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Tuesday, September 24, 2013

New approach to Appointment Data
will transform HRMS

It’s mid-afternoon, and HRMS business owner Kelly Krattiger is presenting a proposal to restructure the U’s appointment data to a full conference room. The discussion could be dry and technical -- a bad combination after lunch -- but Krattiger begins by clicking through a simple model of the current system, built in PowerPoint. In this simulation, Krattiger is an HR professional looking up an employee’s salary. In this case, the employee in question has six appointments in HRMS, and it’s not clear which will include the employee’s actual salary.

The maroon boxes represent six active appointments, some paid, some unpaid, and
none identifiable until you click into them; the gold bubbles represent multiple pages,
windows, and clicks required to reveal this faculty member's job and pay.

Click. Click. Click. Heads nod, and several people in the audience chuckle knowingly. One by one, Krattiger deciphers each appointment. Once he has the full picture, he’ll need a calculator or scratch paper to add up the pay associated with each appointment. The process can take many minutes.

Nancy Casey is an HR specialist in the School of Public Health’s dean’s office and one of the subject matter experts consulting on the HRMS upgrade. She can vouch for the challenges posed by the current system and structure.

“On the AHC side, there are always multiple records and multiple appointments -- UMP, AHC, school or division, et cetera,” Casey says. “Verifying an actual base salary for grant purposes is an adventure. Condensing and simplifying the appointment process would help us verify accurate base salaries.”

Simplified structure and processes
In the current system, users click through multiple appointment records on multiple screens to access even basic appointment information. In the new system, most U employees will have a single appointment record, with all of their key data and information only a click or two away using delivered PeopleSoft functionality.

Krattiger shares examples of the new structure for various types of employees. The visual is still complex, because the relevant information is still detailed -- but it’s clear the process of accessing that information is significantly simpler and quicker. PeopleSoft’s Components of Pay functionality makes it possible to enter multiple types of pay for a single appointment, eliminating the need for multiple appointments to record base salary, administrative augments, and awards, for example.

Single appointment record using Components of Pay functionality --
relevant information is only a click or two away

Fewer multiple appointments
This new approach to appointment data enables the University to significantly reduce the number of multiple appointments in the HRMS system.  The University will still use multiple appointments for U doctors who are also part of University of Minnesota Physicians (UMP), retirees who return to work, individuals who have separate 9- and 12-month appointments, and employees who work two distinct part-time jobs.

The U will also take a consistent approach to its 300-plus academic administrators, such as deans, department chairs, and directors with faculty rank.
  • Chancellors and deans, as well as vice chancellors and associates and assistants in both categories, will be considered primarily administrators and will have an administrative appointment, with their salary broken out using Components of Pay functionality.  
  • Department chairs, department heads, and directors with faculty rank will have a faculty appointment, with their salary broken out in the same way.
“This is a big deal,” says HRMS project manager Kris Hause. “This new approach to appointment data lays the foundation for a number of other important changes to our system and business processes, which will simplify and streamline the way we work and improve data quality and consistency.”

Krattiger acknowledges the work to get to this point has been highly collaborative but also challenging.

“Some appointment data issues, such as recording tenure, were simple, because the functionality is delivered in PeopleSoft version 9.2,” he says. “Others, such as how to handle without-salary appointments, were more complex, but doable. But handling multiple appointments was the big one. I believe we’ve come up with a consistent approach that people can understand and live with.”

Restructuring appointment data enables and supports significant changes to payroll accounting and other key business processes. Check back for more information on these changes and the strong collaboration between work streams in the near future.

Monday, September 23, 2013

ESUP Update 9-23-13 to 10-7-13

ESUP Executives clarify pathway to new Program Director
We are excited to announce Dennis Wenzel joined the University today as Program Director for ESUP (click here to read the official announcement and Dennis’s CV). Click here to read more.

Q & A with ESUP’s new program director
Dennis Wenzel joined ESUP as the new program director on Monday, September 16, 2013. He hit the ground running, keeping busy with status meetings and team introductions. Despite his packed schedule, we grabbed a minute to sit with Dennis to learn more about who he is and his background. Click here to read more.

