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ACCELERATING DATA VALIDATION BETWEEN ORACLE EBS & ORACLE CLOUD WITH RPA

Region: USA

Industry: Social Media

Client Overview

The client is the largest social media company in the world. They have eight products under their belt, and in total, their products connect over 3 billion people around the world every day.

Process Type

Data validation for Oracle EBS migration to Oracle Fusion Cloud

Migrating on-premise enterprise systems to the Cloud has been one of the key initiatives keeping IT teams busy over recent years.

Oracle EBS migration to Oracle Fusion (also known as Oracle Cloud Applications) is one of the most common ERP migration INITIATIVES organizations around the world are TAKING on. But these projects are often highly cost-intensive and require extensive time and massive efforts to complete.  

Automation has proven to be a key strategy to drive down the cost and efforts involved in these complex migration projects, and when the world's largest social media company found themselves in the middle of a large ERP migration project, they figured it was time to leverage their RPA investments to ease the pain of the data migration and validation processes. The goal was to minimize human errors while seamlessly moving data across platforms and expediting the migration of on-premise Oracle EBS data to Oracle cloud.

They selected JOLT as their implementation partner for Robotic Process Automation (RPA) targeting the data validation processes for the massive amounts of data that needed to migrate to Oracle Fusion Cloud.

 

JOLT delivered multiple robots using the UiPath Hyperautomation suite to validate data inside hundreds of files with thousands of entries on Oracle E-Business Suite and Oracle Fusion Apps. Additionally, the robots reported and logged every task in a file that was stored on SharePoint, making it possible to complete time-intensive processes within hours compared to years of manhours needed if the processes were to be run manually.

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JOLT served as their RPA implementation partner to assess, implement, and maintain automation workflows that helped with data validation across Oracle EBS and Oracle Fusion Cloud. The goal was to minimize the amount of manual labor needed, the chance for human error, all while doing it fast and having a log of every task performed.

 

The Ins and Outs of Data Validation with RPA

 

JOLT understands that when migrating to Oracle Fusion Cloud, data conversion can become a significant challenge. Numerous data tables will need to be reformatted, and staff members would need to populate items based on the differences with the sources systems.

No matter the source systems, challenges will emerge during the data validation process. Some of the common challenges organizations will face during data validation are that data tables are often outdated. The amount of data rows inside a file can reach tens of thousands. Additionally, a significant challenge is that conversion data must be normalized; this means that data needs to be extracted, reviewed, any missing data must be populated, validated, and even reformatted before conversion. During cloud migrations, the data validation process is very high-volume, manual and tedious—this where RPA plays a vital role and can relieve staff members from performing this process manually.

Robots can automatically execute data validation between EBS and Fusion. With RPA, JOLT created the necessary automation workflows using UiPath's Hyperautomation suite. To properly build the robots, JOLT gathered business process knowledge, the specific Fusion configurations required by the client, and the data that would be extracted.

Compared to previous RPA implementations, this deployment was able to be delivered in 8 weeks - 33% faster than our average delivery - enabling us to meet critical business ERP conversion project deadlines and create value for our stakeholders throughout the data conversion process from UAT to production cutover.

Intelligent Automation COE Manager

 

EP Report Validation 

 

The first automation JOLT developed for the company was targeted at automating the EP report validation workflow. On a high-level, the robots performed four main steps. First, they extracted ledger data from reports, then they calculated and determined the difference between specific columns. The automation would generate individual worksheets for variances and discrepancies found per ledger, and last, the robots uploaded the final report to a synced SharePoint directory on OneDrive.

 

Manually validating each row would require staff members to log into both Oracle EBS and Oracle Cloud and enter the specific account and ledger information, add up the transactions for each system, and then get the difference between the two, which could take up to 3 minutes per transaction, excluding login and navigation time to the query pages. 


The automation JOLT delivered was processing around 150 files at one time, which would only take robots around 90 minutes to complete, depending on the number of entries in each file, the highest number of entries in a file had upwards of 50,000 entries. If manually processing one single file with 50,000 rows, it would have taken more than 2500 hours or 105 days to complete, scale that number to 150 files and the effort would have taken years to complete manually.

 

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GL Balance Spot Checker

 

Another automation JOLT developed for the company's Oracle Cloud migration project was general ledger (GL) balance spot-checking. The workflow involved 3 different robots: Dispatcher Robot, Performer Robot & Reporter Robot.

 

The Dispatcher robot is tasked to read the input spreadsheet and push each row to an Orchestrator job queue meant to spot check GL balances, then the Performer Robot will come in and review each transaction item added to the queue and start performing queries based on the account information in both EBS and Fusion.

 

Next, the totals for these accounts will be tallied and variances would be calculated. The data from the tallied results would be loaded to a new job queue in the Orchestrator meant to spot check GL balance results. Which data will be picked up by the Reporter Robot which will aggregate all the data, write a summary spreadsheet, and add all the raw table data to an additional sheet. Lastly, the robot would save this final workbook to SharePoint.

The input file size would vary in size depending on what the company needed to validate. On some occasions, there were 10 to 15 accounts inside the file, but other times the robot would find more than 100 accounts inside the file. Each of those accounts had multiple ledgers that would need to be queried. So the amount of data would grow too fast for a human to handle quickly. In contrast, the automation would be able to query more than 100 ledgers in around 40 minutes.

BY THE NUMBERS


1,160 hours

The company yielded savings of over 1,160 manhours by automating the data validation processes.


2 WORKFLOWS

JOLT helped the company assess, create, and maintain two automation workflows. Helping validate massive quantities of data between EBS and Fusion.


8 weeks

It took JOLT just eight weeks to implement these automation workflows. Allowing the company to meet critical ERP business project deadlines.


$120,000 saved

These 2 automations generated over $120,000 in cost savings for the company.

What comes next?

 

The largest social media company in the world is no stranger to RPA. They have created a robust Center of Excellence to govern all automations in production and implementing strategies to source automation ideas from their employees and process experts.

 

The processes mentioned in this customer story are only the beginning of the client's ambitious goals for leveraging RPA to automate the tedious tasks within the Oracle data migration & validation project.  JOLT aims to continue to partner with the largest social media company to build end-to-end automations of complex processes for its Oracle automation needs. 

 

To learn more about how RPA and JOLT can help with your Oracle data entry, migration, testing, and integration pain points, we invite you to download our white paper 'How to Maximize your Oracle ERP Investment with RPA'  or contact us for an assessment call. 

 

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