PeopleSoft Steering Committee Agenda - DOC by Levone

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									         Steering Team Meeting
                           th
         Wednesday, November 28 , 2007 2:00 p.m. – 3:30 p.m.
         Location: EADS Fireside Chat Room


           ADMINISTRATIVE APPLICATIONS/SYSTEMS UPDATE
A. Recent production accomplishments:
   1. Enhancement to the Wolfpack Reporting System reports to provide a link that will display images for
       supporting documentation (such as invoices and other supporting documentation imaged within the Financial
       System) is in process.
   2. The Student Financials System went live within SIS on October 22, 2007.
   3. Emergency Text Messaging (ETM) – functionality was added to MyPack Portal with enrollment instructions
       for Emergency Text Messaging via the PIER system. The portal message was implemented on               11/15
       for Students and Employees. This message will be shown to each portal user the first time they login in after
       11/15. Once enrollment has been selected or declined, the message will not reappear until next semester.
       Stats as of 11/19: Total enrolled > 3680; acknowledged Portal message > 6198. The initial production file was
       uploaded to PIER on 11/20.
   4. The VPAF and base HR system have been modified to ensure that non-Central Office users can not (1)
       update the Visa/Permit Data Panel within the Citizenship module or (2) update the Visa/Permit Type,
       Effective Date and Expiration Date within the Identity Data block of the VPAF.
   5. ORBIT, the new state retirement system, was implemented in October. This new system is a total overhaul of
       the old, antiquated TSERS and will be used not only for the remittance of contributions, but enrollments as
       well. This project also included downloading ORBIT id numbers into the HR system for all employees.
   6. All requested enhancements to support current Non-Degree and re-admit SIS processes have been completed
       and migrated to production.
   7. The Orientation Office has been using Event Processing functionality to manage Spring ’08 Orientation. One
       configuration change was required to push the data back to Admissions Pros, but no other issues have been
       identified.
   8. The Campus Community denorm tables were migrated to production on 11/19.
   9. Changes were made to the file we send to Lincoln (ORP vendor) to include addresses (Remedy #963135).
   10. The implementation of Gentran Server for UNIX (an EDI service), version 6.1 went live on October 29 on
       recent more powerful hardware with current vendor maintenance.
   11. Changes have been made to the PPAF to require a middle initial or a designation that no middle initial exists.

B. Accounts Payable
    1.   Implementation of invoice scanning to be done by campus is active (#AP35). Additional departments to be
         coordinated with Accounting and added as resources are available. Note additional workflow changes to leverage
         worklist functionality to enhance Accountings review of this process as documents are imaged.
    2.   Working with Accounting to define the scope of workflow changes that will streamline voucher approval and
         payment processing (#AP46). Project is pending customer acceptance testing.

C. General Ledger
    1.   Project is active to enhance the Wolfpack Reporting System by adding a "Add/Remove Personnel
         Encumbrances" toggle button to Report 5. Also, reports will be corrected so that when the display option for
         Journal Drilldown is set to 'Show', the additional field check boxes should not display on the Journal page by
         default.

D. Purchasing
    1.   Implementation e-Procurement is in process (PUR27) with a go live date targeted in February 2008.

E. General Financials Issues
    1.   Work is in process to apply Oracle Bundles Maintenance within the Financial System. Expected target to have this
         maintenance moved into Production is scheduled for Sunday, December 2, 2007. Note that the Financial System
         (Production) will be unavailable on Saturday and Sunday (December 1 st and 2nd) in order to apply and
         validate this maintenance. Financials Reporting (including the Wolfpack Reporting System and BMS will
         remain available during this time).



Items in bold red have been updated                       Page 1 of 7
          Steering Team Meeting
                            th
          Wednesday, November 28 , 2007 2:00 p.m. – 3:30 p.m.
          Location: EADS Fireside Chat Room


            ADMINISTRATIVE APPLICATIONS/SYSTEMS UPDATE
F. Human Resources
     1.   The State of NC is replacing its Human Resources and Payroll Systems with the HR system from SAP. NC State
          will be impacted as we provide a data feed to these systems. A project team has been formed, headed up by Brian
          Simet, to represent NC State’s interests in this project, which is now referred to as the BEACON Project.
     2.   HR has requested a modification to the HR System to require entering a salary over the maximum to be a fatal edit.
.
G. Payroll
     1.   Payroll has requested the creation of an automated interface to transfer the information concerning 1042S payments
          made to foreign nationals from the HR System to Windstar. Payroll would like to begin testing this in April 2008,
          with a target go-live in mid-May, and accordingly, development will begin in February 2008.

