phase 2 the habit program hcm automation and business ... · the past month saw the completion of...

PEOPLESOFT APPLICATION ROAD MAP PROJECTTHE WAY FORWARD

Phase 2The HABIT Program

HCM Automation and Business Information Transformation Program

October 16, 2014

AgendaSummary of The Program Program TimelineProgram Updates

HCM 9.2 UpgradeEnterprise Reporting Guest Access Business Automation - Spotlight

Questions

2

THE PROGRAM

Business AutomationMike Hachtel - PM

Guest AccessRich Kasch - PM

HCM 9.2 UpgradeMargo Kammeyer - PM

Enterprise ReportingSteve Letzring - PM

Program Workstreams

4

PROGRAM TIMELINE

Delivery Timeline June July August September October November December January February March April May

2015

Support

Train

Test

Develop

Design

Initialize

HC

M

Upg

rade

5/22/2015

Design

Aut

omat

ion

Gue

st

Acc

ess

Develop/Deploy Develop/Deploy

Design / Develop / Test / Deploy

Develop/Deploy

3/16/2015

Ent

erpr

ise

Rep

ortin

g

Transactional Reporting: TBD

DW: Phase I

DW: Phase II6

PROGRAM UPDATES

HCM 9.2 UPGRADEWORKSTREAM

PeopleSoft HCM 9.2 UpgradeProject Status:

Monthly Summary – October 6, 2014The past month saw the completion of the HCM92DEV environment. After performing an environment checklist and smoke test, the system was turned over to the development team for Unit Testing. We are happy to report that only 2 rework items were identified as part of the Unit Testing. The Development Team also worked with the Functional Leads to identify those development requirements that are on the critical path. There are 14 critical path development items and 6 non-critical path items. 16 issues have been identified in HCM92DEV, with 6 being resolved. The project will remain yellow as we continue to determine the requirements for completing the technical design specifications and development work required to be ready for QNA System Testing on January 12, 2015.

Upcoming Milestones• Deploy SES DEMO and DEV. • Complete HCM92QNA “sandbox” setup and hand over to team.• Build out configuration environment, complete “clean-up” of CSS data• Continue with development activities.• Continue to define testing scripts with the Functional Leads. • Continue to develop the HCM92 Security approach.

Upcoming Events• 10/16- HABIT Open Forum in BA 111 @ 2PM.• 10/27 – Virtual Core HR and Benefits training classes.

Past Month’s Key Accomplishments• Environment: Completed Environment Checklist and Smoke Testing of

HCM92DEV; applied Tax Updates to HCM92DEV; started configuring SES and applying patches; copied HCM92DEV into GOLD and HCM92QNA.

• Development: Completed Functional review of all design specs. Identified 14 critical path development items, 6 non-critical path items; 2 rework items. Proceeding with Technical Spec review/creation. Began configuration of HCM92DEV and AWE.

• Testing: Test script meetings continue with progress being made in Core HR/Benefits and Student Employment Services. Mock testing proposed for May 1-3, 2015. The Query Strategy is being defined. There are 10 open issues.

• Security: Strategy discussions continue on upgrade and row level security. • Training: Preparing for upcoming training classes.

YELLOW

PeopleSoft HCM 9.2 Upgrade Project

Week Beginning (Sunday Date): Jun-

1Ju

n-8

Jun-

15Ju

n-22

Jun-

29Ju

l-6Ju

l-13

Jul-2

0Ju

l-27

Aug-

3Au

g-10

Aug-

17Au

g-24

Aug-

31Se

p-7

Sep-

14Se

p-21

Sep-

28Oc

t-5Oc

t-12

Oct-1

9Oc

t-26

Nov-

2No

v-9

Nov-

16No

v-23

Nov-

30De

c-7De

c-14

Dec-2

1De

c-28

Jan-

4Ja

n-11

Jan-

18Ja

n-25

Feb-

1Fe

b-8

Feb-

15Fe

b-22

Mar

-1M

ar-8

Mar

-15

Mar

-22

Mar

-29

Apr-5

Phase InitializeActivity Planning & Startup X X X X X X X X X X X X X XActivity Demo/Dev Server/Environment Build X X X X X X X X X X X X X X X X

Phase Analyze & DesignActivity Business Process Mapping X X X X X X X X X XActivity Document current state process X X XActivity Identify Process Opportunities X X X XActivity Fit/Gap X X X X X X XActivity Document Design and Configuration X X X X X X X X X X X X X X X X X X X X X X X X X X X

