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May 6th, 2014

FAR Meeting

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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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UTShare/PeopleSoft Cutover Timeline

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• 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?

May 2014 Go-Live is Expected to be Challenging

1. Central Processing areas (Back Offices) workload increase due to: • Manual data corrections required in PeopleSoft to clean-up

conversion issues from DEFINE.

• Manual workarounds necessary to address system issues discovered during testing.

2. “Interim” workflow approval processes (routing) will occur outside of UTShare/PeopleSoft.

3. Service levels will decrease for 3-6 months until both department and back office staff fully adapt to the new system.

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Post Go-Live Tentative

Project Timeline

Deployment Timeline

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Post Go-Live Tentative Project Timeline• June – September 2014

• UTShare/PeopleSoft is used to conduct campus business.

• UTSA will use SharePoint Interim Workflow Solution forms for 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 forms are no longer used.

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Changing to UTShare/PeopleSoft

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/

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Major Changes

• Centralization of position and job data entry in Human Resources

• Interim workflow approvals outside of PeopleSoft

• New Chart of Accounts structure

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Interim Workflow Approval Process

Highlights

Rene PaniaguaFMS PeopleSoft Lead

Interim Workflow Approval Process Highlights

• UTShare/PeopleSoft functionality deployed in phases:Approval workflow (routing) will be enabled in late 2014The 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 formsInter-office departmental requests via email

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Interim Workflow Approval Process- FunctionsSharePoint

FMS Functions1. Purchasing2. Travel Authorization3. Expense4. Non-Purchase Order Voucher

HCM Functions 5. New Position Request6. Position Change Request7. Non-Benefits Eligible Hire/Rehire8. Time & Absence Reporting (Employee Timesheets)

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Interim Workflow Approval Process-FunctionsOther Methods

FMS Functions•Budget Transfers (Email)

HCM Functions•Funding Positions (Email)

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Accessing UTShare/PeopleSoft

Access UTShare/PeopleSoft

Navigate to the MyUTSA website and select the UTShare/ PeopleSoft link

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UTShare/PeopleSoft Log-in for UTSA

1. Type in UTSA

2. Select the Continue button

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1. Enter your MyUTSA ID

2. Enter your Passphrase

3. Click the Log In button

UTShare/PeopleSoft Log-in

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PSSC Support

o Call the PeopleSoft Support and Sustainment Center (PSSC) at 458-SPOC (7762)

o Visit the UTShare Website, click the SPOC icon http://www.utsa.edu/utshare/

o Email spoc@utsa.edu

For UTShare/PeopleSoft questions, contact:

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For policy specific or business process related questions, contact the Human Resources, Finance or Purchasing departments.

PeopleSoft - Single Point of Contact (SPOC)

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Thank You!