Prepare for Cutover

Since The Upgrade involves updating several complex systems in sequence, the systems cutover period will be longer than previous upgrades. Scheduled for April 10 - 20, PeopleSoft and related systems will be unavailable or in view-only mode. Here is how to prepare:

Human Resource Systems

• Review HRMS cutover guide, timeline, and blog on HR systems impact.
• Take HR systems training as appropriate.

Finance Systems

• See cutover details for Finance Systems, such as purchasing and budget deadlines, urgent PCard purchases, and department procedure changes.
• Take Finance Systems training as appropriate.

Student Systems

• See Student Systems Cutover FAQs, which include information on registration, admissions, and transcripts.
• See student-related Key Dates & Deadlines and systems interruption details.
• Take Student Systems training as appropriate.

Portal (myU and MyU)

• The current myU will be available during cutover, but some linked systems may be down.
• View MyU training materials.

Reporting

• Read what to know about reports before, during, and after The Upgrade.
• View Reporting training materials.

Important Notice

The systems may be temporarily slow during the early days after launch because they are pulling in upgraded access profile information. Plus, the backlog of work will likely cause high traffic. So, expect things to take longer, and be patient as you learn new navigation and processes.

Reports before, during, and after The Upgrade

Here are details on how report users can prepare for the systems interruption, April 10-20, and what to do after upgraded systems launch on April 20.

Before and during the cutover:

• See changes to UM Reports, UM Analytics, and PeopleSoft reports.
• Document favorite/bookmarked UM Report links now since they will not work after The Upgrade.
• View Reporting training materials.
• During cutover, UM Reports will be available with data as of April 9.
• Encumbrances related to payroll and fringe activity will be zeroed out before cutover and will remain at zero until after the next payroll runs on April 29. If you need April encumbrance amounts for payroll and fringe, run reports on April 7, before 4:00 p.m.

On and after April 20:

• The new Reporting Center will consolidate UM Reports, UM Analytics and PeopleSoft reports. 
• The UM Reports homepage will redirect to: MyU > Key Links > Reporting Center.
• Check the "as of" date on each report to see when data was updated.
• Follow these instructions if you have trouble with pop-up blockers.
• Printing experiences may vary by browser. If your browser window does not show a printer icon, use Ctl-P to initiate printing.
• View the UM Reports list to determine if a report was updated, replaced, or retired. Retired reports will not appear.
• Everyone can see all report links, even if they don't have access. Trying to run a report without access will generate an “access error” message.
• Important updates will be posted on the Reporting Center homepage.

Transitioning From UM Reports

The Upgrade will usher in a new Reporting Center that consolidates UM Reports, UM Analytics, and PeopleSoft reports. Features include improved search function, real-time data, ability to "like" favorite reports, and links to reporting tools.

The Readiness Assessment recently revealed that people still have questions about the new Reporting Center related to previously saved Favorites and Bookmarks. Review these training resources, the detailed information about changes to reports, and the following FAQs.

Will the UM Reports Homepage be available after The Upgrade?

No, the Reporting Center will replace the UM Reports homepage as part of The Upgrade.

Will my UM Reports favorites transfer to the Reporting Center?

No, the UM Reports links you saved and used prior to The Upgrade will not carry forward into the new system. To prepare, follow these steps:

1. Login to UM Reports (www.umreports.umn.edu)
2. Scroll to the bottom of the home page
3. Under "Reports" click on each triangle to expand the categories
4. Print the page or copy all report titles listed
5. After Go-Live, use this list to create your new list of favorites in the Reporting Center

Will I have the same security access as I did in UM Reports?

Yes, your security will be the same. A feature of the Reporting Center is that you can now see the links to all reports even if you don’t have access so that you know what other reports are available.

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.

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.

New UM Reports List web page

What’s happening to the reports you use to do your job?

Following up on the blog post entitled ‘ESUP Questions...Is UM Reports Going Away?’, ESUP has published a new web page to help faculty and staff find out what’s happening to their favorite UM Reports.

