2. The Homework

There are a number of things you have to do in those order has been signed and my papers are being processed days. This chapter outlines these activities.

Coming first in the list of a number of things are the following:

Note

Add informing people back home about your address and telephone number at the project site, and the contact person at Oracle Financial Services (formerly i-flex).

This chapter contains the following sections

2.1 Structure of Implementation Teams

The Implementation Team from will comprise one or more members, of which one member will be identified as the Project Manager. Reporting relationships between the members of the implementation team and the head of implementation should be clearly understood.

At its end, the bank will identify a Project Manager, who will be a single point of contact between the team from Oracle Financial Services (formerly i-flex) and the bank. A thorough knowledge of the team structure helps establish and sustain the communication links amongst the implementation members.

A typical structure of the Implementation Team is illustrated below:

 

2.2 The Project Plan

A tentative project schedule should be drawn up, listing the major activities and the proposed time frames. It will help you define the goals of the project and give you a fair idea of the work involved. When all the details of the project are known, this schedule can be enriched to generate a comprehensive project plan. This plan will include time frames, resource requirements and utilization of resources.

The project managers of the implementation project, both from Oracle Financial Services and the bank should draw up the project plan. It should be modified (if necessary) and updated periodically. Communication about the project plan, its progress and modifications should be copied to the following people. Who should be directly involved in project planning at their respective levels:

The project plan should clearly identify duties, responsibilities and the tentative dates for start and completion of various activities. The progress should be monitored at regular intervals.

2.3 Methodology for Status Reports

A formal and regular reporting process should be established at the very beginning of the project and continued till it ends. This ensures that progress is monitored regularly and problems are highlighted appropriately; thus not giving scope to any conflicts in the future.

Status Reports are of two types. Current Status Report should be sent to the Head of Implementation every fortnight from the day you begin the project. Another type of report is the Support Status Report generated every fortnight after the bank is live on Oracle FLEXCUBE. This report should be addressed to the Single Point of Contact with the bank and copied to the Implementation Head and Head of Global Support at Bangalore.

The Current Status Report should give the following information:

The following is a sample Current Status Report:

2.5.0.0.0.0.0.0.1 Current Status Report

1. The Project: Implementation of Oracle FLEXCUBE at First Commercial Bank at Melbourne, Australia (FCB)

2. The People:

Customer Ms. Annabel Smith (IT Head)

Mr. Jim Hacker (Systems Manager)

Oracle Financial Services Sylvia John

Ramkrishnan S

3. Reporting Period: 15/03/98 to 31/03/98

4. The Schedule

Activity Plan Start End Actual Start End Responsibility Remarks
S/w Installation 15/03 19/03 17/03 20/03 Oracle Financial Services Given below
User Training 22/03 25/04 23/03 In progress Oracle Financial Services Given below
Database Set-up 24/03 30/04 24/03 In progress Oracle Financial Services Given below

Remarks: Software installation was delayed because hardware was not available. User training was delayed because a few key users were on leave. Database set-up has begun.

5. Action Items:

Activity Plan Start End Actual Start End Responsibility Remarks
Code Structures 08/04   FCB  
General Ledger 08/04   FCB  
List of Customers 08/04   FCB  

6. Achievements during the period:

Software installation completed.

User training for Data Entry module completed.

7. Outstanding Issues:

None

8. Plan for the Next Fortnight:

User training for Foreign Exchange and Money Markets. Database set-up for Branch Parameters, Customers, General Ledger.

9. Billing details:

Professional working days: 10 working days + 1 Saturday

Milestone achieved for billing: S/w installation

Expenses to be billed to client: Airfare and incidental expenses to Melbourne.

2.3.1 Support Status Report

The Support Status Report should be generated after the branch has cut-over to live. This report is a summary of the problems solved during the fortnight. The number of problems raised, solved and outstanding should be listed first, followed by a brief description of the problems and solutions provided. For outstanding problems, the proposed course of action should be stated.

The following is a sample Support Status Report:

2.5.1.0.0.0.0.0.1 Support Status Report

Reporting Period: 16/02 to 30/03

1. The Statistics

Category Queries Problems
Brought forward from last report. 05 09
Received in this period. 02 00
Solved/Answered. 05 04
Not a problem. 00 00
Referred back to the bank for more infor­mation. 00 00
Outstanding. 02 05

2. Description of queries answered

Query on Accounting Role Mapping Explained.

