Enterprise Systems Upgrade Program

“A foundation for future innovation…”

CLA NOW: Departmental Administrators

1996 2014

Enterprise System History at the U

1996-1998: Implementation of

Student and HR 2008: Implementation of Financials

1999: Upgrade to version 7.5

2000: Upgrade to version 8.0

2006: Upgrade to version 8.9 2012: ESUP

initiated

• We built custom functionality that PeopleSoft originally could not deliver.• Our modifications became best practices, and today, many are standard features.

1996 2014

More focus on

TeachingResearch Outreach

ESUP creates excellent operations

Simplify Streamline IntegrateEngage

Reduce Modifications

Standardize Processes

Unify theUser Interface

Shared Ownership in Change

Efficiency & Effectiveness

Bottom Line

Current stateof our system

“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

Multiple Projects - One ESUP Team

5

Finance Student HRMS

Portal

Technology

Reporting and Data Management

Change Management, Communications, & Training

6

Scale of the Change

Current UMN

ProcessPS Delivered

Process

Redesign Process• Solutions for

gaps• Prototype• Document

Requirements• Security• Integration• Reporting• Change Mgmt.• Training

Business Process Guide & Change Request

Analyze and Design: The IDP Flow

Interactive Design & Prototyping (IDP): Facilitated business processes redesign sessions using upgraded PeopleSoft

You

Departments & Units

Campuses &Colleges

University of Minnesota

Academic & Administrative Units

Challenge of the Organizational Matrix

Message structure gets more and more specific over time (the funnel)

The audience structure grows bigger over time (the reach)

About ESUP

About Work

stream

AboutChange per role

About BP

About Page / Rpt

ExecutivesLeaders

Managers & Supervisors

System Users

All Faculty, Staff, &

Students

Pacing ESUP Engagement: Audience & Content

Support

Governance

Awareness

Understanding

Knowledge

Proficiency

User support

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 Process Framework

HRMS Major ChangesAppointment Data:• Simplify overall structure and better use Position data• Use more delivered processes• Improve reporting and data integrityWhat’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 pointsWhat’s in it for me?• New delivered hiring functionality, directly integrated into the HRMS system

HRMS Major ChangesTime & Labor/Absence Management:• Implement electronic timekeeping for hourly employees• Implement electronic leave request option for all employees• Implement workflow for approvals and delegationsWhat’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 distributionsWhat’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• PCard moving 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

UM Reports

UM Analytics

PeopleSoft

Reporting Center

myU Portal

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 MyU portal.

How do we get there from here?

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

Change Management Timeline

Our Web site:Upgrade.umn.edu

Our e-newsletter:The Upgrade

Stay Informed, Help yourself

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?