Financial Area Representative Meeting F AR

1. Financial Area Representative MeetingFAR UTShare PeopleSoft Update October 16, 2013

2. Agenda • PeopleSoft Project Implementation Update • PeopleSoft Readiness • PeopleSoft Training • PeopleSoft Support & Sustainment Center • Questions & Answers

3. PeopleSoft Project Implementation Update Status as of October 16

4. PeopleSoft Project Implementation Update • UT Austin selected Workday as the new software to replace DEFINE. They are currently in planning stages for the implementation project. DEFINE and related systems supporting UT will be retired. • UTShare PeopleSoft project is tracking at 50% of 63% according to project plan for the March 1st go-live. • Campuses continue to validate DEFINE conversion data in PeopleSoft and perform Integration testing. • During Integration testing (Round 1) several system issues were uncovered in HCM and FMS that will require manual workarounds for the March 1st go-live. • UTShare PeopleSoft go-live is expected to be difficult and tough. Central Processing areas will be initially faced with challenges due to manual clean-up of data anomalies from conversion and manual workaround processes. • We ask everyone for their support through the corrective measures of PeopleSoft that will likely occur over an extended period of time. • While transition from DEFINE to PeopleSoft will be challenging, it will ultimately benefit and support UTSA’s journey to Tier One status.

5. PeopleSoft Readiness at UTSA Status as of October 16

6. Tier One Technology for Tier One Status at UTSAUTSA PeopleSoft Readiness and Transition

7. Phased PeopleSoft Go-Live We are here! July – August 2014 August - September 2014 Mar 2014 Sequence 2 Initial Go-Live Sequence 1 Project Closure Core HCM & FMS Functionality Recruiting/Candidate Gateway Hyperion Budgeting & Planning Workflow for: Purchasing Travel & Expense Budget Transfers Time & Labor and Absence (Pilot) Remaining Workflow for: Time & Labor and Absence (Remaining Depts) Interim Approval Workflow Processes • Limited ESS / Workflow • View/Edit Personal Data • View Work Schedule • View Paycheck • Add/Edit Direct Deposit • Add/Edit W4 Tax Info • Recruiting / Candidate Gateway (External) • Apply ESS (Internal Candidates) • Consolidated Position Budgeting and Workflow • MSS & Workflow Approval • Purchasing Decentralized • Travel & Expense Decentralized • Budgeting Decentralized • Position Management Decentralized • Recruiting Decentralized • Hiring/Employment • T&L/ABM PILOT • (1-2 Departments per Campus) • ESS / MSS & Workflow Approval • Request Absence • Enter Time Report • Related ESS/MSS Functionality • Fully Deployed to All Departments Interim Processes Legend: ESS – Employee Self-Service MSS – Manager Self-Service

8. UTShare/PeopleSoft Training

9. Training Approach Ensure all UTSA employees are trained for effective and efficient utilization of the UTShare / PeopleSoft System. UTShare/PeopleSoft training will help to strategically guide end-users from the DEFINE, HRMS and Point Plus data systems onto PeopleSoft’s Financial Management System (FMS) and Human Capital Management (HCM) System. PeopleSoft Training • Goal:To provide pertinent UTShare/PeopleSoft training across campus in partnership with project Core Subject Matters Experts (SMEs) and training instructors. Training is critical for the success of the UTShare/PeopleSoft implementation at UTSA. Training Content Development Topics currently in development: • Purchasing, Time Reporting & Interim Approval Workflow processes Training Content Distributed to date Video introduction to the PeopleSoft system The first in the series called “The Look & Feel of UTShare”. Provided to Back Office and Change Leaders in August; Front Office in mid-September. http://utsa.edu/utshare/Training/Modules/ESS

10. PeopleSoft Support and Sustainment Center at UTSA

11. PeopleSoft Support & Sustainment Center at UTSA • ThePeopleSoft Support and Sustainment Center (PSSC) is the single point of contact (SPOC) for end users of administrative applications at UTSA. • The PSSC supports the UTSA organization PeopleSoft end-users by: • 5 days/ week, 8:00 AM – 5:00 PM • Staffed by: • Customer Support Team Members • Subject matter experts; technical, functional, data, and training leads • Systematic method in-place for tracking and managing issues • PeopleSoft application issues • PeopleSoft system access and approval security • Business process changes • PeopleSoft training • Support includes escalating system issues to UTShare Shared Services Staff • Performance issues • Functional and technical configuration issues • Reporting database issues • Role and permission list issues, and Portal issues.

12. PeopleSoft Support & Sustainment Center • Many decisions are still in the process of being worked out. • Due to the phased, sequenced roll-out of PeopleSoft Approval Workflow, final development of PeopleSoft workflow is not complete and decisions for this are still under consideration. • Interim processes for Approval Workflow are being considered to support the phased, roll-out of PeopleSoft’s Approval Workflow. • Integration testing of PeopleSoft continues to determine Interim processes; Processes are subject to change. • Information will be conveyed when validated and approved. Your questions about PeopleSoft are important and will be answered according to the information we have at this time. Keep in mind, PeopleSoft implementation is underway, approaching the second round of integration testing. Therefore:

13. PeopleSoft Support and Sustainment Center SPOC – Issue Resolution

14. PeopleSoft Support and Sustainment CenterContact Us – Reaching the PSSC Your Single Point of Contact (SPOC) The PSSC is ready for your PeopleSoft questions! 3 ways to contact us: • Telephone: 210-458-SPOC (458-7762) • Go to UTShare Website: www.utsa.edu/utshare, link to the SPOC icon for the PeopleSoft ticketing system • Email the PSSC: spoc@utsa.edu Questions raised now through post-go live helps PSSC establish a comprehensive knowledge base and appropriate Service Levels!

15. Questions