Phase DevelopmentActivity Development X X X X X X X X X X X X X X X XActivity Unit Test X X X X X X X X X X X X X X X X

Phase Test, Train, ImplementActivity System Test X X X X X XActivity Integration Testing X X X X X XActivity Parallel Payroll TestActivity TrainingActivity Go-Live

16 Weeks

16 Weeks

16 Weeks

16 Weeks Test | 6 Weeks Tr

RA

C

NGH

On Track Not StartedAt Risk On HoldOff Track CompletedC

G

N

NN

NN

C

CC

G

C

A

G

G

A

9

Infrastructure Update

10

Development Update8 Do Now Items

4 - Completed2 – In progress2 – Not Started

14 Critical Path Development Items – In Progress2 Rework Items identified during Unit Testing6 Items tracked as part of the Business Automation work stream

11

Test Cycle Update

12

Test Script Development Update

13

Issue Tracking Update

14

ENTERPRISE REPORTINGWORKSTREAM

Falcon Info: STARS Phase II– Data Warehouse Project Status:

Project Timeline Week beginning (Sunday Date) Aug

-10

Aug

-17

Aug

-24

Aug

-31

Sep

-7

Sep

-14

Sep

-21

Sep

-28

Oct

-5

Oct

-12

Oct

-19

Oct

-26

Nov

-2

Nov

-9

Nov

-16

Week Number 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15Activity Environment Config and Report Tech Specs X X X XActivity Data Model and Mapping X X X XActivity ETL Development X X X X X X XActivity Completion of Initial Validation Reports X X X XActivity Initial Validation Reports Corrected X X X XActivity Initial Production Report Development X X X X XActivity Migrate ETL to QNA X X X X XActivity Migrate ETL to PPD X X X X XActivity Migrate ETL to PRD X X X X XActivity Migrate Catalog & Repository to QNA X X X X XActivity Migrate Catalog & Repository to PPD X X X X XActivity Migrate Catalog & Repository to PRD X X X X XActivity Conduct business user open forumActivity Business reports in ProductionActivity User access to Business reports R

AC

NGH

On Track Not StartedAt Risk On HoldOff Track Completed

Monthly Summary – October 7, 2014The project status is Green. The Data Warehouse team is creating two additional Star Schemas for the academics area (Degrees Awarded and Student Financial Aid). These Schemas will include many of the dimensions created in Phase I. Validation reports have been written and data is being verified. Commencing the development of initial business reports for Degrees Awarded and Student Financial Aid. Production environment available by 15 November.

Upcoming Milestones and Events• Migrate ETL, Catalog and Repository through all environments• Completion of data validation reports• Development initial Business Reports• Production of University wide data dictionary• Establish governance procedures for data warehouse changes

Past Month’s Key Accomplishments• Completed initial ETL work • Completed validation of Degrees Awarded data• Established initial business reports for Degrees Awarded• Initiated validation of financial aid validation reports• Initiated weekly author collaboration event• Proposed initial data definitions

Green

GG

GG

GG

GG

GG

CC

CC

C

16

GUEST ACCESSWORKSTREAM

PeopleSoft Guest Access ProjectProject Status:

Monthly Summary – October 16, 2014The Guest Access project has been discussed with the Executive Sponsors concerning “as delivered” functionality with regard to sharing the student’s hold data with the proxy versus the need to customize the system to filter specific data not to be shared with the proxy. Based on the discussion at the 10/13/14 ESC meeting, the group has requested additional information about the hold codes used by different offices and specifically which ones should not be viewed by the proxy.

Upcoming Milestones• Presentation of peer institution research for customization,

data update versus view only, data release procedures and Hold Code/Checklist examples to the 10/16/14 Open Forum

• Project charter and communication plan document to be completed

Upcoming Events• Date to be determined – Committee Meeting on Holds and

Custom Solution

Past Month’s Key Accomplishments• Project status was turned to red to indicate a stopped status at

the 9/18/14 QA Group meeting due to proxy data sharing discussion

• An audit of other institutions was requested and delivered to upper administration, along with answers to a number of question about Guest Access functionality

• Discussion took place to furnish preliminary estimates of hours to implement custom solutions to the delivered Guest Access module

