UTB PeopleSoft Training Plan

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UTB PeopleSoft

Training Plan

The University of Texas at Brownsville

April 2013

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2 UTB PeopleSoft Training Plan

The University of Texas at Brownsville (UTB) is one of seven institutions participating in the UT System Shared Services Project for the implementation of PeopleSoft. PeopleSoft will replace DataTel as UTB’s financial and human resource system. The student management system is not in the scope of the current PeopleSoft implementation. In preparation for the Go-Live date of May 1, 2014, UTB has developed a comprehensive Training Plan that is tailored to the needs of our campus community.

1.1 Goals of the Training Plan

The mission of the UTB PeopleSoft Training Plan is to facilitate, coordinate and create efficient and effective training for employees that will assist with the transition from Datatel to PeopleSoft. In order to accomplish this mission and be ready by the Go-Live date, the following goals and objectives must be achieved:

Goal #1 – Ensure that UTB employees are adequately trained to use PeopleSoft to perform their

job functions and take advantage of its self-service functionality by:

 Developing a training delivery schedule, training website, course curriculum and training materials

 Requiring that all employees attend the appropriate self-service and topic-specific training sessions prior to Go-Live date

Goal #2 – Mitigate Subject Matter Experts’ (SMEs) resource constraints to provide knowledge

transfer and expand current training capacity by:

 Recruiting SMEs to review training materials and teach certain sessions

 Identifying and offering specialized training to “Peer Trainers”

 Creating training materials to be used as reference by campus users

Goal #3 – Facilitate efficient delivery of PeopleSoft training to Functional Leads/SMEs, Peer

Trainers, employees, supervisors and other identified groups by:

 Engaging Functional Leads/SMEs and other staff to review/take PeopleSoft training courses and offer feedback

 Offering different training delivery options to accommodate employee functions and schedules

 Developing necessary infrastructure to deploy online training sessions

 Securing multiple labs/classrooms to accommodate training sessions

Goal #4 – Continually update training materials to meet the needs of post Go-Live PeopleSoft

implementation by:

 Analyzing trends in training evaluations to improve training plan

 Maintaining updated website and training materials, as needed

Goal #5 – Communicate to the campus the importance of a Shared Services delivery of

PeopleSoft to capitalize on cost efficiencies and application of best practices across all UT campus by:

 Sharing training materials with other UTShare Project institutions.

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1.2 Overview of the Training Plan

This document defines the key elements of the UTB’s PeopleSoft Training Plan for the implementation of the Financial Management System (FMS) and Human Capital Management (HCM) suites. The Training Plan is a working document. It is revised on a continuous basis as decisions are made and issues are resolved. The document is organized as follows:

 Training Strategy – clearly states strategy and methodology for implementing the training plan, including

training groups, delivery, training curricula, training schedule, and logistics.

 Roles and Responsibilities – presents the roles and responsibilities of the staff responsible for preparing,

conducting, and evaluating the training, and includes a clear definition of the required resources.

1.3 Assumptions

The training strategies, activities, and methods are predicated upon the following assumptions:

 Executive Leadership mandates and supports training for all employees.

 Feedback is used to improve training material and content, as needed.

 Peer Trainers are available to expand current training capacity.

 Facilities and equipment are available in time for course delivery.

 UTShare provides adequate training environment to perform training.

II. TRAINING STRATEGY

2.1 Target Groups

The training strategy has been segmented to include four different target groups:

 Back-Office Users – functional leads/SMEs and other core users will learn to operate the system to

implement business processes and other transactional activity.

 Peer Trainers – key personnel from each division who will not only learn to use PeopleSoft, but will obtain

the knowledge and skills necessary to serve as a resource to other personnel in their areas, if needed.

 Front-Office Users – general employee population who will utilize PeopleSoft for self-service activities and

daily operations.

 Faculty – faculty members will learn to navigate PeopleSoft and make use of self-service functionality.

2.2 Training Strategy by Target Group

This section describes the training strategy to be employed for training each target group identified above.

Audience

(Training Group) Strategy/Approach

Back-Office Users Functional leads/SMEs will be responsible for training their respective back-office staff. Back office personnel who are not part of the project team will obtain hands-on experience through participation in integration and user acceptance testing. Back-Office Users will also receive/review the training provided to Front-Office Users.

Peer Trainers Peer trainers will be trained by Functional Leads/SMEs.

Front-Office Users Classroom and online sessions in specific topics related to their job functions and duties. Faculty Classroom and online sessions in specific topics related to their job functions and duties.

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2.3 Training Delivery

Training will be delivered through a combination of any of the following:

 Classroom Training – instructor-led training targeted to teaching more complex concepts and processes

that require direct interaction with knowledgeable resources.

 Online Training – will be available at users’ desktops or lab environments and may include video or other

media that does not require the live interaction with an instructor. It is targeted to teaching relatively simple tasks and conveying straightforward information at the convenience of the learner. Recorded videos and/or webinars will also be available after first round of training is offered.

