Enhancing Administrative Efficiency: The Enterprise Systems Upgrade Program at the University of Minnesota

1. Enterprise Systems Upgrade Program “A foundation for future innovation…” CLA NOW: Departmental Administrators

2. Enterprise System History at the U 1999: Upgrade to version 7.5 2006: Upgrade to version 8.9 2012: ESUP initiated 1996-1998: ImplementationofStudent and HR 2000: Upgrade to version 8.0 2008: Implementation of Financials 2014 1996 2014 1996 • We built custom functionality that PeopleSoft originally could not deliver. • Our modifications became best practices, and today, many are standard features.

3. ESUP creates excellent operations Reduce Modifications Standardize Processes Unify the User Interface Shared Ownership in Change Efficiency & Effectiveness

4. Bottom Line “We absolutely have to move to a more nimble and responsive way of doing our administrative work, and we have to do it at a lower cost.” President Kaler, ESUP Charter Current state of our system

5. Multiple Projects - One ESUP Team Finance Student HRMS Portal Technology Reporting and Data Management Change Management,Communications, & Training 5

6. Scale of the Change 6

7. Analyze and Design: The IDP Flow Interactive Design & Prototyping (IDP): Facilitated business processes redesign sessions using upgraded PeopleSoft

8. Challenge of the Organizational Matrix University of Minnesota You Academic & Administrative Units Departments & Units Campuses &Colleges

9. Pacing ESUP Engagement: Audience & Content Message structure gets more and more specific over time (the funnel) About Page / Rpt AboutChange per role About Workstream About BP About ESUP User support Proficiency All Faculty, Staff, & Students Knowledge System Users Understanding Support Managers & Supervisors Awareness Leaders Governance Executives The audience structure grows bigger over time (the reach)

10. ESUP & CLA • CLA ESUP Advisory group • 248 people on the Upgrade mailing list • Staff = 160, Faculty = 88 • Significant HR data clean up efforts • Meetings last year: • Advisory group, Student services, Portal departmental outreach

11. What’s Changing? • The New MyU Portal • HRMS— reimplementation • Student — upgrade • Finance — technical upgrade • Reporting & Data Management—operational reports

12. What’s the New MyU Portal? What the Portal will be An aggregator: a centralized place to find tools and information The access point for PeopleSoft systems An easier, more effective place to do the work of the U What the Portal won’t be A space for new software development The umn.edu homepage An interactive collaboration space Magic.

13. The point of the New MyU: To help people be successful getting their business done at the U.

14. HRMS Process Framework

15. HRMS Major Changes Appointment Data: • Simplify overall structure and better use Position data • Use more delivered processes • Improve reporting and data integrity What’s in it for me? • Easier to understand an employee’s current assignment(s) • Fewer records = easier searching Recruiting Solutions: • New vendor for on-line hiring processes • Integrated data avoids duplicate entries • Address user pain points What’s in it for me? • New delivered hiring functionality, directly integrated into the HRMS system

16. HRMS Major Changes Time & Labor/Absence Management: • Implement electronic timekeeping for hourly employees • Implement electronic leave request option for all employees • Implement workflow for approvals and delegations What’s in it for me? • Timekeeping, absence requests, and approvals via Employee Self-Service. Payroll Accounting Distribution Entry: • Separate job functions for hire and accounting • Better use of combo codes (appointment, position, department) • Implement custom front end for ease of distributions What’s in it for me? • Move to delivered processes behind the scenes for most users • Improved accuracy and increased efficiency

17. What can you expect from Finance? • The Finance upgrade is primarily a technical upgrade. There is plenty that is NOT changing in EFS. • RRC Managers and Cluster Directors are in the know • Communications about specific changes will be targeted toward users with access to current functionality • PCardmoving to the Expense report is one of the bigger changes, and there is a sneak peek • Contingency processes for purchasing and payments will be available during the actual system conversion • Check out the Finance work stream web pages for detailed information

18. Reporting &Data Management Goals: • Meet day one reporting and data needs • Align central reports to business processes Reporting Center in the New MyU • Report organization similar to UMReports • Consolidated catalog of U-wide reports

19. myU Portal UM Reports Reporting Center UM Analytics PeopleSoft

20. Major Changes - Student System Moving away from custom-built applications to delivered self-service functionality • Faculty Center (associated with teaching) • Advisor Center • Student self-service

21. Faculty Instructional Center The Faculty Center is one location for completing many tasks associated with teaching classes: • Class schedule • Class roster • Mid-term grades • Final grades • Student notifications Sneak peek available at upgrade.umn.edu

22. Faculty Support:Situation Analysis • Faculty and instructors will have significant changes in the interface they use for administrative tasks.   • Faculty and instructors rely on staff to help them when they are faced with unfamiliar interfaces. • There is not a single defined role for that “go to” staff member

23. Student Self-Service Students will have one place to go to: • Register for classes • View their account statement • View their grades • Other tasks related to their academic life at the University They will access all of these functions through the new MyUportal.

24. How do we get there from here?

25. What can you expect from us? • Timing, pacing, and targeting of communication determined per business process • Better to show than just tell • Video & online content / demos • Training will be process-focused and multi-modal: format depends on needs • Responsive to your questions and requests for information whenever possible

26. Change Management Timeline

27. Stay Informed, Help yourself Our Web site:Upgrade.umn.edu Our e-newsletter:The Upgrade Email your ideas, questions, or concerns to esup@umn.edu

28. Conversation • Can you help us identify faculty go-to staff, ensure data clean up and integrity, and maximize our joint investment in Enterprise Systems? • What did you see or hear in this presentation that stands out to you? • What barriers or risks do you see to the successful implementation of upgraded systems in your unit?