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Lessions Learned in Upgrade to R12

Lessions Learned in Upgrade to R12

Backgund:

  • Oracle upgraded to R12 in January 2010 after the books were closed.
  • It took 3.5 days to do the upgrade.
  • Winrunner scripts were used for automated testing.
  • Manual testing was done for the more complex modules.
  • The upgrade added 1.3 terabits of data.
  • Upgraded to R12 from Sep 09 - Mar-11.; Version 12.01 RUP2 and RUP3.
  • Rehearsed pre and post upgrade steps.
  • Oracle upgraded AP, AR, AP, OIE, GL, CM, Procurement, Workflow, AME, OM, etc...CRM apps were also moved from the CRM Suite e-Business Suite to Siebel.
R12 Upgrade Approach:
  • Considered the project as a technical upgrade
  • Only implemented mandatory functionality
  • Migrated 8 years of SLA data
  • Updated test plans
  • Parallel testing
  • Identify features that can be implemented prior to R12
  • New features (TCA for customers) is mandatory in R12
  • Implemented Multi-org access control
  • Setup Ledger sets
  • Replaced custom code with standard code
  • Copy of the database prior to the upgrade
Project Management and Testing Strateg:
  • Identified a Project Manager to oversee all of the upgrade activities
  • Program office to work with both the functional and technical teams
  • Full end to end testing
  • Weekly meetings and status reports
Lessons Learned:
  • Close out any open Workflow transactions. No transactions can be in transit.
  • Make sure the interfaces are cleared
  • Stop any pending or scheduled concurrent manager processes
  • Update request sets
  • Print off any reports used for reconciliation, print off before the upgrade. (IT should take the lead on doing this.)
Sub-ledger Accounting (SLA):
  • SLA sits between the sub-module and the GL
  • All sub-ledger data is stored in SLA
  • SLA holds the true accounting and passes the summary to the GL
  • Reconciliation reports will need to be redone based on the SLA tables.
  • AR and PA autoacccouting rules will remain intact (except intercompany.)
  • You can store alternative accounting in the SLA tables for transactions
  • R12 has a feature for updating invalid code combinations
  • Run Create Accounting (or Sub Accounting in AR) move the data from the sub-ledger to the SLA and the SLA to the GL.
  • Oracle also suggests running the create accounting process throughout the month into SLA.
  • Consider parallelization (multiple threads) with the create accounting process
  • sub-ledger period close exceptions report (provides clear view of the exceptions.)
The Global Accounting engine (AX)
  • All statutory SOB's become secondary ledgers
  • Need to setup sequences
  • Reports are all XML based in R12. Oracle suggested ramping up XML knowledge.
EBtax
  • Tax setup is migrated from 11i to R12
  • Clean-up your tax setup before the update
  • Single global tax engine for AP and AR
Payments (AP)
  • All payments format files are now XML. Any payment format files will not upgrade
  • The 11i files will not upgrade
  • New user interface

TCA (AR)
 
  • Remove all code dependent on backward compatible views in R12
  • New web-based interface for maintaining parties and party sites
Procurement and Iexpense
  • Cleanup catalog, supplier data
  • Consider any 11i per Diem and mileage schedules
  • Remove any expenses that are in transit. They should all be paid or withdrawn.
Intercompany Accounting:
  • Clean-up Intercompany rules
  • Setup distribution accounting and clearing rules using R12 transaction account functionality
Customizations:
  • Review your customizations and ensure they are still needed.
  • R12 has many XML reports that can be easily updated by the user
Other considerations
  • Ensure there is a monthend protocol
  • Run create accounting daily
  • Ensure a request set is created to include create accounting and the transfer to the GL as well as the exception report
  • Ebtax and SLA are new shared modules
  • PA: Post upgrade run the UPG: Upgrade transaction attributes program for historical transactions.
  • IN AP, remember the Payments module is completely reworked.
  • Volume test to find performance issues
  • Scrambling of credit card data
Critical success factors
  • Buy in from all stakeholders
  • Detailed project planning and communications
  • Multiple practice rounds of performing the upgrade
  • Detailed inventory of patches
  • Proper tracking of status and issue reporting
  • Strong user involvement in all phases of the project. There are changes in business process and new forms. User should know how to use these forms.
  • Focus on testing
  • Robust end to end testing
  • Document any reconciling items prior to the R12 upgrade
There is a white paper on Metalink called "R12 Best Practices." The presenter highly recommends this white paper.
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