PeopleSoft Update – Steering Committee
April 27, 2015
Current Status and Challenges
Timeline
PeopleSoft
GoLive:
May 1, 2014
Transition
1st year
Stabilization
2-3 years
April 2015
3
Optimization
3-5 years
Accomplishments
• UTShare campuses using PeopleSoft for 1 year
• Monthly Financial Report deployed
• Employee location update utility deployed
• Quarterly vendor patches applied in March
• Grants Stabilization
– Prompt pay interest on invoices now removed via
journal entry
– Removed credit lines from showing on invoices
4
Help Desk Report
Help Desk Report
• Frequent Questions/Incidents
– Challenges running MFR
– Missing transactions on the MFR
– Unable to access Dept. Administration tab for position
funding
• Frequent Requests
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–
–
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Department User Access Requests
Correct errors in processing interim workflow forms
Adds/changes to budget approvers
Assist new employees gaining access to ESS
Status of Campus Concerns
See handout.
Shared Services Processing
and Support
UTShare Support Statistics
Ticket Type (Open)
January
April
Incidents
520
394
Change Requests
3
158
General Requests
17
124
Incident: Break in functionality or system outage.
Change Request: A requested change in configuration, a
customization request, or a modification request.
General Request: Any other type of request
UTShare Surge Project
• Resolution of UTShare project challenges now
has the direct support and oversight of the
Chancellor’s Office and campus Presidents.
– Address research compliance concerns
– Address top issues reported by campuses
– Regular review meetings by executive leadership
• 6 month “surge” stabilization project
– April to September 2015
– Huron Consulting engaged
UTShare Surge Project
• Three bands of effort:
– Huron lead data clean-up
– Huron lead SWAT teams for remediation of
functionality gaps to support research
administration
– Shared Information Services stabilization of
PeopleSoft
• Effort bands executed in parallel
Surge Project- Month 1 Highlights
• Data Clean-up
– Correct project end dates
– Close skeleton projects
• SWAT/Remediation
– Grants related queries
– Design other remediation related customizations
• SIS Stabilization
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–
–
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Salary encumbrance testing/fund end date clean-up
Grants/PI Portal for RSC and GCFS
Payroll Assignment Report
PSPB (Budget Planning Tool) implementation
Surge Project- Month 2 Highlights
• Data Clean-up
– Close projects with end date prior to go-live
– Correct expense & AP transactions with missing chart fields
• SWAT/Remediation
– Labor ledger & reports modification
– Sponsored projects related reports
• SIS Stabilization
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–
–
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ACA/Equifax interface
Journal Workflow
Bank Reconciliation
ePro Workflow (UTSA)
Future Functionality
• Planning & Budgeting (PSPB): April/May 2015
• Workflow tentative target dates:
– FMS Workflow
•
•
•
•
Journal Approval: May 2015
eProcurement (requisition & PO): July 2015
Accounts Payable (vendor and voucher approval): July 2015
Travel & Expense (travel authorization, cash advance, expense approval): August 2015
– HCM Workflow - Compensation Changes (job and salary changes),
Timesheet Approval, Template Based Hire (Employee hires)
• Reviewing gaps in current UTShare configuration and PeopleSoft
functionality- UTSA may not use this functionality at this time
• RFP being prepared to look at 3rd party options
• 2 Factor Authentication: June/July 2015
• PO rollover and year end processing: Aug/Sep 2015
1
4
Assistance Needed
• Identification of additional campus concerns,
frustration points, and needs.
• Suggestions and recommendations on reengaging campus change management
activities.
Questions?
16