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A Hard Look at PeopleSoft Whether mildly comfortable or deeply fluent, as USM employees we are growing accustomed to PeopleSoft and the changes in how we conduct HR-related business. But implementation of the HR module is just the first step in a long journey toward the enterprise-wide integration of PeopleSoft. And while the installation of subsequent modules may not impact each and every University of Maine System employee in the same way the HR module has, the integration of subsequent modules will be noticed by many, and business life as we know it will continue to change. Project Enterprise (formerly Enterprise Resource Planning, or ERP) is the implementation program for the University of Maine System's administrative computing system. The system incorporates PeopleSoft, a Web-based software that integrates Human Resources, Financial Management and Student Administration into one central administrative computing system for the University of Maine System and each of its seven institutions. Once fully installed, PeopleSoft will replace most of the legacy systems--often outdated in design, technology and focus--that provide UMS student information and administrative functions. "What a lot of people don't realize is that a lot of our legacy systems, systems like FAST and ISIS, are very old and very dated, and none of these systems is integrated," says Rosa Redonnett, USM vice president of enrollment management and chair of the USM Project Enterprise Core Team. Because the old systems are not connected, they no longer meet the University's current and future information needs, she says. "When we did our retention studies, what we had to do to get data out of ISIS was unbelievable-weeks of time to get information," she says. "They are just not user friendly, they are antiquated, and, on top of it, the vendors who supply them are ceasing to support them, which means you really have to go to a different system." But the decision to go with PeopleSoft was not a quick one. In March 2002, the System completed a six-year study of UMS administrative computing capabilities and potential enterprise-wide solutions that could meet current and future System needs. PeopleSoft emerged as the software that not only could replace our administrative systems, but also add new, integrated processes, such as the convenience of Web-enabled self-service. Since then, transformation of business life has begun. The first module of PeopleSoft, Human Resource Manage-ment, was implemented in July 2003, updating legacy systems around payroll, benefits, time and leave reporting and Advantage Accounts. The module also has added Web-based self-service capabilities for employees, including the ability to make address and telephone changes and access information about leave balance. PeopleSoft's Financials module is designed to update budget information, accounts payable and purchasing systems. Phase I of the Financials System is expected to "go live" on July 5. Phase 2, which targets projects, grants, contracts and billing, is scheduled to go live in 2007. Anyone who performs tasks that involve accounting, purchasing, or maintaining grants, contracts and budgets is beginning training on the Financials software this month. "The way that we have interfaced with all of these systems in the past is going to be very different with PeopleSoft. We've already seen it with HR. We know it is going to be quite different with Financial," says Redonnett. "With the Financial module, it will be important for employees to attend the training sessions that are designed to meet the learning needs of their specific financial roles." Employees with financial roles are being notified of the appropriate training session they should attend, she says. "They need to attend, and they need to be given the time necessary to attend. That is something that has to be thought of as really important by the department," adds Redonnett. "The same thing will be true as we roll into the Student system." PeopleSoft's Student Administration module includes eight segments. Among them are: Academic Structure; Admissions and Recruitment; Campus Community; Student Records; Student Financials; Academic Advisement; Financial Aid; and Contributor Relations. When the design phase is complete, integration of Campus Community and Admissions and Recruitment is expected to be completed in spring 2006, followed by Student Records and Student Financials in 2007. The goal is for all portions of the Student Administration module to be online by 2009, including Advancement, which focuses on donor and alumni relations, in 2008, and Financial Aid in 2009. "We are going to encounter very different business processes, and we need to be ready, patient and understand this is part of any implementation," says Redonnett. "It is a new system that will require a lot of time on all of our parts to learn." To stay connected with implementation progress and upcoming training, bookmark the USM and University of Maine System ERP Web sites at http://www.usm.maine.edu/erp and www.maine.edu/peoplesof, respectively. For a full project timeline, visit: www.maine.edu/peoplesoft/overv/ index.html and click on Project Timeline. USM's ERP Core Committee is comprised of individuals from the functional areas impacted by the project. The committee, which seeks to ensure USM's software needs are met by the integration project, meets monthly to share information, receive updates and solve issues about implementation. The members are: Jon Barker, Admission
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