ation chan%es will )e noted in this column" 'f an !"# modification can )e eliminated* note that" 'f the modification must )e retained in !"$ or a new modification is re4uired to address a %ap in functionality* provide a hyperlin. to the PS development specification documentation directory -itsshares=pmoDdv="""/" Provide the date re4uired for completion of modification -)usiness or technical/" Su)&ective analysis* an opinion of the !"$ Fit-Gap team* of the impact of NOT resolvin% a %ap )y %o-live date" This will )e used to prioritize items if priority conflicts arise" Provide a hyperlin. to PS development specification directory or related materials" Provide a hyperlin. to PS development specification directory* data clean-up documentation or related materials" 1riefly detail or provide a lin. to documentation descri)in% the impact of this fit-%ap on the PeopleSoft Security settin%s and processes" 1riefly descri)e or provide a lin. to documentation descri)in% new reportin% needs* chan%es to e,istin% reports* etc" Provide lin.s to '3+ documentation when appropriate"

(escription of current !"# functionality

(escription of !"$ functionality FitAGap 3esults

!"$ Navi%ation +odification Analysis

(ue date for resolution 3is. if resolution not achieved -5Elowest* 5#Ehi%hest/ 'nterface 3e4uirements 0onversion 3e4uirements Security 'mpact

3eportin% 'mpact -PS Fuery* O(S* etc/

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Trainin% 0onsiderations

(escri)e the audience* mode of delivery and owner of the trainin% materials" Provide a lin. to trainin% information for )usiness processes" Provide lin.s to 'TSS trainin% materials when applica)le" Provide lin.s to test plans for )usiness process" 'nclude current !"# plans where appropriate" (escri)e or lin. to documentation detailin% chan%es applica)le to the we) file transfer interface into PeopleSoft applications and data -<91FU is the internal name of this tool/"

Test Plan <91FU 'mpact

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Fi%ure 5 H Sample Fit-Gap <or.sheet 0an also )e found at> =='TSShares=peoplesoft !"$=Plans=Fit Gap analysis wor.sheet",ls Sample>