2022-02-15T16:48:36-07:00
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Chancellor’s Announcement: PeopleSoft Upgrade Phase Two

15 February 2022

Dear Peralta Community,

Great news…we are moving forward with our modernization program! We are underway with Phase Two of our PeopleSoft Upgrade to modernize our technology and improve our business processes, both of which will help us better serve students, employees, and vendors of the District.

 

Background and Context

Phase One was the upgrade from PeopleSoft version 9.0 to 9.2 which was completed a year ago. Phase One moved our enterprise system for finance, human resources, and student data management to Oracle Cloud Infrastructure and added mobile-device compatibility for Campus Solutions (https://sa.peralta.edu), Human Resources, and Finance workflows. It also enhanced our cybersecurity and disaster recovery capabilities.

Phase Two is about business process enhancement and includes the addition of new online workflows, particularly for Finance and Human Resources. We have put a process plan in place with Huron to assure that we successfully meet our objectives.

On Tuesday, February 8th, the Board of Trustees approved (among other things) PeopleSoft Phase Two support from Oracle and consulting support for training and project management from Huron. I want to thank the Trustees for their comments, their trust, and their commitment to improving Peralta’s technology systems and business workflows.

Once Phase Two is complete, we will move to Phase Three which is to revisit and improve the Campus Solutions workflow (for financial aid, student enrollment management, instruction planning, and more). Important work on financial aid workflows is underway with financial aid staff, student services staff, and Huron consultants, and will be completed as part of Phase Three.

 

New Tools and Workflows

PeopleSoft Phase Two includes exciting workflow enhancements for HR (https://hcm.peralta.edu): 

  • Employee paper-based submission of Leave of Absence Reports (LAR) and Timesheets will be converted to electronic timesheet submission via Employee Self Service (ESS) 
  • Manager approval of paper-based LARs and Timesheets will be converted to electronic time approval via Manager Self Service (MSS) 
  • ePAFs will be replaced by MSS 
  • Combo Code Change Request will be initiated via MSS 

Plus these workflow improvements for Finance (https://fm.peralta.edu): 

  • Contract Management will replace the CTS/AdobeSign approval system 
  • Expense Management will replace paper-form reimbursements (e.g., travel reimbursement, mileage form) 
  • Asset Management will be implemented to track and report on “Fixed Assets”

 

Timeline

We have tentatively identified April 18, 2022 as the planned Go-Live date for the launch of the new Phase Two modules. Over the next two months, the new modules will receive extensive user acceptance testing and all employees will receive training on how to use the new tools. Huron will be assisting us with training materials and resources which will continue for some time after the launch.  

We want to conclude by reminding everyone that this is not a technology project, it is a Peralta project — a business-critical Peralta project recommended by FCMAT and required by ACCJC. Yes, technology is at the core but these upgrades marry technology with process and depend upon collaboration between IT and the business subject matter experts in Human Resources and Finance including Payroll, Purchasing, and Accounting, and all of us as system users. For this project to be successful, everyone needs to be onboard for training and support. Please join us as we work to modernize and streamline our business processes which will allow us to better serve the students in our community. 

 

All the best, 

Dr. Jannett N. Jackson, Interim Chancellor 

Antoine Mehouelley, Chief Technology & Information Systems Officer

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