# Presentation: 154995

## U.S. Department of EnergyOffice of Chief Financial Officer

**Integrating DOE’s Business Management Systems**

**STARS Upgrade Discussion**
**Field CFO Meeting**
**January 29, 2008**

## Recommendation

**	****Begin Upgrade to Oracle E-Business Suite Release 12 ****	****in January 2009 with implementation scheduled by ****	****March 2010**
- Focus on maintaining an Unqualified Audit Opinion
- Allow STRIPES implementation to continue as planned and focus on process transition
- Continue the configuration and implementation of the Oracle Loans module

## Oracle Support

- Oracle’s Lifetime Support consists of 3 support stages:
- Premier Support – Standard 5-year support policy for Oracle Technology and Oracle Applications products
- Extended Support – Extended support for an additional 3-years for specific reasons
- Sustaining Support – Indefinite technical support

## Oracle Support

- Premier Support provides the following benefits:
- Major product and technology releases
- Technical Support
- Updates, fixes, security alerts, data fixes, and critical patch updates
- Tax, legal, and regulatory updates
- Upgrade scripts
- Certification with most new third-party products/versions
- Certification with most new Oracle products

## Oracle Support

- Extended Support may not include certification with some new third-party products/versions
- Sustaining Support does not include:
- New updates, fixes, security alerts, data fixes, and critical patch updates
- New tax, legal, and regulatory updates
- New upgrade scripts
- Certification with new third-party products/versions
- Certification with new Oracle products

## Oracle E-Business Suite Releases

| Release | General Availability  | Premier Support Ends | Extended Support Ends | Sustaining Support Ends |
| --- | --- | --- | --- | --- |
| 11.0.3 | May 1999 | Feb 2007 | Not Offered | Jan 2009 |
| 11i1 | May 2000 | Jul 2006 | Not Offered | Indefinite |
| 11i2 | Oct 2000 | Jul 2006 | Not Offered | Indefinite |
| 11i3 | Jan 2001 | Jul 2006 | Not Offered | Indefinite |
| 11i4 | Jun 2001 | Jul 2006 | Not Offered | Indefinite |
| 11i5 | Sep 2001 | Jul 2006 | Not Offered | Indefinite |
| 11i6 | Jan 2002 | Jul 2006 | Not Offered | Indefinite |
| 11i7 | May 2002 | May 2007 | Not Offered | Indefinite |
| 11i8 | Nov 2002 | Nov 2007 | Not Offered | Indefinite |
| 11i9 | Jun 2003 | Jun 2008 | Not Offered | Indefinite |
| 11i10 | Nov 2004 | Nov 2009 | Nov 2012 | Indefinite |
| 12 | Jan 2007 | Jan 2012 | Jan 2015 | Indefinite |

## Upgrade Advantages / Disadvantages 

- Advantages for all Modules
- _Sub-ledger Accounting_ – Stores General Ledger information in the specific module.  Transactions are subsequently transferred to the General Ledger
- Currently, the transaction code explosion occurs only in the General Ledger with no traceability in the module.  With sub-ledger accounting, the transaction code explosion will be maintained in the module with drilldown capability from the General Ledger to the module
- Disadvantages for all Modules
- _User Interface_ – Forms and navigation look and feel has changed
- Upgrade will involve change management and training
- _Reporting_ – With the underlying table structure changing with Release 12, all reporting will require review and possible modification

## Upgrade Advantages / Disadvantages 

- General Ledger (GL) Advantages
- _Integrated Budgetary Control_ – Budgetary control validation has been integrated with the sub-ledger accounting.  Accounting entries are validated to ensure budgetary control requirements are met
- _Replacement for Disabled Accounts_ – A replacement account can be defined for disabled accounts preventing transactions and journals to not process successfully; therefore, improving processing efficiency
- _Automatic Journal Copy_ – Ability to automatically copy an existing journal batch to create a new journal batch with the same journals and journal lines reducing the amount of work required to re-create a journal.  Options exist to change the period and effective date of the journal batch

## Upgrade Advantages / Disadvantages 

- Purchasing (PO) Advantages
- _Un-reserve funds at any level_ – Relieve encumbrance (fund reservation) at any level (header, line, shipment, distribution).  Provides capability to modify specific lines/shipments/distributions within a Purchase Order without un-reserving the entire Purchase Order
- _Receipts/Costs can be recorded for Purchase Orders that are not approved_ – Receipts can be recorded at the PO line/shipment/ distribution level if in reserved status.  This functionality allows for receiving to continue when lines/shipments/distributions are reserved and others are not reserved

## Upgrade Advantages / Disadvantages 

- Accounts Payable (AP) Advantages
- _Central Contractor Registration (CCR) Integration_ – The CCR provides agencies the ability to import and automatically process data pertinent to the Core Financial system.  In addition, the process maintains payee (vendor) information to support obligation, accounts payable, and disbursement processes.  However, this may impact supplier and supplier site information used for processing unmatched invoices and payments
- _Interest Invoice and Discounts no longer limited to one transaction code _– The sub-ledger accounting allows the use of multiple transaction codes eliminating manual entries
- _Discount related entries that are reversed on the Invoice distribution_ – Entries will be generated using the sign on the specific Invoice distribution generating the discount eliminating manual entries

## Upgrade Advantages / Disadvantages 

- Accounts Receivable (AR) Advantages
- _Multi-Fund Accounts Receivable (MFAR)_ – As previously mentioned, the transaction code explosion will occur with the sub-ledger accounting allowing visibility to the detail transactions prior to posting in the General Ledger
- _Refunds Enhancements_ – Integrated with Accounts Payable to provide an automated process to generate check and bank account transfers for eligible receipts and credit memos
- Fixed Assets (FA) Advantages
- _Automatic Preparation of Mass Additions_ – Enhanced capability to reduce manual manipulation of assets each month.
- _Automatic Depreciation Rollback_ – Automatically rolls back depreciation for a specific asset (not the entire book) improving efficiency.

## Moving Forward

- Current plan is move forward with the Release 12 Technology upgrade:
- Upgrade database to 10.2.0.3 (currently being installed/ tested)
- Migrate tablespace to the Oracle Applications Tablespace Model
- Implement Single Sign On (IDW/STARS)
- Advantages of implementing the Release 12 Technology upgrade:
- No change to user interface
- No user acceptance testing required (STARS Team will test)
- Technology upgrade will be complete in preparation of the application upgrade