MyU Preview: My Finances Tab

MyU Preview is a series giving a peek into pages within the new MyU. Keep in mind MyU content is still in development and some things will be updated between now and Go Live.

If you’re a student, after the Upgrade goes live, you’ll perform many of the tasks you currently complete at the One Stop website in the new MyU. These tasks include registration, applying for financial aid and paying bills. The My Finances tab shown here is your entry point to information about your student account and financial aid. Click the image to enlarge.

Previously:

• MyU Homepage (revised)
• Research Tab
• Faculty Career Tab
• Academics Tab 
• Purchasing Tab
• Reporting Center

Questions? Contact esup@umn.edu.

How to Prepare for The Upgrade

Training & education

As The Upgrade nears, you will receive emails about training relevant to your role. Most training emails will be sent in January. You are encouraged to take training close to when you receive the emails.

All training information is accessible via the Upgrade Education page, some of which is available now. Since most training will be online, you can revisit it and retake it as many times as you want. (Training could not be developed until after the system was built and tested, so courses are still in development, prioritized by need and timing.)

Here are two trainings that many people will need to take:

• Time and absence training will be available in early January. Employees who submit or approve hours or absences on paper must learn how to do these activities online.
• People who use student systems (Campus Solutions) should take the Student Systems Upgrade Overview course, available now.

If you want to take additional training, consider your primary job responsibilities and, if needed, talk to your supervisor.

Know your support network

During The Upgrade, additional support will be provided to call centers/help desks. Plus, you can reach out to your Advance Team, “voice on the ground” personnel with advance tools and information who have graciously offered to support their areas during The Upgrade. 

Embrace change

Big systems implementations like these usually face technical issues and natural human resistance. Prepare for changes, be flexible, and exercise patience with your colleagues and the system. (See this TED Talk video on change.)

MyU Preview: Academics Tab

MyU Preview is a series giving a peek into pages within the new MyU. Keep in mind MyU content is still in development and some things will be updated between now and Go Live.

If you’re a student, after the Upgrade goes live, you’ll do many of the tasks you currently complete at the One Stop website in the new MyU. These tasks include things like registration, applying for financial aid and paying bills. The Academics tab shown here is your entry point to information about your degree, registration, classes, and grades. Click on the images to enlarge.

Previously:

• MyU Homepage (revised)
• Research Tab
• Faculty Career Tab
• Purchasing Tab
• Reporting Center

Questions? Contact esup@umn.edu.

Faculty Features in the New MyU

Watch a walkthrough of some of the features and changes for faculty in the new MyU, including easier access to teaching and advising information, consolidated grade entry, the Reporting Center, and MyU tabs for research and faculty career information.

[If you receive an error using Firefox, click OK and then hit the play button at the bottom of the page. Content should play normally.]

Take a closer look at some of the MyU screens here:

• MyU Preview: Homepage
• MyU Preview: Research Tab
• MyU Preview: Faculty Career Tab
• MyU Preview: Purchasing Tab
• MyU Preview: Reporting Center 

Questions? Email us at esup@umn.edu

After The Upgrade: Reports

A PeopleSoft upgrade plans to go live in April 2015*. It will usher in a new Reporting Center that consolidates UM Reports, UM Analytics, and PeopleSoft reports.

The Reporting Center provides a single window into commonly used reports from multiple reporting tools. Features include: Improved search function, real-time data, ability to "like" favorite reports,  links to the data warehouse web query tool, HRMS query viewer, and EDMS. 

Here is some important information for people who use reports:

• Some reports will have different names and content.
• UM Reports favorites and bookmarks will not transfer, so save a list in order to find them after The Upgrade
• If you have created and saved ad-hoc queries in the Data Warehouse, they may need to change due to business process changes.
• During the one to two-week system cutover period in April, most UM Reports will be view-only with static data.
• Find out details about reporting changes.
• Watch a short video to prepare for the new Reporting Center.

*This article was updated on 02/04/2015 to reflect the most recent timing information.

Enhanced Support for The Upgrade

To support staff, faculty, and students through the PeopleSoft systems upgrade, we are developing easy-to-use Enhanced Support for existing structures and processes. So, the help contacts you use today are the same ones you will use after The Upgrade.

