november, 2015. agenda peoplesoft history at emory program governance why upgrade now? program...
TRANSCRIPT
Compass UpgradeOverview
November, 2015
2
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
3
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
4
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.
5
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.
6
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
7
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
8
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 [email protected] any questions, comments, concerns
Compass Insight newsletter (bi-monthly) to the Compass Users ListServContact [email protected] 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.
9
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?
10
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
11
12
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
13
Travel & Expense – Business Cases
Check the website: upgrade.compass.emory.edu
14
General Ledger – Business Cases
Check the website: upgrade.compass.emory.edu
15
Unified Reporting Business Case
Check the website: upgrade.compass.emory.edu
16
Smart Key / SpeedType Business Case
Check the website: upgrade.compass.emory.edu
Grants - Compass Outreach Session Details
17
18
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.
20
Parking Lots
1
3
2
UPGRADE.COMPASS.EMORY.EDUFor a compiled list of all of the questions asked Compass Outreach Session, check the website.