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Tuesday, July 30, 2013

ESUP Change Management continues outreach

The ESUP Change Management team continues working our broad engagement plan.  Each work stream is striving to expand direct contact with relevant stakeholders during Phase 2: Analyze and Design.

Activity examples:
  • The Finance work stream has added new members to their work teams to ensure adequate stakeholder representation.  
  • The Student work stream held an all-campus in-person meeting to continue growing our University-wide collaboration. 
  • The Training team recently held a series of open town hall meetings to hear about learner preferences with our new Universal Productivity Kit (UPK) in-line training and support tool. 
  • The HRMS work stream recently held a ½ day consultation meeting around appointment structure.
  • The Portal team recently completed a day-long rapid prototyping usability session with users.

From a Program-wide perspective, activities continue as well. Look for more stories, videos, and fact sheets to help keep you abreast of program progress. Training curriculum development is beginning as IDPs conclude. The short-term engagement goal is to work through the structure of the institution, developing relationships and key connections within each unit with a focus on maximizing shared investment in the program. Look for ESUP to leverage those relationships with faculty outreach and engagement beginning in September with the rough draft release of the Portal.

The following groups welcomed ESUP this summer:
  • Twin Cities Deans
  • IT Leadership Community of Practice
  • College of Biological Sciences Department Heads
  • CLA administrative leaders
  • Carlson School of Management administrative leaders
  • Public Engagement Leaders
  • IDEAA, an informal community of practice for campus developers impacted by the upgrade.

If you would like to bring ESUP to your unit or network, please email esup@umn.edu and let us know!

Monday, July 29, 2013

ESUP Update, 7/29 - 8/11/13

ESUP blogs from the past two weeks:

HRMS upgrade lays foundation for the future with collaboration sessions  For the past year, nearly every document summarizing the HRMS upgrade project has included some version of the following language: re-implementing core HR data functions especially regarding appointment data and job designations. Last week, a cross-functional group of HR, finance, and reporting stakeholders took a closer look at what that means. Click the link to read more.

Training Q&A: Focus on how, not what  What is UPK? Will training be online only, or will ESUP offer in-person training? Click the link to read a Q&A with Carolie Carlson, Training project director for ESUP.

ESUP Video: Building the new portal  How is the ESUP Portal team approaching building the new University of Minnesota portal? Click the link to watch the short video!

IDEAA group discusses ESUP data integration at kick off  On June 25, over 110 people attended the Integrating Data, Enterprise Architecture, and Applications (IDEAA) informal Community of Practice kick-off meeting.

Quick hits and reminders from across the work streams

  • The Student work stream is hosting its bi-monthly all-Student meeting on Thursday, August 1. This event is open to all Student team members and functional steering committee members.
  • The Finance work stream unveiled a new table highlighting the anticipated levels of change that will occur within the financial system. Click here to view the table.


Friday, July 26, 2013

HRMS upgrade lays foundation for the future with collaboration sessions

For the past year, nearly every document summarizing the HRMS upgrade project has included some version of the following language: re-implementing core HR data functions especially regarding appointment data and job designations. Last week, a cross-functional group of HR, finance, and reporting stakeholders took a closer look at what that means.

Click image to enlarge.

On July 17, the HRMS upgrade project team held a collaboration session with the HRMS functional steering committee and members of the finance and reporting communities to discuss issues concerning the University’s appointment data, which is being restructured as a part of the upgrade. The redesign of human resource business processes as part of the HRMS upgrade project provides the University with a prime opportunity to simplify its appointment data, create a clearer definition of our organizational structure, increase functionality, and improve data quality and reporting.

“We needed to tackle the data issues up front, because getting this right enables us to really transform how we do HR work at the University,” said Lori Lamb, director of HR Operations. “This work is foundational to everything else we hope to accomplish with this upgrade.”

Deeply ingrained in the data and related processes, however, are important issues regarding how the University tracks tenure and manages contract pay, enters without-salary appointments for non-employees who have a special affiliation with the University, processes student refunds, and uses multiple appointments, particularly for individuals with both academic and administrative duties.

This last issue is a big one. Currently 333 people across the University’s five campuses, from chancellors and deans to chairs, department heads and directors, hold some combination of academic and administrative appointments. Admittedly, it’s only a little more than one percent of the University’s workforce, but it’s a crucial one percent: the various ways of recording these multiple appointments make accurate reporting of administrative counts and costs difficult.

Click image to enlarge.