The UM Reports List web page includes background content about the connection between reports and their associated business process and a link to a spreadsheet listing reports affected by ESUP with:

• Tabs for UM Reports from the Finance, HRMS, and Student systems
• Report numbers and descriptions
• Information about what’s happening to each report as a result of ESUP
• Where to find the report after the scheduled systems launch in April 2015*

“The UM Reports list begins to answer the questions many UM Report users have been asking - Which reports are staying? Which reports are being replaced with new PeopleSoft tools? and Which reports are being retired?,” said Mary Keenan, UMD director of Strategic Enrollment and Institutional Research and member of the Enterprise Data Management and Reporting Steering Committee. “Like most UM Report users, I have my go-to reports. It’s helpful to review the list to check on their status,” added Keenan.

Additionally, visitors to the page will find two short videos and a job aid about the new Reporting Center including:

• a two-minute sneak peek introducing the new center as a consolidated catalog of reports coming from UM Reports, UM Analytics, and PeopleSoft
• a nine-minute demonstration giving a deeper view into how people will access the center and find the reports they need
• a one-page job aid with call-outs highlighting its features 

Please visit the new page to learn more about what’s happening to UM Reports and email esup@umn.edu if you have any questions.

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

IDEAA iCOP June meeting recap

The Integrating Data, Enterprise Architecture, and Applications (IDEAA) informal community of practice held its most recent meeting on June 24. IDEAA is a venue where the University IT community can discuss ESUP and the coming changes to the data, processes, and technology powering critical data systems such as the Data Warehouse and the x.500 directory.

Agenda items included:

• ESUP Portal and Student updates - William Dana, Portal and Student project director, shared how the portal will be a new tool to aggregate services from different areas customized to each individual with its main focus on helping people get their University business done. William also highlighted a few changes coming in the Student area like replacing the Course Guide application, integrating Moodle and the new Faculty Center, and re-baselining security.

• Reporting Center demonstration and Knowledge Base update - Amy Schult, business analyst from the Reporting and Data Management team, gave a brief demonstration of the new Reporting Center, a centralized place to display and organize enterprise level reports within the new MyU portal and covered the Knowledge Base, a tool being built for report writers and developers.

• ESUP and file transfers - Bernardo Prigge, from the Infrastructure team, talked about a new file transfer service coming with ESUP.

• Data Warehouse - Bill Collings, from the Integration team, gave updates on changes coming to the Data Warehouse.

• University systems and applications - Janie Moore, from the Integration team, provided status updates from colleges and departments with applications that pull data from PeopleSoft.

Click here to watch a recording of the June meeting.

The next meeting of the IDEAA group will be on July 22, from 9:30 to 11:00 in room 402 Walter Library or on Google Hangouts at http://z.umn.edu/ideaalive. Click here for more information about IDEAA and to find recordings of earlier meetings.

ESUP Reporting information sessions and program status update

On June 18, ESUP staff presented the latest information on the Program’s status as a whole and its efforts around University reporting and data management to approximately 100 colleagues.

Amy Winkel presenting at the reporting and data
management information session in Nicholson hall

Dennis Wenzel, executive program director, gave an overall Program update recognizing the progress and effort made so far, the hard work and high level of collaboration on the project from across the University and acknowledging the road ahead won’t be easy.

Amy Winkel, Amy Schult, and Barbara Scotford from the Reporting and Data Management team also talked about their team’s scope for ESUP with more specific information about what’s happening with UM Reports, the Data Warehouse, and the new Reporting Center, which is being developed as part of the Program.

Amy Schult presenting
on the new Reporting Center

“I was most interested in the status and new developments in UM Reports,” said Mark Bultmann, director of Advising Initiatives and coordinator of Special Scholarships. “It is my lifeline to data for the student groups I monitor. I also appreciated the Reporting Center job aid and the features highlighted on that document.”

Click here to watch a recording of the first session, to see the reporting presentation, and to see the Reporting Center job aid used at each session.

