Data Migration and Conversion Strategies in Oracle E-business Suite

Data Migration and Conversion Strategies in Oracle E-business Suite:

Data Migration and Conversion Strategies in Oracle E-business Suite

Businesses spend billions of dollars migrating data between information-intensive applications. Yet up to 75 percent of new systems fail to meet expectations, often because flaws in the migration process result in data that is not adequately validated for the intended task.

Data migrations generally result from the introduction of a new system. This may involve an application migration or consolidation in which one or more legacy systems are replaced or the deployment of an additional system that will sit alongside the existing applications.

Whatever the specific nature of any data migration, the ultimate aim is to improve corporate performance and deliver competitive advantage.

Especially while implementation of Oracle e-business Suite and migration of the data from other legacy system to Oracle 

Steps To Design an Effective Data Conversion Process:

Below are the steps for effective data migration and conversion process for any implementations in Oracle ERP.

1-              Data Need for Conversion.

2-            Data Mapping / Conversion Design

3-            Finalization of Data for Migration

4-            Loading of data for QA (Validation)

5-             Data Migration /Data loading to Production.

6-            Data Validations - Production

Data Need for Conversion:

The first point is to decide which data is required for conversion and requirement. It is normally depend on your implementations domain and modules. Which modules are implementing during the imp mentation and that basis it is decided what is the requirement of the data.

For example it is Oracle Financials and SCM implementation and for that you need to load the data from Financials modules let say for Oracle Fixed Asset data and from Supply chain you need to load data for Oracle Inventory.

Data Mapping / Conversion Design

After identifying the data for migration the next stage is to make the conversion design and data mapping.  Few are the important points for data conversion design.

• ·       Extraction of data from Legacy System
• ·       Templates for data loading
• ·       Preparation of mapping sheet to map the legacy data to Oracle required data.
• ·       Field to Field mapping of data legacy to required data.
• ·       Legacy system data validation for mapping sheets.
• ·       Data conversion if required during mapping and validation

Finalization of Data for Migration:

Once the Mapping is complete, the next step is to preparing and finalization of data for migration. This step is very crucial, because whatever data is finalized and migrated will be affected the performance of the ERP and it is saying garbage in and garbage out.

Each and every aspect of the data should be reviewed and analyzed that every piece of information that is required from the legacy data is available and converted into Oracle required form.

Like for Assets data for migration to oracle from legacy system, should be checked that each and every information is included in the data sheets like Assets number, tag number, Asset Category, Manufacturer, Invoice number, serial number etc...

Loading of data for QA:

It increases the effectiveness of the data migration process. Data is loaded into Test Instance (Sometimes called-QA Instance) for detail quality assurance. Mostly QA teams are deployed on QA for data loading. But many cases the imp mentation team validates the data when it loaded to Test Instance.

After QA it identifies all the issues/ deficiencies of data uploaded then the same issues to be resolved from the actual data before final upload.

Data Migration / Data loading to Production:

After data validation the next step is data migration to Production. This step is relatively straightforward. However, it would likely be quite time-consuming due to the size of the legacy database.

Data Validations:

Once the data is migrated to prod, the last step is to validation of prod data. Mostly this validation is high level and summary level data is validated because detail validation is done on QA (Quality Assurance) level.

iExpense- Oracle (Payables)

iExpense Setup in Oracle

iExpense is basically an extension Oracle Payables. Employee and Contingent Worker expense reports become supplier invoices and get paid from Payables. You will need following responsibilities to set up Internet Expenses: Payables Manager, Internet Expenses Setup and Administration, System Administration, Application Developer, and AX Developer. If you are also planning on charging expense reports to projects, you will also need Project Billing Super User and General Ledger Super User responsibilities. You will also need access to Oracle Workflow Builder to customize the Expenses workflow and Project Expense Reports Account Generator.

Setups for iExpenses :

1. Define MOAC
2. Define Job
3. Define Position
4. Define Employee
5. Define Financial Options
6. Define Expenses Template
7. Define Payable Options
8. Assign Cost Center Flexfied qualifier to Department segment or Cost center segment
9. Define Signing Limits.
10. Assign Profile Option to IExpense Responsibility.
11. 
    

iExpense Process:

How to use iexpense :

Employees can enter and submit expense reports using a standard Web browser or a Web-enabled mobile device.

Oracle Workflow automatically routes expense reports for approval and enforces reimbursement policies.

