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Enterprise Systems Upgrade Program. “A foundation for future innovation…”. CLA NOW: Departmental Administrators. E nterprise System History at the U. 1999: Upgrade to version 7.5. 2006: Upgrade to version 8.9. 2012 : ESUP initiated. 1996-1998:
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Enterprise Systems Upgrade Program “A foundation for future innovation…” CLA NOW: Departmental Administrators
Enterprise System History at the U 1999: Upgrade to version 7.5 2006: Upgrade to version 8.9 2012: ESUP initiated 1996-1998: ImplementationofStudent and HR 2000: Upgrade to version 8.0 2008: Implementation of Financials 2014 1996 2014 1996 • We built custom functionality that PeopleSoft originally could not deliver. • Our modifications became best practices, and today, many are standard features.
ESUP creates excellent operations Reduce Modifications Standardize Processes Unify the User Interface Shared Ownership in Change Efficiency & Effectiveness
Bottom Line “We absolutely have to move to a more nimble and responsive way of doing our administrative work, and we have to do it at a lower cost.” President Kaler, ESUP Charter Current state of our system
Multiple Projects - One ESUP Team Finance Student HRMS Portal Technology Reporting and Data Management Change Management,Communications, & Training 5
Analyze and Design: The IDP Flow Interactive Design & Prototyping (IDP): Facilitated business processes redesign sessions using upgraded PeopleSoft
Challenge of the Organizational Matrix University of Minnesota You Academic & Administrative Units Departments & Units Campuses &Colleges
Pacing ESUP Engagement: Audience & Content Message structure gets more and more specific over time (the funnel) About Page / Rpt AboutChange per role About Workstream About BP About ESUP User support Proficiency All Faculty, Staff, & Students Knowledge System Users Understanding Support Managers & Supervisors Awareness Leaders Governance Executives The audience structure grows bigger over time (the reach)
ESUP & CLA • CLA ESUP Advisory group • 248 people on the Upgrade mailing list • Staff = 160, Faculty = 88 • Significant HR data clean up efforts • Meetings last year: • Advisory group, Student services, Portal departmental outreach
What’s Changing? • The New MyU Portal • HRMS— reimplementation • Student — upgrade • Finance — technical upgrade • Reporting & Data Management—operational reports
What’s the New MyU Portal? What the Portal will be An aggregator: a centralized place to find tools and information The access point for PeopleSoft systems An easier, more effective place to do the work of the U What the Portal won’t be A space for new software development The umn.edu homepage An interactive collaboration space Magic.
The point of the New MyU: To help people be successful getting their business done at the U.
HRMS Major Changes Appointment Data: • Simplify overall structure and better use Position data • Use more delivered processes • Improve reporting and data integrity What’s in it for me? • Easier to understand an employee’s current assignment(s) • Fewer records = easier searching Recruiting Solutions: • New vendor for on-line hiring processes • Integrated data avoids duplicate entries • Address user pain points What’s in it for me? • New delivered hiring functionality, directly integrated into the HRMS system
HRMS Major Changes Time & Labor/Absence Management: • Implement electronic timekeeping for hourly employees • Implement electronic leave request option for all employees • Implement workflow for approvals and delegations What’s in it for me? • Timekeeping, absence requests, and approvals via Employee Self-Service. Payroll Accounting Distribution Entry: • Separate job functions for hire and accounting • Better use of combo codes (appointment, position, department) • Implement custom front end for ease of distributions What’s in it for me? • Move to delivered processes behind the scenes for most users • Improved accuracy and increased efficiency
What can you expect from Finance? • The Finance upgrade is primarily a technical upgrade. There is plenty that is NOT changing in EFS. • RRC Managers and Cluster Directors are in the know • Communications about specific changes will be targeted toward users with access to current functionality • PCardmoving to the Expense report is one of the bigger changes, and there is a sneak peek • Contingency processes for purchasing and payments will be available during the actual system conversion • Check out the Finance work stream web pages for detailed information
Reporting &Data Management Goals: • Meet day one reporting and data needs • Align central reports to business processes Reporting Center in the New MyU • Report organization similar to UMReports • Consolidated catalog of U-wide reports
myU Portal UM Reports Reporting Center UM Analytics PeopleSoft
Major Changes - Student System Moving away from custom-built applications to delivered self-service functionality • Faculty Center (associated with teaching) • Advisor Center • Student self-service
Faculty Instructional Center The Faculty Center is one location for completing many tasks associated with teaching classes: • Class schedule • Class roster • Mid-term grades • Final grades • Student notifications Sneak peek available at upgrade.umn.edu
Faculty Support:Situation Analysis • Faculty and instructors will have significant changes in the interface they use for administrative tasks. • Faculty and instructors rely on staff to help them when they are faced with unfamiliar interfaces. • There is not a single defined role for that “go to” staff member
Student Self-Service Students will have one place to go to: • Register for classes • View their account statement • View their grades • Other tasks related to their academic life at the University They will access all of these functions through the new MyUportal.
What can you expect from us? • Timing, pacing, and targeting of communication determined per business process • Better to show than just tell • Video & online content / demos • Training will be process-focused and multi-modal: format depends on needs • Responsive to your questions and requests for information whenever possible
Stay Informed, Help yourself Our Web site:Upgrade.umn.edu Our e-newsletter:The Upgrade Email your ideas, questions, or concerns to esup@umn.edu
Conversation • Can you help us identify faculty go-to staff, ensure data clean up and integrity, and maximize our joint investment in Enterprise Systems? • What did you see or hear in this presentation that stands out to you? • What barriers or risks do you see to the successful implementation of upgraded systems in your unit?