3. Description of problems solved

Minor UI error on Journal Entry input form (Till No 001).

4. Outstanding Problems

Another Minor UI Error on SV form (being Fixed).

5. Information awaited from Site

Problems faced in implementing the solution for changing term deposit contracts.

2.4 Components of the Project Plan

An implementation project can be divided into various phases. The format for the plans for these phases is given in this section.

This section contains the following topics

2.4.1 Management Summary of the Project

This master plan identifies the dates, responsibilities and status of the various phases of implementation. This plan is a good reference for the management at the bank and Oracle Financial Services for monitoring the project. This plan should be in the following format:

Activity Who PS PE AS AE Status
Project plan preparation.            
Hardware installation.            
Communication drivers installation.            
Oracle installation.            
Oracle FLEXCUBE installation.            
User training.            
Data Center Staff training.            
Database design.            
Database set-up / Static conversion.            
System trial run.            
Financial conversion.            
Parallel run.            

2.4.2 Project Plan for the Bank

Objective

To prepare the project plan for the implementation of Oracle FLEXCUBE at the site

Activity Who PS PE AS AE Status
Discuss strategy with Oracle Finan­cial Services .            
Prepare draft plan.            
Finalize plan.            
Finalize contracts, agreements, etc.            

 

Milestones

2.4.3 Implementation Team

Objective

To select a team of personnel from the bank, who will be responsible for the implementation of Oracle FLEXCUBE.

  Activity Who PS PE AS AE Status
Evaluate activities and personnel needed.            
Select the Project Manager for the branch.            
Select the implementation team for the branch.            
Define responsibilities.            

 

Milestones

2.4.4 Project Monitoring

Objective

To monitor the project by holding meetings and reviews

Activity Who PS PE AS AE Status
Form the Automation Committee for the branch.            
Conduct weekly meetings.            
Send fortnightly status reports.            

Milestones

2.4.5 Hardware Planning

Objective

To plan, organize and complete all the preparatory work for setting- up the hardware required for the implementation of Oracle FLEXCUBE.

Activity Who PS PE AS AE Status
Oracle Financial Services to recommend hardware configuration.            
Decide on hardware Configuration.            
Decide-Import Hardware or to buy locally.            
Budget approval.            
Order Hardware.            
Clear hardware from customs or acquire it.            
Finalize support.            

Milestones

2.4.6 Hardware/Software Installation

Objective

To install hardware/software at the site for operation of Oracle FLEXCUBE

Activity Who PS PE AS AE Status
Install recommended hardware.            
Test hardware and workstations.            
Install UNIX .            
Install Oracle on server.            
Install Oracle on client.            
Install SQLNET.            
Install DEV2000/Forms/JDeveloper/PL-SQL Developer/Reports Runtime etc.            
Install Third party software - Business Objects/ BIP/OBIEE/BPEL/Control Software. Installing JRE/MSXML and required software on client machine for accessing Oracle FLEX­CUBE Application. Get the versions supported from DBA team.            
Install third party hardware – Scanners.            

 

2.4.7 Client Workstation Requirements

The following software needs to be installed on Internet Explorer.

To check and activate the installed version on your workstation, do the following:

  1. Open Internet Explorer
  2. Go to Tools Menu à Click Internet Options
  3. Go to Advanced Tab à Scroll down and you should see Java (Sun), under which option Use Java 2 v 1.5.0_03 for applet.
  4. Check this option.
  5. If either the option is not available or the version no is lesser than 1.5.0_03, install JRE 1.5.0_03 or above on the system.
  6. After installation, go to Control Panel.
  7. Double click on Java Plug-in
  8. Go to advanced tab and select the appropriate JRE version.
  9. Go to browser tab and select Internet Explorer and apply the settings
  10. Restart the Internet explorer and you should see the changed settings.
  11. The following intranet settings are required for running FCJ
  12. Open Internet Explorer
  13. Go to Tools Menu à Click Internet Options
  14. In General tab, click on ‘Settings…’. Choose the option for ‘Check for newer versions of the stored pages’ as ‘Every visit to the page’
  15. Go to Security Tab àClick on Local Intranet à Click Custom Level button
  16. Set Enable for all the options that you can see.
  17. Set Low Safety for safety options.
  18. If the operating system in Windows XP, there will be an option ‘Use Pop-blocker’, this should be disabled.