H. Benefits
     1.   Work is in progress to implement new ROTH 401K and 403(b) plans (Remedy #858086).
     2.   Work is in progress to implement modifications to Flex Plans and Dental Rates (Remedy #999703).
     3.   Modifications continue to be made to the ORBIT interface.
     4.   Changes to the Lincoln retirement remittance file to include addresses are in user testing.
     5.   Changes to the TIAA/CREF file to correctly handle negative amounts are in user testing.

I.   Commitment Accounting
     1. TEARS conversion to v8.8 Phase II development and data conversion has been completed and migrated to
        production. Security access for campus will be converted from Sybase and enabled in production in January
        (after 2007 is closed in HAHT Site).

J.   Budget Office

K. General Human Resources Issues
   1. Testing on HR bundles and tax updates is underway with a target implementation date of mid December.
   2. Testing continues on the interface with TALX, a 3rd party employment verification system (Remedy #956684).
   3. Analysis has begun to move a number of fields from the Job_Jr record to Job to eliminate “Data Does Not
      Exist” errors. This project will require a significant coordinated effort across both HR teams and thus will be
      implemented in the first quarter of 2008.
   4. Analysis is underway for changes required to the Leave system to accommodate the Jan 1. OUC reorg caused
      by combining ITD and RMIS IT units into the Office of IT.
   5. Analysis is underway for the Informatica upgrade which will be implemented in March 2008 (Informatica is
      used to transfer data between Sybase and Oracle databases).
   6. Analysis has begun on functionality of Compensating Controls Authorization Report to determine if report is
      functioning as campus expects. Meeting is scheduled for week of Dec. 4 with campus reps to discuss.

L. Student Administration
    1. Information regarding the Student Information System (SIS) implementation can be found at
         http://www.ncsu.edu/sis. Planning and scheduling for the remainder of the SIS implementation is being developed
         and a draft will be available in early November 2007. Functionality remaining to be implemented includes Student
         Records Class Schedule, Student Records Registration, Student Financials Tuition Calculation, Student Records
         Transcripts, Academic Advising (implemented initially as ADA and GARS interfaces to Registration / Permanent
         Records), and Student Records Term End.
    2. Admissions
              a) PeopleSoft maintenance bundle evaluation and retro-fit have been completed by development team and
                  are ready for user testing. Developers will work with Admissions primes to execute test plans for each
                  admissions office.
              b) Advanced Enrollment Deposit (AED) – AED integration with NelNet for undergraduate admissions went -
                  live October 22 with the Student Financial implementation. However, several changes to the AED
                  process have been requested by the Undergraduate Admissions Office to make the process easier for
                  students and parents. The changes involve modifications to the process flow for changing the
Items in bold red have been updated                         Page 2 of 7
        Steering Team Meeting
                          th
        Wednesday, November 28 , 2007 2:00 p.m. – 3:30 p.m.
        Location: EADS Fireside Chat Room


          ADMINISTRATIVE APPLICATIONS/SYSTEMS UPDATE
               password on the first time visit to the portal, Admissions Pros and Welcome ID processes.
               Development is in progress. Additional changes have been identified to AED NelNet gateway.
               Evaluation in progress.
            c) Test Score Load – the country errors on the test score loads have been identified and the Graduate
               School has created a “scrubbing” process to clean the data file before loading to SIS. The errors are
               due to the difference between the descriptions PeopleSoft uses versus the Test Score load.
            d) College of Veterinary Medicine - Admissions Supplemental Application, will meet with customer to
               restart this project during the month of December with Vet School.
            e) Admissions Denorm reporting tables – The testing of the denorm tables has been approved
               and it was migrated to production on 11/19. The data will be validated in production prior to release
               to campus.




