Oracle Tutor - Using Tutor in Applications Upgrades
By Emily Chorba on Apr 13, 2011
Many factors drive the decision to upgrade an organization's business applications, for example, accessing new features, retiring customizations, maintaining product support. Best practice is to develop an upgrade roadmap which includes identifying current business process performance levels, improvement opportunities, and a quantifiable cost benefit analysis. Part of the decision to upgrade involves developing an upgrade plan to address the technical upgrade, the functional upgrade, training, and cutover.
The always critical Training activity is as important in an upgrade as it is in a new applications implementation. Business users must be trained in new functionality and revised business process, including the elimination of tasks when customizations have been removed or the process has been streamlined. If the end user community is to be ready and productive on day one of go live, they must be trained in the accepted future state model developed during the functional upgrade solution development.
Oracle Tutor and UPK continue to be highly useful tools to document the future state model for end user training purposes in both upgrades and new applications implementation. Their ease of use renders them very effective in developing the training material during solution development of the to-be model. Many of Oracle's customers, regardless of the application, use Tutor and UPK right in the conference room pilot so the most accurate documentation possible can be developed.
Tutor in particular can be useful in the planning process for upgrades. This is especially true if Tutor procedures are already in use at the organization and capture the business process in the area covered by the upgrade. Even if Tutor content is unavailable, if there is a current state model being developed as part of the baseline for impact analysis, it can be very helpful to develop Tutor Procedures covering the primary steps in the baseline processes.
Here's why Tutor Procedures are constructive in planning for upgrades: If both the roles and system supported tasks are accurately captured in the procedures, the Impact Analysis Reports generated from Tutor Publisher can be used for training planning purposes. The System Reference Box identifies the Application, Navigation, and Program which is used to support a task in a procedure. In the procedure, the System Reference Box looks like this example, as shown right below task 9:
The Publisher Report called Oracle Application Screen to Actor will identify all the organizational roles that are mapped to the applications under review. The report is sequenced alphabetically by the application name in the system reference box, and shows the program name, the actor name, and the procedure ID. Here's how a few lines look in the report:
Using this report to identify who will be impacted the most by new functionality will help establish a focused training plan which defines who in the organization needs what kind of training.
In organizations where the upgrade covers or replaces several different applications, analysis can be made more effective by employing a naming convention for the application names in the procedures. Let's say the Vision Corporation is undergoing an extensive upgrade of their PeopleSoft HRMS, Oracle eBusiness Suite, and their home grown CRM system. By adding a prefix to the names of the applications, like PS, EBS Payables, EBS Receivables and Vision CRM, the report sequencing will organize the role mapping in a way that narrows the impact analysis to those areas which may be completely replaced, such as the Vision CRM.
Once the planning phase is complete, the new future state will be defined in solution workshops, and here is where Tutor and UPK's strengths come into full force. By combining the use of Tutor during impact analysis, and Tutor and UPK in documentation and training, organizations that are upgrading can develop and deploy the most forceful set of training to be productive day one.