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The eUMB Project
Phase 1 - Human Resources
Phase 2 - Payroll
October 14th, 2002

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: The project is currently in the Training and system Rollout Phases. Training for departmental end users began the week of September 9, 2002. Over 300 end users have been trained. Classes will continue through the week of October 7-11. The go live date for Phase 1 is October 14, 2002.

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 continuing to communicate the system implementation plan throughout the University.
  • "Go live" with the HR module in mid-October (October 14).

 Mid-October - mid-February 2003:

  • HR system support, stabilization
  • Design, develop, test the Payroll module
  • State Central Payroll Bureau payroll interface completion
  • Go live" with payroll module in mid-February

Phased Approach: Phase 1 will include the Human Resources and Position Management modules. Phase 2 will include 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 provides several benefits for the University, including:

  • Going live with HR in October, rather than waiting until February, 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.
  • Hasing allows the technical team to stabilize the database and system prior to running payroll.
  • It allows for an extended period of testing the payroll interface with the State Central Payroll Bureau.
  • Training of end users will be 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 is an important milestone that will propel the project and the University toward future advances and successes.

 Outcome: The first phase of the new system will do the following:

  • 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 will do the following:

  • 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 to be replaced after the implementation of the second phase 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 will not change. The manner in which staff handle certain administrative tasks associated with HR and payroll duties will change. The new system provides UMB the capability to perform several critical administrative tasks electronically. In the interim between phase 1 and 2, staff will use new Hire and Employee Action forms as well as the existing payroll entry and journal certification forms. In February 2003, the payroll entries and journal certifications will be completed on-line through the use of the new system.

Examples of changes after Phase 2 implementation (February) include:

  • The Payroll Entry form and biweekly payroll certification journals will be eliminated.
  • Several personnel action forms, e.g. personnel requisitions, new hire forms etc. will change. However, the current business process remains relatively unchanged.
  • Staff will enter employee funding (account) information directly in to the system.
    An electronic routing and approval process will provide appropriate checks and balances before the accounting information is accepted by the system.
  • School and departmental personnel will 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 invited to 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 to prepare for transition to the new system. The eUMB project team appreciates the continued support from Heads of academic and administrative units, and is pleased to be working with school and departmental staff in making this transition to an electronic HR/payroll system as smooth as possible.