RED

PeopleSoft Guest Access Project--as of 10/16/2014

Week Beginning (Sunday Date): May

-25

Jun-

1

Jun-

8

Jun-

15

Jun-

22

Jun-

29

Jul-6

Jul-1

3

Jul-2

0

Jul-2

7

Aug

-3

Aug

-10

Aug

-17

Aug

-24

Aug

-31

Sep-

7

Sep-

14

Sep-

21

Sep-

28

Oct

-5

Oct

-12

Oct

-19

Oct

-26

Nov

-2

Nov

-9

Nov

-16

Nov

-23

Nov

-30

01-D

ec-1

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01-J

an-1

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01-F

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15-M

ar-1

5

Week Number 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33Phase Initialize

Activity Research Peer Institutions with Delegated Access X X X XActivity Guest Access Planning & Startup X X X X X X X XActivity Determine Project Scope, Obtain Approvals X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

Phase Analyze, Design, & DevelopmentActivity Configure CSS Test Environment X X X X X X X X X X X X X X X X X X X X X X X X X X X X XActivity Enable Delegated Access Functionality/Security X X X X X XActivity Development of Custom Transactions X X X X X X X X X X X X X X X X XActivity Development of Custom Web Interface X X X X X X X X X X X X X X X

Phase Test ImplementActivity Unit Test X X X X X X X X XActivity Defect Resolution X X X X X X X X XActivity Integrated Test X XActivity Security Test X X X X X X X X XActivity Training/ Defect Resolution X X X X X X X X X X XActivity Go-Live

plit PPD Process Testing.xlsxo

G

G

GG

CC

C

N

NNN

RA

C

NGH

On Track Not StartedAt Risk On HoldOff Track CompletedC

N

NNN

N

GG

GGN

CNG

CNG

G

G

ResR

ResR

ResR

ResR

ResR

ResR

ResR

ResR

AResR

18

PeopleSoft Guest Access Project

Issues / Risks / Challenges

• Competing projects may create resource availability constraints.• As planning for the Guest Access project continues, a focused effort will need to be made to align resources

accordingly. • Customized configuration for transactions and view-only capabilities must be factored into the scope of the project

Project Deliverables

• PeopleSoft supported Guest Access implementation• Security changes to support the new process.• Guest Access web site.• Communication to all users about the process functionality and how that will coordinate with existing CashNet account

holders.• Creation of processes to educate incoming Freshmen and their parents about Guest Access during the SOAR experience• Communication plan for relaying project information to Executive Sponsors, Steering Committee members, Functional

Areas, and the entire campus as needed. • Training for the BGSU Administrative Office resources• Social media opportunities for student to become engaged with the Guest Access process.• Pilot Group testing utilizing such groups as Student Government membership, students and parents enrolled for tuition fee

waivers, representative members of each class and Administrative Office resources assigned to the project.• Web page(s) representing the destination of the proxy authentication process and any on-line help for navigating the

Guess Access pages.

Project Status: RED

19

Guest Access Fact WorksheetInstitution Name

Customized Pages?

Proxy DataChange?

Full/Restricted Access?

Data Viewed?

Ohio State University Yes No Full Bill Payment Only

Miami University Yes Yes, Parent home address

Full Bill, Schedule, Grades, Housing Meals, SFA

Ohio University No No Full Bill, Bursar Items, 1098-T

Florida State University

Yes Yes, Email Address Full Bill, Schedule, Grades, Housing Meals, SFA,

Kent State University No No Full Bill. SFA Award, Schedule, Grade

Akron University Yes No Full Bill, TransactionHistory

Cleveland State University

Yes No Full Bill, Transactions History

20

BUSINESS AUTOMATIONWORKSTREAM

Business Automation“The automation of complex business processes and functions beyond conventional data manipulation and record-keeping activities, usually through the use of advanced technologies. It focuses on “run the business” as opposed to “count the business” types of automation efforts and often deals with event-driven, mission-critical, core processes. Business Automation usually supports an enterprise’s knowledge workers in satisfying the needs of its many constituencies.”

http://www.gartner.com/it-glossary/bpa-business-process-automation 22

Business Automation - AccentureThe following recommendation from the Accenture report serves as the basis for the Business Automation project:

• Redesign Key Administrative Data & Processes• Improve data availability and integrity through user-friendly

and robust management reporting, providing information needed to make decisions

• Design lean administrative processes throughout BGSU in the functions of IT, Finance, Purchasing and HR to reduce unnecessary/manual steps and free-up time to dedicate to mission-oriented activities