OIT shifting resources to ESUP

(Edited 6/25 to correct/add list of names)

ESUP received some welcomed news from their partners in the Office of Information Technology (OIT). Additional resources are on their way to help the program. 

ESUP OIT team member Jim Nolan says the shift is necessary. “We have more complexity at this stage of our plan with the creation of many new environments...as things wind down on the production side and ramp up on the ESUP side, there will be a natural progression of staff to ESUP to perform this work and gradually transition to support the new systems.”

The following OIT staff joining the program include:

• Reporting - Alex Dean, Derek Widner, Fadwa Wazwaz, Lakshmi Meka, Suzanne Raph, and Joe Sullivan
• Provisioning - Cathy Erickson, Carol Singleton, and Michele Berner
• Infrastructure - Marianna Dobkina, Kim Laabs, Thomas Callaghan, Alec Abasov, and Dan Stout
• Application Development - John Colosey, Jake Gage, and Chris Crosby-Schmidt
• Testing - Todd Nielsen
• Enhanced User Support - Sarah Patterson
• Infrastructure - Clark Johnson
• Portal - Jordan Slominski

ESUP’s Executive Program Director Dennis Wenzel appreciated the extra hands. “Our ongoing partnership with OIT and the other University work streams is critical to ESUP’s success. We are pleased to welcome this talented group of UMN staff to our team.”

ESUP Question...Will I still be able to use DeptID after the ESUP systems launch?

This article is part of ESUP’s ongoing series addressing rumors and questions about the program. Please email us at esup@umn.edu with any questions or rumors you’ve heard.

I heard that with the conversion to ZDeptID from Entity Codes, I will lose the ability to pull detailed information down to the department level. Is this true and will I be able to use DeptID?

One of the main reasons for moving to the ZDeptID value is to enable better reporting at the department level, so yes, you will absolutely be able to use DeptID for reporting. As part of the upgrade work, many HR business processes have been redesigned. As a result, certain reports need to change in both form and function. Details about specifics of what is happening in the reporting world for HR will be available soon.

Until the details are available, it’s important to understand the background of Entity and ZDeptID: 

• ZDeptID is the name of the field used to roll-up departments (DeptIDs) in the financial system (PeopleSoft Financials, or “EFS”). DeptID values are rolled up to (or grouped by) ZDeptID values in Finance using a tree structure, similar to a simple organizational chart.  Entity Codes perform the same roll-up function in the human resources system (PeopleSoft HR, or “HRMS”). Both HR and Finance use the same set of DeptID values to indicate department, and they will use the same set of ZDeptID values for roll-ups after the upgrade.

• The Entity Codes of today are based on the old financial system (CUFS) values for departments and were never converted to the “new” financial department structure and values. The ZDeptID values built in EFS in 2008 were not mapped to the Entity Codes in use in HR. There were good reasons for not mapping them at the time EFS was implemented. People have since found the use of the two terms and two sets of values confusing, especially since they don’t map nicely to each other.

As part of ESUP, collegiate leaders responsible for the HR and Finance functions are working together to reconcile these two sets of values to come up with a shared value that represents both the HR and Finance roll-ups. The roll-up value for both functions will be the same going forward and will reside in a field called ZDeptID. This will enable better reporting for departments, as combined Finance and HR data will then be more easily reported on at the department level, as well as being easily rolled up to a college, campus, and University level.

ESUP Question...Is UM Reports going away?

With a project as large as the Enterprise Systems Upgrade Program (ESUP) there are bound to be questions and rumors about what’s changing and what’s really happening. Thank you to Stephanie Betterman, from the Department of Horticultural Science, who emailed the Program with a question around the topic of reporting. Stephanie wrote, “There are rumors in my department that with the implementation of the new portal, the University will be taking UMReports away. Is there any truth to this?”

This rumor is false. UM Reports is not going away as part of ESUP, however what is changing is how University faculty and staff will access reports contained in UM Reports.

