All HR Get-Together An Update on ESUP for HR Professionals

1. All HR Get-TogetherAn Update on ESUP for HR Professionals August 7, 2014

2. Welcome Kathy Brown Vice President for Human Resources

3. PMO Update & Looking Ahead Dennis Wenzel Executive Program Director

4. It’s been a long road • Incredible amount of work • Almost 9k hours to build HRMS mods • Hasn’t been easy • Difficult decisions • Acted as One University to eliminate 60% of the modifications • Built long lasting, institution-wide relationships

5. PMO and Metrics Application Development Effort Burn Down • Support work streams to address issues and remove roadblocks • Built effort-based tracking system to monitor progress across each work streams • 250+ UMN staff and contractors Report Development Effort Burn Down Modification Build Status Test script execution Sample Metrics Defect identification/resolution Training course development Change Management Implementation readiness

6. ESUP Stats AppDev Testing What the Portal will be • Scenario execution for HRMS going well • Done with the build • Moving into testing execution • Detailed TM4 planning started yesterday • 12-hr shifts

7. Executive Oversight Committee Meet weekly to review Program status • Vice Provost for Faculty and Academic Affairs Allen Levine (chair) • Vice Presidents Kathy Brown • Vice Provost and Dean Robert McMaster • Vice President RichardPfutzenreuter • Vice President Scott Studham Great collaboration, partnership, & problem solving What the Portal will be Appreciate the hard work; respect the difficult decisions What the Portal will be

8. DEVELOPMENT TESTING TESTING DEPLOYMENT TRANSITION

9. Keep in mind... Single go-live day for all systems University faculty, students, and staff will be impacted at once 1 Post go-live defects will cause noise This is common in large system deployments 2 3 Cultural change Major business changes taking place at once

10. Keep in mind... Full utilization of ESUP tools Systems of this size need an on-going roadmap for future improvements, enhancements, and management to succeed 4 Staff/team fatigue Team needs to continue maintaining a high level of productivity 5

11. How can we help each other? Us You What the Portal will be • Email me: wenze069@umn.edu • Submit questions toesup@umn.edu • Tell us how we can better support you • Support the process • Help manage expectations • Continue to be a champion for the program • Stay informed: upgrade.umn.edu

12. Work Stream Intersections Sue Van Voorhis Lori Lamb Mike Volna

13. What Will We Cover Today • Collaboration Across Work Streams • Major Changes • Finance • Student • HRMS • Points of Intersection

14. Collaboration Across Work Streams

15. About the Finance Upgrade • EFS portion of ESUP is primarily a “technical upgrade.” • Changes focus on highest priority “pain points” and opportunities resulting from new functionality in 9.2 • EFS training for upgrade will be limited to new training on the things that are changing • Communications about specific changes will be targeted toward users with access to current functionality • RRC Managers and Cluster Directors are a key audience and kept abreast of what is happening

16. What’s Changing in Finance PCard Reconciliation PeopleSoft’s My Wallet functionality will be used, rather than our current custom pages. • The business process and types of purchases one can make with the card remain the same: people still make and justify purchases, account for the activity, and route it for review • Some colleges or units may choose to modify their related business processes along with this system change Work Centers Chart of Accounts Request Budget Journals Adjustments Budget Checking Workflow & Approval Portal Reporting

17. What’s Changing in Finance PCard Reconciliation PeopleSoft-delivered work centers pull together system functions and features into one place, making it easier for people to get work done. Work Centers Chart of Accounts Request Budget Journals Adjustments Budget Checking Workflow & Approval Portal Reporting

18. What’s Changing in Finance PCard Reconciliation Chart of account change requests will be within PeopleSoft, as an automated form and process. Requests will be routed via workflow and approval. BPEL goes away. Work Centers Chart of Accounts Request Budget Journals Adjustments Budget Checking Workflow & Approval Portal Reporting

19. What’s Changing in Finance PCard Reconciliation Budget adjustments will be done directly in Commitment Control in the future. Effects of budget journals will be immediate within the Finance system and will process overnight to HRMS and Student systems. Updated journal process will allow $0 dollar adjustments and will not require a reversal. Work Centers Chart of Accounts Request Budget Journals Adjustments Budget Checking Workflow & Approval Portal Reporting

