Total contracted project cost is $5,011,347.
Campuses are funding the upgrade based on the IT Shared Services Cost Allocation formulas. Project funding actually occurs over 4 fiscal years – a small amount in FY2013, the largest amount in FY2014, a smaller amount in FY2015 and some in FY2016.
After an exhaustive review of all potential alternatives, the consensus decision was to move forward with a PeopleSoft functional upgrade. The decision process involved:
- Individuals from campuses
- Four separate discussions with the IT Governance Council (comprised of the 3 campus Chief Financial Officers and Provosts, Vice Chancellors for Finance and Academic Affairs and Student Success, and campus CIOs)
- Two discussions with the Shared Services Council (Chancellor and 3 University Presidents as well as CFOs and Provosts) resulting in an approval to move forward with a functional upgrade.
- A discussion with the Board of Regents and final approval by the Board of Regents at their May 16, 2013 meeting.
We intend to review processes to ensure that we are taking maximum advantage of current PeopleSoft capabilities. Our current system is basically using the functionality available 10 years ago when the original implementation occurred. The goal of process reviews is to minimize customizations which drive up the cost of the upgrade and ongoing support.
The project starts June 2013. It is planned to end in September 2015. The basic upgrade, however, will be completed by July 2015.
Oracle requires us to physically split the Human Capital database from the Campus Solutions database. Currently, this data is in one physical database. In addition to the split, we will be upgrading both Human Capital and Financial systems. In addition, we will implement three new modules in the Human Capital system: ePerformance, Talent Acquisition Management, and Candidate Gateway. We will be implementing one new module in the Financial system: eSettlements. Finally, as part of the upgrade project, our portals will be redesigned for “look and feel” to improve the user experience.
Through an RFP process, we have selected Ciber Inc. to provide the skills needed to upgrade our PeopleSoft systems. Also, they are providing professional project management for the project. Internally, we will have our own project coordinator working closely with the Ciber Project Manager. ITSS EIS staff will be assigned to the project and will perform technical aspects of the upgrade.
A functional upgrade. That means we will review business processes to take advantage, to the greatest extent possible, of functionality in PeopleSoft version 9.2. This type of upgrade has not been done since the implementation of PeopleSoft 10 years ago. It will involve users deeply in the upgrade. All previous upgrades have been “technical” in nature – basically upgrading the engine but minimizing any impact on existing business processes. Specifically, a functional upgrade means we will be doing:
- Application functionality fit-gap sessions
- Business process analysis
- Replacement of customizations with newly delivered functionality
- Implementation of new modules