Key Lessons Learned in Financials During Global Upgrade From

E-Business Suite 11.5.10.2 to 12.2.3

Rajesh Narayanaswamy
Senior ERP Applications Analyst
Garmin International Inc.
Twitter@nraj80
https://www.linkedin.com/in/rajesh-narayanaswamy-4694942a
Speaker Info

14 years of Experience in Oracle E-Business Suite as Techno-

Functional Consultant

Senior ERP Application Analyst, with Garmin International for 6

years.

Primary focus on Oracle Financials modules in Garmin

Lead the Global R12 Upgrade Project for Financials, worldwide

Member of OAUG since 2004 and presented papers in OAUG.

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About Garmin

Global leader in satellite navigation

Designs, manufactures, markets, sells navigation,

communication & information devices in the areas of
automotive, aviation, marine, outdoor and sports

Latest products include fitness devices for all levels as well

as activity tracking and online management with Garmin
Connect

More than 9,200 associates in 35 offices worldwide

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Agenda
Pre-Upgrade Steps

Pre-Upgrade data fixes

Garmin's specific approach to the new R12 features such as Payments, E-

Business tax, SLA and Collections

Finance Localizations

Testing and Mock Cutover activities

Change Management getting the users ready globally for the roll-out of R12

Post Upgrade Steps & Data Fixes

Go-live

Post Production & Month End Issues and Resolution

Garmins Oracle Footprint
Garmins ORG Footprint

58 ledgers
21 Ledgers with Subledgers Implemented
24 GL Only Ledgers
10 Statutory Ledgers
2 Reporting Ledgers (MRC)
2 Consolidation Ledger

131 Company Codes (Balancing Segments)

50 Operating Units

59 Inventory Orgs

11 Installed Languages

37 Currencies enabled
R12 Upgrade Plan

Environments

CRP4
CRP1 CRP2 CRP3 Mock-2 Cutover
CRD All Development Mock-1 Cutover Full system Productio
Core and critical


Discovery Room
Identify
application

complete
All business
Full system
testing
testing
All Developments
n
testing
Application process testing All Developments complete Go-Live
Start critical
Issues and fixes complete End-to-end
custom
Prepare DBA Connect other Final performance document testing
application

13th Feb
Upgrade application with validation Performed as
development 2015
documentation EBS and testing User training production shift
Performance
Fix upgrade Expanded All connected schedule with to
testing
issues performance application exact same 15th Feb
Critical business
testing testing resources aligned
process testing

2015
Load testing for production
Pre-Upgrade Steps
Accounting Setup Manager Diagnosis for MRC

AP Health Check

Generic Data fixes

Clearing Interface Errors

Auto Invoice errors
Payables open interface
Payments interface
GL interface

Confirm/Cancel unprocessed Payment Batches

Enter Daily Rates in GL

Run reports for validating transactional data

Pre-Upgrade Steps

Run queries on Customer and Supplier counts

Transfer all Accounting Entries from Subledger to GL

Setup the Format Payments for all Custom Check

Payment Method as Oracle Standard Format
Payments

Remove Country Code to the Tax Registration Numbers

in LE setup.

SLA Pre-Upgrade Program

Pre-Upgrade Data Fixes
AP Health Check - APAtgHealthCheck.sql
Pre-Upgrade Data Fixes
Pre-Upgrade GDF (Doc ID 1571256.1)
Script AP_11i_DATA_HC_PKG.sql & 11i_sgdf_submit.sql
Pre-Upgrade Data Fixes
Other Fixes provided by Oracle through SR

Distributions with out-of-sync posted flags i.e. posted_flag = N and

accrual_posted_flag = Y
distributions have posted_flag = Y and NULL accounting_event_ids
events with an Accounted status and corresponding transaction
rows with posted flag <> Y
o Solution was provided as a Patch# 4673250

orphan accounting rows

o Solution was to remove the orphan records from AP through
the script APDeleteOrphansh.sql

unaccounted history rows in a closed period

o Solution was to run APClosedPeriodFixh.sql and
APOutofSyncDateh.sql scripts
Pre-Upgrade Data Fixes
Charge Allocation Data fixes (Bug# 9570496)
ap_wrg_11i_chrg_alloc_fix.sql. The Script is to identify the following
types of corruptions and also provides the option to reallocate for
invoices.
1. Allocations with wrong charge type or wrong item type.
2. Charges allocated partially.
3. Tax is not allocated even when there are ITEM distributions
with the same tax code

The fix script was suppose to fix all the corruption by deleting
the wrong allocations and recreate.
The script created huge volume of unnecessary allocations
which Garmin didnt require/use and ultimately impacted the
Upgrade timings because of this data volume.
Garmin decided NOT to execute the scripts and delete the
allocations instead. Got it approved by Oracle as well.
New Features Approach

EBTax:
Regime to Rate flow upgraded automatically
Tax Classification Code approach similar to 11i (STCC)
Since Tax Groups not supported in R12, Setup alternate Tax
Group solution in R12 using Tax Zones

SLA:
Used the seeded upgraded SLA Method
Created reports for Journal Line Description issues

Payments:
Created Custom template for Payables payment process.
Payment Process Profile and Payment Templates created
manually in Accounts Payables.
Integrated with PayPal using Custom build solution
New Features Approach Cont.