Here are some essential support groups:

• Advance Teams are “voice on the ground” teams comprised of workplace personnel supporting colleagues throughout The Upgrade.
• The Call Centers / Help Desks team prepares all centers with training and resources for a consistent user experience, ensuring issue tracking and resolution.
• The Training Teams provide educational resources and learning opportunities to support university-wide understanding of how to use the new systems.
• The Communication Teams share information with the University community through an array of channels before, during, and after The Upgrade.
• The Command Center will provide internal support to the call centers and help desks, analyze themes and trends, and will help prioritize issues across the Program.

Since upgrades this big usually have hiccups along the way, these teams are essential as we work through technical glitches, process confusion, and user dissatisfaction. Everyone will need to leverage their skills in flexibility, empathy, and patience!

MyU Preview: Purchasing Tab

MyU Preview is a series giving a peek into pages within the new MyU. Keep in mind MyU content is still in development and some things will be updated between now and Go Live.

After the new MyU launches, faculty and staff will see a Purchasing tab. Not everyone has purchasing authority, but now everyone can see the information on how to appropriately buy things, in case they need it. This tab provides easy access to procedures, tools, and contract (best overall) pricing, making the purchasing process more transparent for everyone. Click the image to view more detail.

Previously:

• MyU Homepage (revised)
• Research Tab
• Faculty Career Tab
• Reporting Center

Questions? Contact esup@umn.edu.

A farewell to the final grading application

As the semester comes to a close and the PeopleSoft Upgrade prepares for a scheduled launch in April 2015*, many current systems will be used for the last time. For example, this fall will be the last time that faculty, instructors, and their proxies use the current final grading system. When The Upgrade goes live, grade entry (mid-term grades, final grades, and grade changes) will change. Here are some highlights:

• All grade entry will be consolidated and accessible in the new Faculty Center
• A new administrative mark, “NR,” will be posted to transcripts when grades have not been assigned by the grading deadline.
• In addition to direct entry, there will two ways to import grades into the grade roster:
• Uploading from a file
• Importing from Moodle
• After importing from an external source, grades will need to be reviewed in the Faculty Center and then submitted before they are posted to students’ records.

More information and resources will be provided to faculty and instructors closer to the final grading periods for spring semester.

*This article was updated on 02/04/2015 to reflect the most recent timing information.

MyU Preview: Faculty Career Tab

MyU Preview is a series giving a peek into pages within the new MyU. Keep in mind MyU is still in development and some things will be updated between now and Go Live.

After the new MyU launches with the Upgrade in spring 2015, faculty will have access to the new Faculty Career tab. The tab aggregates resources for tenured and tenure-track faculty. These resources are critical components for faculty development and success: key information about support and collaboration, as well as the policies pertaining to faculty appointments. Click the image to view more detail.

Previously:

• MyU Homepage (revised)
• Research Tab
• Reporting Center

Questions? Contact esup@umn.edu.

After The Upgrade: Reports

In April 2015*, the PeopleSoft upgrade is scheduled to usher in a new Reporting Center that consolidates UM Reports, UM Analytics, and PeopleSoft reports.The Reporting Center provides a single window into commonly used reports from multiple reporting tools. Features include: Improved search function, real-time data, ability to "like" favorite reports, links to the data warehouse web query tool, HRMS query viewer, and EDMS. 

Here is some important information for people who use reports:

• Some UM Reports will go away because they aren't frequently used or the information is duplicated elsewhere.
• Some reports will have different names and content.
• UM Reports favorites and bookmarks will not transfer, so save a list in order to find them after The Upgrade
• If you have created and saved ad-hoc queries in the Data Warehouse, they may need to change due to business process changes.
• During the one to two-week system cutover period in April, most UM Reports will be view-only with static data.
• Find out details about reporting changes.
• Watch a short video to prepare for the new Reporting Center.

*This article was updated on 02/04/2015 to reflect the most recent timing information.

MyU Preview: Research Tab

MyU Preview is a series giving a peek into pages within the new MyU. Keep in mind MyU is still in development and some things will be updated between now and Go Live.

After the new MyU launches in spring 2015, faculty, PI’s and Co-I’s will have access to the new Research tab. If you’re a faculty member, PI or Co-PI, the Research tab will show you:

• Details about your sponsored and non-sponsored research activities
• Deep links to the UMReports that display the details of your sponsored and/or non-sponsored activities.
• Supportive links to Research tools: Reporting Center, EGMS, REPA, eResearch Central, eProtocol, Effort Certification and Research Topics.

If you do not have sponsored or non-sponsored grant funding, you still get all the research support information and links to other systems. Click the image to view more detail.

