firstname.lastname@example.org July 2007 Volume 3, Number 3 http://intranet.state.tn.us/erp
Letter from the Director
Message from the Director
We are at an
of the Project
as we prepare
continue to conduct testing for the
HCM modules. We are proud of the
progress we have made and are
oving to a Web-based system has can result in inadvertent distribution of confident about the steps that lie ahead
many advantages – more streamlined this number. In the new system, Social and appreciate the tremendous agency
processes, less redundant data Security numbers will not be used for participation and support received.
entry, and quicker access to information employee authentication. Instead, Edison
when you need it. Along with the many will generate unique employee IDs that stay End-user training, which begins in
positive aspects of Edison and its Internet with the employee regardless of position September, is a key component to
availability, there is also an additional level or department. This will help keep your the successful implementation of the
of protection and security that is needed for a Social Security number more secure. To Edison system. In this newsletter, we
Web-based system. access Edison applications, employees will address where we are with training and
be assigned unique user IDs and secure why it is so important.
We all have all heard about hackers trying to passwords.
Because Edison is a Web-based
break into secure data systems. The State
system, we have received numerous
takes the security of its data responsibilities 2) Multi-layered Security. All of the data
questions about the security of the
very seriously. Despite these challenges, inside Edison is stored within the State’s
application. Security is of utmost
we are confident that Edison will withstand Data Center behind several layers of physical
importance to Project Edison, and we
potential threats to the system and the and network security. The information is
hope you will read our feature article
information it contains. kept on reliable and redundant disks that
about the measures we are taking to
are backed up nightly. Additionally, all
Security is of utmost importance to protect the system and your personal
online communication between Edison
Project Edison, the State of Tennessee information.
and the users is encrypted to keep the
and its employees. To that end, we are communication session and information Currently, we are working with
implementing Edison using industry best secure. agencies to compare legacy
practices and accepted procedures to protect
administrative business processes
your personal information. Project Edison 3) User Profiles. Each employee is assigned
with Edison business processes and
has taken numerous measures to ensure that a unique profile that ensures employees
determine a plan for moving to the new
data is safe and secure. Below are some of only have access to the appropriate portion
processes. This important assignment
the ways this will be achieved: of their own agency’s information and the
gives agencies the opportunity to
tasks necessary to do their job. For instance,
1) Unique Employee IDs. Some of the evaluate and potentially streamline the
if an employee performs payroll functions
current legacy systems use the Social ways in which they conduct business.
at TDEC, he/she won’t be able to access
Security numbers in the employee’s In addition to the changes Edison is
information for any other agency.
authentication or sign-on process, which facilitating, we are also working with
(continued on page 2)
Will My Information Be Safe?
Letter from the Director
(continued from page 1)
(continued from page 1) Project Edison is geared to provide agency Liaisons to map the roles of
employees with many benefits through State employees who perform Human
Many people who currently use Internet Capital Management functions.
Employee Self Service, such as viewing
accessible systems will be glad to hear Once those employees and their job
your pay stub and checking your leave
that Edison’s systems are using similar responsibilities are identified, we will be
balances. These are just a few of the
security tools and processes. In fact, the able to enroll them in training and assign
many ways Edison empowers you to
most important security tool is you! It is an them their necessary security access.
manage your personal information. It is
employee’s responsibility to keep his/her
our goal to provide employees with these The implementation of Edison will not
Edison user ID and password confidential
conveniences in a secure environment. only provide an easy-to-use software
and secure. It is a violation of State policy
These measures, along with numerous solution, but it will also help the State of
to reveal your Edison password to another
phases of system testing, will help keep Tennessee improve our administrative
person or give another person access using
personal and State information safe and processes and ultimately, how we serve
your Edison user ID.
confidential. our citizens. It is our hope that agencies
take advantage of the new technology
Edison has to offer in developing a new
and more effective way to do business.
We would like to thank the agency
Liaisons, Agency Implementation
Teams (AITs) and other business
process owners for all of your work on
these assignments. We are confident
“It is clear that you have spent “I looked through the recent Edison
that your diligence with these efforts
considerable time, effort, and thought report and really like the idea of the
will help make the Project a resounding
in designing the business processes many ways that employees will be
for benefits utilizing the PeopleSoft able to provide our own services. I like
software. We appreciate your the additional flexibility that we will Please remember to visit our intranet
dedication to seeing that our business have such as being able to deposit our site, http://intranet.state.tn.us/erp, for
is handled appropriately under Edison. paycheck into more than one account. ongoing updates and FAQs about the
Thank you for the completed design Online pay statements and the ability Project. As always, feel free to contact
documents book.” to update our own personal information us at email@example.com with any
are great, too. Thanks for all the hard questions, comments or concerns.
work your team is doing to enable State We welcome your feedback and we
F&A – Division of Insurance
employees to update our own personal encourage you to share your thoughts
information and have more flexibility.” with us. Thank you for your support!
