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FAR Meeting

FAR Meeting. May 6 th , 2014. Welcome. Douglas Hartzler HCM PeopleSoft Lead. Agenda. UTShare/PeopleSoft Cutover Timeline Post Go-Live Tentative Project Timeline Changing to UTShare/PeopleSoft Interim Workflow Approval Process PSSC Support Training Opportunities Q & A with Panel .

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FAR Meeting

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  1. FAR Meeting May 6th, 2014

  2. Welcome Douglas Hartzler HCM PeopleSoft Lead

  3. Agenda • UTShare/PeopleSoftCutover Timeline • Post Go-Live Tentative Project Timeline • Changing to UTShare/PeopleSoft • Interim Workflow Approval Process • PSSC Support • Training Opportunities • Q & A with Panel

  4. UTShare/PeopleSoft Cutover Timeline

  5. Midnight April 30th – May 4th: Data conversion from DEFINE to PeopleSoft occurs. May 5th – May 12th: UTSA central processing departments (back office) performs conversion validation and cleanup. May 13th: First day of UTSA Department access to UTShare/PeopleSoft. When is UTShare/PeopleSoft Initial Go-Live at UTSA?

  6. May 2014 Go-Live is Expected to be Challenging • Central Processing areas (Back Offices) workloadincrease due to: • Manual data correctionsrequired in PeopleSoft to clean-up conversion issues from DEFINE. • Manual workaroundsnecessary to address system issues discovered during testing. • “Interim” workflow approval processes (routing) will occur outside of UTShare/PeopleSoft. • Service levels will decrease for 3-6 months until both department and back office staff fully adapt to the new system.

  7. Post Go-Live Tentative ProjectTimeline

  8. Deployment Timeline

  9. Post Go-Live Tentative Project Timeline • June – September 2014 • UTShare/PeopleSoft is used to conduct campus business. • UTSA will use SharePoint Interim Workflow Solution formsfor approval workflow processes. • October- February 2015 • UTShare/PeopleSoft functionality expanded for campus business. • Full PeopleSoft functionality and automated approval workflow are deployed and UTSA’s Interim Solution formsare no longer used.

  10. Changing to UTShare/PeopleSoft

  11. Guide For The Transition To UTShare/PeopleSoft • Major business process changes that impact: • Employees • “Reports-to” Supervisors • Timekeepers • Department Administrative Staff • Department Managers (Unit Administrators) • Available on the UTShare Change Management page http://www.utsa.edu/utshare/Change/

  12. Major Changes • Centralization of position and job data entry in Human Resources • Interim workflow approvals outside of PeopleSoft • New Chart of Accounts structure

  13. Interim Workflow Approval ProcessHighlightsRene PaniaguaFMS PeopleSoft Lead

  14. Interim Workflow Approval Process Highlights • UTShare/PeopleSoft functionality deployed in phases: • Approval workflow (routing) will be enabled in late 2014 • The phased deployment approach will allow Shared Services to work through changes, as needed. • Interim approvals will occur outside of UTShare/PeopleSoft: • UTSA’s SharePoint Interim Workflow Solutions forms (for eight processes) • Newly designed paper forms • Inter-office departmental requests via email

  15. Interim Workflow Approval Process- FunctionsSharePoint FMS Functions • Purchasing • Travel Authorization • Expense • Non-Purchase Order Voucher HCM Functions • New Position Request • Position Change Request • Non-Benefits Eligible Hire/Rehire • Time & Absence Reporting (Employee Timesheets)

  16. Interim Workflow Approval Process-FunctionsOther Methods FMS Functions • Budget Transfers (Email) HCM Functions • Funding Positions (Email)

  17. Accessing UTShare/PeopleSoft

  18. Access UTShare/PeopleSoft Navigate to the MyUTSA website and select the UTShare/ PeopleSoft link

  19. UTShare/PeopleSoft Log-in for UTSA • Type in UTSA • Select the Continue button

  20. UTShare/PeopleSoft Log-in • Enter your MyUTSA ID • Enter your Passphrase • Click the Log In button

  21. PSSC Support

  22. PeopleSoft - Single Point of Contact (SPOC) For UTShare/PeopleSoft questions, contact: • Callthe PeopleSoft Support and Sustainment Center (PSSC) at 458-SPOC (7762) • Visitthe UTShare Website, click the SPOC icon http://www.utsa.edu/utshare/ • Emailspoc@utsa.edu For policy specific or business process related questions, contact the Human Resources, Finance or Purchasing departments.

  23. Thank You!

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