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UT San Antonio PeopleSoft Project September 2010 UTSA PeopleSoft Project What 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. 1 UTSA’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 2 New 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 3 New Developments UTSA will now join Dallas, Arlington, Brownsville, El Paso, Pan American, Permian Basin, and Tyler in a PeopleSoft Shared Services project 4 Project Timeline Project Phase Pre-planning Now until March 2011 Project 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 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 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 Estimates Consulting Services to be paid by UT System Our share is about $2 million 8 Project Cost Estimates Other Costs to be covered by UTSA: Project Team/Backfill Project Management Training Project Team Space 3rd Party Tools/Add-on’s Additional (Local) Technical Support (if required) Data Center & Software Maintenance (pro-rata share) 9 Issues & Pre-Planning Activities Appointments to Executive & Steering Committees Select project team leads & backfill requirements Identify space for the project teams Project manager selection process & negotiate contract Finalize budget, funding requirements / sources, and financing plan 10 Issues & Pre-Planning Activities Identify low priority activities that can be suspended or terminated Process mapping Evaluate reports & interfaces Chart of Accounts mapping of DEFINE chartfields Finalize project scope Communication planning Hire/train backfill 11 Challenges – Change Management This project is a big change initiative for UTSA Scale – affects all or most of the organization Magnitude – it involves significant alteration of the status quo Duration – years both project & ongoing Strategic importance – affects all of our financial and human resources processing 12 Challenges – Change Management 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
"UTSA PeopleSoft Project"