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OnePurdue
Photo of Purdue Employees

May 2006
Issue 8

Human Resource Services Director John Beelke addresses a near-capacity audience in Fowler Hall during a OnePurdue town hall meeting April 24 in West Lafayette. He and University Comptroller John Shipley presented five of these events at all four campuses during April to explain how OnePurdue will affect some of the Human Resources and business service functions at Purdue. Read the complete story below.
Photo by Steve Jones
Photo of John Beelke

 

In this issue

Many questions answered at April town hall meetings

Staff to receive training tailored to tasks they perform

OnePurdue inviting on-site testers

Meet the team

Learn more about OnePurdue

How to contact OnePurdue

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Many questions answered at April town hall meetings

Photo of John Shipley University Comptroller John Shipley answers a question during an April 24 OnePurdue town hall meeting at the West Lafayette campus.
Photo by Steve Jones

With the first OnePurdue software applications from SAP going into use systemwide in early October, curiosity has been growing about how they will work and what changes they’ll bring.

To help satisfy some of that curiosity, OnePurdue project organizers invited staff to ask questions at town hall-style meetings held at all campuses during April.

John Beelke, director of Human Resource Services, and John Shipley, Purdue comptroller, took questions after each discussed some of the ways business in their areas will change.

Summarized here are some of the questions and answers from recent town hall meetings that pertain specifically to Purdue’s financial business:

Q: Will historic data in place today be pulled forward into the new system?

Shipley: No. The system known as DSS (Decision Support System) will continue for historic data. The Enterprise Reporting Advisory Committee will define how longitudinal data will be obtained for reporting in the future.

Q: Will there be parallel systems for legacy systems? If so, for how long?

Shipley: Yes, definitely for the three months between October when the finance applications go live and January, when applications for human resources go live. We will maintain two sets of the Chart of Accounts during that period. This doesn’t mean we will run the two financial systems in parallel; it refers only to maintaining accounts and interfacing multiple systems.

Q: Will signature delegation change? Will deans be able to delegate signature approval to staff?

Shipley: For academic signatures, deans and department heads will continue to determine the extent of authority delegated to their staffs to meet their business needs. However, those individual preferences will not be built into the workflow.

Fiscal signature delegation, such as business office signatures, will be streamlined to three levels: $2,500, $50,000 and $250,000 across all campuses.

Q: How will the legacy bursar system, which is part of the software applications going live later, be interfaced with the new finance system going live in October?

Shipley: The legacy bursar system will have to be interfaced with the new finance system. We will maintain conversion tables for the differences in the account structure between the old accounting system and the new OnePurdue system.

Q: Recharge facilities use external systems like CARS (centralized accounts receivable system). Will there be an SAP equivalent with OnePurdue?

Shipley: Yes. Public Sector Collections and Disbursements — PSCD — goes live in October. It will replace the CARS system.

Q: Will PageCenter still exist?

Shipley: The financial reports generated by the legacy system will remain in PageCenter once finance goes live in October. Examples include SMURs (standard monthly user reports) and FSSRs (financial summary status reports). The new financial data from the SAP system, however, will not appear in PageCenter. There are other reports currently in PageCenter that will continue to be produced until those systems are decommissioned. For example, you will continue to find payroll charge reports in PageCenter until HR/Payroll goes live early next year. New financial reports will be produced and accessible after Oct. 2 within OnePurdue.

Q: How are procurement cards changing?

Shipley: There will not be a lot of change in how they are used, but the reconciliation process will be easier.

These are just a few of the questions answered at the April town hall meetings. To view the entire April 24 town hall meeting held at the West Lafayette campus, go to the “Presentations and Videos” page on the OnePurdue Web site at http://www.purdue.edu/onepurdue/resources/OnePurdue-PresentationsandVideos.shtml.

More OnePurdue questions and answers will be published in future issues of this newsletter, Inside Purdue and on the OnePurdue Web site.