20. What’s Changing in Finance PCard Reconciliation Budget checking on non-sponsored activity will include the full chart string (not to include the “Account” value). Will prevent usage of unplanned-for chart of account strings and limit expense activity to what has been budgeted. (effective July 1, 2015) Work Centers Chart of Accounts Request Budget Journals Adjustments Budget Checking Workflow & Approval Portal Reporting

21. What’s Changing in Finance PCard Reconciliation Workflow and Approval has been improved. All approvals will be configured to have a more consistent look and feel across transactions. There is an “Approval Work Center” that brings together all transaction types for primary and “pooled” alternate approvers. Work Centers Chart of Accounts Request Budget Journals Adjustments Budget Checking Workflow & Approval Portal Reporting

22. What’s Changing in Finance PCard Reconciliation The portal will be the mechanism for access to all enterprise systems and related information. Finance content in the portal at launch will focus on procurement, travel, and a replacement of the EFS message board. Finance functionality will be added over time. Work Centers Chart of Accounts Request Budget Journals Adjustments Budget Checking Workflow & Approval Portal Reporting

23. What’s Changing in Finance PCard Reconciliation Existing reporting database will be retrofitted, with limited data changes. All Finance reports currently available in UMReports will be brought forward. A new reporting work center will be introduced. New tools (UM Analytics) are on a separate timeline from the upgrade. Work Centers Chart of Accounts Request Budget Journals Adjustments Budget Checking Workflow & Approval Portal Reporting

24. About the Student Upgrade • This is an upgrade for Student (CS), not a new system • System improvements going from 8.9 to 9.0 • Many at the University know the system well • Counterparts across the country have used 9.0 for years • Each functional area within Student has a Functional Steering Committee • System campus representation on each FSC with one vote per campus for decision-making • FSC members consulted with subject matter experts and stakeholders on their campuses

25. What’s Changing in Student Registration Grad Planner Registration Grading PeopleSoft PeopleSoft APLUS APAS APLUS APAS Grad Planner Grading

26. What’s Changing in Student Self-Service Billing Dates Payment Plans Direct Deposit TOEFL The most significant change in the Student upgrade. Moving from custom-developed applications to delivered self-service (presented in the new MyU). One Stop is not going away.

27. What’s Changing in Student Self-Service Billing Dates Payment Plans Direct Deposit TOEFL Billing cycle will change from every four weeks to monthly and commence about three weeks earlier (starting fall 2014). First billing due date is prior to first payment to graduate assistants. Graduate assistants will not be assessed a late fee on the first bill.

28. What’s Changing in Student Self-Service Billing Dates Payment Plans Direct Deposit TOEFL Installment plan on student accounts no longer automatic. Students will need to opt-in to an installment plan (if desired) and pay an installment fee.

29. What’s Changing in Student Self-Service Billing Dates Payment Plans Direct Deposit TOEFL Student refunding is moving out of HRMS Payroll into FIN Accounts Payable, requiring a separate direct deposit set-up. Student workers will need to have two direct deposit set-ups.

30. What’s Changing in Student Self-Service Billing Dates Payment Plans Direct Deposit TOEFL TOEFL test score data will still be stored in Campus Solutions and available in HRMS to determine if an applicant has the acceptable level of English language proficiency for the teaching assistant program. There is no change to this process.

31. Student Change Management, Communications & Training

32. Faculty Go-To • 200+ staff identified for this advance team • Designated resource for faculty • Understand changes coming for faculty • Consult on tools and resources needed • Be eyes and ears for faculty in their units

33. Faculty Go-To Timeline user acceptance testing dry run participants Invitation and survey, finalize initial list learning labs complete recruitment 1. kickoff mtg 3. enhanced support orientation 2. faculty preview mtg email all faculty forums/in- service/assembly profiles completed Dept. meetings faculty advisory group presentations & messages delivered DGS & DUGS TC Dean’s retreat Senate committees CRAD FCC Council on Undergrad Ed Council on Grad Ed