Mary L. Morris Sincerely,
F&A – Office for Information Resources
Edison Training Update
Edison end-user training, which begins in the system to enroll employees into their new training facility in the Tennessee Tower.
September for the HCM modules, is a vital specified training courses. Using the current The new facility, which will be available in
component to the success of the Project. role mapping information being provided by October, will host the majority of training in
Training will teach employees how to do State Agencies, we will provide ATCs with Nashville.
their job using the Edison application and information regarding what classes each
Following their training classes, employees
will give employees a first look at how the employee needs to take. The classes for
will have the chance to practice what
system and business processes will work. each employee will be determined based
they’ve learned using a test environment, or
on an employee’s responsibilities and the
With Edison end-user training quickly “sandbox.” Because the sandbox will contain
tasks needed to perform the job accordingly.
approaching, Project Edison staff members test data, employees can feel comfortable
Most core administrative users will take an
are working diligently to prepare for this very practicing their exercises without worrying
average of two courses to be able to fulfill
important effort. Before training can begin, about impacting the actual Edison
their current job function.
we will train Agency Training Coordinators environment. Along with the sandbox,
(ATC) to enroll learners into the Human Agency Training Coordinators will enroll Edison will make the User Productivity Kit
Capital Management (HCM) training employees or “learners” into the necessary (UPK) available to employees. The UPK
classes. On July 30, we began training the training courses. HCM training will begin courses will provide instructions on how to
ATCs on the PeopleSoft Enterprise Learning in September and will continue through execute the training exercises as opposed
Management (ELM) module. This is the January 2008. Employees will be notified to the “open” sandbox environment. An
same module that the State will use after by an e-mail generated through the Edison example of UPK can be found on the Edison
Go-Live to administer training. ELM system about when they are scheduled Intranet site at http://intranet.state.tn.us/erp/
to attend training. upkdemo.html.
Edison has developed 22 courses to
teach HCM employees how to use the Training will be offered at locations
new system. By mid-August, the course throughout the State thanks to agencies that
catalog will be entered into the ELM system are allowing Edison to use their facilities.
and Training Coordinators will begin using Training will also be offered at the State’s
Edison Technical Talk John Grove, Project
From designing the technical architecture 3. Supports development of appropriate Edison’s Technical
to configuring the various levels of security data repositories that will allow Team Manager, has
access, the technical team is responsible productive use of multiple reporting technical/leadership
for making sure Edison will be able to tools provided with the various Edison experience in
function properly when it goes live in applications. various industries
January. The Edison technical team is ranging from media to the service
The Security Team industry. An Iowa native, John moved
made up of four areas of responsibility -
application administration, development, 1. Configures role and row level security to Nashville in 1998 to become
security and quality assurance (QA) / project for all applications. Gaylord Entertainment’s Director of
coordination. Below you will find information 2. Confirms navigation to applications and Information Technology Infrastructure.
about some of the responsibilities of each use of the PeopleSoft portal from the He then moved into a similar position
of these Edison technical groups and some Internet and Intranet. at Asurion, followed by project
activities in these areas. 3. Coordinates approval of application user management for the EMC2 Group.
IDs and passwords. Although John was educated as an
The Application Administration Team electrical/electronic engineer, he
4. Identifies security management tools
1. Designs and installs application credits his military and life experiences
architecture (this is nearing completion). for the leadership skills he uses to
5. Ensures separation of responsibility for
2. Conducts load/performance testing work with technical employees.
application access processes.
for the architecture supporting the
John believes that Project Edison gives
production instance (preparation is The QA/Project Coordination Team
Tennessee the opportunity to rethink
underway for the test that will confirm 1. Identifies & coordinates implementation its business processes to better serve
performance for Phase I Edison of application support methodology. its constituents.
applications. Testing will start in the last
2. Documents and coordinates activities
week of July and extend into October to “Edison positions the State with current
that are required to support the Edison
help ensure Phase 2 requirements are technology that will be supportable for
primary project structure.
incorporated). at least the next two decades,” he said.
