Preparing)for)PeopleSo.)Go0Live) - Admin Portal...
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Transcript of Preparing)for)PeopleSo.)Go0Live) - Admin Portal...
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.
NavigaBon in PeopleSo.
NavigaBon in PeopleSo.
March 24-‐28
Vendor Payments Travel Auth.
Vendor Payments Travel Auth.
Vendor Payments Travel Auth. Miner Mall Assets
Vendor Payments Travel Auth. Miner Mall Assets
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
Time ReporBng Pro Card
April 14-‐18
Time ReporBng Pro Card
Time ReporBng Pro Card
Time ReporBng Pro Card
Time ReporBng Pro Card
Time ReporBng Vendor Payments T&E Reimburse.
April 21-‐25
PosiBon Mgmt. PosiBon Mgmt. PosiBon Mgmt. Budget Mgmt.
PosiBon Mgmt. Budget Mgmt.
PosiBon Mgmt. Budget Mgmt.
April 28-‐2
PosiBon Mgmt. Budget Mgmt.
PosiBon Mgmt. Budget Mgmt.
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.