UTSA PeopleSoft Project

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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

				
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