november, 2015. agenda peoplesoft history at emory program governance why upgrade now? program...

Compass UpgradeOverview

November, 2015

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Agenda

PeopleSoft History at Emory Program Governance Why Upgrade Now? Program Guiding Principles Project Status What Does This Mean for Me? Stay Connected Communications Council Accounts Payable Business Cases Travel & Expense Business Cases General Ledger Business Cases Reporting Business Cases SmartKey/SpeedType Business Cases Grants Management – Compass Outreach Session Agenda Website Navigation

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Compass (PeopleSoft) History at Emory

2009Compass

Implementation Version 9.0

2012Emory Business Intelligence (EBI)

Launch

2014 PeopleTools & Infrastructure

Upgrade

2015-2017 Compass Upgrade

Version 9.2

• Compass is Emory’s PeopleSoft financial system• Compass serves both the University and Healthcare entities• Compass was implemented in September, 2009• Compass has more than 17,000 users

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Program GovernanceExecutive Committee

Provides the highest level of oversight for the project, governed by a charter, which details its function and scope. Provides approval to project change requests, budget requests, or policy/procedure recommendations submitted by

the Steering Committee. Meets monthly to consider issues raised by the Steering Committee .

Steering CommitteeReviews the business needs of the Emory community and scope recommendations from the Project Leadership

Team ensure alignment of the two are achieved to the highest degree possible. Serves as a liaison between the user community and the project team. Makes recommendations to the Executive Committee, the project team and the

user community to improve the functionality of the system.

Project Leadership TeamComposed of functional and technical subject matter experts from the Emory community and supported by consulting partners. Makes operational decisions, defines the optimal cross-functional system design, and

recommends scope and process changes for Steering Committee consideration. Ensures the expressed business needs of the users are considered.

Work Stream LeadsThe Work Stream Leads drive the overall design, testing, and implementation of new Compass Upgrade

functionality. They provide input on business decisions and processes that affect the design of the system and address the implications of business changes across the University and Healthcare organizations.

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Why Upgrade Now?

Provide continuous operational improvements to the University and Healthcare communities.

Optimize our investment in the system and take advantage of  improved PeopleSoft functionality.

Pursue opportunities to reduce our cost of ownership through a reduction of customizations.

Try to provide more intuitive user interactions and expand functionality to better support business needs.

Evaluate opportunities for process improvements.

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Program Guiding Principles

Promote shared ownership, collaboration, and communication

Fully evaluate functionality and impacts

Represent the enterprise (University & Healthcare)

Be transparent

Understand the business need and consequences in every decision

Consider impact to constituents and related budgets

Encourage improved functionality, safeguarding valued existing solutions

Project Status

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We are here

TM1 TM2 TM3 TM4

Module/Suite10 weeks: 9/28/15 – 12/11/15

PSFT System Test10 weeks: 1/4/16 – 3/11/16

Full End to End12 weeks: 3/21/16 – 6/10/16

User Acceptance12 weeks: 6/20-16 – 9/9/16

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What Does this Mean to Me?

Pay attention to communications (i.e., newsletters, etc.)Now• Monitor the Compass Upgrade Website: www.upgrade.compass.emory.edu• Key support team members could have project responsibilities as well

Be diligent about preparing for the changeNear Term• Take advantage of learning opportunities as they are communicated• Participate in business process change reviews

Screens will be different. 9.2 has a lot of user benefits - which means it is different!Future

• How we do our work will change

Be in the Know. Stay Connected

Send emails to compassupgrade@emory.eduFor any questions, comments, concerns

Compass Insight newsletter (bi-monthly) to the Compass Users ListServContact compassupgrade@emory.edu to get on the ListServ

upgrade.compass.emory.edu • Review project background and team members• Keep current with the latest news & see listening tour updates• Catch-up and review presentations & recordings of past sessions• Register for training information in the coming months

VISIT.

READ.

REACH OUT.