Items in bold red have been updated                    Page 3 of 7
         Steering Team Meeting
                           th
         Wednesday, November 28 , 2007 2:00 p.m. – 3:30 p.m.
         Location: EADS Fireside Chat Room


           ADMINISTRATIVE APPLICATIONS/SYSTEMS UPDATE
    3.   Campus Community
             a) Duplicate ID Report and Maintenance Pages – development is in progress.
             b) PeopleSoft maintenance bundle evaluation and retro-fit is in progress by Student and HR development
                 teams.
             c) Loading Photos from All Campus System to CC - Project team meeting held week of 11/12 to review
                 current process for retrieving photos from All Campus System and providing to campus. Discussed
                 SIS requirements for Records Class Roster, Advising List, RecTrac, CCEURE along with technical
                 database storage and interface to All Campus System. Campus Community was targeted to be
                 repository for photos. Brian Simet to review with B. Carroll and Legal security requirements for
                 loading employee along with student photos from All Campus System to Campus Community and
                 report to team recommendations
             d) Account Creation Process – the following required improvements and changes have been identified
                 and are in progress:
                            i An additional run of the PeopleSoft and Sybase nightly CID table Creation. This will
                              provide improved timing on the creation of the Unity accounts.
                          ii Unity ID and status have been added to the Add/Update a Person page in Campus
                              Community. This was available in legacy and provides the Central Offices to see and
                              validate Unity ID against the campus email address. It will also provide R&R and Delta
                              Admissions Offices access to the Unity ID for student notification.
                         iii Issue and error resolution of the Account Creation process has been turned over to the
                              application security team. Cross training has been completed to the new team members
                              and security access set-up. They will manage any error or problems on a day-to-day
                              basis.
    4.   Student Financials
             a) Student Billing is nearing completion (4th Billing on November 27th)
             b) 1098T processing is being finalized and will be enter final customer acceptance testing in December
             c) Late registration enrollment cancellation process is being reviewed/designed
             d) Vendor solution (Hershey) is being finalized so that the images of checks can be associated with a
                 receipt
             e) Tuition calculation process is being reviewed/designed.

M. Systems/Application Security
   1. Applications Security
        HR has requested enhancements to web security reports to display HR, Financials and Student Systems access
           for terminated and transferred employees. ADET completed development on the first of two Web Security
           Reports with Customer Acceptance Testing in progress for Report #1. A review with Project Team determined
           additional modifications are required. The Security Access Control (SAC) Team is currently working with
           the Project Team to develop these new requirements. Once report format and content is accepted by Project
           Team, then the Stakeholders and representatives from the UBOs will review Web Security Report #1 before
           “Go-Live” of the report. Final requirements definition is in progress for the second Web Security Report.
        The Deans/Vice Chancellors have completed the certification of their staff security access to the
           Mainframe Student Application.
        The SAC Team is working with Enterprise Application Services (EAS) on developing more detailed
           reporting and the potential automation of de-provisioning of terminated employees.
        The owners of the web sites that are hosted on the administrative servers (formerly RMIS- Resource
           Management & Information Systems) are in the process of certifying that their web pages do not disclose
           confidential information. The deadline for the certification process is Dec 7 th, 2007 and this certification
           process is being monitored by the SAC Team.




Items in bold red have been updated                      Page 4 of 7
        Steering Team Meeting
                          th
        Wednesday, November 28 , 2007 2:00 p.m. – 3:30 p.m.
        Location: EADS Fireside Chat Room


