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UT San Antonio People. Soft Project September 2010 UT San Antonio People. Soft Project September 2010

UTSA People. Soft Project q What is it? § A collaborative, UT System sponsored UTSA People. Soft Project q What is it? § A collaborative, UT System sponsored and shared implementation of § Software will be hosted at UT System Data Center in Arlington q UT Dallas is currently implementing People. Soft with a “go live” planned by January 2011; § UT Dallas, Tyler & Arlington are already ‘live’ with People. Soft Student Administration. 1

UTSA’s Current ERP Environment q. UTSA uses UT Austin’s DEFINE system for most HR UTSA’s Current ERP Environment q. 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 q. Staying on DEFINE is no longer a risk-free option § UT New Developments q. 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 People. Soft 3

New Developments q. UTSA will now join Dallas, Arlington, Brownsville, El Paso, Pan American, New Developments q. UTSA will now join Dallas, Arlington, Brownsville, El Paso, Pan American, Permian Basin, and Tyler in a People. Soft Shared Services project 4

Project Timeline Project Phase Pre-planning Now until March 2011 Project Start March 2011 -Administrative 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

People. Soft Modules Purchased by UT System Human Capital Management q Human Resources – People. Soft Modules Purchased by UT System Human Capital Management q Human Resources – Campus Community, Administer Workforce, Position Management q Payroll q Benefits Administration q Absence Management q Time & Labor q Portal – Employee Self Service 6

People. Soft Modules Purchased by UT System Financial q General Ledger / Chart of People. Soft Modules Purchased by UT System Financial q General Ledger / Chart of Accounts q Budgeting / HR Integration for Salary Encumbrances q Accounts Payable q Travel & Expenses q Purchasing/Receiving/e. Procurement q Asset Management q Grants/Contracts/Projects q Accounts Receivable/Billing 7

Project Cost Estimates q. Consulting Services to be paid by UT System § Our Project Cost Estimates q. Consulting Services to be paid by UT System § Our share is about $2 million 8

Project Cost Estimates q. Other Costs to be covered by UTSA: § § § Project Cost Estimates q. Other Costs to be covered by UTSA: § § § § Project Team/Backfill Project Management Training Project Team Space 3 rd Party Tools/Add-on’s Additional (Local) Technical Support (if required) Data Center & Software Maintenance (pro-rata share) 9

Issues & Pre-Planning Activities q Appointments to Executive & Steering Committees q Select project Issues & Pre-Planning Activities q Appointments to Executive & Steering Committees q Select project team leads & backfill requirements q Identify space for the project teams q Project manager selection process & negotiate contract q Finalize budget, funding requirements / sources, and financing plan 10

Issues & Pre-Planning Activities q Identify low priority activities that can be suspended or Issues & Pre-Planning Activities q Identify low priority activities that can be suspended or terminated q Process mapping q Evaluate reports & interfaces q Chart of Accounts mapping of DEFINE chartfields q Finalize project scope q Communication planning q Hire/train backfill 11

Challenges – Change Management This project is a big change initiative for UTSA q Challenges – Change Management This project is a big change initiative for UTSA q Scale – affects all or most of the organization q Magnitude – it involves significant alteration of the status quo q Duration – years both project & ongoing q Strategic importance – affects all of our financial and human resources processing 12

Challenges – Change Management Issues / Risks § Project model § Big bang project 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