PeopleSoft UpgradHR oracle ebshussinTW.ppt

Editor's Notes

• #3: The HR Systems team is planning to conduct an upgrade of the current HR/Payroll application, PeopleSoft version 8.9 to version 9.1 between December 2011 and August 2012. The current situation The GNWT PeopleSoft version is currently 8.9. Full support for this version, which includes patches/fixes, tax updates, etc., ends in June 2011. The Department of Human Resources intends to purchase, as part of this project, Extended Support to Dec 2012. That will allow the time required to conduct the upgrade and remain in a supported position. Should the GNWT move to an non-supported position; the GNWT would then be responsible for their own tax updates, and, would not have support for the Upgrade Scripts that are a necessary part of the upgrade. It will be necessary for the GNWT to upgrade the current PeopleSoft 8.9 version to 9.1 prior to Dec 2012. About Upgrading Vendors provide new software releases for three primary reasons:   to consolidate the “fixes and patches” that are issued as needed to fix “bugs” during the life of a particular release; to incorporate new functionality developed in conjunction with the client base; and to make the underlying technical architecture more robust and efficient. One of the advantages of using vendor packages is that vendors deliver these periodic improvements, as part of the annual license fee, using large “industrial strength” development teams and drawing on a broad base of experience and “best practices” from among their installed user base. This process supports a long term process of continuous improvement in the software and the processes it can support. As vendors introduce a new generation of software, they end support of the preceding generation.
• #4: Upgrading may provide access to new functionality and software applications that can help keep organizations well positioned to meet business objectives through leveraging the latest technology Upgrading may facilitate reducing complexities and support costs through retiring customizations and deploying standard processes across the organization. Upgrading will allow leveraging the latest performance and usability enhancements, enabling an increase in the efficiency of the applications Upgrades ensure organizations remain eligible for the highest levels of product support. To remain supported – continue with Tax Updates, necessary patches and fixes, support for an upgrade path, and should something disastrous happen, have the support to continue payroll. To take advantage of enhanced underlying technical processing, a new Tools release, and a version with the current patches and fixes up-to-date. To remain technologically current. It becomes mandatory at some point to upgrade to stay current with other technologies that integrate with or on which PeopleSoft is reliant to operate, i.e., Oracle Database versions, Server Operating System versions, PeopleTools versions, Web Logic versions (web server), Tuxedo version (middleware to distribute computer transactions), Cobol compiler versions, - as technology moves forward, versions become outdated and newer technology will no longer support older versions. To take advantage of some new functionality and reduce manual processes, i.e., replacing the ladders process and providing DM reporting.
• #5: GNWT support resources knowledge falls behind the newer technology and functionality. Upgrading every 4 or 5 years allows them to conduct most of the upgrade, rather than a steep learning curve if the time frame is extended and then more outside resources are required at a higher cost. HR is unable to take advantage of enhanced functionality and efficient business processes which would allow the business to adopt best practices and become more efficient and effective. The software becomes non-compliant with legislative changes, i.e. tax updates. The business loses the opportunity to adopt and effect process change and gain productivity. As HR/Payroll is now directly connected to SAM, it is important for each application to remain in approximate sync to the other to obtain the greatest benefit from the software. Upgrades serve as a reminder that business technology needs to stay in touch with the business it serves, and vice versa. The upgrade is a perfect opportunity to review/validate the business strategy and the IT strategy, and re-align both to the same long-term goals – that opportunity would be lost. Could weaken the return on investment. It could cost significantly more to move from an unsupported version to a newer version at a later date. The migration path may not be direct and require two or three moves, as opposed to one. Note: There have been cases where organizations have not upgraded and remained static through many version changes. The University of Michigan is one example. They remained unsupported and on an original release to the point where the technology and application changes were so great that they had to re-implement the application rather than upgrade to a newer version. The re-implementation cost was considerably more than upgrade costs.
• #6: The Approval workflow engine (AWE) associated to Time & Labour, has the potential to eliminate the use of 'Ladders'. The 'Ladders' process is time consuming to maintain and has a considerable manual component. Also included are dashboards and workbenches that contain embedded analytics/reporting. We hope to use this new functionality to improve reporting capabilities. Along with version 9.1, Oracle also rolled out PeopleTools 8.5, which also has several Web 2.0 features and tighter integration with other PeopleSoft applications, i.e. SAM. The term Web 2.0 is commonly associated with web applications that facilitate interactive information sharing, interoperability, user-centered design, and collaboration on the World Wide Web. A Web 2.0 site gives its users the free choice to interact or collaborate with each other in a social media dialogue as creators of user-generated content in a virtual community, in contrast to websites where users are limited to the passive viewing of content that was created for them. Examples of Web 2.0 include social-networking sites, blogs, wikis, video-sharing sites, hosted services, and web applications. Web 2.0 websites allow users to do more than just retrieve information. They provide the user with more user-interface, software and storage facilities, all through their browser. This has been called “Network as Platform” computing. Users can provide the data that is on a Web 2.0 site and exercise some control over that data. These sites may have an "Architecture of participation" that encourages users to add value to the application as they use it.
• #7: Initial Review Conduct a review of the base table configuration and data relationships, correcting issues found. This review would focus on the setup, relationships, and configuration of the following core/base tables: Department as it relates to the actual Organizational structure and reporting requirements, Job Code as it relates to Job Description, Salary Plan, Location, Positions, “reports to” vs. T&L groups, and security setup for reporting. Time & Labour Account Code Tables vs. Department structure Commitment Accounting module, department budget tables, and appointment level tracking vs. department level tracking and relationship to core HR and SAM SAM department id’s, and valid combo code functionality Core Upgrade PeopleSoft application upgrade from Version 8.9 to 9.1 and PeopleTools, Database, and Middleware upgrade - at a minimum new user interface (menu bars and tabs and better workflow with Time & Labour) eBenefits Enhancements to employee self-service in the eBenefits Module Employees access their benefits programs and plans, a benefits summary page, to review their current benefits (health, dental, insurance, etc.) Employees can update dependent and beneficiary personal data Employees can update life events such as marriage or births that affect their coverage Data Cleansing (need some more info here on the bad data, i.e. leave data for terminated employees, unapproved time, etc ) Workflow – see next page
• #8: Workflow: Enhancements to workflow to reduce processing errors, manual work, and paper. The following is a list triggers that will generate workflow messages to managers; When Employee Hire / Rehire is entered (currently working on this one) When Direct Deposit Info is entered / changed. When a Transfer / Promotion is entered. When Pay Rate Changes, Step Increases are entered. When Position Data Update is entered When periods of leave over 7 days is entered When any pay rate changed entered that is effective prior to the beginning of a period of LWOP for disability When any Termination is entered When medical termination, retirement, death in service is entered Eliminate Ladders, Data Cleansing Investigate the opportunity to eliminate Ladders for Time approvers in favour of using the 9.1 updated AWE (Approval Workflow Engine) Considerable manual work is involved in maintaining the Ladders process – improvements to the Time & Labour module with the 9.1 release, shows some potential to better use the application to identify approvers. UPK, DM Reporting May be funded separately or alternate solutions used Implementing specific DM reporting, providing DM's with relevant, timely, and accurate information at their desktops. Options Work with ITI on a 3rd party solution Research using the new Dashboard and analytics capabilities of Microsoft Share Point Research using current and new analytics with PeopleSoft version 9.1 Implement the PeopleSoft User Productivity Kit (UPK) for on-line end-user training Submission currently being considered to purchase this application in the near future for use with the eRecruitment implementation and the Scheduling System implementation.