ConnectCarolina UpdateCTC Retreat

Fran DykstraAVC, Enterprise Applications

ITS

October 2014

Agenda

• The Basics

• Systems Going

• Systems Staying

• Impacts on Campus Users

• Business Intelligence

• Transactions

• Help and Support

The Basics

• 2009: The incremental roll-out of PeopleSoft Campus Solutions began

• October 1, 2014: Finance and HR/Payroll joined Student Administration (formerly Campus Solutions) in ConnectCarolina

• Financial and Human Resources reporting through InfoPorte(including Student Admin reports)

• New coordinators, forms and tools for obtaining access to both ConnectCarolina and InfoPorte

Major Changes

• Chart of Accounts is changing from simple FRS structure to more complex PeopleSoft chartfields

• Department numbers are changing from 4 digits to 6 digits; number of departments greatly expanded

• New business processes

• New systems with new interfaces, new concepts for entering and retrieving data

• New reporting tools

• New sources of person, department and account information

Systems Going

Legacy Systems

6

Finance Systems Not Replaced by ConnectCarolina

7

HR/Payroll Systems Not Replaced by ConnectCarolina

8

Technical Information

• ConnectCarolina is the system of record for all human resources, student and financial information

• ConnectCarolina is three tightly coupled systems with a single access portal for self-service, human resources, finance, and student administration data

• Retrofitting systems– New Chart fields

– 6-digit department number replaces old 4-digit department number

• ImageNow replaces Viewstar for image upload and retrieval capabilities in PeopleSoft

9

Technical Information, cont’d.

• Interfaces with other systems

• Departmental Data Access (DDA)

• Batch submission of vouchers and journal via Data Collect Batches (DCB)

• Security – Single Sign-on Authentication

• Firewall Settings: VPN for off-campus access and UNC-Secure for on-campus wireless access

Impacts on Campus Users

• Paychecks and accessing paycheck stubs

• Purchasing goods and services

• Hiring consultants or staff

• Purchasing software

• Submitting vouchers for payment

• Charging for services

• Signing up for HR’s training courses

• Obtaining person, department and account code information

• Monitoring expenditures

• Reporting on budgets and costs

• Managing grants, departments, schools, and divisions

11

Business Intelligence (Reporting)

• InfoPorte

• SAS Visual Analytics tools

• Legacy data and historical reporting

• Website: https://infoporte.unc.edu/home/welcome.php

• Scott Jackson, Executive Director

12

Reporting Data Flow

October 1

• First Payroll in PeopleSoft Completed September 30, 2014

• Live at 7 am, October 1, 2014

Users By Hour

October 1, 2014

83

31 19 9 4 9 20

120

529

735

678

606

568

526

635

524

431

237

0

100

200

300

400

500

600

700

800

12 AM 1 AM 2 AM 3 AM 4 AM 5 AM 6 AM 7 AM 8 AM 9 AM 10 AM 11 AM 12 PM 1 PM 2 PM 3 PM 4 PM 5 PM

15

Day 3: Users by Half Hour

7450 42 31 19 19 11 17 16 17 12 21

5183

169

336

598

705

620644

1137

969

818

664

554522

546535507

461417424

333

259

159137

8867

0

200

400

600

800

1000

12000

:00

:00

0:3

0:0

0

1:0

0:0

0

1:3

0:0

0

2:0

0:0

0

2:3

0:0

0

3:0

0:0

0

3:3

0:0

0

4:0

0:0

0

4:3

0:0

0

5:0

0:0

0

5:3

0:0

0

6:0

0:0

0

6:3

0:0

0

7:0

0:0

0

7:3

0:0

0

8:0

0:0

0

8:3

0:0

0

9:0

0:0

0

9:3

0:0

0

10

:00

:00

10

:30

:00

11

:00

:00

11

:30

:00

12

:00

:00

12

:30

:00

13

:00

:00

13

:30

:00

14

:00

:00

14

:30

:00

15

:00

:00

15

:30

:00

16

:00

:00

16

:30

:00

17

:00

:00

17

:30

:00

18

:00

:00

18

:30

:00

ConnectCarolina Usage - October 3, 2014

27 DAYS SINCE GO-LIVE!!!

16

Transaction Created10/1-3

As of 10/26

Requisitions 616 6568

Purchase orders 426 10946

Campus Vouchers 3028 15249

Awards/Projects 33/33 111/128

Departmental Deposits

637 3341

Finance Transactions

Transaction Submitted 10/1-24

Fully Processed10/24

Fund Swap 724 470

Hire 969 758

Job Change 1105 856

Lump Sum 814 653

Affiliate Form 330 316

Position 1524 1252

Status Change 461 397

HR ePAR Form Transactions

19

Keys to a Successful Go-Live

• Leadership Support and Engagement

• Cutover Rehearsals

• Testing, Testing, Testing

• Performance and Load Testing and Calibration

• Security Testing

• User engagement

• Change Management– Communications

– Training

– User Readiness

• Robust Post-Go-Live Support

Help and Support

20

21

Post Go-Live User Support

919-962-HELPhelp.unc.edu

DirectorBusiness Systems Help Desk

FinanceSupport Team

InfoPorteSupport Team

HR/PayrollSupport Team

Help Desk Organization

22

Help Resources for Campus

• Issues and Fixes: http://ccinfo.unc.edu/issuesfixes/

• Resources: http://ccinfo.unc.edu/training/resource-documents/

• Post Go-Live Training: http://ccinfo.unc.edu/training/post-go-live-training-schedule/

• CBTs: https://itsapps.unc.edu/ITSSelfStudy/CCCBT

• Community Forums: http://ccinfo.unc.edu/forums/

ccinfo website: http://ccinfo.unc.edu/

Business Systems Help Desk Phone Calls

Date Finance HR TotalOct. 1 147 50 197Oct. 2 134 41 175Oct. 3 94 40 134Oct. 6 85 33 118Oct. 7 74 26 100Oct. 8 83 24 107Oct. 9 80 29 109

Oct. 10 53 16 69Oct. 13 46 37 83Oct. 14 57 32 89Oct. 15 67 29 96Oct. 16 50 18 68Oct. 17 35 25 60Oct. 20 37 20 57Oct. 21 53 29 82Oct. 22 38 14 52Oct. 23 51 14 65

Total 1661

24

All ConnectCarolina Help Tickets

Closed 4078

Open 744

Grand Total 4822

As of Oct. 24, 2014

It Takes Practice

Questions?

26