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One U PeopleSoft Finance Transformation Project

The University of Utah is in the early stages of a multiyear project with two complementary and overlapping objectives: redesign the general ledger chart of accounts (COA), and reduce finance customizations in the U's instance of PeopleSoft.
For the duration of the project, there is a moratorium on new PeopleSoft customization requests except in cases of legislative or regulatory mandate, or with the permission of project executive sponsors. 

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Why the university is making these changes

Redesigning the COA will create a more efficient financial system to process transactions, support management reporting, and generate analytics. A central chart that is flexible and scalable will improve financial reporting for departments, colleges, schools, divisions, and business units, while still enabling external financial reporting. The COA subproject will also position the university to implement new enterprise resource planning (ERP) software.

Oracle has continued to develop the PeopleSoft product by adding functionality and making technical and system improvements. While the university's PeopleSoft implementation has been consistently updated  technically, many functionality updates have not been adopted. This project includes researching, identifying, and recommending possible key improvements to leverage current up-to-date applications.

Many costly customizations have been made to PeopleSoft since the university implemented it as the institution's workforce management platform in the 1990s. Customizations are expensive and increase the time and effort required to implement upgrades and patches. Other changes, like reorganizing or adopting new ChartField accounts, are also more complex due to customizations.

For the duration of the project, there will be a moratorium on new PeopleSoft customization requests except in cases of legislative or regulatory mandate, or with the permission of project executive sponsors.

The overall project supports the university’s One U Strategy 2025 roadmap, specifically the theme “consolidate, develop and refresh technologies and centralize data and analytics to better serve our constituents.”


Project kickoff remarks

In the following videos, Cathy Anderson, the Us chief financial officer; Charlton Park, chief financial officer and chief analytics officer for the University of Utah Hospitals and Clinics; and Gary Carter, director of Enterprise Resource Planning and product manager for Finance & Auxiliary in UIT’s University Support Services offer welcome remarks to the project team.


Scope

The primary focus will be on PeopleSoft Finance functionality, with in scope touchpoints that include payroll, payroll budgeting, and PeopleSoft HR (e.g., uBenefits and D-Jobs).

Applications considered out of scope include Human Capital Management (HCM) and Student applications, and third-party systems such as Jaggaer, Concur, and Lawson.


Timelines (subject to change)

  • Chart of accounts redesign: February FY2021 to July FY2023
  • PeopleSoft optimization: February FY2021 to December FY2023

Governance

  • Cathy Anderson, Chief Financial Officer, University of Utah
  • Steve Hess, Chief Information Officer, University of Utah
  • Charlton Park, Chief Financial Officer, University Hospitals and Clinics
  • Dan Reed, Senior Vice President for Academic Affairs, University of Utah

Project leads report to the executive sponsors, use the insights of the advisory committee to make project decisions, and provide direction to project teams.
  • Theresa Ashman, Associate Vice President of Financial and Business Services, University of Utah
  • Cynthia Best, Vice Dean of Finance and Administration, School of Medicine
  • Karen Macon, Controller, University Hospitals and Clinics
  • Ken Pink, Deputy Chief Information Officer, University of Utah

The advisory committee receives regular updates from the project leads, and provides guidance for project leads and executive sponsors. Members are charged with disseminating project updates to their home units, and gathering input to help leads in their decision-making.

  • Mark Winter, Academic Affairs
  • Kirsten Dorius, Advancement
  • Matt Thomson, Athletics
  • Jenn Reed, Auxiliary Services
  • Gordon Wilson, Auxiliary Services
  • Utahna Miller, School of Business
  • Michael Kay, College of Engineering
  • Jennifer Aoyagi Bangerter, College of Pharmacy
  • Rochelle Randazzo, Facilities
  • TBD Financial Aid
  • TBD Hospital Property Accounting
  • Clint Reid, Hospitals and Clinics
  • Kris Arko, Hospital HR
  • Sara Sherer, Hospital HR
  • Katelyn Thompson, Hospital HR
  • Amanda White, Hospital HR
  • Donna Roach, U Health Chief Information Officer
  • Wendy Petersen, Human Resources
  • Josna Kotturappa, HR/Payroll
  • Kevin Cheney, Huntsman Cancer Institute
  • Randy Van Dyke, Internal Audit
  • Aaron Bell, Internal Medicine
  • Jason Cryan, Natural History Museum of Utah
  • Tony Millett, Natural History Museum of Utah
  • Becca Baggett, OBIA
  • Bryan Webster, Pathology Department
  • Rob Allen, Property Accounting
  • Dion Duffin, Red Butte Garden
  • Kristin Gelegotis, Red Butte Garden
  • Jerry Basford, Student Affairs
  • Janet Sue Graham, UtahPresents

  • A chart of accounts team will analyze and make recommendations for the redesign and future state of COA, considering the needs of all operations across the university. Team Lead: Steven Phillips.
  • A PeopleSoft Finance team will analyze customizations and functionality, recommend changes, and evaluate opportunities to utilize native PeopleSoft functionality, and assess touchpoints with HR/Payroll and Student applications. Team Lead: Gary Carter.

The data and reporting teams will be instrumental in gathering, validating, and making available data for the purpose of new and improved PeopleSoft reports. They will also assist project teams in discovering the impact of changes to reports and in the design and creation of the actual reports.

  • GL/COA team
    • Steven Phillips (team lead)
    • John Alger
    • Gary Carter 
    • Sandy Hughes
    • Todd Kapos
    • Rachel Staheli 
  • PS optimization team
    • Gary Carter (team lead)
    • John Alger
    • Kevon Balls
    • Carl Larson
    • Jason Moeller
    • James Steffen

Communications

Last Updated: 8/20/21