Oracle Internet Expenses integrates with Oracle Payables to provide quick processing of expense reports for payment.

Some Expenses-related Workflows: 

1.Expenses Workflow manages the notifications between managers, accounts payable, and users related to reviewing and approving expense reports

2.Credit Cards Workflow manages the notifications related to the processing and management of credit card transactions.

3.Expenses Analysis Workflow sends notifications when proxy reporting access is granted

Expense Receipts Workflow manages the notifications related to submitting receipts and missing and overdue receipts

Integration with Other Applications:

Internet Expenses works together with other applications to provide a full array of services devoted to managing and streamlining.

Oracle Payables.

Use Payables to create expense report invoices and to manage the processing of credit card and procurement card transactions.

Oracle Projects.

 Internet Expenses integrates with Oracle Projects to enable users to add project-related information on expense reports.

Oracle Grants Accounting.

Oracle Grants Accounting extends the functionality of Oracle Projects and integrates with Internet Expenses to enable users to enter award information on their expense reports and collect reimbursement from the award that sponsored the activity

Oracle Approvals Management.

 Use Oracle Approvals Management to build routing rules for expense report approvals

Oracle Application Framework.

Oracle Application Framework lets you personalize the display of Internet Expenses without modifying the underlying code.

Expense Report Process

Creating Expense Reports:

User can create Expense Reports Online using their computers and a standard Web browser.

User can create Expense Reports Online using Web-enabled mobile devices.

User can create Expense Reports Offline using Microsoft Excel spreadsheets from a configured template.

Sending Receipts to Accounts Payable

After an employee submits an expense report, Internet Expenses displays a confirmation page with instructions for the employee. 

For example, you may want to inform the employee that a notification will be sent when the report is approved by management and at that time all original receipts must be sent to the accounts payable department

Expense Report Workflow Process

When an employee submits an expense report for approval, the Expense Report  workflow process begins. The Expense Report workflow is used to obtain manager and Payables approvals on expense reports.

The Manager (Spending) Approval process routes expense reports to managers for approval. When an expense report receives approval,  the workflow transitions to the AP Approval process. If a manager rejects the report, the workflow transitions to the Rejection process.

The AP Approval process first determines whether an expense report requires the approval of the accounts payable department. If approval from the accounts payable department is not required, the process automatically approves the expense report.

If the report requires approval from the accounts payable department, the process waits until it receives a response from that department before continuing. Once the workflow process is complete, the expense report in the Payables Expense Reports window has a number of restrictions on user interaction.

Converting Expense Reports into Invoices

Oracle Payables pays invoices only, so before an approved expense report can be paid, it must be converted into an invoice. The Oracle Expense Report Export converts expense reports created in Internet Expenses into invoices in Oracle Payables. 

An expense report can be processed by the Expense Report Export program only if it receives approval from both the approval manager and the accounts payable department during the Expense Report workflow process.

Reimbursing Expense Reports

After the Expense Report Export program creates invoices for expense reports, you can create payments for the invoices using the same method as for other invoices

Approve the expense report 

Once an employee submits the expense report the approver associated with the expense reports gets a notification for the same. The approver can approve, reject or request more information. Only approved expense requests are transferred in to oracle payable as invoices

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What are RICE Components

What are RICE Components?

 RICE  stands for:

• Reports
• Interfaces
• Conversions
• Extensions

Reports

First, you have Reports. All of your business reporting should be examined to ensure that you go live with at least as much information as you use today. The question is though, do you need the report or can you live with the new systems processes and online lookups? Often reports are generated to support a manual process that takes some human intervention. For example, a min-max report was printed to help the buyer make purchase decisions. “Not with the new MRPII system; the system provides suggested buys through an online lookup.” So do you need that old report?

The best thing to do is to catalog all of your current reports and go through each of them and determine what the business need for that report and working with your implementation consultants, find out if there is a better way to get the same information. If there isn’t, then mark that report as a necessary report for going live. (Chances are it is already in the system.) If the report is not currently in the new software, then a custom report will need to be made. These too should be prioritized. Some may not be critical to going live and are “nice-to-have” reports. There are many reporting factors to consider in a Successful Packaged Software Implementation.

