The George Washington University

PMLC Project Management Life Cycle The George Washington University Project Deployment Plan Prepared By: Adam Donaldson Version: 1.1 Date: October 12, 2012 Project Owner: Project Manager: Deb Dickenson, Comptroller Donna Ginter, Director Procurement Adam Donaldson, BMAG STATUS: Draft Routing for Document Approval Approved Unapproved

Table of Contents Revision 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 Revision History Version Date Author Notes Number 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. Page 2

1 Project Summary The 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 Deployment Strategy 2.1 Objectives / Strategy 2.1.1 Objective The 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 Timing The 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 Impacted Systems Banner 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. Page 3

2.1.4 Stakeholders All University Faculty and Staff University P Card users, purchasers, travelers and users requiring outof pocket expense reimbursement. All users of the applications described in Section 2.1.3. 2.2 Software Deployment 2.2.1 High Level Software Modification Deployment Plan Specific 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 System Modification Validation and Acceptance SAIG 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 Page 4

2.2.3 System Modification Back Out Plan This 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 Process Modification Deployment 2.3.1 High Level New Process Deployment Plan All 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 Hardware Deployment There are no hardware modifications as a result of this project. Page 5

2.5 Milestones & Schedule Date / 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 Sep 17 to Sep 19, 2012 Concur Configuration Sign Off Completed by GW System Cutover Configuration by Concur A.Donaldson / J.Pearson 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 Security Review Oct 10 to Oct 17, 2012 Pathway Cutover Oct 20, 2012 5:00 PM Oct 20, 2012 6:00 PM to Oct 26, 2012 5:00 PM Oct 26, 2012 5:05 PM DIT Employee Load & Configuration Concur Expense DIT Security Scan Pathway final JPM transactions brought into Pathway. P Card users allocate all remaining card transactions in Pathway. Final JPM transaction sent from Pathway to EAS A.de Lapparent G.Guzman G.Bedford G.Bedford / P Card Users G.Bedford EAS Interfaces Moved to Production Oct 18, 2012 1:00 PM Oct 18 to Oct 21, 2012 Testing & Readiness Gate Review / GO LIVE decision made by Executive Sponsors DIT will push EAS interfaces to prod (DIT will maintain spreadsheet of detailed steps) Executive Sponsors / Project Owners / Project Leads 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 Page 6

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 Oct 28, 2012 1:00 PM Oct 28, 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 Concur Expense Employee Feed Refreshed, all employees loaded and feed validated Concur Expense Put in Production - UWS Single Sign On Put in Production - ibuy+ Expense Reimbursement Link Live - Final Production Test Table 1 Deployment Milestones & Schedule A.de Lapparent A.de Lapparent / J.Pearson J.Pearson 2.6 Resources & Roles Resource Project Leaders Role Contact Info During Deployment Deb Dickenson Adam Donaldson Donna Ginter Ed Martin Deployment Leaders Anna de Lapparent Jeff Pearson Megan Flood Project Owner Project Manager Project Owner Project Senior Leader Technical Lead \ Manage DIT Cutover Functional Lead \ Manage Production Validation Communication Lead \ Manage Communications Division of IT Resources Yelena Buchmuller Liz Cobb EAS Interface Cutover Support Banner Data Interface Support Page 7

Resource Michelle Hall Anjana Ghosh Sadam Shailaja John Sweeney Neelam Thakur Role EAS Interface Cutover Lead EAS Interface Cutover Support EAS Interface Cutover Support EAS Interface Cutover Support EAS Interface Cutover Support Contact Info During Deployment Financial Systems Support Jaime Maestrey Aileen Miller Kevin Perry Jen Whaley Production Validation Testing \ Configuration Support Production Validation Testing \ Configuration Support Production Validation Lead Production Validation Testing \ Configuration Support Procurement George Bedford Josh Rubin Accounts Payable Lennox Jones Rachel Waple P Card Lead \ JPM Feed Validation Procurement Lead \ Production Validation Testing \ Web Modification Support Accounts Payable Lead Accounts Payable Business Management & Analysis Group Megan Flood Communication Lead \ Manage Communications Concur Brandon Campbell Zack Harwell Anthony Patrick Kristine Truax Concur Technical Lead Concur Configuration Lead Concur Project Manager Concur Travel Integration Lead Table 2 Deployment Resources and Roles Page 8