• Re-evaluate organizational design to best support lean processes

23

BGSU Project ManagerMike Hachtel

Web Development LeadChris Wammes

Subject Matter Experts / Project Stakeholders

Executive Sponsors

Steering Committee

Program ManagerSheri Kellogg

Business AnalystStephanie Sickler

Functional SMEDavid Heilman

Testing Lead

Security LeadDavid Hayes

PeopleSoft AdminsM. Heider, R. Williamson

Business Automation - Structure

QA Oversight

Technical Project ManagerMatt Haschak / Andy Grant

Communications LeadMorgan Cranston

Infrastructure Lead

Database AdminNorm Carney

Training LeadPatrick Lisk

24

Business AutomationProject Status:

Monthly Summary – October 2014The team has started work on the Employee and Dependent Fee Waiver processes. We have met with HR, Payroll, the Bursar’s Office and Financial Aid to review current state. Next steps are to review overall process with all parties and begin functional requirement work. Initial high-level meetings within the team have taken place concerning wireless guest access. Next steps are to determine University direction on solution. Web presence content is currently being developed as well as presentation material for the upcoming open forum spotlight.

Upcoming Milestones• Fee Waivers

• Review Waiver policies • Review current state process with stakeholders• Gather requirements, must-have’s, nice-to-have’s

for future state design• Identify process opportunities and fit-gap analysis• Document functional requirements• Document technical requirements

• Wireless Guest Access• Review options with stakeholders• Finalize scope and desired option for proceeding• Determine project team• Formally kick-off project

Upcoming Events• HABIT Open Forum – October 16th

• Project Four Kick-off – November

Past Month’s Key Accomplishments• Developed web presence content for HABIT website• Kicked off Employee and Dependent Fee Waiver projects• Began initial discussion on Wireless Guest Access project

• PAF• Requirements signed-off• AWE configurations started in DEV• Custom development in progress

• Fee Waivers• Met with Bursar’s Office to review current state

process and pain points• Met with Financial Aid Office to review current state

process and pain points• Documented current state swim lane

• Wireless Guest Access• Reviewed internally the high level scope of wireless

guest access• Determined two possible options for streamlining:

• Open Access• Sponsored Guest Access

Green

25

Business Automation – In Progress• Employee and Dependent Fee Waivers

26

Business Automation – In Progress• Employee and Dependent Fee Waivers

• Eliminating paper forms and physical hand-offs• Automating the approval process, data validation and

workflow between employee, manager and supporting departments (HR, Payroll, Bursar, Financial Aid)

• Reducing manual data entry of dependents, waiver information and financial aid adjustments

• Rollout coincides with HCM upgrade

27


Fee Waivers Project StatusGreen

Upcoming Milestones• Review current state with stakeholders (HR, Payroll, Bursar,

Financial Aid)• Gather requirements, must-have’s, nice-to-have’s for future state

design• Identify process opportunities and fit-gap analysis• Document functional requirements• Document technical requirements

Past Month’s Key Accomplishments• Met with Bursar’s Office to review current state process and pain points• Met with Financial Aid Office to review current state process and pain

points• Documented current state swim lane

Week Beginning (Sunday Date): Sep

-7

Sep

-14

Sep

-21

Sep

-28

Oct

-5

Oct

-12

Oct

-19

Oct

-26

No

v-2

No

v-9

No

v-1

6

No

v-2

3

No

v-3

0

Dec

-7

Dec

-14

Dec

-21

Dec

-28

Jan

-4

Jan

-11

Jan

-18

Jan

-25

Feb

-1

Feb

-8

Feb

-15

Feb

-22

Mar

-1

Mar

-8

Mar

-15

Mar

-22

Mar

-29

Ap

r-5

Ap

r-1

2

Ap

r-1

9

Ap

r-2

6

May

-3

May

-10

Employee Fee Waiver (rollout w/ HCM upgrade)Phase Initialize 2 Wks

Activity Planning & Startup XActivity Define Project Team X

Phase Analyze & Design 5 WeeksActivity Document current state process X XActivity Identify Process Opportunities X XActivity Fit/Gap X XActivity Document Functional/Tech Design X X

Phase Development 11 WeeksActivity Development X X X X X X X XActivity Unit Test X X X X X X X X