The collaboration session enabled the HR, finance, and reporting stakeholders to talk through this issue together at their tables and as a large group. According to facilitators, the session underscored the need for multiple appointments in certain circumstances, the understanding that no single solution would completely satisfy all parties, and the recognition among participants that the University needs a single set of consistent guidelines on when and how multiple appointments should be applied -- an approach that has also received support from University leaders.

“I thought the result was very positive,” said Lamb. “I think people came away ready to make a change, and we can move forward with developing a recommendation based on their input.”

A day later the HRMS and Finance functional steering committees held a joint meeting to discuss the implementation strategy for payroll accounting, which impacts both the HRMS and Finance work streams. The response to this meeting was similarly positive. Finance functional steering committee chair Rob Super, who also serves on the HRMS functional steering committee, said he’s never been more optimistic about the success of a project in his 20 years working on University-wide projects.

“The spirit of teamwork and collegiality with central and end users on this project is unprecedented in my experience,” said Super. “We are dealing with really fundamental issues proactively and together. In the process, we have begun to break down two sets of silos -- those between functional areas, like finance and HR, and those between central units and end users.”

Thursday, July 25, 2013

Training Q&A: Focus on how, not what

Tricia Conway (TC):  What’s UPK? Will training be online only, or will ESUP offer in-person training? Will you have to learn new tools in order to use the system? Will your work group have enough time to train on the new system before it starts? ESUP has heard many questions surrounding the training strategy, so today we are sitting down with the Project Director for Training, Carolie Carlson, to get the answers. Let’s jump right to it, Carolie. Is Training part of ESUP, or are you guys doing your own thing?

Carolie Carlson (CC): Training is definitely part of ESUP. We have a training team that is comprised of our two existing training units (ASR and Training Services) as well as individuals hired to the Program.

And, the training team has already been actively involved in ESUP. We have a trainer in most of the IDP (Interactive Design and Prototyping) sessions so we can get an early start on what the changes are and who might need to be trained on those changes.

TC: Cool, good to hear your team is so involved. So here’s the most common question we’ve heard: What’s the deal with UPK--will everyone need to learn this tool?

CC: The UPK (User Productivity Kit) is another training tool available to us to use. It’s very similar to other tools we use such as Captivate and SnagIt. UPK can also be used to post job aids and tutorials in the Help feature within PeopleSoft.  Learners won’t really need to pay attention to what tool we use to deliver the training; they just need to know if training will be delivered online or face to face.

TC: Which segues nicely to my next question! Since many won’t need to worry about the tools, just the delivery methods, can you tell us if training will be online or face to face? 

CC: We will always have some face to face training for our distributed learners. That’s not going away. We will also always have tutorials for the learners. Some other delivery methods we are looking at are “train the trainer”, UMConnect (distance education learning), and demos of the changes. We hope to offer a blended approach to training and streamline how we deliver content across the workstreams.

TC: Some of our colleagues have requested a “Train the Trainer” scenario while others are urging ESUP to avoid this. Can you give us some context on what this means?

CC: Sure. “Train the trainer” typically refers to what some might call a Super User model. This is where a unit selects a person who uses the system a lot to train others in their unit. Generally, the super user is trained by the central training staff on what the key elements of training need to include and is given some guidance on how to train effectively. There are usually parameters for what must be covered in the session and how to track who was trained.

The pros to this model are that a unit has more control over when people get trained and can tailor the training a bit more to their departmental procedures.

The cons to this model are that units now have to commit the time of one of their high powered users to train others. The ongoing commitment can sometimes be a hardship for units, especially the smaller units.

Train the trainer was recently implemented with the RRC managers for the Budget Entry class. It’s been used in the past at the University for other areas with some success. This model is used sparingly because of the time commitment it puts on the units.

TC: It’s no secret that distance/online participation has been a tricky issue for ESUP. There have been concerns with UMConnect in the past. Is this a delivery method that Training Services has used before? Will online participants have information on what to do in case of a technology problem? 

CC: We have used UMConnect in the past with some good success. We generally have an online tech support person with us during these sessions so that participants can get immediate help. We also send out a test email prior to the session so participants can test their system prior to the event. One piece of advice for participants: take advantage of testing the system! Many problems are encountered because of an incorrect version of some software and many participants won’t have administrative access on their computers to fix that. Conducting the test gives them time to get an appointment with their desktop support people.

TC: Have there been discussions about levels of necessary training? During one upgrade, all users had to go back to a “square one” training, if you will. Is that the approach ESUP will take? And if so, how will you ensure enough training opportunities will be available before the system launches?

CC: Good question! The level of necessary training is not determined yet and won’t be until all the IDP’s are completed. This should be sometime in January. We want to be able to look across the changes and determine if there are ways to communicate in a broad fashion or if we need to do more structured training on topics.

