Issue 6 * January 2014
Welcome to the UTBNext Project newsletter. 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 May 2014. UTBNext is part of a system-wide effort known as UT Share to implement one common platform for all campuses.
Cutover Planning and Key Dates
After reviewing and thoroughly discussing project progress and open issues, the UTShare Executive Committee determined to move our go live date from March 1, 2014 to May 1, 2014 but we will continue to move towards our PeopleSoft system readiness date of March 1, 2014. System readiness means that we have completed testing, resolved critical issues, and the system is working as expected. Operational readiness means that we have finalized all interim processes, communicated those changes, and trained our end users. This additional 60 days will ensure that all critical issues are resolved and that campus-specific activities to support the implementation are complete.
To ensure that we are prepared to transfer over functions to PeopleSoft, the team has set a number of key deadlines for the campus. Cutover activities will start April 7, 2014 in preparation for conversion on May 1, 2014. The table included details of each cutover task and the assigned deadline.
April 07, 2014
|Recruiting & New Hires, Procurement Card
Final approved request to advertise, posting of new positions and freeze creation new procurement card holders
April 11, 2014
Last day for Purchase Orders to be final approved by budget authority.
(Procurement Card (P-Card) transactions still allowed)
April 18, 2014
|General Ledger, Grants & Asset Management
Last day to add new cost centers, change cost center names and account managers etc.
Last day to setup grants and contracts budgets in DataTel and freeze grants award close outs.
Last day for asset transfers. Asset transfer forms due by 5:00 PM CT
April 25, 2014
|Employee Self Service
||DataTel Employee Self Service access to be locked (i.e. ACH and direct deposit)|
April 28, 2014
Budget Adjustments, Travel & Expense, Procurement Card, Payment Vouchers, Human Resources, Payroll
Budget amendments due in the Budget Office by 5:00 PM CT.
Travel Authorizations and Reimbursements final approved for last check run.
Procurement card activity departmental approvals by 5:00 PM CT.
Payments (Invoices) to be final approved by 5:00 PM CT.
RHF, CPAF and other hiring documents due by 12:00 PM CT.
Final timesheets due to payroll office by 5:00 PM CT (2nd Semi Monthly PE 4/30/14)
Last day to enter leave balances and all appointments
April 30, 2014
|Human Resources Compensation Benefits
Freeze compensation and faculty contract changes
Freeze position changes
Freeze life event changes (benefits)
|GO LIVE MAY 1, 2014|
In early January, end user training began for peer trainers. Over 60 peer trainers were identified from across campus. These individuals are key personnel from each division who will not only learn to use PeopleSoft, but will obtain the knowledge and skills necessary to train other personnel. The training curriculum was comprised of training topics that included employee self service functionality that allows for the review of biographical information, view paycheck, maintain direct deposit information, update payroll and tax related information. Peer trainers were also trained on how to use PeopleSoft to manage fiscal transactions including managing department funds, procuring goods and services, making payments and processing travel authorizations and expense reimbursements. Additional topics included new functionality for employee recruitment and the candidate gateway. Special topics included in curriculum were an overview of upcoming functionality and a “train the trainer” program that highlighted skills to be an effective trainer. Peer trainers were provided with user credentials to log in and navigate using training materials throughout the remainder of the testing cycle.
In addition during spring orientation over 130 faculty were trained on how to use PeopleSoft employee self-service functionality and how to navigate through the system. Department account managers were trained on how to manage department funds and conduct other business operations using PeopleSoft. All trainings were recorded and materials will be stored in the training library on the project website. The training library will also include a multitude of information for end users to transition to new system including crosswalks, cheat sheets and help desk information.
What is next
Team leads will coordinate the testing of payrolls, interfaces and operational reports throughout round two of testing which is expected to end January 31. During this period individuals who have completed training have been navigating processes using the test environment. This will ensure that users across the campus will be prepared to use PeopleSoft once we go live.