PeopleSoft SAS/HRMS Implementation
Phase 1 Final Report
Phase 2 Overview

July  2000

Summary
In March 1997, the University of Louisville contracted to license the PeopleSoft Student Administration (SA) and Human Resources Management (HRMS) software to replace several obsolete systems. Project ORION, planned as a two-phase process, began in October 1997.  In the foundation phase, originally scheduled to be completed by December 1999 but (because of unanticipated scheduling and implementation problems) extended until the end of June 2000, the basic SA and HRMS modules have been brought online with as little special customization (i.e., change in the software programming as purchased) as possible to replace the services provided by the old systems.

Much of the work planned for the foundation phase has been completed.  The university community now uses several new functions, especially in student services, available through the World Wide Web; university employees, however, are also aware of continuing difficulties with some HRMS functions.  The enrichment phase, beginning July 1, 2000, will thus complete some work initially projected for the foundation phase as well as undertaking the enrichment (described below) of the two systems originally purchased.  The enrichment phase will also implement additional PeopleSoft modules purchased in March 1999, especially those that will replace the existing general-ledger, accounts payable, purchasing and budgeting systems.  Project goals for the second phase (to be confirmed after a project scope process) are outlined below.

When Project ORION began, about forty universities and colleges had purchased elements of the PeopleSoft Higher Education software system.  Now more than 400 are implementing PeopleSoft.  As far as the project management can tell through research and hearsay report, few institutions have attempted to do as much work within so narrow a timeframe and with such limited resources as Project ORION has done, so the project record so far is remarkable.  The beginning of phase 2 is an important landmark in this long process, and the project teams both appreciate and anticipate the continued support of the university community as the work goes forward.
 

Phase I Activities for April-June 2000:

• Completed data rectification in Payroll module
• Continued and completed adjustments and reversals
• Continued planning for the installation of software version 7.6 and ancillary regulation and fix releases
• Implemented course grades and transcripts module for 2000S grades reporting
• Continued planning for PS Financials implementation
• Completed student records historical conversion.
• Implemented student grading processes.
• Implemented student transcript processes.
• Implemented real-time credit-card processing for student billing.

SA Enhancements

• Graduate credit and course catalog approval process workflow (i.e., using e-mail facilities and document imaging to expedite work processing)
• Transfer credit equivalency
• Degree audit
• HTML portal and extended student services
• Online degree applications, admissions and financial aid processing
• Staff and training enhancements

HR Enhancements

• Encumbrance tracking
• Applicant tracking
• Decentralized pay sheet data entry
• Benefits administration/open enrollment
• Pay cycle review
• Expense transfers
• Staff and training enhancements

• Planning (Academic year 2000-01)
• Redesign the university's chart of accounts to meet changing requirements of institutional structure and of Federal accounting reports (GASB 35)
• University business process redesign
• Staff development and training materials
• Module implementation (Academic year 2001-02)
• General ledger
• Accounts Payable
• Purchasing
• Accounts Receivable
• Budgeting

In mid-July, President Shumaker approved the allocation of $3 million immediately and an allowance of an additional $2 million when year-end monies are available. This allocation, plus an unexpended $800 thousand from the 1999-2000 ORION budget, will cover the cost of the ORION enhancements this year, as indicated in the report above.

The costs of the ORION implementation to date and the additional costs for ORION 2 are summarized below, rounded to the nearest thousand:

*"Incremental CAR" figures identify the continuing annual requirement to maintain the system; the total given is the sum of that requirement for each element in the project as analyzed above. So far, however, all project costs--including the continuing annual requirement--have been charged against one-time funds. No CAR allocation for system has yet been made. Projections for the 2003-04 fiscal year include a CAR increment of about $126 thousand for ORION 2.

Comments and questions can be directed to project.orion@louisville.edu.  

Posted 07/05/00