UT San Antonio PeopleSoft Project September 2010

UTSA PeopleSoft Project   What is it?   A collaborative, UT System sponsored and shared implementation of   Software will be hosted at UT System Data Center in Arlington   UT Dallas is currently implementing PeopleSoft with a “go live” planned by January 2011;   UT Dallas, Tyler & Arlington are already ‘live’ with PeopleSoft Student Administration.   What is it?   A collaborative, UT System sponsored and shared implementation of   Software will be hosted at UT System Data Center in Arlington   UT Dallas is currently implementing PeopleSoft with a “go live” planned by January 2011;   UT Dallas, Tyler & Arlington are already ‘live’ with PeopleSoft Student Administration. 1

UTSA’s Current ERP Environment   UTSA uses UT Austin’s DEFINE system for most HR & Financial applications   IBM Mainframe-based   Flat file – not a relational data base   Partially web enabled   Highly customized   Highly automated campus workflow   Not a comprehensive HR system   UTSA uses UT Austin’s DEFINE system for most HR & Financial applications   IBM Mainframe-based   Flat file – not a relational data base   Partially web enabled   Highly customized   Highly automated campus workflow   Not a comprehensive HR system 2

New Developments   Staying on DEFINE is no longer a risk-free option   UT Austin is pursuing alternatives to a required $10 million IBM mainframe upgrade that include -   Migrating DEFINE to an open system architecture OR   Implement PeopleSoft   Staying on DEFINE is no longer a risk-free option   UT Austin is pursuing alternatives to a required $10 million IBM mainframe upgrade that include -   Migrating DEFINE to an open system architecture OR   Implement PeopleSoft 3

New Developments   UTSA will now join Dallas, Arlington, Brownsville, El Paso, Pan American, Permian Basin, and Tyler in a PeopleSoft Shared Services project 4

Project Timeline Project Phase Pre-planning Now until March 2011 Project Start March Administrative Offices / Project Teams will be involved from the start - Communication /feedback throughout the project to stakeholders - Departmental involvement in 2012 / user acceptance testing and training Project Go-Live September / December 2012 Project Phase Pre-planning Now until March 2011 Project Start March Administrative Offices / Project Teams will be involved from the start - Communication /feedback throughout the project to stakeholders - Departmental involvement in 2012 / user acceptance testing and training Project Go-Live September / December

PeopleSoft Modules Purchased by UT System Human Capital Management   Human Resources – Campus Community, Administer Workforce, Position Management   Payroll   Benefits Administration   Absence Management   Time & Labor   Portal – Employee Self Service Human Capital Management   Human Resources – Campus Community, Administer Workforce, Position Management   Payroll   Benefits Administration   Absence Management   Time & Labor   Portal – Employee Self Service 6

PeopleSoft Modules Purchased by UT System Financial   General Ledger / Chart of Accounts   Budgeting / HR Integration for Salary Encumbrances   Accounts Payable   Travel & Expenses   Purchasing/Receiving/eProcurement   Asset Management   Grants/Contracts/Projects   Accounts Receivable/Billing Financial   General Ledger / Chart of Accounts   Budgeting / HR Integration for Salary Encumbrances   Accounts Payable   Travel & Expenses   Purchasing/Receiving/eProcurement   Asset Management   Grants/Contracts/Projects   Accounts Receivable/Billing 7

Project Cost Estimates   Consulting Services to be paid by UT System   Our share is about $2 million   Consulting Services to be paid by UT System   Our share is about $2 million 8

Project Cost Estimates   Other Costs to be covered by UTSA:   Project Team/Backfill   Project Management   Training   Project Team Space   3 rd Party Tools/Add-on’s   Additional (Local) Technical Support (if required)   Data Center & Software Maintenance (pro-rata share)   Other Costs to be covered by UTSA:   Project Team/Backfill   Project Management   Training   Project Team Space   3 rd Party Tools/Add-on’s   Additional (Local) Technical Support (if required)   Data Center & Software Maintenance (pro-rata share) 9

Issues & Pre-Planning Activities   Appointments to Executive & Steering Committees   Select project team leads & backfill requirements   Identify space for the project teams   Project manager selection process & negotiate contract   Finalize budget, funding requirements / sources, and financing plan   Appointments to Executive & Steering Committees   Select project team leads & backfill requirements   Identify space for the project teams   Project manager selection process & negotiate contract   Finalize budget, funding requirements / sources, and financing plan 10

Issues & Pre-Planning Activities   Identify low priority activities that can be suspended or terminated   Process mapping   Evaluate reports & interfaces   Chart of Accounts mapping of DEFINE chartfields   Finalize project scope   Communication planning   Hire/train backfill   Identify low priority activities that can be suspended or terminated   Process mapping   Evaluate reports & interfaces   Chart of Accounts mapping of DEFINE chartfields   Finalize project scope   Communication planning   Hire/train backfill 11

Challenges – Change Management This project is a big change initiative for UTSA   Scale – affects all or most of the organization   Magnitude – it involves significant alteration of the status quo   Duration – years both project & ongoing   Strategic importance – affects all of our financial and human resources processing This project is a big change initiative for UTSA   Scale – affects all or most of the organization   Magnitude – it involves significant alteration of the status quo   Duration – years both project & ongoing   Strategic importance – affects all of our financial and human resources processing 12

Challenges – Change Management Issues / Risks   Project model   Big bang project approach   Decentralized processes with various levels of expertise at each department   DEFINE differences – both good and bad   Challenging status quo   Support from within all levels of the organization Issues / Risks   Project model   Big bang project approach   Decentralized processes with various levels of expertise at each department   DEFINE differences – both good and bad   Challenging status quo   Support from within all levels of the organization 13