 Train-the-trainer – Peer Trainers will be trained by Functional Leads/SMEs directly.

 UPKs – User Productivity Kit. An online, on-demand assistance feature similar to the “Help?” feature in

Microsoft Office products. Depending on the help topic, it may contain a video and/or documents with step-by-step instructions for performing functions in PeopleSoft.

2.4 Training Curriculum

This section describes the curriculum for each type of training, including a list of training sessions, the target audience, the length of time allotted for the presentation of the topic, and the delivery method. Back-Office Users and Peer Trainers will take all of the training sessions listed below.

Training Session Target Audience Delivery Est. Hours

Employees Self-Service All employees – (Required prior to attending any other training session)

Online/ Classroom

1 hour Manager Self-Service Department Managers, supervisors, PIs, and

employees who supervise staff – (Required prior to attending any other training session)

Classroom 2 hours

Employees are encouraged to take as many Topic-Specific Training Sessions as needed based on their job function.

Managing Time and Absence All staff employees Classroom 1 hour Managing Department Funds Department Managers, Principal Investigators (PI’s)

and their support staff

Classroom 1 hour Purchasing Goods and

Services

Adm. support personnel and Principal Investigators (PI’s) and/or their support staff

Classroom 3 hours Vouchering Adm. support personnel, Principal Investigators

(PI’s) and/or their support staff and Procurement card holders

Classroom 2 hours

Processing Travel & Expense Travel processors and approvers Classroom 4 hours Managing Positions Department Managers, Principal Investigators (PI’s)

Classroom 2 hours Recruiting Department Managers, Principal Investigators (PI’s)

Classroom 3 hours

2.5 Training Schedule

In order to achieve Goal #2 of this training plan, employees must be trained prior to the Go-Live date of May 1, 2014. Therefore, the following training schedule has been developed to accomplish this goal:

Phase Target Group Date of Completion

Phase I Back-Office Users August 6, 2013 – April 30, 2014 Phase II Peer Trainers January 7, 2014 – April 30, 2014 Phase III Front-Office Users May 1, 2014 – December 31, 2014

Phase IV Faculty January and August 2014

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III. ROLES AND RESPONSIBILITIES

This section details the roles and responsibilities of the personnel responsible for preparing, conducting, and evaluating the PeopleSoft Training Plan at UTB.

3.1 Training Leads

 Assist Functional Leads/SMEs in customizing training materials for use by UTB Trainers

 Support Functional Leads/SMEs in the development of assigned training topics

 Develop and maintain training website

 Serve as liaison between Functional Leads/SMEs, Peer Trainers and campus departments to schedule training

 Publish online training sessions

 Communicate training plan to all employees

 Develop infrastructure to sign up for training sessions online

 Escalate issues to UTB UTShare Project Manager

3.2 Functional Leads/Subject Matter Experts (SMEs)

 Deliver training sessions as assigned

 Train staff identified as Peer Trainers to expand capacity

 Coordinate with Training Leads to deliver training to campus departments

 Develop training for assigned topics

 Sign off on training materials

 Attend some training sessions and assist primary instructor as needed

3.3 Peer Trainers

 Receive training by SMEs on all topics

 Serve as a resource to other personnel in their areas who have not attended training

 Train newly hired employees in their areas throughout the life cycle of the system

3.4 Required Resources

This section identifies the resources that will be required in order to implement this training plan based on the previously defined training offerings.

 Staffing: 2 Training Leads, Functional/SMEs and at least 4-6 Peer Trainers per division

 Software: 2 UPK developer licenses, Photoshop, SharePoint, Microsoft Office

 Hardware: Desktops for each training lead, access to video camera, projector and laptop

 Services: “GoTo Meeting” or similar services for offering webinars and printing services

 Facilities: Access to multiple labs and classrooms with projection equipment and access to internet

 References: UPKs, Business Process Guides, Business Process Impact documents, course curriculum,

PowerPoint presentations, etc.

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IV. Appendix

A. Recommended Training by Employee Role

Training Sessions Est.

Hours Faculty FT & PT Staff Student Employees Admin. Support Personnel PI’s/ Grant Support Personnel Dept. Managers/ Supervisors Em pl o ye e Se lf -S e rv ice Employee Self-Service 1 _ _ _ _ Manager Self-Service 2 _ _ To pi c Spe ci fi c

Managing Time and Absence 1 _ _ _ _ _

Managing Department Funds 1 _ _ _

Purchasing Goods and Services 3 _ _

Paying Vendors 2 _ _

Processing Travel and Expense 4 _ _

Managing Positions 2 _ _ _

Recruiting 3 _ _ _

UTB PeopleSoft Training Plan

UTB PeopleSoft

Training Plan

The University of Texas at Brownsville

April 2013

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