Previously:

• MyU Homepage (revised)
• Reporting Center

Questions? Contact esup@umn.edu.

The Cutover Period: What You Need to Know

The Upgrade is a massive undertaking. We are upgrading several complex systems in sequence, as well as improving system efficiency, adding a portal, consolidating reporting, and updating processes.

This is why The Upgrade will take longer than previous ones.

Just before the new systems “go live”, there will be a one to two-week period during which some systems won’t be available – some will have view-only information that is not live.

We are trying to shorten the system cutover period as much as possible. Right now, it looks like it will take a little more than a week. We’ll know more at the end of the November testing period. 

Prepare for the Cutover Period

Before the cutover, you’ll need to take care of critical issues that will happen during that time, such as having extra lab and office supplies on-hand, and entering and approving employee time. As we get closer, we will provide more preparation information. 

Here are a few things you WILL be able to do during the cutover.

• Human Resource Systems: You can continue the hiring process and you can view employment records. We do need to minimize the number of HR events during the cutover period, so consider moving hires before or after that time.
• Finance Systems: You can continue to make PCard purchases (e.g., for research activities) and view information as "read-only".
• Student Systems: You can view all records, print transcripts and certification letters, and access “read-only” software applications.
• Reporting: UM Reports, the data warehouse, and UM Analytics will be available with static data that was accurate as of the cutover date. 

Changes Coming to Payroll and Payroll Accounting

Important changes coming to Payroll and Payroll Accounting were key topics of the October meeting of HR Stars. According to Heather Kidd of the Office of Human Resources, the key points to remember and share with employees about Payroll are:

• Payroll information, including past pay stubs and balances, will be easily accessed from the new MyU portal, under the  “My Pay” tab.

• Pay statements will look somewhat different. They will show greater detail, including specifying regular pay, paid absences or overtime pay.
  
• University employees will not see any changes to how and when they are paid.

Key changes coming to Payroll Accounting include:

• Distribution entry will be separate from appointment entry to help ensure the timely entry of appointments, as well as timeliness of paying employees.

• The new distribution entry process introduces four funding options: Appointment Level, Position Level, Pool Level, and Department Level. 
• Units/departments need to decide how to handle distribution levels according to their business needs.

At the meeting, HR Star Shannon Luloff of the Academic Health Center shared some of the ways she is helping her unit prepare for The Upgrade. She emphasized the important role of the HR Stars, an advance team of more than 100 HR professionals throughout the five system campuses who provide advice and disseminate information about The Upgrade.

View presentation slides from the meeting or watch the video. For more information about the HR Stars, please contact Nicole Salm in the Office of Human Resources at (612) 626-2286 or salm0078@umn.edu.

See how the PeopleSoft Upgrade will affect students

Interested in learning how the Upgrade will affect students? Attend one of the several Student Experience Previews held on each campus. The sessions will include demonstrations of class registration, bill payment, and viewing financial aid. Also covered will be how MyU and the One Stop website will work together after the planned upgraded systems launch in April 2015*.

These sessions were created for those who support students (e.g., advisers, student services staff). Previews for a student audience will be available in January and February. No need to register, just come when you can!

Crookston

• Wednesday, December 3, 2-3 Bede B-E

Duluth

• Wednesday, December 3, 10-11
  Griggs Center
• Thursday, December 4, 1-2
  Griggs Center

Morris

• Monday, December 1, 1-2 109 Imholte Hall
• Monday, December 1, 3:30-4:30 109 Imholte Hall
• Tuesday, December 2, 9-10 109 Imholte Hall
• Wednesday, December 3, 1-2 109 Imholte Hall

Rochester

• Tuesday, December 2, 10-11 (location, TBD)
• Wednesday, December 3, 1-2 (location, TBD)

Twin Cities

• Wednesday, November 12, 10:30-11:30 2-260 Keller Hall (East Bank)
• Friday, November 14, 2-3 2-122 Molecular & Cellular Biology (East Bank)
• Tuesday, November 18, 9-10 10 McNeal Hall (St. Paul)
• Thursday, November 20, 10:30-11:30 140 Nolte Center (East Bank)
• Friday, November 21, 10:30-11:30 31 Rapson Hall (East Bank)
• Monday, November 24, 3-4 143 Ruttan Hall (St. Paul)
• Wednesday, November 26, 9-10 50B Humphrey (West Bank)
• Monday, December 1, 3-4 512A STSS (East Bank) NEW DATES ADDED!