The majority of current, individual UM Reports will be available in the new Reporting Center. Data for some reports will be delivered through new functionality like PS Reports or PS Pages. In the near future, a list of current UM Reports with information on what is happening to each report as a result of the upgrade, will be posted on ESUP’s web site.

When Finance, HRMS, and Student launch their upgraded systems in spring 2015, users will access their UM Reports using the new Reporting Center, which will be available through the myU portal.

The Reporting Center will centralize reports people need to do their job. It won’t be the only place to find reports but it will provide a place that consolidates access to University reports from multiple reporting tools, including UM Reports, UM Analytics, and PeopleSoft (PS).

The Reporting Center will:

• categorize reports based on their function (i.e. finance, human resources, student)
• include search functionality
• allow users to bookmark their favorite reports
• offer a ‘Need Assistance’ feature to get help

Please watch this short ‘Sneak Peek’ video about the Reporting Center for an introduction to this new tool.

Thanks again to Stephanie for submitting her question and letting us use her name in this publication. Please email other questions or rumors to esup@umn.edu. We will contact you before we use your name and question in any of our publications.

Sneak Peek: Introducing the New Reporting Center

The Reporting and Data Management work stream is releasing a "sneak peek" video introducing the new Reporting Center. This short video highlights key features and explains how University faculty and staff will use this new location in the new myU portal to access reports from UM Reports, UM Analytics, and PeopleSoft. Please take a couple of minutes to watch the video and share it with colleagues.

ESUP creating a 'one-stop-shop' for reporting

University leaders and staff need reports to help them make good decisions. However, these reports are not always easy to find. This will change with the Enterprise Systems Upgrade Program (ESUP).

“In terms of reporting changes coming as a part of ESUP, the idea of a reporting center is the thing I’m most excited about,” says Lori Lamb, chair of ESUP’s HRMS functional steering committee. “Having ready access to reporting information in one place will be a big step forward.” Lamb is referring to the Reporting Center, a concept now taking shape as part of the program.

 

The idea is to centralize the reports University faculty and staff need to do their job through the Portal when the upgraded systems go live late in 2014. It won’t be the only place to find reports but it will be THE place to access reports from multiple reporting tools like UM Reports, PeopleSoft and UM Analytics.

 

The Reporting Center will:

• categorize reports based on their function (i.e. finance, human resources, student, etc.), 
• include robust search functionality, and
• allow users to customize their own view to include their favorites.

 To help identify features that work well for users and enhance functionality, Reporting and Data Management (RDM) staff conducted usability testing and feedback sessions by sharing an early version with University staff from the System campuses.

UM Morris feedback session - Clare Dingley, registrar and director of the Office of the Registrar pictured

“We’re encouraged by the positive response and we’ll use the feedback as we work towards a final product,” said Amy Winkel, reporting project director for ESUP. “We appreciate everyone’s input and the opportunity to create this tool that will make it easier to access reports in the future.”

Look for additional Reporting Center information and details in future issues of the Upgrade and at upgrade.umn.edu as development work continues.

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.

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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

ESUP Update 08/26/13 - 09/09/13

ESUP welcomes new consultants
If you walk through 150 Williamson Hall this week, you’ll see a new work area in the back corner where a conference table used to sit. This is the new home of the Identity Management (IdM) project and its PricewaterhouseCoopers (PwC) consultants. Click here for more information.

New Program Director search announced
On August 9, 2013, the ESUP Executive Oversight Committee announced the posting for a new Program Director position. Since this is a substantial organizational change, ESUP Change Management and Communications team pulled together a few questions for the executives. The following Q&A is based on discussions with Robert Elde, Dean of the College of Biological Sciences, and Kathryn Brown, Vice President of Human Resources. Click here to read the Q&A.

Reporting staff unveil student reporting prototypes
Recently, staff from the ESUP Reporting and Data Management (RDM) Team created several reporting prototypes and are now sharing them with multiple stakeholder groups to find the best solution that will meet their reporting needs. Click here for more information.