2.7 Communications Plan The following table lists the planned communications points for the deployment: Date Communication Method Audience Deliverer 9/5/12 9/5/12 Deployment e mail to managers/executives to engage help in communicating pending change E mail Sciquest users to alert change in name, web links e mail e mail GW Leaders (Dean / Director & above) ibuy / Sciquest Users Lou Katz / Steve Lerman ibuy System / J.Rubin 9/7/12 Update to FOPS meeting participants Meeting FOPS A.Donaldson 9/12/12 9/12/12 9/12/12 10/29/12 9/12/12, 10/16/12, 10/29/12 9/18/12, 10/16/12 bi weekly starting 9/18/12 Launch ibuy+ web page, with new AP/P Card info page Banner Announcement in Pathway.net system Banner message in EAS for users submitting Online T&E Update links to EAS T&E and to P Card to ibuy+ INFOMAIL: Announcement to all GW staff and faculty Targeted Discussion with Finance Directors Targeted e mail to Pcard users for final allocations Website GW Faculty & Staff J.Rubin System Pathway Users G.Bedford System T&E Form Users A.de Lapparent Website e mail Meetings GW Faculty & Staff GW Faculty & Staff Finance Directors J.Rubin Infomail A.Donaldson / J.Pearson 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 Page 9

2.8 Deployment Support & Issue Resolution See Section 2.6 / Table 2 for roles and responsibilities. 2.8.1 Support Personnel Availability The 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 Deployment Issue Resolution Procedure Any 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 Escalation Procedure Any 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 / Post Implementation Support Plan (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 Stabilization Period The stabilization period will last from October 29, 2012 through November 30, 2012 2.8.4.2 Stabilization Issue Analysis Procedure A 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. Page 10

3 Training Training Plan is maintained separately and is located in the eroom at https://eroom.gwu.edu/eroom/evpt/eexpense/0_33111. Page 11

4 Approval By signing, the individuals listed below have approved this deployment plan. Electronic Approval Received See attached Electronic Approval Received See attached Name: Deb Dickenson Name: Donna Ginter Title: Comptroller Role: Project Owner Title: Director of Procurement Role: Project Owner Date: September 6, 2012 Date: September 6, 2012 Electronic Approval Received See attached Electronic Approval Received See attached Name: Anna de Lapparent Name: Jeff Pearson Title: Asst Director, Enterprise IA&SD Role: Technical Project Lead Title: Director Financial Systems Support Role: Functional Project Lead Date: September 6, 2012 Date: September 6, 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.> Page 12

5 Appendix A Related Documents File Name GW Concur Agreement 25 Sep 11.pdf Travel and Expense Project Proposal 1,82 APPROVED.pdf Travel Portal Concur Expense Management Proposal APPROVED BY KATZ.pdf Document Owner D.Ginter A.Donaldson D.Lawlor Document Location or Link https://eroom.gwu.edu/eroom/evpt/eexpense/0_1e9 69 https://eroom.gwu.edu/eroom/evpt/eexpense/0_1e9 63 https://eroom.gwu.edu/eroom/evpt/eexpense/0_1e9 63 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 eexpense Training Plan DRAFT 1.3.pdf eexpense Cutover Steps.xls A.Donaldson A.Donaldson J.Pearson M.Flood M.Hall https://eroom.gwu.edu/eroom/evpt/eexpense/0_1e9 63 https://eroom.gwu.edu/eroom/evpt/eexpense/0_1e9 63 https://eroom.gwu.edu/eroom/evpt/eexpense/0_330 66 https://eroom.gwu.edu/eroom/evpt/eexpense/0_331 11 https://eroom.gwu.edu/eroom/evpt/eexpense/0_377 59 Page 13

6 Appendix B Glossary Term / Acronym Definition AEBTS AP AR AX BMAG CO CSV DIT EAS EIS ETS FSS G/L GM GW GWU HR IT JPM PMLC SaaS SAIG SAML SSO T&E UAT UWS XML American Express Business Travel Services Accounts Payable Accounts Receivable American Express (also American Express Business Travel Services) Office of Finance Business Management & Analysis Group Office of Finance Comptroller's Office Comma Separated Values Division of Information Technology Enterprise Accounting System Division of IT Enterprise Information Services group Endowment Tracking System Office of Finance Financial Systems Support General Ledger Grants Module The George Washington University The George Washington University Human Resources Division of Information Technology JP Morgan Chase Project Management Lifecycle Software as a Service Systems Analytics & Insight Group Security Assertion Markup Language Single Sign On Travel and Expense User Acceptance Testing University Web Services Extensible Markup Language Page 14