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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• 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• 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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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
• 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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1. Enter your MyUTSA ID
2. Enter your Passphrase
3. Click the Log In button
UTShare/PeopleSoft Log-in
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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 [email protected]
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)