            ADMINISTRATIVE APPLICATIONS/SYSTEMS UPDATE
          System Access Request Application (SAR, formerly ASAP Replacement Project) – Interim authorization
           procedures for SIS users (starting September 10, 2007 potentially through September 2008) and SIS
           Records and Registration go live are now in use based on current approved Mainframe Student System
           access procedures. Small customer teams have performed validation and review of the new SAR
           product, as presented by Sun consultants and OIT/SAC staff. The final deliverables for the design and
           requirements phase were approved on 11/9/2007. A Statement of Work for the Implementation and
           Deployment Phase of SAR was received from Sun on 11/16/2007. Some revisions were required to the
           fixed price and scope of the SoW, based upon approved budget. The current scope does contain fine-
           grained authorization for Finance, HR and SIS applications, as required. This SoW is now in final
           approval stages. Sun/Aegis consultants are expected to start work during the first week of December.
           The deadline for the completion of the implementation phase is by the 2/1/2008. We will then embark on
           a SAR deployment phase, which is scheduled to complete by 4/11/2008, with initial production use
           starting shortly thereafter. Acceptance testing and user training will continue through 5/23/2008,
           followed by full SAR production.
    2. Information Security Assessment (ISA):
        Identity and Access Management (I AM) Project – Jeff Webster has been assigned as a full-time manager for
           this team which will implement the former I_AM planning project. Existing security groups with
           responsibilities in the I AM area report to Jeff in the new Office of Information Technology, Security
           and Compliance
        Phase II of the RMIS Information Systems Security Plan (RISSP) is underway. Seven security standards have
           been developed and are currently being reviewed via security workshops with various units within RMIS
           Publication of these standards has been delayed based upon other more immediate priorities. The full set
           of standards will be published by the end of the year.
        The RMIS Managed Secure External File Exchange Project seeks to identify all RMIS backend file exchanges
           with external agencies, and then standardize on managed secure file delivery mechanisms to prevent sensitive
           data from being intercepted, tampered with, or stolen in transit. Phase II of this project is underway. The
           requirements are being finalized in order for an RFP to be drafted for a Managed File Transfer product
        Payment Card Industry Data Security Standard (PCI DSS) – All active credit card merchant accounts are
           compliant. The annual review of Merchant Account processing for PCI DSS has been completed. At the
           request of the University CFO, a new regulation is being drafted to address compliance with PCI DSS standards
           for University credit card handling. New credit card merchant accounts continue to be added at an average of
           about two per month. Compliance activities are being performed for each account before credit card processing
           commences.
        Communication to campus regarding the revised Data Management Procedures (DMP) Regulation (which now
           includes the new Data Classification Standard as an internal section) is underway.
        At the request of the University CFO, a new regulation is being drafted to identify servers containing High
           Sensitivity Data - HSD (e.g., social security numbers). The project follows a network and physical model that
           was successful for the credit card PCI DSS compliance initiative. The project will relocate servers and/or data to
           the Secure Facilities, a term, which includes the University Data Centers, but also allows additional locations
           based on the Physical and Network requirements of the PCI DSS. This document is currently being presented to
           a number of committees for review and feedback. The next steps are to further refine the definition of High
           Sensitivity Data with the Data Stewards and to survey the campus community regarding the servers and other
           IT components containing High Sensitivity Data. The Data Stewards for the major RMIS applications are
           producing a priority list of HSD to be addressed first under the HSD server regulation.
        The University will celebrate its third annual Computer Security Day, an international event, from 9 a.m. to 3
           p.m. on November 30th at the Jane S. McKimmon Center. The theme this year is “Computer
           Crime Scene Investigation - Whodunit? Howdunit? Whydunit?” This event, open to all faculty and staff
           members, will feature computer forensic expert Giovanni Masucci and Linda Jones, an executive with IBM/
           Internet Security Systems as keynote speakers. Eight additional presentations featuring internal NC
           State and external IT industry security speakers, that will focus on the forensics of mobile security and
           web application security. Presentations will be divided into two tracks – technical/policy and general.
Items in bold red have been updated                        Page 5 of 7
         Steering Team Meeting
                           th
         Wednesday, November 28 , 2007 2:00 p.m. – 3:30 p.m.
         Location: EADS Fireside Chat Room


           ADMINISTRATIVE APPLICATIONS/SYSTEMS UPDATE

N. Disaster Recovery/Organizational Resilience/Data Center2 Project
   1. The Organizational Resilience Unit is in the process of evaluating its services to encompass the recently announced
       organizational change for the Office of Information Technology.
   2. The Organizational Resilience website is currently undergoing a redesign.

O. Portfolio Management Office (PMO) / Project Coordination
   1. The IT Portfolio Management Office is in the process of evaluating its services to encompass the recently
       announced organizational change for the Office of Information Technology.
   2. The PMO website continues to be updated (http://www.fis.ncsu.edu/pmo/index.html).
   3. The PMO continues to resolve issues on the demo server hosting the iTRACS product, the NC State database, and
       the web interface that will allow users to gain information about their building's network wiring infrastructure.

P. System Availability
    1.   For detailed information on production hours for the Human Resources, Financials and Student systems and
         Administrative Portal, please see the following URL: http://www.fis.ncsu.edu/etss/production_hours.asp.

