UT San Antonio PeopleSoft Project

1. UT San AntonioPeopleSoft Project September 2010

2. 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

3. 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

4. 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

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

6. 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

7. 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

8. 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

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

10. 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

11. 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

12. Ongoing Costs PeopleSoft Maintenance Additional Tools Maintenance Data Center Costs Local Support - Functional & Technical Estimated at $1.5 million per year 11

13. 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

14. Issues & Pre-Planning Activities • Identify low priority activities that can be suspended or terminated • Process mapping • Hire/train backfill 13

15. 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

16. 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