34. About the HRMS Upgrade • The HRMS Upgrade is more accurately a reimplementation, requiring significant redesign of business processes • In addition, we are implementing new functionality, including: • Electronic time and absence recording and approval • Integrated recruiting and hiring functionality

35. What You Will Learn AboutHRMS • Portal • Position Management • Recruiting Solutions • Appointment Structure • Benefits • Payroll Accounting • Electronic Time and Absence • Reporting Center • Training Plan

36. HRMS Framework

37. Employee enters through myU Portal Transition HRMS Process Flow Chart Planning & Strategy Talent Management Talent Acquisition Workforce Management Onboarding Position Management Set up / Maintain Appt Payroll / Payroll Accounting Create or Modify Position Dept needs to recruit? Enter Payroll Distribution Job Data (position data) No Job Data (position & recruiting data) Absence Management Yes Performance Management Separations / Retirement Recruiting Solutions Submit / Approve Absence Enroll in Benefits Recruit Time and Labor Non-employees: Add a Person/POI Submit / Approve Time Reporting Center

38. HRMS Data Cleanup • Data cleanup is a top priority between now & this fall • Data must be as accurate as possible before conversion & implementation • We need the support of all colleges & units to be successful • See the Data Cleanup schedule at: https://sites.google.com/a/umn.edu/hrms-project-work-stream/home/tools-and-resources

39. HR Stars: User Support Advance Team In each unit, HR Stars: • Serve as positive, credible advocates for new system and processes • Receive training as unit “customer support” resources • Help colleagues navigate and troubleshoot system and processes • Are the “eyes and ears” for HRMS implementation in the units Status Benefits What the Portal will be • Unique professional development opportunity • Local resource to support the unit and the HR Lead • Over 100 Stars and growing • Regular meetings • Coordinated with other Advance Teams

40. Points of Intersection

41. Shared Person Data Points of Intersection Entering and updating personal information via self-service will be done in Campus Solutions for both employees and students. The data then will be sent to HRMS. Also share processes: • Duplicate ID resolution • Address cleaner • Bio/demo types

42. Points of Intersection Student Refunds Student refunding as a process will be initiated within Campus Solutions and will message voucher information to Accounts Payable within the Finance system. A Single Pay Voucher in EFS will create a payment.

43. SEVIS Points of Intersection HRMS 9.2 delivered visa page will be used by SEVIS staff to enter International Student and Scholar data. It will then synched with Campus Solutions.

44. Points of Intersection Work Study Custom HRMS processes are used to enter and maintain Work Study Award Job Placements and Work Study Item Type Splits. Then a custom process is run that determines eligibility, records distribution or earnings to the financial aid work study program, and monitors award limits.

45. Points of Intersection Graduate Assistant Tuition Benefit A process is run in HRMS to determine eligibility, calculate benefit amounts, and update the students’ records. This process is also supported by Third Party Contract information that is entered into Campus Solutions. These contracts contain maximum tuition benefit amounts available to students.

46. Points of Intersection Company UNS Company UNS is used to pay non-service fellowship awards to recipients of a fellowship funding under the National Research Service Award (NRSA) program sponsored by the National Institute of Health (NIH), the National Health Service Corps Scholarship Program, or the Armed Forces Health Professions Scholarship. The data originates in Campus Solutions and is processed in HRMS, and paid through payroll.

47. Points of Intersection Payroll, Fringe and Student GL Journals Pay and fringe are expensed on a bi-weekly basis as part of payroll processing. Retro adjustments to pay and fringe and student financial journals are processed nightly. Resulting journals are messaged to the General Ledger and processed as part of the GL Journal Voucher and Posting processes.

48. Points of Intersection Chart of Accounts & Budget Chart of account values and valid combinations of budgeted chart strings are sent to HRMS and Student systems. HRMS refers to this information as Combo Codes and Student refers to it as Item Types. Both are used in preparation of accounting functions in the two systems.

49. Points of Intersection Payroll and Fringe Benefit Encumbering Pay and fringe are encumbered on a nightly basis—the resulting encumbrance journal is messaged to Finance and recorded into commitment control ledgers as part of the Budget Checking process.

50. Bringing it Together: Portal Lori Lamb