Financial Area Representative (FAR) Presentation

1. Financial Area Representative (FAR) Presentation

2. Agenda • Org Chart Updates • Project Status • Conversion • Financials Updates • HR Updates • Training • Change Management • Questions

3. Org Chart UpdatesJacquelyn KyleProject Manager

5. Project StatusJacquelyn KyleProject Manager

6. Project Status Update • Currently in the 4th Phase: Train & Test • Conversion Validation • System Testing • Developing Training • Next Phase: Deploy & Optimize Expected Go-Live Spring 2013

8. ConversionRene PaniaguaFMS Lead

9. High level Conversion Approach • Active employees, employees on a leave of absence, and employees terminated within 2 fiscal years of go-live • Financial monthly balances for the current fiscal year plus 2 prior years at a DEFINE account and object code level of detail • Vendors active in the last eighteen months • All active, retired, or disposed of assets within the current or prior fiscal year • Purchase Orders (PO) that are closed will not be converted. Outstanding PO’s will be manually rekeyed into PeopleSoft

10. FMS UpdateRene PaniaguaFMS Lead

11. PeopleSoft Chartfields • Chartfields are the basic building blocks of the Chart of Accounts that allow segregation and categorization of financial transactions and budget data • Business Units • Because we are sharing the same database with other UT campuses, our data is segregated by Business Units • 5 Character field length – UTSA1

12. Speedcharts/Speedtypes A speedchart/speedtype is a “shorthand” number linked to a unique set of Chartfield combinations. Minimally it will contain the following: Fund Function Department ID Cost Center or Project ID/Activity

13. Fund Account Function Department Cost Center Program Project Activity Defined at the Institution level UTShare Chartfield Definition Common Chartfields Institution Defined

14. Account (Object Code) Function (NACUBO) Fund Department (Unit Code) Cost Center (Budget Group) Mapping from DEFINE to PeopleSoft DEFINE (Office Supply) • PeopleSoft 19-7027-0050 NACUBO 20 Object Code 1401 Unit Code 0250 3100-63003-400-BFA001-DTX022

15. UTSA Speedchart example:DTX002 – Account 19-7027-0050

16. Speedchart Example

17. HCM UpdateDoug HartzlerHCM Lead

18. HCM Activities • Validation of data conversion from DEFINE to PeopleSoft • System testing to verify UTShare configuration of PeopleSoft setup tables is consistent with UT component business rules • Still identifying changes needed to UTSA’s business processes

19. How will HCM Impact You • HCM Module Overview 08/02/12 • http://utsa.edu/utshare/refMaterials.html • High level functionality gains, losses, impacts • Broken out by module (HR, Benefits, etc.) • Presentation targeted to Back Offices • Training delivery is targeted early 2013

20. Training HCM : Lydia Garza Josh Schafner FMS : Araceli Pacheco Tanya Dunlap-Teasley

21. Terminology

22. Crosswalk

23. UPK (User Productivity Kit) Training Tool

24. Change ManagementHenry BarreraChange Management Lead

25. Change vs. Change Management • Change is the process of moving to a different future state. • Change Management is supporting the individuals impacted by the change.

26. Change Leaders • Representatives from around the campus • Serve as information messengers to and from the departments • Project Milestones • Feedback & Concerns

27. Additional Resources • Want up-to-date information? • Go to www.utsa.edu/utshare • Email any questions to: • utshare@utsa.edu

28. Questions