Finance work stream explores new features
The Finance work stream has been exploring new features available in PeopleSoft version 9.2. Among the available new features are various work centers for transaction preparers and approvers. Work centers are available for some data entry functions in the financial system but not all. Click here for more information.

Quick hits and reminders from across the work streams
  • The HRMS Payroll Accounting team and the Finance work team are partnering to find streamlined solutions for the University community. Watch upgrade.umn.edu over the next couple of weeks for articles on payroll accounting, appointment data, and more. This is collaboration at its best!
  • The Portal team completed its first rough draft usability day and began engagements to show the rough draft and get feedback from the U community.
  • Nearly 1,600 people completed the second ESUP stakeholder survey which closed last week. Thank you to those of you who took the time to give us your feedback!

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Get each new blog post delivered to your inbox by entering your email address in the Subscribe by Email window at upgrade.umn.edu and following the instructions. Once your subscription is activated, you will receive an email alerting you to new ESUP posts late in the afternoon the day they are published. If there is no post, you receive no email -- simple as that!

Thursday, September 19, 2013

Finance work stream explores new features

The ESUP Finance Project Work Stream has been exploring new features available in PeopleSoft version 9.2. Among the available new features are various work centers for transaction preparers and approvers. Work centers are available for some data entry functions in the financial system but not all. The available work centers help preparers of some transactions see which are pending review, which require action by the preparer, and so on, in one place.

The upgraded version of PeopleSoft Financials also delivers a tool that may allow people to do things like make Chart of Accounts change requests from within the system itself, potentially replacing the current BPEL tool forms. This feature needs to be further investigated but the preliminary review is encouraging. Watch for further updates as we discover more about the new version of Financials.

Even though the teams are still exploring these new features, it appears that for some functions, transaction preparers can look forward to better access to information and more efficient handling of certain kinds of requests.

Wednesday, September 18, 2013

Q&A with ESUP’s new program director

Dennis Wenzel joined ESUP as the new program director on Monday, September 16, 2013. He hit the ground running, keeping busy with status meetings and team introductions. Despite his packed schedule, we grabbed a minute to sit with Dennis to learn more about who he is and his background.

Tricia Conway (TC): Okay, let’s get the easy stuff out of the way. Tell us something about yourself outside of your role as program director.

Dennis Wenzel (DW): I live in Minnetonka with my wife of 13 years, Janelle, and my three kids ages 11, 8, and 6. I grew up in central Minnesota and enjoy the standard Minnesota things like hunting, fishing, hiking, and Minnesota sports teams--especially the Twins (win or lose!). I spend a lot of time with my boys' baseball activities and my daughter's soccer. My wife and I enjoy traveling for fun and are making plans for another trip to Asia.

TC: Can you tell us a bit about your work experience with programs like ESUP?

DW: I have worked in multiple projects similar in size to ESUP--primarily in the public sector. I have served in many capacities from business lead, testing coordinator, communications lead, quality manager, and engagement management. All of my projects have been highly visible, complex projects where the taxpayer's dollars were being spent--and watched.

TC: What excites you about this project?

DW: I enjoy watching all the disparate and complex pieces of large projects come together. I love working on big diverse teams, getting to know new people, and working in a rapid paced environment. I think ESUP has the potential to be transformative for the University; as a member of the broader Minnesota community I am excited to be a part of something so important.

TC: You’ve been a consultant in your previous roles--what was that experience like? Where did you go?

DW: I enjoy consulting. Consulting has allowed me the opportunity to work on some of the most exciting projects in the market--and with some of the smartest people. I have always enjoyed the challenge of learning something quickly, drawing from different experiences, and making a project come together. I spent my early consulting years here in Minnesota. Over the last 8 years, I spent time traveling all over the country meeting with new clients and serving on project teams. I spent a lot of time in Boston, a few months in Harrisburg, and nearly three years in New Mexico. I loved the variety and food of New Mexico; it’s a place I would have never picked to go, but I can't wait to go back.

TC: What drew you to this project and the University?

