Project Update. September 2012

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1 Project Update September 2012

2 What is PeopleSoft? Why the Change? What is UT Share? PeopleSoft Terminology What s Changing What s Not Changing What s New UTEP Project Team Next Steps Training How You Can Help PeopleSoft Website Demos Agenda

3 What is PeopleSoft? PeopleSoft is an integrated ERP (Enterprise Resource Planning) system used to manage a large organization s resources. ERP systems consolidate business operations into a uniform and enterprise wide environment. ERP systems are built on the concept of a centralized database and a common computing platform. ERP systems facilitate the flow of information among business processes within a large organization.

4 Why the Change? DEFINE is not sustainable in the long run UT Share Project requested by UT System: Single instance of PeopleSoft for participating UT campuses provides economies of scale Common environment produces efficiencies across the UT System Shared governance allows for better decision making Shared services (Arlington Regional Data Center ARDC) provides enhanced expertise Encourages more efficient business processes Improved data access and data management

5 What s UT Share? UT Share: Will provide access to accurate, timely, and relevant information while using recognized leading business practices UTA UTD UTEP UTSA UTB UTPB UTT UT System Primarily self supporting for administrative functions Certain administrative functions supported through Shared Business Operations Other shared functions: Common Chart of Accounts, Vendor File and others

6 PeopleSoft Terminology FMS PeopleSoft s Financial Management Solutions software suite that incorporates all Finance related transactions. HCM PeopleSoft s Human Capital Management software suite that incorporates all HR transactions. Employee Self Service (ESS) Web based portal where employees can view their paycheck, submit timesheets, change personal information, etc. Manager Self Service (MSS) Web based portal where managers can approve travel and expense reports, timesheets and view requisitions. SpeedType A code used to group together chartfield combinations.

7 What s Changing: General Employee Self Service (ESS) will replace UT Direct for access to your employee data. Payroll and deposit information General information (contact information, address) Timesheets Leave requests Manager Self Service (MSS) will provide easy to access tools for managers. Approve timesheets and leave requests Can enter leave requests on behalf of employees Review and approve travel requests and expenses Can delegate tasks

8 What s Changing: HCM Gains Recruiting Faculty can apply through PeopleSoft. Applicants can be screened through the system. Offer letters can be sent through the system. Recruiting documents can be maintained electronically. HR Profile management allows for development of content related to work skills, experience, competencies, etc. Absence Management Leave requests can be made online. Leave requests automatically feed into payroll. Leave types are listed in a drop down menu with automatic balance monitoring. Automatic cascading of leave type when accrued leave is exhausted.

9 What s Changing: HCM Gains Time & Labor Expiration of comp time will be visible at any time. Timesheets to be submitted electronically. Timesheets can be corrected after approval (within a timeframe). Payroll Direct deposit available for up to 3 bank accounts.

10 What s Changing: HCM Losses Absence Management Loss of ability to see real time balance updates. Loss of ability to view monthly accrual rates. Commitment Accounting No real time budget checking when positions are modified. Payroll Emergency checks will not be available daily; will be replaced with off cycle payroll checks.

11 What s Changing: FMS Gains General Ledger The account structure will be overhauled. Number of unit codes will be reduced. Use of speedtypes to help populate fields. Commitment Control Fewer budget transfers will be required. Budget checks by type of expense. No mismatching of expenses and subaccounts.

12 What s Changing: FMS Gains Travel & Expense Individuals can electronically attach and submit their documents for travel & expense reimbursement, through self service. Individuals can include their travel advance in their expense report. No longer need to know object code when creating a reimbursement. The reimbursement type can be selected from a drop down menu (e.g., airfare in state). Grants Alerts can be sent to remind PIs of grant end dates. Funds will be transferred from the source account to an account linked to the project.

13 What s Changing: FMS Losses General Ledger No real time updates to GL. No GB2 screen. Must use Budget Overview which provides more limited information. Travel & Expense Travel authorizations for students and non employees will require communication with HR.

14 What s Not Changing Miner Mall Miner Mall will not be replaced will integrate with PeopleSoft. Interface being developed so that data will be shared across systems. Banner Student information system will not be replaced at this time.

15 What s New Easy navigation with menu driven interface, breadcrumbs to guide user through the system. Drop down menus and easy search features will replace need to memorize codes. Can set favorites for frequent tasks one click to perform task, rather than repeating sequence every time. Queries can be customized for access to specified data. Everyone will be assigned a security role, which will provide access to your data and tasks no need for multiple desks (and multiple logons).

16 Next Steps Preparing now for data conversion, testing, and training. Identifying, cleaning and validating data in preparation for conversion Creating test scenarios, test scripts, and test cases (grouping of test scenarios) Developing training tools and plans

17 Training Training curricula will be developed based on user roles. Front office : administrative assistants, employees general (faculty and staff), student employees Back office : HR and Finance employees; business centers Targeted training requirements: Facilities, ORSP, Athletics UPKs (User Productivity Kit) will be created for business processes Self paced online user training materials (tutorials, job aids, full documentation) 5modes: See It!, Try It!, Do It!, Know It!, Print It!

18 Training Hands on training classes will be provided, targeted to begin in February Dedicated training facility: 300 Old Computer Science Bldg. 2 areas, 49 computers, 2 screens Practice area for drop ins Training will be tracked and user access will be granted based on training modules completed. Refresher training will be offered prior to and post go live.

19 What to Expect DEFINE is a mature system completely customized over 21 years for UT System institutions. PeopleSoft is a new system that will require customization. A stabilization period will be required. Learning a new system like PeopleSoft takes TIME.

20 Remember Change is good! 2012

21 How You Can Help Participate in surveys and focus groups. Participate in testing and training. Communicate with us: Be active in keeping up to date: Visit peoplesoft.utep.edu Read bulletins, e newsletters, announcements Attend scheduled events Get familiar with UPKs

22 PeopleSoft Website Glossary of PeopleSoft Terms PeopleSoft Updates Presentations Calendar of Events FAQs UPKs

23 Questions?

24 Demos ESS/MSS Account Structure UPK

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