Quick hits and reminders from across the work streams

• The HRMS work stream has scheduled a second collaboration session with the Finance and Reporting and Data Management work streams for Thursday, Sept. 5, from 3:30 to 4:30 p.m. in 101 Walter Library. Attendees will review the proposal for the re-structuring and implementation of appointment data at the core of the HRMS upgrade project. Please attend if you are interested in this important issue!


• Integration Project Director Tim Gagner, Portal Project Director Susan Geller, and other ESUP staff will give presentations and answer questions at the next IDEAA group meeting on August 27 at 1 p.m. in 155 Nicholson Hall.


• The Portal Leadership Team held a retreat on Monday, August 19, to prepare for launching a content governance process for the new portal, and to get ready for a busy fall, including the release of the rough draft of the portal.


• Many Student work teams will not meet over the next two weeks due to the start of fall term. Please go to the ESUP Student calendar for up-to-date information.

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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.”

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.

Weekly Update for the week of May 20, 2013

Please read through to the bottom for important information on the upcoming changes to ESUP’s Weekly Update!

Program Quality Review results
The results from ESUP’s second Program Quality Review (PQR) were presented to the Executive Oversight Committee last week. The PQR is an independent quality assurance process intended to ensure proper processes and structures are in place for the Program. Overall, ESUP is green--meaning in good shape-- in the three areas that are reviewed: Overall Project Status, Schedule, and Quality/Performance. In addition, the reviewers identified areas of programmatic strengths and potential areas for improvement. A plan for utilizing strengths and addressing improvement areas is underway.

The Executive Oversight Committee and Program Directors Andy Hill and Rebecca Collings (CCI) were pleased to read positive reviews about the team. The reviewers pointed out, “ESUP continues to be staffed with individuals who possess the subject matter expertise required to effectively and efficiently address the business and technical needs for the program. They are committed and very passionate about the program.” Great job, all!

HRMS begins stakeholder engagement planning
Santiago Fernandez-Gimenez, ESUP assistant program director for change management, communications and training, and Jim Thorp, HRMS communications lead, met with the HRMS Functional Steering Committee last week to gather input on the HRMS strategic communications plan and to brainstorm methods of stakeholder engagement. The purpose of this preliminary conversation was to help ensure broad participation, two-way communication, and shared ownership of key decisions and the resulting system.

This input from the HRMS Functional Steering Committee is particularly important as HRMS is tackling a number of issues early in its IDP process that will have widespread impact and are foundational to the quality and availability of data in the system and the overall success of the project. HRMS is considering a number of recommendations to solicit feedback and input from key stakeholders and users. The HRMS work stream website, along with a variety of in-person and electronic engagement strategies, will be used to ensure users and stakeholders understand recommended changes to the system and can weigh in on key decisions and resulting impacts.

Working toward Go Live 
A common ESUP question lately has been, “When is go live?” The Program has been hard at work with Student, Finance, Human Resources, and Information Technology leadership to better understand the multiple impacts to launching a new system. Parties understand there is no convenient time to “flip the switch”, but they have come to the conversations with original ideas and fresh perspectives for how their offices can continue operations or demonstrate flexibility with dates previously considered locked. ESUP will continue to host discussions before identifying a date, but overall, the Program has been inspired by the University community’s willingness and commitment to reach a go live date with minimal impact to users.

Portal survey closes today
ESUP’s Portal team is gathering opportunities and needs for the new portal, and wants to hear from the University community about some of the ideas already collected. The team will use the survey responses to prioritize opportunities and begin design work. Please fill out the 10-15 minute survey.

Week one complete for Finance
The Finance work stream began Phase 1: Plan and Discover work last week, tackling the General Ledger. The Chart of Accounts (COA) workgroup, General Ledger (GL) business process owners, and representatives from the Student and HR work streams all attended the sessions, along with Finance’s new CCI consultant, Mike Robinson. The Controller’s Office EFS Module Support GLAMBUTR (General Ledger, Asset Management, Budgets, Treasury) team led the sessions. An estimated 20 people attended each session, and current, as-is process flows and narratives were reviewed. More information is available on the Finance work stream website, including information on what recommendations and issues were presented to the GL group, and next steps.