3. Helps define operational processes that
3. Participates in technical training on a “Edison provides the State increased
will be required for production.
host of new technologies from Oracle integration of application functions,
4. Works with State audit groups to help
RAC to Service Oriented Architecture. which translates to more accurate
identify technical and functional audit
4. Implements change control for all and timely information that will help
Edison applications using the Quest employees make better business
Stat tool. In each edition of the newsletter, we decisions for the State.”
will address various technical issues of
The Application Development Team Interesting facts about John:
importance to agencies, especially within
1. Focuses on data conversion from • In his spare time, John pitches on
the ISM community. If you have questions
legacy systems through a process of the Edison softball team and likes to
or topics that you would like to see in future
extraction, translation, staging and collect time pieces, including
editions of the newsletter, please e-mail us
component load steps to populate new watches, mantel and grandfather
at firstname.lastname@example.org. Additionally, we invite
Edison applications. clocks.
you to visit the technical page on the Edison
• John has three children – Todd, Mia
2. Uses PeopleTools, PeopleCode and Intranet site at http://intranet.state.tn.us/erp.
and Jason – and six grandchildren.
other products to create customizations
• In his youth, John traveled
of functionability, interfaces and
throughout the Midwest riding bulls
and bareback broncos on the rodeo
Agencies Meet to Begin Q. How can an employee earn comp
Business Process Implementation time and take comp time during the
On June 8, 2007, approximately 200 agency effective methods to help their agencies deal A. In the new system, as employees
Liaisons and Agency Implementation Team with the changes. earn compensatory time or use
(AIT) members met with staff from the “A lot of information was presented to the compensatory time, the hours earned
Edison Human Resources/Payroll/Benefits agencies today,” said Judy Muth, manager or used will update appropriate
areas. This meeting was a kick-off planning of the Edison Enterprise Readiness Team, compensatory balances (regular,
session to begin an analysis within their “but this is one of the most critical planning premium, holiday or excess) on a
agencies for business process changes processes for the agencies. This is where daily basis. Department of Personnel
brought about by Edison. the agency business leaders must decide policy and Time and Labor rules would
how Edison is going to best fit within their determine eligibility for usage of hours
The primary presenters for the day were
internal procedures.” earned within the same workweek. For
John Moore, manager of Edison Human example, holiday compensatory hours
Resources, and Patrice Steinhart, manager Each agency left the day with a binder earned because the employee worked
of Payroll/Benefits. The purpose of the day of business process documentation, and on the holiday would be available for
was to highlight changes created by the new guidelines and templates to complete the usage within the same workweek.
system, and to give the agencies additional agency planning process. The Edison
details about the process. Agency Change Experts (ACEs), working Q. Will employees record their own
through the Agency Liaisons, are following time or will we still have timekeepers
Using the documentation supplied by the who will enter time for employees
up to ensure the agency was receiving the
Edison team, the AIT members were then within a certain area?
support it needed.
led through a sample process of how to
analyze the changes, determine the impacts “When agencies have completed their A. The Time and Labor module is set
on the agency, and to develop plans for business process analysis and planning, up to allow employees to enter their
own time/leave into the system. Most
the agencies to best accommodate the and have begun carrying out their plans, the
employees who currently enter their
noted changes. In the meeting, the agency Edison training classes coming in the Fall
own time/leave into Data Capture will
teams were given some time to practice an will be much more meaningful,” Judy said.
enter their time/leave into the new
analysis exercise on one of their business
system. However, employees who
processes. It was expected that the agency
do not currently have access to Data
would likely need much more time and
Capture may not enter their own time/
additional agency staff to complete the plan
leave at the Go-Live date of January
for just one changed process. There were
1, 2008. Each agency will determine
many processes to consider. The completed
how many employees will have this
Business Process Analysis plan or Action ability at Go-Live and will be able to
Plan for each agency was due on July 16. phase in more employees after Go-
Live. Employees who do not enter their
In addition, Edison invited Dr. Barry Bales
own time/leave will continue to use a
to address the group and provide comments
throughout the day. Dr. Bales is an expert
on large-scale change management efforts, To submit a question to Ask Edison,
such as the one the State is now going e-mail us at email@example.com. Your
through, and was able to offer participants question may appear in a future issue
of The Edison Report!