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Financial Area Representative MeetingFAR

UTShare PeopleSoft Update October 16, 2013

Agenda

• PeopleSoft Project Implementation Update

• PeopleSoft Readiness

• PeopleSoft Training

• PeopleSoft Support & Sustainment Center

• Questions & Answers

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PeopleSoft Project Implementation Update

Status as of October 16

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UT Austin selected Workday as the new software to replace DEFINE. They are currently in planning stages for the implementation project. DEFINE and related systems supporting UT will be retired.

UTShare PeopleSoft project is tracking at 50% of 63% according to project plan for the March 1st go-live.

Campuses continue to validate DEFINE conversion data in PeopleSoft and perform Integration testing.

During Integration testing (Round 1) several system issues were uncovered in HCM and FMS that will require manual workarounds for the March 1st go-live.

UTShare PeopleSoft go-live is expected to be difficult and tough. Central Processing areas will be initially faced with challenges due to manual clean-up of data anomalies from conversion and manual workaround processes.

We ask everyone for their support through the corrective measures of PeopleSoft that will likely occur over an extended period of time.

While transition from DEFINE to PeopleSoft will be challenging, it will ultimately benefit and support UTSA’s journey to Tier One status.

PeopleSoft Project Implementation Update

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PeopleSoft Readiness at UTSA

Status as of October 16

Tier One Technology for Tier One Status at UTSA

UTSA PeopleSoft Readiness and Transition

READINESS - Where we are today

• Currently progressing towards goal of March 2014 go-live with the UTShare PeopleSoft project.

• Building Interim Approval Workflow Processes necessary to support the PeopleSoft sequenced deployment plan for Approval Workflow.

• A “soft” launch of UTSA’s PeopleSoft Support and Sustainment Center (PSSC) to provide Campus personnel a single point of contact for questions regarding PeopleSoft.

• Developing Front Office training courses.

TRANSITION - March 1 – Sept. 2014

• Transition will involve conversion of data/cutover from DEFINE to PeopleSoft for go-live March 2014.

• PeopleSoft Training roll-out starting in January 2014.

• Phased, sequenced Delivery of PeopleSoft Approval Workflow

• Implementation of the Interim Approval Workflow Processes.

• UTSA’s PeopleSoft Support and Sustainment Center (PSSC) fully operational to provide Campus personnel a Single Point of Contact (SPOC) for questions regarding PeopleSoft.

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Initial Go-Live

Core HCM & FMS FunctionalityRecruiting/Candidate GatewayHyperion Budgeting & Planning

Sequence 2

Workflow for: Purchasing Travel & Expense

Budget TransfersTime & Labor and Absence (Pilot)

Remaining Workflow for:Time & Labor and Absence

(Remaining Depts)

Mar 2014 July – August 2014 August - September 2014

Limited ESS / Workflow• View/Edit Personal Data• View Work Schedule• View Paycheck• Add/Edit Direct Deposit• Add/Edit W4 Tax Info• Recruiting / Candidate Gateway

(External)• Apply ESS (Internal Candidates) • Consolidated Position Budgeting

and Workflow

MSS & Workflow Approval• Purchasing Decentralized• Travel & Expense Decentralized• Budgeting Decentralized• Position Management Decentralized• Recruiting Decentralized• Hiring/Employment• T&L/ABM PILOT • (1-2 Departments per Campus)

ESS / MSS & Workflow Approval•Request Absence

•Enter Time Report•Related ESS/MSS Functionality

Fully Deployed to All Departments

Project Closure

Legend:ESS – Employee Self-ServiceMSS – Manager Self-Service

Sequence 1

Phased PeopleSoft Go-Live

Interim Processes

Interim Approval Workflow Processes

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We are here!

UTShare/PeopleSoft Training

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PeopleSoft Training

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Training Approach

Ensure all UTSA employees are trained for effective and efficient utilization of the UTShare / PeopleSoft System.

UTShare/PeopleSoft training will help to strategically guide end-users from the DEFINE, HRMS and Point Plus data systems onto PeopleSoft’s Financial Management System (FMS) and Human Capital Management (HCM) System.

Training Content Development

Topics currently in development:

• Purchasing, Time Reporting & Interim Approval Workflow processes

Training Content Distributed to date

Video introduction to the PeopleSoft system The first in the series called “The Look & Feel of UTShare”. Provided to Back Office and Change Leaders in August; Front Office in mid-September.

http://utsa.edu/utshare/Training/Modules/ESS

Goal: To provide pertinent UTShare/PeopleSoft training across campus in partnership with project Core Subject Matters Experts (SMEs) and training instructors. Training is critical for the success of the UTShare/PeopleSoft implementation at UTSA.

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PeopleSoft Support and Sustainment Center at UTSA

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The PeopleSoft Support and Sustainment Center (PSSC) is the single point of contact (SPOC) for end users of administrative applications at UTSA.

The PSSC supports the UTSA organization PeopleSoft end-users by:

• 5 days/ week, 8:00 AM – 5:00 PM

• Staffed by: Customer Support Team Members Subject matter experts; technical, functional, data, and training leads

• Systematic method in-place for tracking and managing issues• PeopleSoft application issues• PeopleSoft 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• Role and permission list issues, and Portal issues.

PeopleSoft Support & Sustainment Center at UTSA

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Many decisions are still in the process of being worked out.

Due to the phased, sequenced roll-out of PeopleSoft Approval Workflow, final development of PeopleSoft workflow is not complete and decisions for this are still under consideration.

Interim processes for Approval Workflow are being considered to support the phased, roll-out of PeopleSoft’s Approval Workflow.

Integration testing of PeopleSoft continues to determine Interim processes; Processes are subject to change.

Information will be conveyed when validated and approved.

PeopleSoft Support & Sustainment Center

Your questions about PeopleSoft are important and will be answered according to the information we have at this time. Keep in mind, PeopleSoft implementation is underway, approaching the second round of integration testing. Therefore:

PeopleSoft Support and Sustainment Center

SPOC – Issue Resolution

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UTSA PeopleSoft Users

PeopleSoft Sustainment Center

Data CenterSME’s

Confer with SME’s

Proposed Resolution

When Necessary

Log Issues in ticketing system or call

Resolution Log escalated Issues in STAT ticketing system

Resolution

(1) PeopleSoft Users can enter issues in the PeopleSoft ticketing system or (2) PeopleSoft Users can call 458-SPOC

UTSA PeopleSoft Issue Resolution Flow

PeopleSoft Support and Sustainment Center

Contact Us – Reaching the PSSC

Your Single Point of Contact (SPOC)

The PSSC is ready for your PeopleSoft questions!

3 ways to contact us:

1) Telephone: 210-458-SPOC (458-7762)

2) Go to UTShare Website: www.utsa.edu/utshare, link to the SPOC icon for the PeopleSoft ticketing system

3) Email the PSSC: spoc@utsa.edu

Questions raised now through post-go live helps PSSC establish a comprehensive knowledge base and appropriate Service Levels!

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Questions

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