Interfaces

Second is Interfaces. How many other systems will be linking with the new ERP solution? Interface development takes some software architecting, but you can see which software will be replaced by the new system and which software will remain. Does the legacy software have a need to be integrated into the new ERP? What is the cost of integrating that new solution, versus a manual entry? These are some of the decisions that you will face.

Linking two systems together can be as simple as a data export and data load, to as difficult as a synchronized data movement between the systems. Often it is the first option. Export the data from the external system on a set schedule and then import the export file into the ERP system. There is usually an intermediate program that does the task automatically of file format conversion. This is common in EDI. The EDI data is downloaded, is run through a translator, and then uploaded into the ERP system. The reverse also happens (as in the case of shipping notices). A data file is exported from the ERP to the translator, which then maps and prepares the upload file to the EDI system

Conversions

Third, you will need to look at conversions. Conversions are one of the most deceiving areas of an implementation. It might seem simple at first. “Oh, we just are converting the Items, Customers, and Vendors.” Okay, simple enough. But do you have all of the data fields that the new system requires? Do you have good and valid data to be brought over? One of the key factors of implementations (regarding labor) is the data clean up. Most ERP implementers have a standard data import template. You can then map your data fields to that model. Sometimes it is even in Excel. You just cut and paste your exported data into Excel. But what if your legacy system is an old green screen with the only export are reports written to a file? Then you have to have a program written to parse that text file to pick up all the correct data. Even then, there will be dirty data that needs to be cleaned. If you have a lot of records, then this will be very time-consuming.

The other option is not to even export and import. You can manually enter data too. The rule of thumb I go by is if there are less than 500 records in a data file, then it should be manually entered. If it is more than that, then you should look at an automated data load.

Extensions

Extensions are additional programming functionality. Sometimes referred to as Enhancements they provide functionality that doesn’t exist in the core ERP package. Often this is due to a very particular task that the old system did to satisfy a customer need or to meet a legal regulation that is specific to a niche industry. These custom programs are not written into the core ERP since that will break the upgrade path in most cases. Instead, a separate program is developed using the same tools that the ERP system uses and data hooks are created to link the extension to the core ERP.

 

Discrete Manufacturing Vs Process Manufacturing (OPM)

Discrete Manufacturing Vs Process Manufacturing (OPM)

Discrete Manufacturing:

Discrete manufacturing is distinguished by the production of distinct items that use bills of material and routings to determine costs and lead times.

Discrete manufacturing is Oracle Applications method to handle the unique problems in manufacturing equipment, like electronics, medical devices or a complicated assembly like the space shuttle as indicated above.

Discrete manufacturing is based on piece parts that are assembled or machined to make larger assemblies.

Oracle Discrete Manufacturing has a great deal of functionality to manage the Bills of Materials, Routings and Engineering changes that are required to adequately track assembly and cost the finished product.

Examples: Automobile manufacturing, computer manufacturing, dishwasher and washing machine manufacturing, etc .

Typically they follows either a Product, Process or a Combination Layout these layouts can be understood like:

·         Product Layout - Processes come to the product . typical example are Ship Building, Car Assembly Line, PC's, etc.

·         Process Layout - Products go to Process areas Typical Example are Cabinets and Casings, Sub-assemblies, Rubber Mixing, etc.

Is normally a Product that is "Built Up" from components or sub-assemblies.

Process Manufacturing:

Process manufacturing is distinguished by a production approach that has minimal interruptions in actual processing in any one production run, or between production runs of similar products. This approach produces multiple unique products in relatively small batches flowing through different production operations throughout the factory.

The OPM capabilities allow for multiple units of measure because the flexibility in batch production is required in process industries.

Process manufacturing is used at companies that make products that use formulas, receipts and/or have co-products or by products. Typical users of OPM are manufactures of food products or chemicals that have complex internal processes and need a high level of control.

The OPM capabilities allow for multiple units of measure because the flexibility in batch production is required in process industries.

They typically follows a Process Layout.

They are normally producing a Product that is "Homogeneous" and equally divided for the convenience of packaging.

Typical examples are Food, pharmaceutical and other batched-based manufacturers such as refineries, wineries, etc .

 OPM PRODUCTS?

OPM Cost Management

OPM Formula Management

OPM Intelligence

OPM Inventory Management

OPM Laboratory Management

OPM Master Production Scheduling

OPM Material Requirements Planning

OPM Production Management

OPM Purchasing Management

OPM Quality Management

OPM Capacity

OPM Sales Management

Oracle Financial