UT San AntonioPeopleSoft Project

UT San AntonioPeopleSoft Project

September 2010September 2010September 2010September 2010

UTSA PeopleSoft ProjectUTSA PeopleSoft ProjectWhat is it?

A collaborative, UT System sponsored and shared implementation of

Software will be hosted at UT System Data Center in Arlington

UT Dallas is currently implementing PeopleSoft with a “go live” planned by January 2011; UT Dallas, Tyler & Arlington are already ‘live’ with PeopleSoft

Student Administration.

What is it? A collaborative, UT System sponsored and shared

implementation of Software will be hosted at UT System Data Center in

ArlingtonUT Dallas is currently implementing PeopleSoft with a

“go live” planned by January 2011; UT Dallas, Tyler & Arlington are already ‘live’ with PeopleSoft

Student Administration.

1

UTSA’s Current ERP EnvironmentUTSA’s Current ERP Environment

UTSA uses UT Austin’s DEFINE system for most HR & Financial applications IBM Mainframe-based Flat file – not a relational data base Partially web enabled Highly customized Highly automated campus workflow Not a comprehensive HR system

UTSA uses UT Austin’s DEFINE system for most HR & Financial applications IBM Mainframe-based Flat file – not a relational data base Partially web enabled Highly customized Highly automated campus workflow Not a comprehensive HR system

2

New DevelopmentsNew Developments

Staying on DEFINE is no longer a risk-free option UT Austin is pursuing alternatives to a

required $10 million IBM mainframe upgrade that include - Migrating DEFINE to an open system

architecture OR Implement PeopleSoft

Staying on DEFINE is no longer a risk-free option UT Austin is pursuing alternatives to a

required $10 million IBM mainframe upgrade that include - Migrating DEFINE to an open system

architecture OR Implement PeopleSoft

3

New Developments New Developments

UTSA will now join Dallas, Arlington, Brownsville, El Paso, Pan American, Permian Basin, and Tyler in a PeopleSoft Shared Services project

UTSA will now join Dallas, Arlington, Brownsville, El Paso, Pan American, Permian Basin, and Tyler in a PeopleSoft Shared Services project

4

Project TimelineProject Timeline

Project PhasePre-planning Now until March 2011Project Start March 2011

-Administrative Offices / Project Teams will be involved from the start

-Communication /feedback throughout the project to stakeholders

-Departmental involvement in 2012 / user acceptance testing and training

Project Go-Live September / December 2012

Project PhasePre-planning Now until March 2011Project Start March 2011

-Administrative Offices / Project Teams will be involved from the start

-Communication /feedback throughout the project to stakeholders

-Departmental involvement in 2012 / user acceptance testing and training

Project Go-Live September / December 2012

5

PeopleSoft Modules Purchased by UT System

PeopleSoft Modules Purchased by UT System

Human Capital Management Human Resources – Campus Community, Administer

Workforce, Position Management Payroll Benefits Administration Absence Management Time & Labor Portal – Employee Self Service

Human Capital Management Human Resources – Campus Community, Administer

Workforce, Position Management Payroll Benefits Administration Absence Management Time & Labor Portal – Employee Self Service

6

PeopleSoft Modules Purchased by UT System

PeopleSoft Modules Purchased by UT System

Financial General Ledger / Chart of Accounts Budgeting / HR Integration for Salary Encumbrances Accounts Payable Travel & Expenses Purchasing/Receiving/eProcurement Asset Management Grants/Contracts/Projects Accounts Receivable/Billing

Financial General Ledger / Chart of Accounts Budgeting / HR Integration for Salary Encumbrances Accounts Payable Travel & Expenses Purchasing/Receiving/eProcurement Asset Management Grants/Contracts/Projects Accounts Receivable/Billing

7

Project Cost EstimatesProject Cost Estimates

8

Project Cost EstimatesProject Cost Estimates

9

Issues & Pre-Planning ActivitiesIssues & Pre-Planning Activities

10

Issues & Pre-Planning ActivitiesIssues & Pre-Planning ActivitiesIdentify low priority activities that can be suspended

or terminated Process mappingEvaluate reports & interfacesChart of Accounts mapping of DEFINE chartfieldsFinalize project scopeCommunication planningHire/train backfill

Identify low priority activities that can be suspended or terminated

Process mappingEvaluate reports & interfacesChart of Accounts mapping of DEFINE chartfieldsFinalize project scopeCommunication planningHire/train backfill

11

Challenges – Change ManagementChallenges – Change Management

This project is a big change initiative for UTSA

Scale – affects all or most of the organizationMagnitude – it involves significant alteration of the

status quoDuration – years both project & ongoingStrategic importance – affects all of our financial

and human resources processing

This project is a big change initiative for UTSA

Scale – affects all or most of the organizationMagnitude – it involves significant alteration of the

status quoDuration – years both project & ongoingStrategic importance – affects all of our financial

and human resources processing

12

Challenges – Change ManagementChallenges – Change ManagementIssues / Risks Project model Big bang project approach Decentralized processes with various levels of

expertise at each department DEFINE differences – both good and bad Challenging status quo Support from within all levels of the organization

Issues / Risks Project model Big bang project approach Decentralized processes with various levels of

expertise at each department DEFINE differences – both good and bad Challenging status quo Support from within all levels of the organization

13