We do anticipate that there will be some topics that are more informational in nature. In those cases, a job aid or a communication of some sort may be all that is needed. In other cases, we may be creating classes and tutorials. All of that is to be determined.

As to getting it all done in time for the system launch- that will be a discussion in January!

TC: When do you hope end users can start registering for training? 

CC: We hope to be able to announce our training plans in April, 2014 and open registration in May. We need to have enough time to train everyone before the new system launches sometime in October, 2014.

TC: Will users need to meet certain testing requirements in order to access some training modules?

CC: The current model of requiring learners to pass an assessment will remain in place but will have some modifications. We are under discussion with the business process owners about the changes we might want to make to this model.

TC: Great, thank you very much, Carolie. Last question--where should people go with questions about Training on the new system? 

CC: While we don’t anticipate having much information until IDPs are done, if there are questions, people can email the Program at esup@umn.edu. This address is checked regularly and emails are routed to the appropriate project directors.

***
What do you think--did this help answer your questions about Training or did it raise more questions? Either way, we want to hear your feedback! Please send an email to esup@umn.edu and let us know your thoughts. Also, we are happy to host Q&As with other project directors. If you send us your questions, we will try to track down the answers!


Wednesday, July 24, 2013

ESUP Video: Building the new portal


Susan Geller, project director for ESUP Portal, discusses the team's approach for how they are building the new University of Minnesota portal. Further information on the Portal team's strategy can be found online at z.umn.edu/portal.
Enjoy!

As always, please send your questions or comments to esup@umn.edu

Thursday, July 18, 2013

IDEAA group discusses ESUP data integration at kick off

On June 25, over 110 people attended the Integrating Data, Enterprise Architecture, and Applications (IDEAA) informal Community of Practice kick-off meeting.  The group provides a venue where the University developer community can discuss the Enterprise Systems Upgrade Program (ESUP), foster collaboration, and mitigate ESUP’s potential impact on developers, analysts, and others involved in data integration at the University.

“I think the IDEAA group is addressing a critical component of ESUP, the data,” said Dave Peterson, Web/OBIEE Developer in the Office of Institutional Research. “The kick-off meeting was exciting but also intimidating as the University’s data systems and their relationships are a BIG problem. It was important to get the ball rolling and that is exactly what the kick-off meeting accomplished.”

L to R: Barbara Scotford, Bill Collings, Tim Gagner,
Colin DeLong, and Joe Goggins present at IDEAA kick-off meeting
IDEAA plans to invite speakers from each of the major functional areas (Student, Human Resources, Finance) to future meetings to present about coming changes, both decided and potential, as a result of ESUP.

According to Colin DeLong, the main goal is to get information out about data integration-related changes to people across the University who build applications and reports and gather feedback about those changes.

"We're excited about working with the IDEAA group on integration solutions and other data- related topics. This is a great opportunity to share information and ideas on the ways we can work together to make the ESUP implementation as smooth as possible.  This group seems to be positioning itself as a valuable asset for data integration concerns across the University for a long time to come," said Tim Gagner, ESUP project director for Infrastructure and Operations.

The next IDEAA meeting is July 29 from 10 - 11:30 a.m. in 155 Nicholson Hall. For more information and to watch a video of June 25 meeting, go to z.umn.edu/ideaa.

Monday, July 15, 2013

Update for 7/15/13 - 7/28/13


Items from the blog
It has been quiet around ESUP due to the holiday break, but if you missed the latest ESUP blog post, click on the title link.
  • ESUP leadership participates in second joint planning workshop -- ESUP’s Program Leadership Team (PLT) attended a second joint planning workshop on Wednesday, June 26th. The joint planning workshops have been instrumental for members to gain understanding across work streams, identify obstacles, and determine options for success... 

Quick hits and reminders from across the work streams
  • The Portal work stream has documented feedback from all of the engagement opportunities, gathered priorities via a survey of the U community, and created a list of initial features that will be available when the portal launches. Click here for what's in scope for the Fall 2014 launch.
  • A new Student work stream module, Academic Advising, begins this week. Click here for more info on what this module will explore.
  • HRMS project director Kris Hause and HRMS business owner Kelly Krattiger presented at an HRMS Upgrade Brown Bag for OHR staff, updating attendees on project status, timeline, and key challenges and opportunities. More than 30 people attended in person and via UMConnect. 

