1. Streamline, Simplify, Organize, Automate
Project Update
Streamline, Simplify, Organize, Automate
October, 2017

2. Transformation Update
Agenda – Progress Update
Projects & Timelines
Original Roadshow
General Ledger & Finance - Simplify
Human Capital Management - Organize & Automate
Enterprise Asset Management – Automate
Readiness
Q & A
Speak to how this is an update to introduce current progress -

3. Timelines & Readiness 8/28 9/25 11/20 1/1/18 5/22* 6/26* 12/18 5/7/18
6/25/18
*GL Structure
Readiness Health Check

4. ROADSHOW – SAP Structural Impediments
Employees need to memorize an 18 digit account string to record transactions.
General Ledger includes:
20,000+ fund accounts
8,000 cost centers
Human Capital Management
Organizational foundation does not exist
Asset Management
Primavera/Maximo do not interface to SAP

5. Simplify SAP Master Data - Our Foundation is Simpler
General Ledger Accounts
Funds
Cost Centers
Type
Begin
Current
Total
2,556
1,201
Type
Begin
Design
Total
19,274 62
Begin
Design
Cost Centers
8,075
~1,900
(53%)
(99%)
In Process
Benefits will accrue from simplification:
Governance easier and will be more strict
Less room for error (limited choices)
Currently validating the design with colleagues
Entire process of delivering financial management will change

6. Logical Structures – provide more options
Organizational Levels
Current State*
Design to Date**
Company Code 1 3
Funds
17,249 62
Campus
Segments
N/A 10
Business Area 4
104
Cost Centers
8,613
529
Sub Cost Centers
545
Program Cost Centers
241
RIOs/WBS Elements
95,351
TBD
Funded Programs….used for consistency/tracking
Digital Ed – For Credit / Non Credit
Study Abroad
Conferences
Restricted – by Type
UG / Grad Scholarship
Student Award
Gifts – Facilities
….Others
 Hierarchy

7. Intended Outcomes Gifts Take the Design a Step Further
We aim to provide transparency into key areas…
Using Gifts as an example…
Departmental Designated
Departmental Discretionary
Core Operations
Faculty/Staff Allocated
Gifts
Unrestricted to Department
Restricted -Programs
Restricted – Other Faculty Support
Restricted – Facilities
Start-up
Fund
Funded Program Types
Krannert

8. Managing Faculty Accounts – Current State
Reports delivered in a multitude of ways and timing
Data is not real-time (previous month or other)
Multiple reports may be required since some accounts are Funds and others are RIO’s
Grant accounts may or may not included in these reports and its manual
No drill down capability
Account numbers are lengthy and lack consistency
There is no way to distinguish a faculty account from an operating account
Inconsistency across the University complicates institutional reporting

9. Managing Faculty Accounts – Future State
A dashboard where each faculty member can see all of their accounts
Data will be real-time
All accounts will accessible in one place, including grant accounts and will be automated
Seeking to provide a Faculty Self Service opportunity
Accounts will be grouped by type (restricted, unrestricted, startup, grants)
The first 9 digits of a faculty member’s accounts will always be the same; only the last five digits will differ
Faculty account will be easily distinguished from operating accounts
Consistency across the University simplifies institutional reporting

10. Organize Faculty / Staff Allocation Dashboard Level 1 Level 2 Level 3
Faculty / Staff Person
Grants
Unrestricted Discretionary
Professorships
Start-up / Retention
Other restricted funds
Level 1
Level 2
Level 3
Grant #1
Grant #2 ….
Salary Savings
Residual
Royalties
Jane Doe Chair
Travel Grants …
Access to all faculty/staff accounts ($’s) in one place (sponsored/unsponsored)
Automated reporting and dash-boarding
Self-service capability
Consistent and transparent across University

11. Automate Recruiting & Onboarding - SuccessFactors
Today….
Tomorrow….
What will be different?
Success Factors brings everything together!
Posting
Recruiting
Offer creation
Integrated with onboarding
Paperless!
Information flows from one stage to the next
Pre-populates required forms saving new employees time and frustration
SuccessFactors – Recruiting & Onboarding Modules
Inefficient and Manual
Integrated and Paperless
Academic unit feedback has been very positive so far...

