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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

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utsa peoplesoft project
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’s Current ERPEnvironment
  • UTSA uses UT Austin’s DEFINE system for most HR & Financial applications
    • 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
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 developments5
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 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
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

6

peoplesoft modules purchased by ut system8
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
Project Cost Estimates
  • Consulting Services to be paid by UT System
    • Our share is about $2 million

8

project cost estimates10
Project Cost Estimates
  • Other Costs to be covered by UTSA:
    • 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
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 activities12
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
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

12

challenges change management14
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

13

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