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 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 & 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 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, 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 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 – 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 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 share is about $2 million 8

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 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 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 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 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