Financial information

Phase 2 activities continue in the radical overhaul of the financial system

Since the launch of the project in June 2021, the One U PeopleSoft Finance transformation project The team worked tirelessly to engage dozens of main campus and University of Utah Health stakeholders in Phase 2 activities: Discovery, Scope, and Requirements Gathering.

“The discovery process is the 30,000-foot view of the project that informs the later planning phase,” said Piotr Pawlikowski, Senior IT Project Manager at ITU’s Project Management Office. “In this case, discovery involves an accurate assessment of a very complex and diverse set of IT systems, and defining what needs to be accomplished in terms of scope and deliverables. The process may include identifying, assigning, and using an entirely new set of tools.

The project is a multi-year undertaking with three primary goals: redesign the general ledger (COA) chart of accounts, reduce financial customizations in Oracle PeopleSoft’s U instance, and improve financial reporting capabilities across the organization. institution. Project teams include General Ledger/COA, PeopleSoft Finance Optimization and Reporting.

Phase 3, the design phase, is expected to begin later this year. Project teams will expand their engagement with main campus and U of U Health stakeholders as plans for the next phase develop.

To access metrics related to project goals, phases and progress indicators, please visit this article from the ITU Node 4 newsletter.

“We ask individuals and organizations to be on the lookout for invitations to participate in the project to ensure we understand their perspectives,” said the Associate Dean of Finance and Administration. ‘School of Medicine and Project Leader, Cynthia Best. “The feedback we’ve received from individuals and stakeholders so far has been critical and informative, and we need everyone’s ideas and questions to continue to come to us.”

Project teams made significant progress during Phase I.

“We are fortunate that so many stakeholders have enthusiastically come forward to meet with us and outline their current and future data needs, as well as their wish lists for the redesigned system,” said the University of Utah, Steven Phillips, who serves as the team leader for the ledger/chart of accounts team. “So far, we’ve interviewed 79 stakeholder groups, from lab and radiology to athletics to dental school, for a total of over 70 hours of interviews. It’s just my team – the other project teams are also very accomplished.

In addition to completing 90% of their stakeholder interviews, the PeopleSoft Finance Optimization team identified and analyzed PeopleSoft U customizations and out-of-the-box modules that were not implemented, the all with the goal of reducing unnecessary customizations and leveraging what the U already has. In addition, the team facilitated workshops with Oracle and Huron consultants.

Team Leader Gary Carter, Director of Enterprise Resource Planning (ERP) and Product Manager for ITU University Support Services Finance and Auxiliaries, noted that “the work to date of the workshops highlighted several key elements that would go a long way to improving the institution’s use of PeopleSoft. These issues and pain points are carefully noted. Follow-up actions will be implemented as we work closely with the parties. stakeholders to modernize these important systems, increase efficiency and add desired value.”

Tom Howa, ITU’s Director for Data Management and Analytics, leads the reporting team and has focused on documenting the Financial Information Library (FIL) and General Ledger data in Collibraa cloud-based data intelligence system.

Best, Associate Vice President of Finance and Business Services Theresa Ashman, Comptroller of University Hospitals and Clinics Karen Macon, and Deputy CIO Ken Pink, who serve as project managers, meet weekly with team leaders to track recent accomplishments, refine project plans for the coming weeks, and find solutions to obstacles or challenges that teams face. Cathy Anderson, CFO of U, Charlton Park, CFO of University of Utah Health, Martell Teasley, Acting Senior Vice President for Academic Affairs, and Steve Hess, Chief Information Officer , who are the executive sponsors of the project, receive bi-weekly updates from the project managers and provide guidance and course correction as needed. The 32-member Project Advisory Committee, with representatives from across the U, meets monthly to monitor progress and provide feedback on the project.

“With the incredible commitment and brain power at work on both Main Campus and U of U Health, this project is the perfect embodiment of the U’s Strategy 2025 roadmap“, said Ashman.

Macon added, “Teams are focused on laser to ensure this project meets the roadmap goals of consolidating and refreshing our technologies, centralizing data and analytics, and being more efficient in the together to better serve the U community.