Q. University Advancement, Annual Giving and Alumni Relations
    1.   Business Objects Reporting Suite implementation for ADVANCE –Users are engaging with Decision First for
         consulting services to assist in development of WEBI reports and provide further mentoring on report
         development. Target is to “jump start” and assist users in replacing all Q+E reports required to move from
         Advance Sybase Reporting database to new Business Objects Oracle environments. Business Objects WEBI
         training for Prospect Management and Alumni Relations power users is scheduled for November 26-27.
    2.   Add Students to ADVANCE from Legacy – student data including biographical details, affiliation codes, permanent
         addresses, email addresses, preferred school and student ID’s have been loaded to Advance for active students.
         Updates to existing student data already in Advancehas started.
    3.   Student adds/updates from SIS – development is continuing on the project to add new/transfer students to
         Advance, parents and update data on existing students from SIS
    4.   Harris Alumni Print Directory – The next Harris Alumni Print Directory file was provided on October 29th. Email
         addresses are being reviewed and processed.
    5.   Advance migration from Sybase to Oracle –Project meeting scheduled with SunGard Higher Education
         Services Manager to review project start-up, SunGard consultant assigned to project and tasks required for
         project kickoff meeting with NCSU. Server hardware has been reconfigured to support new Oracle database
         environment. The DBA team is working to install Oracle software and Advance 9.1 Oracle database table
         structure. Advance development team is completing SunGard Discovery Document, Project Charter
         Document and System Components inventory. Once NCSU and SunGard project team has been finalized
         the project kickoff will be scheduled.

R. Contracts & Grants Prior Approval Process (ePAR)
    1.   ePAR – on hold awaiting input by users for requested enhancements. Business analyst working with customers to
         determine final requirements.

S. Weblogics 9.2 upgrade
    1. Weblogics servers supporting Java applications (ePAR, CGPR Scanning, HazTrak, COOP, and VIN) to be
       upgraded to v9.2. Setup of new dev, qa, and production environments required for full testing of migrations and
       application functionality has been completed. User testing of C&G’s Scanning project has been completed
       with production rollout of Weblogic 9.2 environment targeted for week of 11/26/2007. ePAR is the next
       application to move to the upgraded WEB server environments.




Items in bold red have been updated                       Page 6 of 7
         Steering Team Meeting
                           th
         Wednesday, November 28 , 2007 2:00 p.m. – 3:30 p.m.
         Location: EADS Fireside Chat Room


           ADMINISTRATIVE APPLICATIONS/SYSTEMS UPDATE
T. NelNet Implementations
    1.   Planning for next release of NelNet non-PeopleSoft implementation has started. Initial meeting with NelNet
         Customer Relationship Manager held on 11/13/2007 to review Commerce Manager Product and discuss
         scope of next release. The next release will include two components:
              a. Integration with NelNet for current NCSU sites collecting credit card information – CALS Giving Site,
                  CVM Giving Site and possibly Student Affairs Conference Services Site.
              b. b. College of Veterinary Medicine - Admissions Supplemental Application credit card process

U. New Online Giving Sites (New NelNet Gateways and Applications)
    1. User requirements gathering has begun for applications to support new Giving Sites for Colleges of
       Engineering, Management, Natural Resources, and Humanities and Social Sciences, and Textiles. These
       sites will include NelNet integrations and a consolidated tool for processing these donations thru the Donor
       Records and Foundations Accounting processes.
    2. A meeting is scheduled for November 26th with the Controller’s Office, Foundations Accounting, Donor
       Records, Advancement Services Finance and ADET teams to review the new Commerce Manager product
       release from NelNet. NelNet is working with Case Western Reserve University and Indiana University as the
       initial adopters of the new product. They have also provided NCSU with references from these two schools
       as requested. NelNet has now released this product to NCSU as the next university to proceed with
       implementation. Once the above groups review and agree to proceed with Commerce Manager (versus the
       classic version we are utilizing currently) we will need to sign and return order to NelNet to proceed.
       Commerce Manager is designed to provide the set-up and implementation flexibility that NCSU has been
       requesting.

V. MyPack Portal
    1. Links for faculty and students to complete class evaluations will be added the week of 11/26.
    2. Establishing Student/NCSU Student Forum as on-going channel for input to student tab as requested from
       Chancellor’s Liaison Committee. Student Leaders have identified members and NCSU membership is
       almost completed.

W. Other
    1.   Testing for the upgrade of Informatica (the tool we use to exchange data between Oracle and Sybase
         databases) is in progress. Implementation date is in March 2008.




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