• Tuesday, December 9, 2-3
  212 Mechanical Engineering (East Bank)
• Thursday, December 11, 10-11 512A STSS (East Bank)
• Wednesday, December 17, noon-1 108 Folwell Hall (East Bank)
• Tuesday, January 6, 10-11 140 Nolte (East Bank)
• Thursday, January 8, 2-3 143 Ruttan (St. Paul)
• Monday, January 12, 2-3 1-123 CSOM (West Bank)
• Wednesday, January 14, 10-11 512A STSS (East Bank)

*This article was updated on 02/04/2015 to reflect the most recent timing information.

Watch the Student Systems Preview

In October, Student Systems Preview Sessions were held on all campuses to share training information, give demonstrations of the new MyU, the new Faculty Center, the new Advisor Center, and explain key processes (e.g., permission numbers, batch processing of service indicators and student groups, academic standing).

If you missed these sessions and are interested in the content, view an edited recording of one of the presentations (the accompanying handout is also available). The recording is less than 40 minutes and will help those with access to the Student Systems (i.e., Campus Solutions) prepare for the changes coming with the Upgrade.

After the Upgrade: When do I register for classes?

When The Upgrade goes live in spring semester, one of the first process changes students will notice is how they find out their registration time (a.k.a. registration queue time). Currently, students go to the One Stop website and use an interactive tool that provides personal enrollment timing information based on their student record. After Go Live, it will simply be part of the Academics tab in MyU!

How students will view their registration time in the new MyU (click to enlarge). 

Sneak Peek: U Market Ordering Process

For everyone who creates requisitions in EFS, here is a brief video that shows how processing of U Market orders will change after The Upgrade is complete. U Market itself will not be changing but the basic EFS requisition pages will look a bit different. Please take 5 to 6 minutes to watch the video. It will help you prepare for the changes coming with the scheduled upgrade in April 2015*.

Click to view the U Market Ordering Process Sneak Peek

*This article was updated on 02/04/2015 to reflect the most recent timing information.

Upgrade Key Messages

What are the top three things you
want your audience to remember?

Since so many of us are spreading the word about The Upgrade, we thought it would be useful to distill the information down into three key messages (but remember to always tailor content to your audience whenever possible). 

Message 1: In April 2015*, we plan to do a systems upgrade that will affect nearly everyone at the U. To be successful, we need your support... and patience!

Supporting Information
Three PeopleSoft systems will be upgraded: Campus Solutions (student systems), Enterprise Financial System (EFS), and the Human Resource Management System (HRMS). Where it makes sense, we are also moving from an overly customized system to a tried-and-true package solution. Other changes include a personalized portal; consolidated reporting; automated business processes; and better infrastructure. Tertiary systems may also be affected.

You’ll need to learn new ways to do things, and we’ll give support and training as needed. As with any upgrade this big, we expect to have to work out some kinks, so please be supportive during this time.

Message 2: The Upgrade will…                            

• Support ongoing infrastructure efficiency, supportability, stability, and compliance.
• Provide benefits to faculty, staff, and students: personalized MyU portal, real-time information, automated processes, and consolidated reporting.

Supporting Information

Upgraded systems will be easier and faster for IT to maintain so we can focus more resources on our mission instead of on behind-the-scenes operations. Upgraded systems will enable improved processes, such as employee time management, purchasing, and accounting. And we’ll be in a better position to leverage new and emerging technologies.

MyU will feature personalized information and let you manage your interests and favorites. Go to MyU for things like:

• Real-time personal notifications and financials
• Real-time class schedules, grades, and waitlists
• Research, teaching, and advising tools
• Consolidated reporting (UM Reports, UM Analytics, some PS reports)
• Access to UMarket and purchasing information
• Employee time management and approvals

Message 3: The Upgrade will take one to two weeks. During that time, you won’t be able to use some systems. For example, some systems will have view-only information that is not "live." You will need to prepare -- we will help you.

Supporting Information

Because we are upgrading several complex systems in sequence, the process will take longer than previous upgrades. We are working to minimize the impact but you may need to take some actions beforehand, like making loan or vendor payments, entering and approving employee time, or making sure your software is up-to-date. We’ll help you prepare – please pay attention to future communications.

This change is complex, and even though we have taken a lot of precautions, it’s rare that an upgrade this significant would go off without a hitch. Please be an advocate during this time. We need your support and patience to be successful!

*This article was updated on 02/04/2015 to reflect the most recent timing information.