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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
PeopleSoft Modules

Human Capital Management

  • Human Resources – Campus Community, Administer Workforce, Position Management
  • Payroll
  • Benefits Administration
  • Absence Management
  • Time & Labor
  • Portal – Employee Self Service

6

peoplesoft modules8
PeopleSoft Modules

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 Project costs paid by UTSA depend on:
    • Final Scope and Timeline
    • Backfill Requirements
    • Project Management model
    • Training costs
    • Space costs
    • 3rd Party Tools/Add-on’s - Purchase & Maintenance
    • Additional (Local) Technical Support
    • Data Center & Software Maintenance

9

estimated one time costs
Estimated One Time Costs

FY 11 $2.5 million

FY 12 $3.5 million

FY 13 $1.0 million

Total $7.0 million

Certain implementation costs can be debt financed for a period of 3 to 10 years at low interest rates.

10

ongoing costs
Ongoing Costs

PeopleSoft Maintenance

Additional Tools Maintenance

Data Center Costs

Local Support - Functional & Technical

Estimated at $1.5 million per year

11

issues pre planning activities
Issues & Pre-Planning Activities
  • Select an Executive & Steering Committee
  • Determine Project Teams & backfill needs
  • Determine space for the Project Team
  • Determine Project Management structure
  • Finalize budget and funding requirements

12

issues pre planning activities14
Issues & Pre-Planning Activities
  • Identify low priority activities that can be suspended or terminated
  • Process mapping
  • Hire/train backfill

13

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

14

challenges change management16
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 – but we have a great capacity for change
  • Support from within all levels of the organization

15