Financial Area Representative (FAR)Presentation

Agenda• Org Chart Updates

• Project Status

• Conversion

• Financials Updates

• HR Updates

• Training

• Change Management

• Questions

Org Chart Updates

Jacquelyn KyleProject Manager

Project Status

Jacquelyn KyleProject Manager

Project Status Update

• Currently in the 4th Phase: Train & Test– Conversion Validation– System Testing– Developing Training

• Next Phase: Deploy & Optimize

Expected Go-Live Spring 2013

Conversion

Rene PaniaguaFMS Lead

High level Conversion Approach• Active employees, employees on a leave of absence,

and employees terminated within 2 fiscal years of go-live

• Financial monthly balances for the current fiscal year plus 2 prior years at a DEFINE account and object code level of detail

• Vendors active in the last eighteen months

• All active, retired, or disposed of assets within the current or prior fiscal year

• Purchase Orders (PO) that are closed will not be converted. Outstanding PO’s will be manually rekeyed into PeopleSoft

FMS Update

Rene PaniaguaFMS Lead

PeopleSoft Chartfields

Chartfields are the basic building blocks of the Chart of Accounts that allow segregation and categorization of financial transactions and budget data

Business UnitsBecause we are sharing the same database with

other UT campuses, our data is segregated by Business Units

5 Character field length – UTSA1

Speedcharts/Speedtypes

A speedchart/speedtype is a “shorthand” number linked to a unique set of Chartfield combinations. Minimally it will contain the following:FundFunctionDepartment IDCost Center or Project ID/Activity

Fund Account Function Department Program Project

Defined at the Institution level

ActivityCost

Center

UTShare Chartfield Definition

Institution Defined

Common Chartfields

Fund Account(Object Code)

Function(NACUBO)

Department(Unit Code)

Cost Center(Budget Group)

3100-63003-400-BFA001-DTX022

PeopleSoft

Mapping from DEFINE to PeopleSoft

DEFINE(Office Supply)

19-7027-0050NACUBO 20

Object Code 1401Unit Code 0250

UTSA Speedchart example:DTX002 – Account 19-7027-0050

Define Speedchart

19 Fund ‘3100’

7027 (unit code 0250) Department ‘BFA001’

50 (Object Code ‘1401’) <enter field>

NACUBO 20 Function ‘400’

Cost Center ‘DTX002’

Speedchart Example

HCM Update

Doug HartzlerHCM Lead

HCM Activities

• Validation of data conversion from DEFINE to PeopleSoft

• System testing to verify UTShare configuration of PeopleSoft setup tables is consistent with UT component business rules

• Still identifying changes needed to UTSA’s business processes

How will HCM Impact You

• HCM Module Overview 08/02/12– http://utsa.edu/utshare/refMaterials.html – High level functionality gains, losses, impacts– Broken out by module (HR, Benefits, etc.)– Presentation targeted to Back Offices

• Training delivery is targeted early 2013

Training

HCM : Lydia GarzaJosh Schafner

FMS : Araceli Pacheco Tanya Dunlap-Teasley

Terminology

Crosswalk

UPK(User Productivity Kit)

Training Tool

Change Management

Henry BarreraChange Management Lead

►Change is the process of moving to a different future state.►Change Management is supporting the individuals impacted by the change.

Change vs. Change Management

Change Leaders

• Representatives from around the campus

• Serve as information messengers to and from the departments– Project Milestones– Feedback & Concerns

Additional Resources

• Want up-to-date information?– Go to www.utsa.edu/utshare

• Email any questions to:– utshare@utsa.edu

Questions