UTSA Change Leaders Meeting UTShare/PeopleSoft. March 27, 2014 Main Campus, Retama Auditorium 2:00 4:00 pm

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1 UTSA Change Leaders Meeting UTShare/PeopleSoft March 27, 2014 Main Campus, Retama Auditorium 2:00 4:00 pm 1

2 Agenda 1) UTShare/PeopleSoft Project Updates 2) UTSA s Interim Workflow Approval Processes 3) Explain the SharePoint Interim Workflow Forms 4) Training and Change Management Updates 5) Demonstrate How to Create a SPOC Ticket 6) Questions & Answers 2

3 UTShare/PeopleSoft Project Update Jacquelyn Kyle Project Manager Status as of March 27,

4 Project Update 25 business days remaining before May Go-Live conversion from DEFINE. Current Project activities include: Payroll parallel testing for paycheck accuracy. HCM data conversion validation. FMS testing (Purchasing, Travel & Expense, etc.). Testing of SharePoint Interim Workflow Solutions (forms/routing) UTShare/ PeopleSoft Training delivery for campus. Execution of cutover activities for Go-Live. 4

5 Cutover Dates/Activities Highlights Cutover activities for UTShare/PeopleSoft are similar to the approach used at Fiscal Year-End. Examples: March 31, 2014 HR: Last day for HR to receive HRMS documents for individual compensation audit requests or employment related actions (reclassification, new/modified positions, salary increases,etc) for an April 1 through April 30 effective date. Note: Anything dated May 1st and beyond will not get picked up with the conversion process. 5

6 Cutover Dates/Activities Highlights April 1, 2014 Disbursements and Travel Services: All outstanding vouchers (VP2, VP5, travel advances, etc.) for Sep 1 - Mar 31 must be submitted to DTS by 5:00 pm. April 3, 2014 Accounting Services: All corrections through December 2013 must be submitted to Accounting Services by 5:00 pm. April 30, 2014 Purchasing: Last day DEFINE Purchase Orders can be final approved* (*If required, additional approvals such as Grants, Animal Labs or Environmental Health Safety and Risk Management must be completed (Final Approved) in PointPlus prior to midnight on deadline date). 6

7 Cutover Dates/Activities Highlights Financial Affairs and Human Resources cutover calendars were distributed earlier this month and are available on their respective websites. If you have any questions, please contact the appropriate departments. Access to both Financial Affairs and HR Cutover activities/dates can also be found on UTShare website s Change Management page: A consolidated cutover list of Financial, Human Resource/Budget Cutover Activities will be available on March 28 th. 7

8 Project Updates: What to expect at Go-Live UTShare/PeopleSoft s Go-Live for May 2014 is expected to be challenging and painful. o Central Processing areas (Back Offices) will be faced with significant workloads and complexities due to: 1. Manual data corrections required in PeopleSoft for clean-up of data conversion issues from DEFINE. 2. Workaround processes will be necessary based upon system issues discovered during testing. o Interim workflow approval processes (routing) will occur outside of UTShare/PeopleSoft, until its automated approval workflow is fully operational. Everyone s support, understanding, and ability to adapt to changes quickly is requested to assist with the transition to our new UTShare/PeopleSoft system. 8

9 Interim Workflow Approval Process Highlights Rene Paniagua FMS Lead 9

10 Interim Workflow Approval Process Highlights Our new system and associated workflow approval processes are significantly different. The phased deployment approach will allow UTShare Shared Services (Data Center at Arlington) to work through delivery of automated workflow, as scheduled. During the interim, departments will submit approval requests by the following methods: 1. UTSA s SharePoint Interim Workflow Solutions forms (for eight processes) 2. Newly designed paper forms 3. Inter-office departmental requests via 10

11 Interim Workflow Approval Processes using SharePoint FMS Processes 1. Purchasing 2. Travel Authorization 3. Expense Reimbursement 4. Non-Purchase Order HCM Processes 1. New Position Request 2. Position Change Request 3. Non-Benefits Eligible Hire/Rehire 4. Time & Absence Reporting (Employee Timesheets) 11

12 Interim Workflow Approval Processes Using FMS Processes Budget Transfers HCM Processes Funding Positions 12

13 How to Access UTSA s SharePoint Interim Workflow Solutions Forms? 13

14 SharePoint Interim Workflow Solutions Login 1. Navigate to the UTShare Website Click the UTShare/ PeopleSoft Resources button 2 14

15 SharePoint Interim Workflow Solutions Login 3. Select the Interim Workflow Solutions link 3 15

16 SharePoint Interim Workflow Solutions Example of Selected Form The first page will display the available forms and submitted forms 1. Click Review/ Submit Non-PO Voucher 15

17 Non-Purchase Order Voucher Form (con t) Example Form 1. Filled in automatically 1 2. Fill in Invoice information 3. Invoice Amount is linked to Authorized Amount 2 4. Capability of inputting multiple funding sources 5. Quantity = 1 or more 6. Authorized Amount = sum of Amount(s)/line. Compared to Invoice Amount; if unbalanced, the Authorized Amount box will be outlined in Red 7. Click Submit 4 5 NOTE: This form must be completed and approved prior to creating the voucher in UTShare/PeopleSoft