Collections:
Implemented Collections Module as functionalities were split
between AR and Collections
Dunning feature moved to Collections
Universal work queue in Collections more robust than Account
Details in AR
Customer Call Notes are not part of Account Details in AR anymore

Web ADI & Report Manager:

Desktop ADI not supported in R12.
Setup Web ADI and Report Manager for FSGs
Formatting issues with FSG reports in Report Manager dealt with
using Hyperion for reporting
Testing & Mock Cutover

Testing
Global Testing
Coordination
Test results maintained in ALM
Issues were tracked in JIRA
SharePoint/Confluence page were maintained for documentation

Mock Cutover
2 mock cutover one mimicking production cutover
Test the functional setups for Finance
Track timings for each steps in the cutover
Change Management Getting Users together

Global Project Manager handled the Upgrade Project.

Emphasis was laid out and communicated that the business process
will be As-Is after the upgrade.

Enterprise Project Managers constantly met with business to set

expectations and timeline.

Used Agile Methodology and issues/projects were tracked through

JIRA.

Scrum team included few core Business team members that helped
keeping them status quo through out the Upgrade.

Regular meetings with the Global Business users and project team
helped transfer knowledge on various issues.
Post Upgrade Steps - Finance

Period End and Period Average Rates

Address and Tax Validation US Regime

Geography Name Referencing Program

Tax Partner Services Plug-in

Vertex File Upload

E-Business US Sales and Use Tax Import Program

Configuring Balancing Segments values for Ledgers

Finance Legal Entity and Ledger Setups

Update Remittance Email settings

Post Upgrade Steps Finance Cont.

Update Scripts for Balance Forward Billing Cycles for Installment

Payment Terms.

Validate Application Accounting Definitions

Program - Generate Upgrade for Balances Entered in Ledger Currency

Trade Management Setups

Refresh Report Distribution for Payables Trial Balance

Concurrent Program Rescheduling

SLA Post Upgrade process (SLA Hot Patch)

Post Upgrade Data Fixes

Some Key Data fixes after Upgrade

Fully Paid Invoices showing up in AP Trial Balance

Data fix for Sales Orders Exemption customers

Missing Tax amount in General Tab on AP Invoice Workbench

Mismatch in PO_DISTRIBUTIONS_ALL & PO_LINE_LOCATIONS_ALL values

related to Invoice Matching

Data fix for Tax Issues that should not have calculated tax
Finance Localizations

Spanish Localization
o Modelo reporting
o Bills Receivables

Denmark Localizations
o KID Number Printing and calculation

Sweden Localizations
o Sweden Giro Payments Setup
Go-Live

Took less than 70 hours for Pre-Upgrade, Upgrade & Post-Upgrade Steps

Pre-Upgrade Steps took 6 hours

Upgrade from 11.5.10.2 to R12.2.3 took 29 hours

Started the Basic Post Upgrade Steps with the GL Setups for 5 hours

DBAs took the system down for High Availability Setups for almost 8 hours

Finance Functional steps took almost 10 hours to complete. Business users

validated the data by running the same reports before and after the
upgrade

Performance issues with Geography Name Referencing program took close

to 12 hours to resolve before releasing the upgraded R12 system to users
Post-Production & Month End Issues

Address Issues

Tax Issues (Reconciliation and On the Fly Exemptions)

Create Accounting Errors

AP Payments
AR Receipt Reversals
Cost Management

Month End Close Issues

Unposted Receipts
Adjustments fix

WEB ADI and Report Manager Publishing Issues

Post-Production & Month End Issues
Cont.

Journal Line Description Issue

WEB ADI Import Control Account

Purchase Order Tax Issue

Customers as Supplier Duplicate Tax Registration Number

Recommendations

Perform mock upgrades with the real cutover setups as many times as
possible

Time each and every step during your mock cutover so that accurate
time of the Upgrade can be determined

Work with SR on the data fixes and execute it several times before the
cutover. This reduces the data volume that will be impacted by the data
fixes during the cutover

Plan on As-Is features and functionalities for an upgrade like R12

upgrade magnitude

Review TUMS (The Upgrade Manual Script) Report from DBAs which
shows the required changes in 11i before Upgrade
Q&A