Issue 3 * October 2012
Welcome to the UTBNext Project newsletter. In this monthly newsletter we want to give you an update on the project progress, highlight one of the new functionalities of the new system, and share with you what is coming next. UT Brownsville (UTB) is currently implementing a new Human Resources and Financial Management software system called PeopleSoft that will be replacing those current functions in the Datatel system. The project, dubbed UTBNext, began in fall 2011 and is expected to be completed by April 2013. UTBNext is part of a system-wide effort known as UT Share to implement one common platform for all campuses.
What we are doing now
Although work continues with our Phase 3 (Configure and Develop) activities, we are also beginning Phase 4 (Train and Testing) activities this month. During the week of September 24, several UTBNext project team members went to Fort Worth to join other UTShare team members for system testing training. The point of system testing is to make sure the configuration and development efforts can be successfully executed in PeopleSoft. The system testing team spent three days learning how to execute test scripts, identify and track issues and resolve problems that were presented during system testing. Our own system testing team began system testing on October 1st and this activity is scheduled to last through mid-November.
What It does for me
Beginning April 1, 2013, all campus staff and faculty members will begin to use a new online tool in PeopleSoft that will allow them to better access their time and labor and payroll information.
Payroll and Time and Labor are two modules in PeopleSoft that work together to accurately calculate employees’ time and manage employees’ pay. Time and Labor serves as the time reporting system, which is integrated with the PeopleSoft Payroll. The new system will help standardize the timesheet process for UTB and TSC employees.
The timekeeping process in PeopleSoft is completely online helping to streamline the process.
Under the Payroll module, employees will be able to review, add and update payroll information online. Staff and faculty members will be able to access the Employee Self Service (ESS) online tool to automatically update direct deposit information, modify tax information on W-4 form and request reissue of W-2 forms. Furthermore, staff will use the Employee Self Service tool to fill out timesheets, leaves and overtime requests.
One of the greatest enhancements of the Time and Labor module is that it will facilitate the supervision, planning, reporting and approving of time worked. This module also has the capability to keep track of compensatory time balances, track attendance and the flexibility to allow managers to set up different work schedules for their employees. Employees’ work time can be reported in several ways including self-service, administrator entry or generation of schedules. In addition, department managers will use the Manager Self Service (MSS) online tool to approve or deny leaves and overtime requests.
We are pleased to offer this new functionality. No more processing timecards on paper and manually tracking compensatory time balances!
Nelly Gomez (right) serves as the lead for both Payroll and Time and Labor and with the help of Gracie Abrego (left) have done an excellent job in preparing for UTB for these new enhancements.
What is next?
Data validation and conversion will begin soon and last for several weeks. During the training at Fort Worth, the project team members learned about data validation and conversion training. The point of data validation is to make sure that DATATEL data can be converted successfully to PeopleSoft. The data validation team spent two days learning how to identify and track issues that may cause problems during data conversion.
What this mean to you.
We are in the process of analyzing and preparing our current system data for conversion. In the coming weeks and months, the UTBNext team will be reaching out to you to ask for your assistance in various areas relating to data cleanup. Data cleanup is simply the process of making sure the information stored in our DataTel system is accurate and up to date. We will make every attempt to have the best data when we make the move to PeopleSoft and we appreciate your assistance.