FAR Meeting
May 6th, 2014
1
Welcome
Douglas Hartzler
HCM PeopleSoft Lead
2
Agenda
• UTShare/PeopleSoft Cutover Timeline
• Post Go-Live Tentative Project Timeline
• Changing to UTShare/PeopleSoft
• Interim Workflow Approval Process
• PSSC Support
• Training Opportunities
• Q & A with Panel
3
UTShare/PeopleSoft
Cutover Timeline
4
When is UTShare/PeopleSoft Initial Go-Live at UTSA?
• Midnight April 30th – May 4th: Data conversion
from DEFINE to PeopleSoft occurs.
• May 5th – May 12th: UTSA central processing
departments (back office) performs conversion
validation and cleanup.
• May 13th: First day of UTSA Department
access to UTShare/PeopleSoft.
5
May 2014 Go-Live is Expected to be Challenging
1. Central Processing areas (Back Offices) workload
increase due to:
• Manual data corrections required in PeopleSoft to clean-up
conversion issues from DEFINE.
• Manual workarounds necessary to address system issues
discovered during testing.
2. “Interim” workflow approval processes (routing)
will occur outside of UTShare/PeopleSoft.
3. Service levels will decrease for 3-6 months until
both department and back office staff fully adapt
to the new system.
6
Post Go-Live
Tentative
Project Timeline
7
Deployment Timeline
8
Post Go-Live Tentative Project Timeline
• June – September 2014
• UTShare/PeopleSoft is used to conduct campus
business.
• UTSA will use SharePoint Interim Workflow Solution
forms for approval workflow processes.
• October- February 2015
• UTShare/PeopleSoft functionality expanded for
campus business.
• Full PeopleSoft functionality and automated approval
workflow are deployed and UTSA’s Interim Solution
forms are no longer used.
9
Changing to UTShare/PeopleSoft
10
Guide For The Transition To UTShare/PeopleSoft
• Major business process changes that
impact:
• Employees
• “Reports-to” Supervisors
• Timekeepers
• Department Administrative Staff
• Department Managers
(Unit Administrators)
• Available on the UTShare Change
Management page
http://www.utsa.edu/utshare/Change/
11
Major Changes
• Centralization of position and job data entry
in Human Resources
• Interim workflow approvals outside of
PeopleSoft
• New Chart of Accounts structure
12
Interim Workflow
Approval Process
Highlights
Rene Paniagua
FMS PeopleSoft Lead
13
Interim Workflow Approval Process Highlights
• UTShare/PeopleSoft functionality deployed in
phases:
Approval workflow (routing) will be enabled in late 2014
The phased deployment approach will allow Shared
Services to work through changes, as needed.
• Interim approvals will occur outside of
UTShare/PeopleSoft:
UTSA’s SharePoint Interim Workflow Solutions forms
(for eight processes)
Newly designed paper forms
Inter-office departmental requests via email
14
Interim Workflow Approval Process- Functions
SharePoint
FMS Functions
1.
2.
3.
4.
Purchasing
Travel Authorization
Expense
Non-Purchase Order Voucher
HCM Functions
1.
2.
3.
4.
New Position Request
Position Change Request
Non-Benefits Eligible Hire/Rehire
Time & Absence Reporting (Employee Timesheets)
15
Interim Workflow Approval Process-Functions
Other Methods
FMS Functions
•Budget Transfers (Email)
HCM Functions
•Funding Positions (Email)
16
Accessing UTShare/PeopleSoft
17
Access UTShare/PeopleSoft
Navigate to the
MyUTSA website
and select the
UTShare/ PeopleSoft
link
18
UTShare/PeopleSoft Log-in for UTSA
1. Type in
UTSA
2. Select
the
Continue
button
19
UTShare/PeopleSoft Log-in
1. Enter your
MyUTSA ID
2. Enter your
Passphrase
3. Click the
Log In button
20
PSSC Support
21
PeopleSoft - Single Point of Contact (SPOC)
For UTShare/PeopleSoft questions, contact:
o Call the PeopleSoft Support and Sustainment
Center (PSSC) at 458-SPOC (7762)
o Visit the UTShare Website, click the SPOC icon
http://www.utsa.edu/utshare/
o Email spoc@utsa.edu
For policy specific or business process related questions, contact the
Human Resources, Finance or Purchasing departments.
22
23
Thank You!
24