Tuesday, July 9, 2013

ESUP leadership participates in second joint planning workshop


Photo: Members of PLT listen to a
presentation on the new enterprise portal.
ESUP’s Program Leadership Team (PLT) attended a second joint planning workshop on Wednesday, June 26th. The joint planning workshops have been instrumental for members to gain understanding across work streams, identify obstacles, and determine options for success. Goals for the second workshop included addressing work stream schedule issues and conflicts identified from the previous workshop, along with providing a deeper understanding on how Portal, Reporting and Data Management, and Testing would impact functional work streams.

In preparation for the event, PLT members participated in a survey on sustaining effective teamwork as ESUP evolves. Dr. Brandon Sullivan, Director of Employee Engagement in the Office of Human Resources was invited to present the survey findings. The survey results were positive, indicating PLT members had clarity around roles and responsibilities and experienced good collaboration with one another. At the same time, the team saw opportunities to operate more efficiently and identified processes that could be streamlined. Finally, results suggested the team was aware of the program’s scope and were working to ensure goals and resources remained aligned as ESUP advances.



Monday, July 1, 2013

ESUP Update for July 1, 2013


Items from the blog
If you missed these ESUP items posted over the last two weeks, click on the title link to read more!

  • OHR Portal steering committee kicks off -- The newly formed Office of Human Resources Portal Steering Committee held its first meeting on Friday, June 14, to help define, plan, and support the delivery of high-functioning, user-friendly HR functionality and content via the University’s new enterprise portal... 
  • Consolidated Program Plan presentation -- On June 3rd, Rebecca Collings, program director from Cedar Crestone International (CCI), Kathy Brown, vice president for Human Resources, and Andy Hill, ESUP program director gave brief presentations on ESUP's Consolidated Program Plan and thanked the Program's partners at an event on the Twin Cities campus...
  • New module in Student work stream -- A new module has started in the Student work stream: Academic Advisement... 
  • ESUP at the Board of Regents -- On June 14, Dean Robert Elde presented an ESUP status report to the Board of Regents in his role as chair of the Executive Oversight Committee (EOC)...

HRMS hosts team appreciation lunch
On June 17, the HRMS work stream hosted an Appreciation Lunch for team members, including a taco bar, beverages, and desserts -- not to mention kudos and thanks from HRMS Project Director Kris Hause, Director of HR Operations Lori Lamb, and Vice President Kathy Brown. Brown commented on the critical importance of the HRMS project to the future of the Office of Human Resources and the University, and Lamb complimented the enthusiasm of team members to take on challenging work and do it well. Hats off to the HRMS project team, governance groups, and SMEs, for their great work to date!













Quick hits and reminders from across the work streams

  • The Executive Oversight Committee approved two change requests at the 6/25/13 meeting, PY003 (payroll module) and BN001 (benefits module). Congrats, HRMS work stream!
  • As of the end of June, the Student work stream reports 65% of Interactive Design and Prototyping (IDP) topics are complete or in progress. Great job to all involved! 


ESUP at the Board of Regents


On June 14, Dean Robert Elde presented an ESUP status report to the Board of Regents in his role as chair of the Executive Oversight Committee (EOC). Accompanied by the full EOC, Dean Elde provided an overview of the Program’s goals, multiple work streams, complex timeline, budget, and Program Quality Review (PQR) results. Following the presentation, the Regents asked questions and gave feedback.

Regent David Larson, speaking from his experience merging decentralized units into one global enterprise, encouraged those working on ESUP to continue reducing the number of customizations and modifications. Regent Clyde Allen reinforced ESUP’s focus on data, both now and in the future. He asked if ESUP was addressing longer-term extensibility. Finally, Regent Abdul Omari appreciated ESUP’s “synergy with faculty, staff, and students during a time of change” and reiterated the need for continuous communication.

On June 13, Vice President for Human Resources Kathy Brown and Director of HR Operations Lori Lamb gave a more detailed update on the HRMS work stream to the Faculty and Staff Affairs Committee. Vice President Brown described the HRMS project as a “foundational” priority for the Office of Human Resources, and praised the hard work and collaboration of project team members and stakeholders within the HRMS work stream and across ESUP. Regent David McMillan spoke to the critical importance of “business process optimization” as a part of the current Analyze and Design phase, and asked Director Lamb about the depth of the commitment to reduce customizations.

“It’s as strong as I could have imagined,” said Lamb, adding that the commitment starts with President Kaler and the Executive Oversight Committee. “People are actually saying, ‘Maybe simpler is better.’”

Click on the following link to watch a video recording of the ESUP presentation to the Board of Regents on June 14. The ESUP presentation starts about one hour and 35 minutes into the meeting.