Compass Outreach Sessions• Topics change quarterly• Sessions set-up across Campus for convenience• Register on the Compass upgrade website• Win prizes

ATTEND.

YAMMER.yammer.com/emory.edu • Emory is using Yammer to share, discuss projects, and get work done faster• Keep current with the latest news & talk

MEET THEM Communications Council Members• Division level contacts who communicate key Upgrade messages within

the department or division.

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What is a Communications Council?

The Communications Council is a group of influencers & peers that visibly lead change and provide feedback around the Compass Upgrade. They are the BRIDGE to the business end

users who are impacted by the changes.

• Reinforce key behaviors related to adoption and use of Compass• Help communicate key messages by cascading information to your teams • Conduct meetings with your teams to share important information about the Compass Upgrade rollout and

training• Collect feedback from the ground and share feedback with project team on the Compass Upgrade perception and

questions• Attend bi-monthly Communications Council meetings

What Do They Do?

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Communications Council MembersName Division Name Division

Audrey Turner President's Office Holly Crenshaw LITS: Library and IT Services

Chuck A. McConnell Exec.V.P. for Health Affairs Janey Wilcox Yerkes National Primate Research

Constance Nagle School of Medicine Liz Daunt Samford Emory Healthcare Inc.Debbie Howell (Quesenberry)

Goizueta Business School Galileu Carvalho School of Medicine/Emory Clinic

Diane Foley Campus Life Activities Lynn Kenney (Dona Lynn Kenney)

Emory College

Solomon Ejigu Affiliated Organizations Denise Walker EHI PGP FinanceStacy Johnson School of Medicine Paul Byrnes Graduate SchoolRonald Rezendes Candler School of Theology Phyllis Peninger School Of Public HealthPerry Breazeale Emory University Hospital Rhonda Burke School Of Public HealthRita Frazier School of Medicine Debbie Longo Human ResourcesRoman Damena School Of Nursing Starlyss McSlade Internal Audit

Sherri Meador LITS: Library and IT Services Wade Moricle LITS: Library and IT Services

Demetrice Bryant Office of Research Admin Wayne Barnes Human Resources

Stephanie Allen Oxford College Katherine Weingart RASSusan Henschen LITS: Library and IT Services Lori Ronalder HealthcareAllison C Rollins Emory CollegeNelson Shaffer Assoc Director, Finance, CS

Parking Services

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Accounts Payable – Business Cases

Accounts Payable Business CasesPayment Request

Vendor Name AuditProcurement CardVendor Validations

Check Printing and Single Pay CardVendor Attachments

Supplier AuditSupplier Hierarchy

AP Operational Dashboard

Check the website: upgrade.compass.emory.edu

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Travel & Expense – Business Cases

Check the website: upgrade.compass.emory.edu

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General Ledger – Business Cases

Check the website: upgrade.compass.emory.edu

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Unified Reporting Business Case

Check the website: upgrade.compass.emory.edu

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Smart Key / SpeedType Business Case

Check the website: upgrade.compass.emory.edu

Grants - Compass Outreach Session Details

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Compass Outreach Sessions

DATE MODULE/TOPIC

May-June 2015 Accounts Payable Travel & Expenses

• Video Recording• PowerPoint Slides• Parking Lot Q&A

July - August SpeedType/SmartKey General Ledger Reporting

• Video Recording• PowerPoint Slides• Parking Lot Q&A

October - November Grants Management • 8 Locations • Register on the website

January - February WorkflowWorkCentersARBI (wire claim enhancements)

Spring 2016 Transition – Training PlanAP and TE UpdatesInteractive Labs

Did you miss a Session?No problem! Stay up-to-date and informed by listening to a recorded meeting and/or downloading the PowerPoint slides.

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Website Navigation upgrade.compass.emory.edu

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Parking Lots

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UPGRADE.COMPASS.EMORY.EDUFor a compiled list of all of the questions asked Compass Outreach Session, check the website.