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UT Brownsville. UTShare HCM/FMS Project. UTB Next.

Issue 4 * November 2012

Welcome!

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

Phase 4The UTBNext team is now in Phase 4 (Testing and Training) of the PeopleSoft UTBNext project. Current efforts continue to be focused on system testing which will soon be followed by conversion validation and integration testing. The team has expanded to include a number of individuals from business affairs, institutional research, facilities management, grants, human resources and academic affairs. The point of system testing is to make sure the configuration and development efforts can be successfully executed in PeopleSoft.

In addition, the team is working on making sure everyone has the appropriate access in PeopleSoft when the university goes live on April 2, 2013. The plan is to have security in place for end user training which is scheduled to being early in 2013. Stay tuned for more information on training in our next newsletter.

What it does for me

Beginning April 1, 2013, all campus staff and faculty members will have enhanced features to facilitate users with their budget management. Commitment Control and Hyperion Planning and Budgeting are two modules in PeopleSoft that will help with this function.

Commitment Control is the PeopleSoft module that defines budget authority for departmental expenses. It provides departments with real time account status and the capability of electronic budget transfers. Some of the enhancements that this module brings to our campus users are as follows:

  • Online budget transfers eliminating the need for paper budget amendments
  • Track budget adjustments as temporary or permanent to facilitate the budget development process for the next fiscal year.
  • Capability of running budget availability reports at the department or division level. This means, that departments could extract balances from cost centers regardless of funding source from their department by using the department field when reports are run.
  • Budgets for grants will be loaded by grant period and not by our institutional fiscal year. Our current system did not provide this functionality and would eliminate the need to do the budget partial rollover for those grants that cross fiscal years. 

Hyperion Budgeting and Planning is the PeopleSoft application that supports enterprise wide planning, budgeting and forecasting. This is the module that will be used to develop our institutional budget and will primarily be used by the Budget Office.

A key functionality gain for our institution is that Hyperion will have an interface with PeopleSoft and will facilitate the entry of any changes to the personnel records done during the budget process. This enhancement will minimize manual entry and will allow for a faster setup once the budget is approved by the UT System Board of Regents. 

UTB Budget Office Staff

Tomas Guajardo (front-left) serves as the lead for Commitment Control, Commitment Accounting, and Hyperion Planning and Budgeting with the help of the Budget Office staff (front-right: Rosalinda Salazar; from back-left: Sandra Castillo, Mary Aten, Robert Mariscal.)

What is next

The UTBNext team is still in the process of analyzing and preparing our current system data for conversion. If you have not heard from the project team in October, you may in November as the UTBNext team may 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. The team will make every attempt to have the best data when we make the move to PeopleSoft.

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