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The eUMB Project
Phase 1 - Human Resources
Phase 2 - Payroll

Objective: To implement a state-of-the-art Human Resources Information System that will make it easier to add employees to the payroll and to make changes electronically to employee data.

Current State: Phase 2 is "live" and in production! The go live date for Phase 1 (Human Resources and Position Management modules) was October 14, 2002. Payroll, including the Time and Labor and Commitment Accounting modules of the PeopleSoft system, along with a new interface to the State Central Payroll Bureau went "live" on March 24, 2003.

Schedule:

Summer 2002 activities:

  • Procured and installed new production hardware environment.
  • Designed the application and engaged those individuals who will be using this new system.
  • Worked with UMCP and State Central Payroll Bureau to test the new interface.
  • Continued to work with UMB Human Resources and Payroll Services offices on process design work.
  • Established a network of school and departmental project liaisons.
  • Communicated with campus constituencies regarding system development and prepared the workforce for expected system changes.
  • Conducted system integration testing.
  • Prepared training materials.

 September - October 14, 2002:

  • Conducted user acceptance testing.
  • Began formal training of the workforce in the use of the new system and communicated the system implementation plan throughout the University.
  • Went "live" with the HR module in mid-October (October 14).

Mid-October - March 2003:

  • HR system support, stabilization
  • Design, develop, test the Payroll module
  • State Central Payroll Bureau payroll interface completion
  • Went "live" with payroll module on March (24th) 

 Phased Approach: Phase 1 included the Human Resources and Position Management modules. Phase 2 included Time and Labor, Commitment Accounting, and Payroll modules of the PeopleSoft system, along with a new interface model with the State Central Payroll Bureau.

The phased approach provided several benefits for the University, including:

  • Going live with HR in October, rather than waiting until March, provides the University community with the benefits of on-line access to employee data sooner.
  • School and departmental end users will have transition time (between Phase 1 and Phase 2) to get acclimated to using the new system, and familiar with the new software, new terms, concepts, business model and using the new forms.
  • Central HR and Payroll offices, as well as schools and departments have an opportunity to absorb the changes and define new roles and responsibilities.
  • Phasing allowed the technical team to stabilize the database and system prior to running payroll.
  • It allowed for an extended period of testing the payroll interface with the State Central Payroll Bureau.
  • Training of end users were spread over a longer period of time, thus minimizing time away from the office to learn the new system.
  • Going live with HR in October was an important milestone that propelled the project and the University toward future advances and successes. 

 Outcome: The first phase of the new system has the following functionality:  

  • Track all new hires and employee actions for all employee classes.
  • Track and maintain authorized positions online.
  • Provide online access to employee and position data.
  • Provide online query access for reporting HR information.

The second phase of the new system has offered the following functionality:

  • Track time and calculate leave balances for exempt and non-exempt employees.
  • Improve the entry and maintenance of employee funding profiles (faculty, exempt, non-exempt, contractual) via electronic routing and approvals.
  • Calculate UMB gross pay.
  • Use a new interface process with the Central Payroll Bureau.
  • Use a new more flexible labor distribution process.
  • Allow for salary encumbrances for all sources of funds.

Expected Changes: 

Systems
Current systems replaced after going "live" with Phase 2 include:

  • Position management
  • HRIS (Human Resources Information System)
  • Payroll tracking
  • Time and leave tracking
  • Numerous shadow and/or supplemental databases

Functions and processes:

For the most part, business functions in the schools and departments have not changed. The manner in which staff handle certain administrative tasks associated with HR and payroll duties have changed. The new system provides UMB the capability to perform several critical administrative tasks electronically. Beginning with the new payroll system (as of March 24), the payroll entries and journal certifications are being completed on-line through the use of the new system.

Examples of changes after going "live" with Phase 2 (since March 24) include: 

  • The Payroll Entry form and biweekly payroll certification journals have been eliminated.
  • Several personnel action forms, e.g. personnel requisitions, new hire forms etc. have changed. However, the current business process remained relatively unchanged.
  • Staff enter employee funding (account) information directly in to the system.
  • An electronic routing and approval process provides appropriate checks and balances before the accounting information is accepted by the system.
  • School and departmental personnel have online access to employee master data, time and leave information and employee funding data.

 Schools and Departments:

Success of the implementation is very much focused on providing quality training, communications and ongoing end user support. School and departmental administrative staff have been involved with user acceptance testing, system training, as well as other project related activities. The project team has been and will continue to work very closely with certain staff in each area in the use of the new Payroll system. The eUMB project team has appreciated the continued support from Heads of academic and administrative units, and is pleased to be working with school and departmental staff in making the new electronic HR/payroll system work as smoothly as possible.