Faculty Forum November 2014
Agenda Project Scope Timeline of Events Processing Figures Key Factors of Success Challenges How Can Departments Help?
Scope of Project The PeopleSoft project is the largest educational software implementation in the state of Texas, and one of the largest in the country. Campuses impacted: UT El Paso UT Tyler UT System UT Brownsville UT San Antonio UT Permian Basin UT Arlington UT Dallas 120 representatives across multiple campuses collaborating and making decisions on how to build one single system. 100 business analysts and consultants providing guidance on how the system works, in order for teams to make informed decisions.
A Shared Governance Project All campuses work towards a single outcome, achieved by prioritizing and compromising. Prioritizing Processes that impact all campuses are prioritized. Example: When semi-monthly and monthly payrolls run, all teams shift focus on resolving payroll issues. Compromising After prioritized needs are established, concessions can be made for campuses with specialized needs. Example: Salary spread option was made available to UTEP faculty; other campuses chose not to allow the option.
Timeline of Events May 05, 2014 PeopleSoft is launched. May 07, 2014 Miner Mall is made available for purchases. May 12, 2014 Grant accounts are made available for processing HR and Finance documents. May 22, 2014 First semi-monthly payroll run in PeopleSoft. June 1, 2014 First monthly payroll run in PeopleSoft. June 10, 2014 New grant accounts could be created.
Processing Figures Since May 5, UTEP has processed: Over 25,600 student refunds Over 5,500 employee reimbursements Over 7,500 vendor payments Over 11,500 PO payments Over 8,000 purchase orders issued Over 25,000 updates to HR assignments (new hires, rehires, assignment changes, etc.) Over 30,500 employee payroll payments have been processed; a total of $68 million.
Workflow: Approval Routing Workflow refers to the way that a Finance or HR business request (like a travel authorization or employee reimbursement) routes electronically for approvals. Workflow in PeopleSoft is currently not enabled; we developed an electronic Interim Approval Process (IAP) system outside of PeopleSoft to collect approvals. Example: The department creates an employee reimbursement request in the IAP system. The IAP request routes electronically for approvals. After the request is approved, the department receives the go-ahead to create the request separately in PeopleSoft. The IAP system is not systematically connected to PeopleSoft. Once an IAP request is complete, a separate request must then be initiated in PeopleSoft.
The Human Interface The required entry of data in both the IAP system and PeopleSoft increases the likelihood of user error. IAP request forms are being adjusted as needed to improve usability. Example: Grant begin/end date fields were added to request forms to ensure that an active grant account is being used for the request. Eventually, workflow will be enabled in PeopleSoft to streamline processing.
Key Success Factors Payroll Payroll deductions for taxes, retirement, and IRS and child support garnishments have all been transmitted timely and accurately. Since May 5, HR and Finance core functionality has been working. Example: payroll, hiring, benefits, budget overview, student refunds, employee reimbursements, vendor payments, purchasing, new account creation. Procurement of Goods and Services The integration between Miner Mall and PeopleSoft was seamless; departments have been able to procure goods and services without interruption. Queries and Reports Position funding data, appointment download data, timesheet data, leave balances (accruals and deductions), payroll transaction detail, and account reconciliation information.
Challenges Overpayments/Underpayments Challenge: During the summer there were various timing-related challenges faced when inputting HR assignment data for the summer. For the fall, faculty, RA, TA, and AI assignments were processed through a new PeopleSoft module. The process relied heavily on the manual input of data, which presented unique challenges previously not experienced. Status: We have streamlined the process for gathering reappointment information for faculty, lecturers, RAs, TAs, and AIs. Appointments using grant accounts are now being checked against funding source begin & end dates. We need departments to process all hire and separation paperwork in a timely manner.
Challenges Employee Reimbursements & Vendor Payments Challenge: There were bottlenecks that created payment processing delays. Status: The Accounts Payable Office revised their business processes to streamline the payment process. Timeliness of Payroll Postings in PeopleSoft Challenge: The payroll posting process in PeopleSoft is complex. We fell behind in payroll postings during the summer months. Status: Payrolls have been posted through September. Contracts & Grants is in the process of billing agencies and submitting required financial statements.
Challenges Balance Forwards Challenge: Before balance forwards could be brought over, the fiscal year had to be closed out. Due to the challenges with pending payroll postings, the fiscal year-end close was delayed by one month. Status: The fiscal year was closed on October 17. As of last Friday, balance forwards for designated, auxiliary, agency and gift cost centers have been loaded and are available to departments. Encumbrance of Salaries & Fringe Benefits Challenge: Salaries and fringe benefits are not being encumbered. As a result, budget balances do not reflect true available balances. Status: Salaries are expected to be encumbered early 2015. Fringe benefit will not be encumbered this fiscal year. Budget approximately 30% for fringe benefits.
Challenges Reconciliation of Accounts Challenge: Although departments had access to view their budgets, a process for reconciling accounts was not in place. Status: We have provided targeted training to every college on how to view budget balances, position funding information and reconcile accounts. Departments have access to account reconciliation tools, and training is available to new and existing employees.
What Can Departments Do To Help? Take Advantage of PeopleSoft Training. Review self-paced training material. PowerPoints, quick guides, hands-on training videos (UPKs) Register for an instructor led course. Account Reconciliation Process, Position Management (HR Processes), Travel, etc. Encourage Professional Development. To increase their proficiency in Excel, employees can attend training courses offered by Technology Support or Human Resources. Process New Hire/Rehire Paperwork in a Timely Manner. In order to pay employees on time, process new hire/rehire paperwork as soon as possible to allow enough time for the employee record to be created. Lead time should be 10 business days before the employee s start date.