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PeopleSoft 9.2 Implementation |
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As many of you are already aware, UTRGV is undertaking a major effort to implement PeopleSoft 9.2. The purpose of this newsletter is to provide regular updates to the UTRGV community as to the progress of this very important project.
The areas in scope for this effort are Campus Solutions (CS) for Strategic Enrollment, Human Capital Management (HCM) for Human Resources, Benefits, Payroll, and other important HR functions, and Financial Management Solutions (FMS) for Finance and Supply Chain Management.
Due to the magnitude of the work and interdependencies that exist between the various PeopleSoft subsystems and modules, the University has established the PeopleSoft 9.2 Implementation Program to centrally coordinate and manage all the resources, timelines, risks, issues and other related items. The Program is composed of two interdependent projects, which are set to go live as specified below:
- PeopleSoft FMS/HCM 9.2 - September 1, 2018
- PeopleSoft CS 9.2
- Admissions and Campus Community – July 1, 2018*
- Transfer Credit – August 15, 2018*
- Financial Aid – October 1, 2018
- Academic Advising, Student Records – January 15, 2019
- Student Financials – June 28, 2019
PeopleSoft CS will replace the current Banner/Assist Student Information System for Strategic Enrollment. PeopleSoft's FMS system and Human Capital Management (HCM) system will replace our current Oracle E-Business Suite, Release 12 (EBS R12) System for Financial Management, Human Resources, Payroll, and Supply Chain Management. In addition, we are planning to keep some of the current ancillary applications that are already in use, such as SciQuest (iShop) for purchases, PeopleAdmin for recruiting and hiring, CORE for cashiering, and Blackboard for online learning. Proper integration points to PeopleSoft will need to be developed and tested to ensure they work as required.
UTRGV seeks to gain several benefits from the PeopleSoft 9.2 Implementation Program, including simplifying processes with the goal of streamlining our work. While we may not have all of the processes completely optimized on day one, we will continue to identify opportunities to improve and introduce better solutions over time.
Both projects are currently in the Analyze and Design Phase. Teams are actively working to design a solution that follows leading best practices for the requirements and processes that were mapped in 2016 (see Background section below). However, before completing the design, project team members are attending hands-on training where they can have the opportunity to learn how to best configure and develop PeopleSoft to meet UTRGV's requirements.
Over the next few months, the PeopleSoft 9.2 Implementation Program Team will create a training schedule and provide other items that end users will need to successfully transition to the new technology platform and processes. Notifications will be sent out, so please be on the lookout for future updates and news on the PeopleSoft 9.2 Implementation Program.
Thank you for reading!
Rick Anderson
Executive Vice President for Finance and Administration
*Pending approval from Governance Committee
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PROGRAM BACKGROUND
The initial work for the PeopleSoft 9.2 Implementation Program began in 2016 with a nine-month effort to review and redefine our existing business processes. Various offices across campus contributed to this effort, which included focus sessions for the specific needs of the School of Medicine. The Future State Process Design that was completed in 2016 resulted in the compilation of almost 5,000 prioritized requirements that are now the foundation for the functionality we seek to implement in PeopleSoft 9.2.
UT System's Shared Information Services group has reviewed and understood our requirements and has formed a partnership with UTRGV to begin designing and developing PeopleSoft 9.2 in this manner. |
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PEOPLESOFT PROGRAM GUIDING PRINCIPLES
Our Guiding Principles set the direction of our efforts.
Purpose
Provide leadership as to how UTRGV will conduct business as a university and academic medical center to support its tripartite mission of education, research and clinical enterprise.
Governance
Address decisions that impact the institution. Such decisions will be made in a timely manner so they do not impede the project timeline. Decisions will follow the established project governance structure and escalation path.
Systemness
Striving to demonstrate behaviors that reflect the "whole" of the enterprise (School of Medicine and University), employing leading practices where possible, rather than operating in individual silos. Decisions should be made from an enterprise perspective, regardless of the specific software solution that is implemented.
Adopt Leading Practices
All existing business priorities, policies and practices must be identified, evaluated, and challenged using the following criteria: simplification, efficiency, consistency, effectiveness and compliance.
Communication
Promote regular, open and honest, two-way communication with stakeholders (such as UT Share; other campus organizations, including but not limited to UTHSCSA, UTMB, UT Tyler, UT Arlington; and external parties) throughout the program and across the pillars about design, key decisions, and status.
Resources and Solutions
- Acknowledge the investment that UTRGV has made in current or existing solutions and continue to support the selected platform.
- Leverage functionality that is already delivered by PeopleSoft 9.2, and then leverage functionality already developed by UTShare. Use new customization or ancillary systems as a last resort.
- Escalate gaps to UT SIS Pillar Director to develop a solution to be reviewed by operating committee and project management. Similarly, for analytics and reports, leverage PeopleSoft 9.2 and Oracle Business Intelligence Applications (OBIA) pre-built reports, then UTShare developed reports, and build new reports as a last resort.
Data Quality
Our goal on data quality should be to have 100% accurate data at the point of entry and to leverage PeopleSoft dropdown lists and other data quality filters with the aim to fix erroneous data at the source.
Transition Management
UTRGV community will be prepared to use the new system through effective and frequent communications, training, and engagement throughout the project.
- Validate accuracy of all data (conversions, interfaces, etc.) before loading into PeopleSoft.
- Design system configuration with long term reporting needs in mind instead of temporary solutions.
- Automate data conversions data loads if at all possible.
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PROGRAM TIMELINE
Our program timeline is below, which reflects the go-live date of September 1, 2018 for HCM/FMS and the go-live date of July 1, 2018 for the first two modules in CS.
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