Quick hits and reminders from across the work streams

• Portal is on Pinterest! Portal has put together a Pinterest board for viewing all the Design Thinking Workshop prototypes. Repin and leave us comments to tell us your favorite features.
• The Student work stream has cancelled its May 24, 2013 Town Hall meeting due to the proximity to the Memorial Day weekend. The next Town Hall is scheduled for June 14, 2013.
• The Reporting and Data Management team has begun the process of reviewing functional specifications for UM reports needed from the Student work stream. The Reporting team is reviewing the requirements and working with business owners to determine the best way to deliver data. Work is also continuing with the Integration team to discuss data changes that impact the Data Warehouse.

Weekly Update distribution change
Effective the week of May 20, 2013, ESUP’s Weekly Update will move to a bi-weekly distribution schedule. The newly-named ESUP Update will be sent via email every other Monday and will include links to items posted to the ESUP blog between Updates. (Hint: read below for instructions on subscribing via email to the ESUP blog!) As a result, there will be no Update next week, Monday, May 27, 2013.

The communications team is working to bring information to the ESUP and University community in smaller, more timely pieces. If you have any questions or suggestions on how ESUP can better communicate with you, please email Tricia Conway at conwa012@umn.edu.

Subscribe to the ESUP blog!
As ESUP progresses, you can expect more information to be shared more frequently on the ESUP blog. Get every 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!

Weekly Update for April 29, 2013

HRMS upgrade to include key new functionality
The HRMS work stream is excited to announce two key decisions that will mean important new functionality for HRMS users at implementation. The Executive Oversight Committee has approved a timing change to include Time & Labor and Absence Management with the initial implementation. The committee also approved a scope change to include Recruiting Solutions -- previously referenced as Talent Acquisition Management (TAM) or Employee Applicant Tracking -- as part of the current upgrade. These modules will provide high-demand functionality without increasing the project timeline or budget. Kudos to everyone who helped to make the business case for these important system enhancements!

Backes to replace Warren on Integration Steering Committee
Lisa Warren, chair of the Integration Steering Committee since its inception in 2012, has recently stepped down from that role. Andrea Backes (College of Biological Sciences) has assumed the chair responsibilities, effective April 22, 2013. "I am grateful for the masterful role that Lisa has played in helping to get the Program launched. I am also pleased that Andrea Backes, who serves as Director of Finance and HR for me in CBS, will transition into the role as chair,” said Dean Robert Elde, chair of the Executive Oversight Committee. “Since Andrea and I work closely within CBS we will be able to optimally coordinate the work of the committees that we chair."

New faces around ESUP
ESUP welcomes new team members for the second week in a row! Help us welcome Bruce Erickson who joins ESUP as a strategic communications consultant for the program with a Reporting and Data Management focus. The Student work stream welcomes a new consultant, Peg Johnson (Student Records), and a new analyst, Barbara Jensen (Admissions). Finally, CCI consultant Dan Croce (technology) is transitioning off the project. Bob Nadon is transitioning on as Croce’s replacement. Welcome, all!

ESUP on the road
Program director Andy Hill and assistant director Santiago Fernandez-Gimenez visited the Morris campus last week to meet with staff and campus leadership involved with the Program. Members of ESUP plan to visit the Crookston campus this week to hold a similar event. If you would like ESUP to visit your department or college, please email esup@umn.edu or Tricia Conway (conwa012@umn.edu) for more information.

Quick hits and reminders from across the work streams

• The Student work stream is holding its bi-monthly all-Student team meeting this Thursday. Attendees can expect a presentation on the Portal project.
• The Reporting and Data Management work stream attended a Data Governance retreat last week hosted by Enterprise Data Management and Reporting.