12. Streamline Robust Summer Pay/ Effort Certification
Transparent, Efficient
JULY 2016 S M T W F 26 27 28 29 30 1 2 3 4 5 6 7 8 9
Holiday R 10 11 12 13 14 15 16 HT O 17 18 19 20 21 22 23 TR RH 24 25 31
Status:
PROCESSED
Monthly Salary
$11,100
Available Days
Category
Days %
Amount
Teaching
15%
$1,665
Research
45%
$4,995
Other
10%
$1,110
Compensated Effort
70%
$7,770
Web/mobile based solution
Faculty can see:
rate of pay
number of available days in the month
amount paid for the days they will work
Summer PAR will be generated from this application and effort certified on line.
Redundant and manual re-keying of information is eliminated!
Processed through Payroll

13. Time Management and Reporting
Automate
Solved Complexity and Manual Effort in Time Reporting
Current
New Fully-Integrated, Mobile/Web Based Solution
9,000 Paper Time Cards
Overt Approval – No trust and accountability
Highly Manual
Disparate systems used to process payroll
125 Kronos Touchpads mounted to walls
Out-dated Technology
Manual Time-Cards
Exception-based approvals
Time Management and Reporting
Kronos System
125 permanently mounted touchpads

14. Organize Job Family Structure Faculty structures – no changes
My Purdue
Pay Structures by Career Stream
Visibility of career and pay path with clear promotion track
< 600 core jobs
Wide payroll bands create flexibility and use in processes
My Purdue
No Defined Career Path
No visibility for employee
~8,500 job titles
No logical basis for pay structure
Future
Current
As stated earlier, (and provided in July’s key messages) a solid job family structure enables career mapping. We do not have career mapping today. Our structure is so varied that even mapping potential career opportunities across the campus is difficult. This structure takes time to build. We started with career streams and am working towards a pay structure.
Faculty structures – no changes
Roll-out plan, additional vetting and policies still under consideration

15. Streamline – Capital Projects
What’s going on with my project submission?
Idea
Departmental approval
Deferred Projects
Funding
College Approval
Project Schedules
Academic Schedules
Estimating
Campus Planning
Approvals
Project Monitoring
Bid/Occupancy Dates
Delivery Method
College/Department
Physical Facilities
The process to communicate work request status updates is very manual and time consuming. It is a point of frustration for both clients and facilities project staff. Utilizing system workflow triggered off of status changes, status updates will automatically be ed as work requests enter the various stages of the process.
Progress communicated via:
s, phone calls, meetings

16. Simplify – Work Order Transparency
One Route for Work Request Submission
Simple submission process
Open to campus community
Single site to submit facility, grounds, or vehicle requests
Updates sent to requestor
Requests directed to staff
Mobile friendly
Where is the request?
What is the request action?
Simple submission process – gathers location, problem, and the funding source in 2 short web pages
Open – Purdue account log in allows access
Single site – submit facility issues for facility maintenance, custodial, grounds, or transportation

17. Change Network Go-tos Represents Units – concerns and needs
Builds ‘bench strength
Helps others navigate system
Change Leads
Cascades Key Messages
Participates with readiness reviews
Participates in deep dives
College Liaisons
Provides feedback
Test drives materials

18. Foundation and Position Management
Change Network
Developing Bench Strength
Change Leads:
Director of Financial Affairs, Human Resources and Department Head representatives partner with project teams in understanding and preparing for upcoming changes.
Go-tos:
Go-tos work with the change leads and often have ‘focus areas’ in order to gain better understanding and offer better support
The Change Network is identified on the following webpage:
Human Capital Management organizes ‘Deep Dives’ by grouped tasks or specific subject matter. This allows go-tos to specialize in a specific area where applicable.
Foundation and Position Management
Job Family Structure
Recruitment
Time and Payroll

19. Transformation Project Resources
Website/ /Communications
Website -
questions to -
Monthly Key messages - html
Communications -
News -
Change Network -
Frequently Asked Questions -

20. Q & A ?