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Frequently Asked Questions - FAQ's
What is PeopleSoft?
PeopleSoft is a commercial software solution that includes the Financial Management System (FMS) and Human Capital Management (HCM) system.
PeopleSoft facilitates and integrates all business functions, including:
- Human Resources, Benefits, Payroll
- Accounting, Purchasing, Physical Asset, Inventory Management, Accounts Receivable, Accounts Payable, Budgeting, Financial and Management Reporting
Who is UTShare?
The University of Texas System Shared Services HCM and FMS Implementation Project that will replace DEFINE, and the current HR and FMS Information Systems.
What UT System Institutions are involved?
The UTShare implementation is a collaboration between:
- UT Arlington
- UT Brownsville
- UT El Paso
- UT Permian Basin
- UT San Antonio
- UT System
- UT Tyler
What is Human Capital Management (HCM)?
Human Capital Management, or HCM, is a software application in PeopleSoft that includes modules such as, Human Resources, Benefits, and Payroll
What is Financial Management System (FMS)?
Similar to HCM, Financial Management System is the financial software application in PeopleSoft that includes Travel and Expense, Purchasing, General Ledger and Accounts Payable.
When will PeopleSoft be implemented at UTSA?
PeopleSoft is anticipated to go-live in the Spring of 2014.
Why are we moving to PeopleSoft?
PeopleSoft will provide access to accurate, timely, and relevant data while using recognized best business practices in a shared services environment in support of the University of Texas system.
What are the benefits of PeopleSoft?
Some of the benefits of PeopleSoft are:
- Increase efficiency through economies of scale
- Opportunity to partner with other UT Institutions to create unified HR and Finance solutions
- Streamline business processes to improve service delivery
- Automate common administrative tasks
- Reduce operational costs
- Leverage industry best practices
When will I receive training?
The Training plan is awaiting revision based upon the project plan and schedule supporting the revised go-live date of March 2014.
How will I receive training?
Training will be provided in a variety of formats.
What is Employee Self Service?
Employee Self Service, or ESS, is a web-based menu in PeopleSoft that has been created to enable employees to monitor and update their own records effectively. ESS allows employees to perform a range of functions, including the ability to report time, access and change personal details, view and print pay slips, access leave information, edit direct deposit and federal tax exemptions, and request duplicate W-2’s.
What is Manager Self Service?
Manager Self Service, or MSS, is a menu listing in PeopleSoft that gives managers an online, real-time access to the tools and information they need to oversee their employees' and provide personnel recommendation. Available online tools include employee time management/approval, position reports, and viewing their employee job and personal information. By streamlining managerial tasks, eliminating paperwork, and minimizing the need for HR involvement, improve productivity, and provide greater access to important business data and processes.
What is User Productivity Kit?
User Productivity Kit (UPK) is used to create online training materials, user guides, and quick references. This online tool is available 24/7.
What is workflow?
Workflow in the PeopleSoft application is a succession of approval requests that the system generates to communicate transaction information. For instance, once someone initiates the Job Opening process, “workflow” will continue the electronic notification process after each person in the chain of approvals registers a response. At the appropriate time, each approver will receive a notification on their desktop PeopleSoft application “work-list”.
Which operating systems work best with PeopleSoft?
PeopleSoft is multi-platform, meaning it will work on multiple operating systems, including Windows and Mac.
Why is my main menu/access to modules different than my co-workers? I have more/less listings than they have.
Your PeopleSoft menus and access is based on your job duties and PeopleSoft security roles. Everyone may not have the same access to modules. If you believe you should have access, you or your supervisor will have to request to have your role modified.
Will our account numbers and unit codes change to a different nomenclature?
Yes, account numbers and unit codes will have a different nomenclature in PeopleSoft.
What is a Chartfield?
Chartfields are small textboxes designed to hold numerals that, when strung together in a numeric sentence, comprise the name of a given budget. When you create an eProcurement requisition, or a travel authorization, for example, you must enter the correct numerals into the correct Chartfields on the electronic form. This ensures that the appropriate funds will be used to pay for your order/travel
Will I still be able to have direct deposit?
Yes, through ESS. The process is similar to UTDirect. Once you navigate to the correct page, you will be able to make your edits.
How is PeopleSoft going to integrate to current systems?
Interfaces are being developed to push & pull data to the existing system.
Will both Internet Explorer and Mozilla Firefox work to access PeopleSoft?
Yes – PeopleSoft, as a web-based system, will work in Internet Explorer, Mozilla Firefox and Safari. However, each browser has requirements that must be met in order for PeopleSoft to function correct. Please view our Recommended Browser Settings.
Will there be multiple trainings Downtown or at the ITC?
Classes will be scheduled to accommodate both the Downtown Campus and ITC.
Will we still have Banner?
Yes. Banner will still be in operation as PeopleSoft is not replacing Banner.
Will UTSA still have access to DEFINE information after PeopleSoft is implemented?
Yes, however there will be a limited population that will have access to view this information until DEFINE is decommissioned.