The next series of OnePurdue town hall meetings, slated for late June, will discuss OnePurdue training. Exact dates are still being determined.

If you have questions about OnePurdue, go to the “Contact OnePurdue” section on the project’s home page, or send an e-mail to onepurdue@purdue.edu.

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Staff to receive training tailored to tasks they perform

Connie Bilyeu (right), director of training for ITaP’s customer education group, speaks with Training Specialists Ginger Walkup (left) and Suzy Stueben. Bilyeu is managing the OnePurdue training team.
Photo by Steve Jones
Photo of Ginger Walkup, Suzy Stueben and Connie Bilyeu

OnePurdue training, which will begin in August, will make way for the first financial and human resource applications to be implemented in October.

Providing the right training at the right time for hundreds of staff whose jobs involve hundreds of different tasks requires nothing short of a Herculean planning effort.

That effort is now under way, led by Connie Bilyeu, director of training for ITaP’s customer education group. Bilyeu is managing the training team in partnership with experts in business areas at all campuses.

“This project reminds me of a familiar metaphor: ‘How do you eat an elephant? One bite at a time,’” Bilyeu says, smiling. “One major aspect of this is the sheer number of people who will need to learn the new systems. We also need to carefully consider where they’ll need to be trained. It obviously would not be practical to have all Calumet, Fort Wayne and North Central employees traveling to West Lafayette.”

Aside from those logistics, Bilyeu says she and her team are working to accommodate varying learning styles so the training is as user-friendly and effective as possible.

“People learn in different ways, so we will use a combination of training methods, including classroom instruction, instructor-led training delivered via the Web to multiple locations, and self-paced online learning,” she says. “We’re also considering recording portions of the live sessions so employees can brush up on their skills online later.

“By scheduling training within the six-to-eight week period before the system goes live, and presenting information in a variety of ways, we will help ensure that participants retain the key skills they’ll learn.”

Determining who will need to learn what — and when — also involves extensive planning by people who understand how Purdue’s business is done now and how it will change.

In addition, planners must identify which positions conduct specific aspects of University business so that appropriate training is provided to people based on their job responsibilities.

“All employees’ jobs consist of certain tasks,” Bilyeu says. “In SAP terminology, these are called ‘business process procedures,’ or BPPs. A BPP is a collection of steps required to carry out a business related function.”

OnePurdue is developing and cataloging BPPs as the University moves away from its legacy computer systems to new, SAP applications in OnePurdue.

So far, more than 700 BPPs have been identified for finance positions alone. Various BPPs are being grouped into logical combinations that make up various jobs, and similarly, grouped into logical combinations to be covered in training courses.

During training, employees will learn how to perform the sets of BPPs that their jobs require.

“This will definitely not be a cookie-cutter approach to training,” Bilyeu says. “Rather, staff members will have their training essentially tailor-made for their individual jobs.”

Training information updates will be published on the OnePurdue Web site and in this newsletter as it becomes available. To find the current issue, click on the OnePurdue link at the Purdue homepage, or go to www.purdue.edu/onepurdue.

OnePurdue is the University’s three-year, systemwide initiative that will improve the way Purdue does business by integrating all of its data, information and business processes. Once fully implemented, OnePurdue applications will be used by virtually everyone throughout the University system.

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OnePurdue inviting on-site testers

Photo of Andy Waters Andy Waters, OnePurdue's senior director of ERP implementation, says that the integration testing beginning in May will be an important milestone in the project.
Photo by Steve Jones

The proverbial red carpet will be rolled out at the Ross Enterprise Center in late May when small groups of staff members from all four Purdue campuses will begin testing some of OnePurdue’s fledgling software applications.

“This is one of many exciting milestones for the OnePurdue project,” says Andrew Waters, senior director of OnePurdue’s Enterprise Resource Planning implementation. “The staff who help with the testing will be among the first to glimpse some of OnePurdue’s new business processes for finance and human resources (HR). We’re looking forward to sharing what the OnePurdue team has been working so hard to produce since the project began last July.