18 Non-Purchase Order Voucher Form (con t) Example This is an example of an sent to the Approver. Once the Approver selects the click here link it will provide access to the Form. 18

19 Non-Purchase Order Voucher (con t) Example of Approval The Approver will to do the following: 1. Approve or Deny 2. Enter Current or Future Approval Date 3. Enter Comments 4. Click Submit

20 Training Updates Magdalena Torres Foley Change Management/Training Lead 20

21 Training Updates 1. As of March 21, 2014: 81 classes delivered 5.6 out of 1-7 performance rating 2. Training materials/job aids are posted on the UTShare website 3. Training will continue after Go-Live 4. Some classroom courses will include an online video reference for reinforcement of training 21

22 Change Management Updates Magdalena Torres Foley Change Management/Training Lead 22

23 Upcoming Open Forums UTShare/PeopleSoft project members will conduct Open Forum sessions on April 3 rd and April 14 th for Unit Administrators and Senior Administrative Staff. Location & Time: Main Campus Retama Auditorium, 2:00 4:00 pm Topics to be covered include: General overview of UTShare/PeopleSoft Review of major changes, timelines and key awareness points Demonstration of UTShare/PeopleSoft functionality Opportunity for questions and answers in a panel format The Forums are planned to accommodate seating and both Forums will cover the same agenda. 23

24 Guide for the Transition to UTShare/PeopleSoft The Guide covers major business process changes that impact: Employees Reports-to Supervisors Timekeepers Department Administrative Staff Department Managers (Unit Administrators) Available at the UTShare website on the Change Management Page 24

25 Cutover Activities/Dates Resources Financial Affairs and Human Resources cutover calendars where distributed earlier this month and are available on their respective websites. If you have any questions, please contact the appropriate departments. Access to both Financial Affairs and HR Cutover activities/dates can also be found on UTShare website s Change Management page: A consolidated cutover list of Financial, Human Resource/Budget Cutover Activities will be available on March 28 th 25

26 Active Communication Outreach Continue to work with your departments in presenting the UTShare/PeopleSoft project updates, answer questions, and manage expectations for change. Change Leader Action Items: Meet with your Department leadership and staff o o Elicit feedback to better understand how our message was received Report findings to the Change Leaders community Communication is key when trying to raise the level of understanding in your departments. 26

27 Cascading Communications Ensures Alignment PeopleSoft Deployment Manager-Level (Change Leaders, Project Managers, Back & Front Office) Behavior, Change is Here Team Meetings, Campuswide messages, Individual PeopleSoft Integration Staff, Faculty, Associates What s in it for Me? Why Now What do I do Next? UTSA Organizational Alignment Help, Support, Two-Way Feedback Mechanisms, Measurement Success 27

28 Available Change Management Resources Tools to help you communicate UTShare/PeopleSoft project updates: 1. UTShare Website & UTShare/PeopleSoft Spotlight 2. UTSA News & UTSA Today Website 3. Change Leaders Community 4. UTShare/PeopleSoft Key Messages/One-Page Reference 5. Department Meetings 6. Training Courses 7. Guide for the Transition to UTShare/PeopleSoft 8. Cutover Activities/Dates 9. Open Forums 28

29 UTShare/PeopleSoft Project Lifecycle Resource Expectations for an end-user experience during the UTShare/Peoplesoft project lifecycle Transition 1 st year Stabilization 2-3 years Optimization 3-5 years 29

30 UTSA s PeopleSoft Support and Sustainment Center (PSSC) Cindy Orth Campus Administrative Support (CAS) 30

31 PeopleSoft Support & Sustainment Center (PSSC) PSSC to provide support to UTSA PeopleSoft end-users: 5 days/ week, 8:00 AM 5:00 PM Staffed by Customer Support Team Members and Subject matter experts to include; technical, functional, data, and training leads Systematic method in-place for tracking and managing issues: PeopleSoft application issues, system access and approval security Business process changes PeopleSoft training Support includes escalating system issues to UTShare Shared Services Staff: Performance issues Functional and technical configuration issues Reporting database issues Security roles and permission list issues, and Portal issues 31

32 How to create a SPOC Ticket? 32

33 UTShare/PeopleSoft SPOC (Single Point of Contact) 1. Click the PeopleSoft SPOC icon 33

34 Submit a Ticket through PeopleSoft SPOC (con t) 2. Enter your question or a key word in the Knowledge Base field 3. Select a department 4. Click the Next button 34

35 Submit a Ticket through PeopleSoft SPOC (con t) 5. Enter your name in this field 6. Enter your address 7. Click the Priority dropdown box and select an option

36 Submit a Ticket through PeopleSoft SPOC (con t) 8. In the Subject field, enter the applicable data 9. Enter the information related to your issue Attach a file (not a required field) 11. Type the CAPTCHA Verification (no spaces needed) Click the Submit button

37 Submit a Ticket through PeopleSoft SPOC (con t) This example displays a SPOC ticket number for confirmation of your ticket submission. Screenshot of ticket submission 37

38 Closing Questions? Next meeting o April Open Forums in lieu of next meeting For more information: o Call the PSSC at 458-SPOC (7762) o Visit the UTShare Website, click on the SPOC icon. For policy specific or business process related questions, contact the Human Resources, Finance or Purchasing departments. THANK YOU!!!! 38

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