DW: After spending nearly 14 years in 'Big 4' consulting, I joined North Highland team in Minneapolis where I serve as a Principal for the public sector. We are a management consulting, strategy, and executive management firm. When this opportunity was presented to us, I felt it was a project where I could provide some value and experience. I also felt the challenge would be great.

TC: How do you balance your work and personal life?

DW: I spend a lot of time with my wife and kids. After being on the road 100% for the last several years, I am starting to enjoy the simple 'normal' things of life (all those things that are impossible on the road). I have enjoyed training our yellow lab, coaching fall baseball, doing a little fishing, and taking care of some gardening and landscaping.

TC: Thanks for your time, Dennis! 

***
We hope to do a second Q&A with Dennis after his first week to learn more about his thoughts in ESUP and his perceived challenges. If you have any questions you’d like us to ask, please send them to esup@umn.edu. All questions will remain anonymous in the blog unless you request otherwise. In the meantime, stay tuned for information on ESUP-wide “meet n’ greets” with Dennis and Dean Elde. This will be a great opportunity for Dennis to meet the ESUP community! 

Tuesday, September 17, 2013

Survey is now closed - thanks for your feedback!

Survey Said!!! - We sent the second stakeholder assessment survey to nearly 5,000 people across the System campuses on September 12 and we want to thank those who have responded.

The purpose of the survey is to gather new information, compare the results to the first survey sent in December 2012, and gain a better understanding of stakeholder awareness, engagement, and areas of concern to move forward most effectively.

As a reminder, the survey is anonymous and we encourage ESUP consultants to complete it as well. So, if you received an email inviting you to take the survey, please fill it out as soon as possible.

The survey is now closed. Thanks again for your feedback!

Monday, September 16, 2013

ESUP Executives clarify pathway to new Program Director

We are excited to announce Dennis Wenzel joined the University today as Program Director for ESUP (click here to read the official announcement and Dennis’s CV). Over the next few weeks ESUP will introduce Dennis to the program team and University stakeholders. However, before introducing Dennis, the Program wants to remain transparent and recap the activities of the past five weeks.

On August 9th, the ESUP Executive Oversight Committee (EOC) announced its plan to hire a new program director for ESUP. (Here is a Q & A about this decision,  posted on the ESUP blog on August 21.)

On August 21, the EOC announced it had engaged the services of Aeritae Consulting Group to help them with the hire in two specific areas: 

  • provide an assessment of ESUP and based on the results from that assessment, 
  • identify skill sets, roles, and responsibilities for the new position.

The independent assessment included a series of interviews with members from ESUP’s governance structures, program and project directors, OIT, and work stream members as identified by their project directors. Aeritae delivered their preliminary assessment results on September 10, which included positive reviews of the program as a whole while identifying smaller areas of concern, which is to be expected in a program of this size.  

On September 12, the Program Leadership Team met with the EOC members in an open and candid conversation. In this meeting, the EOC announced the selection of Dennis Wenzel as the new program director, answered questions, and heard concerns and feedback from the program leadership. 

Dean Elde spoke candidly about the challenges an executive team faces in governing a program by committee. These leaders are the final decision-makers in their areas of responsibility, but in a program as broad and important as ESUP, they have been challenged to provide appropriate oversight when there is overlap between those areas. 

The conversation restated that the executives have, and will continue to, take their oversight responsibilities very seriously. They continue to have full confidence and trust in the program. The EOC understands the hard work going into ESUP, and while they know there are formidable demands ahead, they expect the teams will move forward with the excellent work underway. The role of current program directors was not clarified, though the executives restated their strong appreciation for the excellent work that Andrew Hill and Rebecca Collings have done and expressed hope they would continue on the program. 

Finally, the ESUP Executive Oversight Committee expressed confidence the process over the past months has helped them find alignment, and that a new program director will be able to leverage that executive understanding into smooth sailing for program staff.


