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
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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
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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:
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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
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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
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UT San Antonio PeopleSoft Project