Phase Test, Train, Implement 9 Weeks Test | 2 Weeks TrainingActivity System Test X X XActivity Integration Testing X X XActivity Parallel Test X X XActivity Training X XActivity Go-Live X


G

RA

NHC

CC

GG

NN

NNNNN

GG

CC

NN

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CC

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G

CCC

28

Business Automation – In Progress• Wireless Guest Access

• Streamlining the request process and creation of guest accounts

• Reviewing the accountability and authorization of guest accounts

• Determining internet content and network bandwidth standards for guest accounts

29


Wireless Guest Access Project StatusGreen

Upcoming Milestones• Review options with stakeholders• Finalize scope and desired option for proceeding• Determine project team• Kick off project

Past Month’s Key Accomplishments• Reviewed internally the high level scope of wireless guest access• Determined two possible options for streamlining:

• Open Access• Sponsored Guest Access

Week Beginning (Sunday Date): Oct

-5

Oct

-12

Oct

-19

Oct

-26

Nov-

2

Nov-

9

Nov-

16

Nov-

23

Nov-

30

Dec-

7

Dec-

14

Dec-

21

Dec-

28

Jan-

4

Jan-

11

Jan-

18

Jan-

25

Guest Wireless RequestsPhase Initialize 2 Weeks



Phase Development 5 WeeksActivity Development X X X XActivity Unit Test X X X X

Phase Test, Train, Implement 4 WeeksActivity System Test X XActivity Integration Testing XActivity Parallel Test XActivity Training XActivity Tentative Go-Live

NN

NN

NNNNN

N


G

RA

NHC

G

CC

30

Business Automation – In Progress• Personnel Action Form (PAF)

• Automate HR manager self-service transactions• Promotions• Pay changes• Supervisor changes

• Enable workflow between managers/supervisors and supporting departments (HR, Payroll, SES, etc…)

• Initiate• Approvals/Denials• Notifications

• Utilizing delivered PeopleSoft MSS and creating custom transactions

• Rollout coincides with HCM upgrade31

Business Automation – In Progress• Personnel Action Form (PAF)

• Human Resources Forms:• Contract Addendum• Classified Staff Action Form

• Student Employment Forms• Bi Weekly Compensation Addendum• Group Change Form• Hourly Change Form

32


PAF/MSS Project StatusGreen

Upcoming Milestones• Technical specification documentation• Development/working models• Unit testing

Past Month’s Key Accomplishments• Current state and fit/gap sessions completed• Functional specification documented completed

Week Beginning (Sunday Date): Se

p-7

Se

p-1

4

Se

p-2

1

Se

p-2

8

Oc

t-5

Oc

t-1

2

Oc

t-1

9

Oc

t-2

6

No

v-2

No

v-9

No

v-1

6

No

v-2

3

No

v-3

0

De

c-7

De

c-1

4

De

c-2

1

De

c-2

8

Jan

-4

Jan

-11

Jan

-18

Jan

-25

Fe

b-1

Fe

b-8

Fe

b-1

5

Fe

b-2

2

Ma

r-1

Ma

r-8

Ma

r-1

5

Ma

r-2

2

Ma

r-2

9

Ap

r-5

Ap

r-1

2

Ap

r-1

9

Ap

r-2

6

Ma

y-3

Ma

y-1

0

PAF (rollout w/ HCM upgrade)Phase Initialize 2 Wks



Phase Development 11 WeeksActivity Development X X X X X X X XActivity Unit Test X X X X X X X X

Phase Test, Train, Implement 9 Weeks Test | 2 Weeks TrainingActivity System Test X X X X XActivity Integration Testing X X X X XActivity Parallel Test X X X X XActivity Training X XActivity Go-Live X

CC

NN

NNNNN

CC

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G

RA

NHC

G

CCC

33

Business Automation – What’s Next• Business Automation Project Request Form/Process• Application Security Requests

• Employees requesting access to HCM, CSS, FMS• Contingent Employee Account Creation

• Employees requesting account creation for contingent or temporary employees or consultants

• Contract Hire Process• Financial Aid Forms• Employee On-Boarding / Off-Boarding

34

Business Automation - Questions

35

Upcoming Events

Next Open ForumNovember 20

Olscamp 121 @ 2PM

Project web sitewww.bgsu.edu/HABIT

Project email [email protected]

36

Questions and Answers

37

phase 2 the habit program hcm automation and business ... · the past month saw the completion of...

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