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UT Brownsville. UTShare HCM/FMS Project. UTB Next.
Issue 2 * September 2012

Welcome!

Welcome to the UTBNext Project newsletter.  In this monthly newsletter we want to give you an update on the project progress, highlight one of the new functionalities of the new system, and share with you what is coming next. UT Brownsville (UTB) is currently implementing a new Human Resources and Financial Management software system called PeopleSoft that will be replacing those current functions in the Datatel system. The project, dubbed UTBNext, began in fall 2011 and is expected to be completed by April 2013. UTBNext is part of a system-wide effort known as UT Share to implement one common platform for all campuses.

Where are we now?

The UTBNext team is implementing the PeopleSoft Human Capital Management (HCM) and Financial Management System (FMS) systems. Phase 3 is the Configure and Develop stage, which began in April 2012 and will finish in September 2012. During these months, the project team worked to complete, document and test the system configuration to meet all business requirements. The project team also began to prepare for the next phase of the project, Phase 4: Testing and Training, by capturing test scenarios and building test scripts as well as work on identifying end user training and documentation needs.

What does it do?

Beginning April 1, 2013, all benefits-eligible staff and faculty will begin to use a new online tool in PeopleSoft called "Absence Management". This tool will be used to request, award and track paid leave. In addition, managers will use this Absence Management tool to approve time-off requests and review their staff's paid time off balances. The new tool will also allow the university to improve its recordkeeping and financial accounting for various kinds of leave types.

Even with all the hard work required to complete the project, Cynthia Borjas & Tonie Castañeda manage to keep a smile. Staff, faculty members and managers will use the new Absence Management tool to track various kinds of paid time off, including:

  • Vacation
  • Sick days
  • Comp Time
  • Jury duty
  • Bereavement time

The new automated process will enhance visibility to the status of leave requests, balances and approvals. No more manual data entry and wasted paper! HUGE kudos goes out to Tonie Castañeda and Cynthia Borjas for their hard work in bringing this function to life!

What is next?

What will data look like in PeopleSoft? The project team is gearing up to see how information will appear in the UTBNext PeopleSoft software starting September 18 at the conversion validation training.

The conversion review team members are preparing to validate the data ensure it is correctly moved to PeopleSoft. With the help of all the functional and technical experts, the data is being properly moved. More than 50,000 people will be converted into PeopleSoft from all of the participating institutions. The HR information will be reviewed in September and November.

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