Get the versions supported by the Database Administration team.

2.4.8 User Documentation

Objective

To provide user documentation to the bank before the implementation of Oracle FLEXCUBE actually begins.

Activity Who PS PE AS AE Status
Obtain user documentation.            

Milestones

2.4.9 Oracle FLEXCUBE User Training

Objective

To provide the personnel at site with relevant training in hardware, software and system usage

Activity Who PS PE AS AE Status
Identify training needs.            
Train Data Center staff on UNIX/Oracle?            
Train users on Oracle FLEXCUBE application.            
Obtain feedback on training.            

Milestones

2.4.10 Security Management System and Controls

Objective

To evaluate and choose the access structure for all functions of Oracle FLEXCUBE. Appoint a member of the Internal Control Unit as a Systems Administrator, to maintain a protected environment for Oracle FLEXCUBE.

Activity Who PS PE AS AE Status
Define security levels according to functions.            
Implement control procedure.            

Milestones

2.4.11 Branch Database Design

Objective

To choose a database structure in the system that will provide maximum advantage and flexibility.

Activity Who PS PE AS AE Status
Prepare database training plan.            
Conduct database training.            
Design database.            

Milestones

2.4.12 Static Data Input

Objective

To input the static data necessary for the branch, based on the database design. This is an activity that has to be carried out before the financial conversion.

Activity Who PS PE AS AE Status
Complete database input forms.            
Maintain database based on input forms.            
Check database against source docu­ments.            

Milestones

2.4.13 Oracle FLEXCUBE System Trial Run

Objective

To conduct a system trial run to ensure that it meets the requirements of the branch and to familiarize users with Oracle FLEXCUBE functions.

Activity Who PS PE AS AE Status
Prepare system trial run plan.            
Prepare input data.            
Conduct system trial run.            
Branch sign-off.            

Milestones

2.4.14 Contingency Plan

Objective

To assess the risks and formulate a plan to minimize downtime in the event of a fault in the hardware or software or network

Activity Who PS PE AS AE Status
Complete risk analysis.            
Prepare contingency plan.            
Review contingency plan.            
Audit sign-off for contingency plan.            

Milestones

2.4.15 Stationery

Objective

To evaluate the stationery requirements for source documents, manager checks, demand drafts, customer account statements and advices.

Activity Who PS PE AS AE Status
Determine requirements.            
Order stationery.            
Acquire stationery.            

Milestones

2.4.16 Job stream formulation

Objective

To define the necessary job streams, start-of-day, end-of-day and end-of-month procedure.

Activity Who PS PE AS AE Status
Evaluate work flows.            
Document job streams.            
Define End of Day and End of Month proce­dures.            

Milestones

2.4.17 Pre-conversion trial run

Objective

To conduct a final system trial run on the Oracle FLEXCUBE software, UNIX software, Oracle and network, hardware before the actual financial conversion. This will ensure that the performance will be satisfactory.

Activity Who PS PE AS AE Status
Prepare trial run plan.            
Prepare trial run input data.            
Conduct trial run.            
Branch sign-off for financial conversion.            

Milestones

2.4.18 Financial conversion

Objective

To convert the existing financial data to the Oracle FLEXCUBE system

Activity Who PS PE AS AE Status
Define conversion strategy.            
Select conversion date.            
Financial conversion.            

Milestones

2.4.19 Parallel Run

Objective

To prepare a full parallel run plan. This involves running the old system in parallel with Oracle FLEXCUBE.

Activity Who PS PE AS AE Status
Prepare draft work flows and procedure.            
Finalize parallel plan.            
Parallel start.            
Obtain audit approval to end parallel.            
Start live operation.            

Milestones

 

2.4.20 Index

Who The person responsible for completion of the task
PS Planned Start
PE Planned End
AS Actual Start
AE Actual End
Status Status of event