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Preparing for PeopleSo. Go-‐Live March 2014

Agenda

•  Get Ready for Go-‐Live! •  ImplementaBon in Sequences •  Training Plan •  Cutover Plan •  GeHng Help •  PeopleSo.: Our Future

Get Ready For Go-‐Live!

PeopleSo. Goes Live Monday May 5, 2014.

What’s Happening at Go-‐Live? •  HR and finance business transacBons will be entered in PeopleSo.. –  AdministraBve support staff will have limited access to enter transacBons directly in PeopleSo..

•  Interim processes will be used to collect approvals for specific HR and finance transacBons.

•  Employees will have access to Employee Self-‐Service –  View/update personal data, setup mulBple direct deposit accounts, view paystub informaBon, etc.

–  Open lab sessions will be set up in the library the second week of May to encourage employees to review/update their informaBon.

What is Sequencing?

•  Allows for funcBonality to be delivered in phases in order to stabilize the system before widespread campus access is granted.

•  Allows for more efficient problem resoluBon of system errors that may occur with minimal disrupBon to campus community.

•  Reduces iniBal training requirement.

Sequence Plan

May 2014 Go-‐Live

Core HR & Finance FuncBonality View/Update Personal Data View Work Schedule View Paystubs Setup Direct Deposit

Sequ

ence 1

PeopleSo. Approval RouBng (Workflow) FuncBonality • RecruiBng & HR TransacBons

• PosiBon Funding Changes • AddiBonal Pay/Supplements

• Budget Transfers • Travel & Expense TransacBons

• Vendor Payments

Sequ

ence 2

All PeopleSo. Approval RouBng FuncBonality in Place Employees can submit Bmesheets & leave requests through PeopleSo..

TransacBons Entered in PeopleSo. •  By the Department

(i.e., Library, AthleDcs, Colleges, etc.)

–  Timesheets & Leave Requests

–  Travel AuthorizaBons –  Travel Reimbursements –  Expense Reimbursements –  Vendor Payments –  Budget Transfers*

•  By the Processing Units (i.e., Payroll Office, Budget Office, HR, etc.)

–  Create/Update PosiBons –  Job PosBngs –  Hire Employees –  PosiBon Funding Changes

–  Supplements *Budget Transfers involving grants accounts entered by Contracts & Grants.

CollecBng Approvals for TransacBons

•  Automated rouBng (workflow) in PeopleSo. will not be enabled at go-‐live. Temporary workarounds will be put into place.

•  Interim approval rouBng processes will be used to collect and route data for approvals and processing. – NoBficaBons to approve transacBons will be sent through email.

•  Interim approval rouBng processes will ensure that approvals are in place before a transacBon is processed in PeopleSo..

Example: Interim Approval Process

Outside PeopleSo.

• Department submits electronic Travel AuthorizaBon Form

• Account owner reviews & approves electronic document

Inside PeopleSo.

• Department enters travel authorizaBon informaBon into PeopleSo.

• PeopleSo. budget checks for funds & auto approves

Training Plan

About Training •  Training starts mid-‐March. •  Includes formal and informal training: –  Formal:

•  Instructor-‐led hands-‐on sessions using simulaBons of common transacBons.

•  Employees selected based on their roles. •  List of training ahendees vehed through their supervisors.

–  Informal: •  Lectures, PowerPoints, quick guides, UPKs

Click here to view the PeopleSo. Training webpage

UPKs (User ProducBvity Kit) •  UPK is a PeopleSo. simulaBon tool used for training. •  Three different modes: –  See It!: Runs a video simulaBon of a business process. –  Try It!: Guides the user to interact with the video simulaBon by compleBng prompts.

–  Print It!: Print step-‐by-‐step instrucBons on how to complete a business process.

•  UPKs will be available online to allow department to conBnue pracBcing from their desk.

Click here to view UPKSs

Course Training RegistraBon •  Employees idenBfied as requiring training will receive email noBficaBons for the course(s) they must ahend. –  Employees must register for a Bmeslot for each of their required course(s).

–  NoBficaBons are sent out 2 weeks before the first session. •  Training is required in order to get access to process transacBons in PeopleSo..

•  If you do not receive an email invitaBon to ahend training and believe you have been overlooked, email [email protected].

Training Calendar Mon Tue Wed Thur Fri

March 17-‐21

NavigaBon in PeopleSo.



March 24-‐28

Vendor Payments Travel Auth.

Vendor Payments Travel Auth.

Vendor Payments Travel Auth. Miner Mall Assets



March 31-‐4

Holiday

Vendor Payments T&E Reimburse. Miner Mall Assets

Vendor Payments T&E Reimburse. Miner Mall Assets

Vendor Payments T&E Reimburse.

Vendor Payments T&E Reimburse.

April 7-‐11

Vendor Payment Travel Auth.

Vendor Payment T&E Reimburse.

Vendor Payments Time ReporBng

Time ReporBng Pro Card


April 14-‐18





Time ReporBng Vendor Payments T&E Reimburse.

April 21-‐25

PosiBon Mgmt. PosiBon Mgmt. PosiBon Mgmt. Budget Mgmt.

PosiBon Mgmt. Budget Mgmt.


April 28-‐2



Cutover Plan

What is Cutover? •  Cutover refers to processing deadlines or transacBons that must be halted by a certain date in Define/HRMS.

•  Modeled a.er the current process for handling year-‐end processing deadlines.

•  Cutover is required in order to prepare data for transfer into PeopleSo..

•  There are cutover acBviBes for Grants, Finance, HR, and Purchasing.

•  Cutover Forums will be held in mid-‐March. Click here to view cutover deadlines

GeHng Help

Drop-‐In Help Sessions •  Employees can drop in to process their HR & Finance documents in

the PeopleSo. lab. •  Sessions will be held in the lab for the first month a.er go-‐live. See

calendar for specific dates/Bmes. •  A subject maher expert from our central processing units (i.e.,

Payroll, Budget, HR, Travel) will be present to offer assistance. •  Process documents with your peers. •  Get pracBce and take what you learned back to your home offices. •  LocaBon: PeopleSo. Lab Prospect Hall 300; 49 available computers

•  A.er go-‐live, submit any PeopleSo. quesBons/issues to the Help Desk.

•  By tracking issues through the Help Desk, we can: –  Respond to your quesBon/issue in a Bmely manner. –  Escalate issues as needed. –  Review trends and proacBvely address systemic problems. –  IdenBfy common quesBons in order to adjust training material.

•  We strongly discourage direct contact to central processing unit’s personnel for PeopleSo.-‐related inquiries.

Help Desk Support

PeopleSo.: Our Future

Our Future With PeopleSo.

•  Future funcBonality: – Approval rouBng (workflow) in PeopleSo..

•  Electronic processing of documents by the department.

– Employee submission of Bmesheets in PeopleSo.. – RecruiBng module enhancements. – ReporBng funcBonality enhancements. – Document imaging capabiliBes.

•  Eliminates the need of paper approval rouBng.

StarBng with PeopleSo.

•  There’s only one place to start: With You.

•  While the system is intuiBve, as with all new so.ware, there is a learning curve.

•  We are commihed to supporBng your efforts. We are all responsible for the success of

PeopleSoV implementaDon.

Resources

•  A copy of this presentaBon is posted on peopleso..utep.edu.

•  QuesBons regarding training can be directed to the Help Desk: – On-‐Campus: 747-‐HELP (4357) – Off-‐Campus: 747-‐5257

•  All other quesBons can be directed to [email protected]

QuesBons?

Answers to quesBons asked during today’s forum will be posted on the PeopleSo. website

within 3 days.

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