“This first stage of testing also is an important step in validating the applications and ensuring that they meet end-user requirements.”

The small-scale testing in May precedes an increasingly extensive series of tests designed to ready the applications for widespread use during training.

Training of finance and HR staff, which will begin in August and continue through the fall, will prepare staff to use new financial and HR applications that will go into production, or “go live,” in October and in early 2007.

The testing to start in May is called integration testing because it gauges how separate systems relate to one another in conducting Purdue’s internal business processes, as well as those that involve external entities such as Wausau Benefits and TIAA-CREF. The integration testing will look at how various systems function when they interact during dozens of potential scenarios.

“Integration testing, which is critical to the success of OnePurdue and any project like it, is known for helping work out the bugs,” Waters says. “These applications are a work in progress, and we will be working to spot and fix functionality gaps. This phase, and the testing we have planned throughout the coming months, will be important in preparing for the large-scale training effort scheduled to begin in August and when we go live in October.”

Integration testing will happen at the Ross Enterprise Center (the old Whirlpool Building) on an 8 a.m. — 5 p.m. schedule through the spring and summer. Those participating will do so sporadically, as they are needed.

In the coming weeks, OnePurdue team leaders will work with administrators in finance and HR to identify staff members whose current positions and work responsibilities best suit them to take part in the integration testing.

For an online introduction to integration testing, go to www.purdue.edu/onepurdue/resources/integration_testing.shtml.

For a timeline of the OnePurdue project, go to http://www.purdue.edu/onepurdue/contribute_pdf/timeline_041706.pdf.

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Meet the team

Photo of Sheryl Gick

A member of OnePurdue’s Human Resources Team, Sheryl Gick has worked at Purdue for 16 years as a business manager in a variety of departments, most recently as a business process manager in the Director of Business Managers office. She has led business process and training efforts for a number of business applications, including being involved with the implementations of Ariba, the University’s purchasing software, and PREMIS (Purdue Registration and Event Management System). Sheryl graduated from Purdue in 1982 with a bachelor’s degree in public relations and communication. Her husband, Greg, also works on the HR team. They have four sons, two of whom attend Purdue. Sheryl enjoys reading, gardening and spending time with her family.
Photo by Steve Jones


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Learn more about OnePurdue

Explore the OnePurdue Web site at www.purdue.edu/onepurdue. New content and updated information is added almost daily, so check back often for the latest news and information about this important project.

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How to contact OnePurdue

Business Hours
Monday — Thursday, 7 a.m. — 6 p.m. (Closed Fridays)

Address
OnePurdue
Ross Enterprise Center
1801 Kalberer Road
West Lafayette, IN 47906

Phone Numbers
office: (765) 494-2400
fax: (765) 464-2233

OnePurdue e-mail
onepurdue@purdue.edu (for project-related questions and comments)
You can send messages directly from OnePurdue's home page. See “Contact OnePurdue” in the right column.

Campus Mail Building Code
ROSS

Directions
For printable driving directions (with maps) from all four campuses to OnePurdue's office in Purdue Research Park, please visit the “Quick Links” section on the left side of the OnePurdue home page.

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Subscribe to this newsletter

To subscribe to this newsletter, simply go to the OnePurdue home page and look on the right side for the box labeled “Sign up for the OnePurdue Newsletter.” Enter your name, e-mail address and click the “Submit” button. That's it! (Please make sure that you enter your name and e-mail address or we will not be able to process your subscription request.

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Back issues

Missed an issue of new@OnePurdue? Only recently subscribed? Previous newsletters can be found on the OnePurdue Web site's News page: http://www.purdue.edu/onepurdue/news/index.shtml.

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new@OnePurdue is published by the Office of University Periodicals. Please direct all questions and comments about this newsletter to onepurdue@purdue.edu.

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