Wednesday, September 11, 2013

ESUP surveys to gather stakeholder feedback

ESUP staff are constantly evaluating and adjusting their work based on feedback and data. Consistent with this practice, the Program is sending its second stakeholder assessment survey to nearly 5,000 people across the system campuses this week. The purpose of the survey is to gather new information, compare the results to the first survey sent in December 2012, and gain a better understanding of stakeholder awareness, engagement, and areas of concern to move the Program forward most effectively.

The first stakeholder assessment survey established a baseline of information for the Program to help guide strategy and direct specific actions. For example, the first survey revealed 74 percent of stakeholders are involved in multiple work streams, and while 81 percent believe they will receive appropriate training, nearly 20 percent have concerns. To respond to this information, Program staff are ensuring stakeholders receive targeted communications across the work streams and timely, comprehensive information about training.

When the survey closes, ESUP team members look forward to using the data to evaluate and modify their plans where necessary. However, they can only analyze results if recipients take a moment to provide feedback. So please, take a few moments and complete the survey when it arrives in your email inbox!

Monday, September 9, 2013

ESUP Update 9/9/2013 - 9/22/13

Portal leadership team retreat
Members of the Portal Leadership Team gathered on August 19, 2013, in Folwell Hall for a half-day retreat to launch a content governance process and to energize the team for the release of the rough draft this fall. Click here for more information.

ESUP fosters University reporting and data management collaboration
Through ESUP, a strong partnership has formed between the Program’s Reporting and Data Management (RDM) work stream and the Enterprise Data Management and Reporting (EDMR) initiative. Together, RDM and EDMR are addressing important reporting and data-related capabilities for the University over the short and long-term. Click here to read more.

ESUP student workers get real life experience
This summer, four student workers helped keep the ESUP team moving forward. While two have moved on, two will remain throughout the school year. Program Director Andy Hill said of the student workers, “We really appreciate having the opportunity to give real life work experience to our students.” Click here for more information.

Quick hits and reminders from across the work streams
  • ESUP would like to congratulate Dean Robert Elde, chair of the Executive Oversight Committee, on his recently-announced retirement at the end of the academic year. We look forward to continuing our work with Dean Elde and supporting him during this transition.

  • In the past week, the HRMS work stream held two OHR Brown Bag events and a second collaboration session with the Finance and Reporting and Data Management work streams on the recommended approach to restructuring appointment data. A total of 67 people from across the HR community attended the Brown Bags in person and online. More than 50 people participated in the collaborations session, which ended with general endorsement of the recommended approach to simplifying and streamlining core HR data and processes.

  • Survey Said!!! - ESUP is sending its second stakeholder assessment survey to nearly 5,000 people across the System campuses this week. The purpose of the survey is to gather new information, compare the results to the first survey sent in December 2012, and gain a better understanding of stakeholder awareness, engagement, and areas of concern to move forward most effectively. If you receive an invitation to take the survey, please complete it as soon as possible.

  • Jennifer McCord and Max Thacker from CCI led four training sessions for the Student work stream on how to create WorkCenters in PeopleSoft. These sessions concluded the last week in August and were attended by 41 people. The Student work stream has had fewer IDP sessions due to the busy start of term, though work has continued in earnest and the team is on track to complete IDP by the end of October.

  • On the road again… Members of ESUP’s leadership team will be returning to the system campuses this fall. They will meet with campus leadership and hold listening sessions with the staff who are helping make this program a success. Plans are underway for the Duluth and Rochester campuses with trips to Crookston and Morris anticipated for later this fall.

Subscribe to the ESUP Blog!
Get each new blog post delivered to your inbox by entering your email address in the Subscribe by Email window at upgrade.umn.edu and following the instructions. Once your subscription is activated, you will receive an email alerting you to new ESUP posts late in the afternoon the day they are published. If there is no post, you receive no email -- simple as that!

Friday, September 6, 2013

Portal leadership team retreat

Members of the Portal Leadership Team gathered on August 19, 2013, in Folwell Hall for a half-day retreat to launch a content governance process and to energize the team for the release of the rough draft this fall.

What’s content governance? The risk of launching this type of portal is that it can become a free-for-all -- with lots of messy, disorganized content. The Portal Leadership Team is seeking to establish a governance structure that ensures a unified and meaningful experience for the U.

