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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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UT San Antonio PeopleSoft Project

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Ut san antonio peoplesoft project l.jpg

UT San AntonioPeopleSoft Project

September 2010


Utsa peoplesoft project l.jpg

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


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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


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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


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New Developments

  • UTSA will now join Dallas, Arlington, Brownsville, El Paso, Pan American, Permian Basin, and Tyler in a PeopleSoft Shared Services project

4


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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


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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


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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


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Project Cost Estimates

  • Consulting Services to be paid by UT System

    • Our share is about $2 million

8


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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


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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


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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


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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


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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

13


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