1. HOW TO HAVE A G***T UPGRADE BY MAUREEN POTTER FINANCE SYSTEMS MANAGER

2.  Upgrading process at UCA  Testing scripts & UAT  Go Live & Actions

3. UCA History

4. Agresso Users UCA Currently has 647 Agresso Users. 2005 - Me – One small system – Local IT support 2007 – Me + Helen – Lots of Finance users – Agresso 5.5 Live 2008 – Me + Helen + Keith – Started looking at P2P -Lots of users 2012 – Me + Helen + Keith + Victoria – Start of WPM Project 2013 – Me + Helen + Victoria + Richard – Structure confirmed Agresso-Daily maintenance, User set up, Development WPM -Online Store, RCP, 5 pathways Vast Majority of UCA Agresso Users are web based only. FINANCE SYSTEMS TEAM

5. Agresso (historical) Upgrade Plans Nov 2006 - Surrey sites upgraded to 5.4 sp5 Feb 2007 – 5.5 implementation started July 2007 – Go Live with 5.5 sp1 April 2009 - Upgrade to 5.5.3 August 2009 – Launched P2P project 2012 - Major internal re-structures

6. Upgrading to MS4 Reasons Getting behind releases New / improved functionality Problem resolution Expected Timetable Test Install April 2014 Go Live July 2014 Actual Timetable Re-install March 2015 Go live June 2015

7. So what happened? Lack of dial in support Issues not being resolved IT Re-structure; no DBA Lack of understanding of what Unit4 Tech consultant had done Upgrade abandoned in May 2014 after 2 tech days from Unit 4 and 4/5 days functional consultancy from Integra

8. The restart Feb 15 – Bomgar remote dial in assistance agreed Feb 15 – New DBA March 15 - MS4 loaded onto Test Technical consultancy from Integra to ‘Health check’ Upgraded report engine to 8.28.164 LIVE PLANNED Further 8 days of functional consultancy Two days of Technical consultancy to assist UCA IT Go Live – 17 th June 2015

9. Testing & UAT Basic spreadsheet Previously printed and ‘written on’ Expanded each time we upgrade Testing & UAT largely done by Finance systems More ‘structured’ this time Started testing update 4, moved to update 5

10. Issues LOTS ………. Requisition fields back to front SRI wasn’t playing nicely Web payments didn’t work New parameters in GL07 Student Master file

14. Recording, Fixing & Documenting Tickets to Unit4 Left for Ted Issues logged with number Matching screen shots, instructions, emails given same number so everything matched White board used for recording open tickets with Unit4 Met regularly to discuss, update GO LIVE agreed – on 15 th June

15. Going Live List of Pre-Live actions – marked Critical, High etc Upgrade scripts run by UCA IT Integra tech consultancy for one day – extended Live system down evening Tuesday 16 th June Wednesday: Installed software, upgraded database, configured servers, set up Document Archive etc Thursday: Installation of all UKP’s, sorting Citrix servers, permis sions/access rights to new folders. Web payments Friday 19 th June: Released to staff

16. Post go Live Things coming out of the woodwork ……. Web Browser issues Re-registered ALL old Purchase order invoices Time out EIT – all invoices registered as one sided transaction Plus hundreds of other ‘’think we should look at’

17. What did we learn? Regular meetings IT Department support Don’t upgrade while Unit4 are ‘re-locating’ Just keep doing it ………………

18. Questions?