The Team watches a demonstration of the Portal rough draft.
Some of the questions posed to the leadership team were examples of the issues that need to be solved ahead of time, such as:

  • What are the criteria for deciding what constitutes an alarm versus a notification?  Who decides what meets each criteria set?  
  • Who decides what the attributes will be?  Who gets to use which attributes when they create content?
  • Which content appears on the home page? Which content appears in fixed/immovable positions?

The visual agenda for the retreat.
In a consensus workshop, the team tackled the question: “What does the content governance group need to understand and commit to in order to be able to set up the rules and processes around which content will be governed for launch and in the first year?” The team worked on developing the principles from which to make the governance decisions, including a focus on end users, collaboration, responsiveness and flexibility.

The team also saw an early demonstration of the rough draft of the portal, which will be released on September 16. Feedback on the work done so far was very positive. "I was encouraged and excited by the demonstration and the retreat itself," said team member Carrie Meyer. "It's reassuring to know that a broadly representative group is working on the Portal governance model proposal, including great people from each campus in the system."

Leadership and Project team members from each campus attended the retreat: 

  • Amber Bailey (University Relations, UMC) 
  • Andrea Wilson (Human Resources, UMR)
  • Ann Freeman (University Relations, UMTC)
  • Ben Cashen (Information Technology/Analytics and Reporting, UMTC)
  • Carla Boyd (Office of the Registrar, UMD)
  • Carrie Meyer (Enterprise Financial System, UMTC)
  • Cynthia Murdoch (ESUP Portal Project, UMTC)
  • Julie Selander (Chair of Portal Leadership Team; Academic Support Resources, UMTC)
  • Kelly Krattiger (Office of Human Resources, UMTC)
  • Kim Doberstein (ESUP Portal Project, UMTC)
  • LeeAnn Melin (Office of Undergraduate Education, UMTC)
  • Mike Vandenberg (Office of Admissions, UMM)
  • Sandra Ecklein (myU, UMTC)
  • Scott Barnard (Organizational Effectiveness, UMTC)
  • Susan Geller (ESUP Portal Project, UMTC)

For more on the portal visit z.umn.edu/portal.

Thursday, September 5, 2013

ESUP fosters University reporting and data management collaboration

Through ESUP, a strong partnership has formed between the Program’s Reporting and Data Management (RDM) work stream and the Enterprise Data Management and Reporting (EDMR) initiative. Together, RDM and EDMR are addressing important reporting and data-related capabilities for the University over the short and long-term.


RDM is a project within ESUP which creates a more short-term focus. Its goals for the Program include:
  • Meeting Go-Live reporting needs related to the upgrade
  • Aligning central reports to business processes
  • Identifying and creating reports needing real-time data


“Our goal is to work with the work streams to make sure their Go-Live reporting needs are met for faculty and staff,” said Amy Winkel, RDM project director for ESUP.


EDMR is the business owner, or governing body, for RDM and will continue to oversee reporting beyond the life of ESUP. EDMR’s overall goal is to improve the availability, understanding, use, and value of data used throughout the University. It will reach its goal through:
  • Shared data: access to common and comprehensive data sources
  • Shared understanding: a common platform for institutional and unit reporting
  • Shared tools: awareness and application of standard metrics and data definitions
  • Shared development: a structured environment to exchange knowledge and ideas


“EDMR is about getting the most out of the data, reporting, and analysis assets available to the University,” said Steve Gillard, University data custodian and director for the Analytics Collaborative. “The two groups have a very good working relationship and this collaborative effort improves approaches to problem solving which leads to better solutions.”


A concrete example of this partnership started recently when RDM staff identified three topics that required EDMR collaboration:  reporting standards, direct data access and the identification and definition of key data elements. As a result, one of EDMR’s tactical committees, the Data Governance Team (DGT), is considering these topics at an institutional level to develop actionable next steps and recommendations for long-term solutions.


In the coming weeks, the ESUP Update blog will include articles with more details about the collaboration around these three topics. In the meantime, please send questions to esup@umn.edu