Session Highlights: Higher Education

Session ID: P-022916

Integrating a Curriculum Management Solution (SaaS) with PeopleSoft Campus Solutions – DXC Experience

Presented by:
Brian Carvalho, DXC Practice for Oracle

Abstract:

PeopleSoft offers comprehensive modules and pages within Campus Solutions for curriculum management, encompassing the creation and maintenance of courses, programs, plans, and degree information. However, to keep pace with changing educational landscapes, universities often rely on external systems for designing future curricula and gauging interest from prospective students. On a recent journey with our esteemed university client, DXC successfully navigated the complexities of integrating CourseLoop – a SAAS based curriculum management software with PeopleSoft. This involved the creation of nearly 1000 new objects across four interfaces and implementation of a rigorous validation process before loading data onto PeopleSoft pages and feeding downstream systems like Timetabling, CourseOutline and Program Handbook.

This presentation provides a comprehensive overview of the integration journey, sharing valuable insights into the challenges faced, lessons learned, and best practices adopted by the DXC team.

Session ID: P-026779

Functional PUM Management at Duke University

Presented by:
Tom Johnson, Duke University

Abstract:

This presentation will review of how the Duke University SISS Office coordinates and manages PUM and PeopleTools upgrade testing. This will include an overview of how we stay current with information about PUMs and PRDs, our regression testing activity SmartSheets, and our communication strategy with Power Users. We will invite members of the audience to participate in this review, providing everyone a chance to reflect and learn about PUM tracking and testing best practices.

Session ID: P-027359

Integrating Oracle Journey with the Learn Module to Achieve Custom Employee Training

Presented by:
Kirk Hatcher, Baylor University

Abstract:

At Baylor University, we needed a way of engaging and training our newly formed group of financial administrators and financial managers across the entire university. To achieve streamlined communication, training, and aid the transition into these new roles, we leverage learn courses embedded within Oracle Journeys. Custom learning courses in Oracle were created and associated with Oracle Journeys to help enroll these employees and smoothly transition them through three levels of certifications.

During this session, Baylor University will explain how we built out three separation certifications utilizing journeys to fully train the new group of financial administrators and financial managers.

Session ID: P-028323

Expense Report Enhancements for Audit Compliance

Presented by:
Joy Caluag, Northwestern University

Abstract:

The IL Wage Payment & Collection Act (IWPCA) amended regulations now require employers to maintain the following records for three years,- All policies regarding reimbursement;- All employee requests for reimbursement.- Documentation showing approval or denial of reimbursement; and- Documentation showing actual reimbursement and supporting documents.

Our project made the necessary changes in the system to make sure we keep a record of an employee’s expense reports as required, including the ones returned by approvers. Previously, they are being automatically deleted if they have been inactive for 30 or more days. We also removed the ability for employees to delete their own expense reports to ensure we don’t lose record of them.

Another audit item we needed to address was the requirement of an expenses supervisor approval for all paid expense reports. Previously, employees who do not have an expenses supervisor set up in HR, can attach a signed copy of their expense reports to the submission. When Accounts Payable approvers do not see an electronic expenses supervisor approval in place, they can check attachments to make sure it has a signed approval from the supervisor. This manual process sometimes results in expense reports getting approved without the required supervisor approval which is an audit red flag. The project made the electronic supervisor approval required for all expense report submissions which cut down the time and effort for our Accounts Payable and also resulted in faster turnaround for reimbursement requests.

Session ID: P-030066

A Case Study on the Implementation of the Labor Distribution Module

Presented by:
Emily Pudliner, Baylor University

Abstract:

The Labor Distribution module is an effective solution for streamlining the labor distribution process, while leveraging system controls to ensure compliance with award requirements.

During this session, Baylor University will highlight the improved processes and efficiencies associated with streamlining labor distribution and discuss best practices and lessons learned from their recent implementation of the Labor Distribution module. In this case study on the implementation of the module, Baylor University will share insight into leveraging labor schedule types, details on the configuration of workflow routing to award-specific personnel, options for leveraging custom reports to support mass imports of existing labor schedules and payroll data, information on user roles and data access requirements, and a strategic plan for user acceptance testing and training.

Session ID: P-030080

Leveraging Oracle’s Check-Ins: Anytime and Performance Templates to Engage Employees Year-around

Presented by:
Garrett Wishmeyer, Baylor University

Abstract:

Oracle constructed performance documents to be customizable for any type of worker including employees, contingent workers, and non-workers, depending on business needs. Due to Baylor being a university, we have a unique performance evaluation structure and employee population. As a result, over the course of 12-months, we will utilize up to 9 different versions of performance review templates and documents. Oracle’s myriad of performance review templates and documents allow us to meet our complex requirements with the configuration of eligibility profiles and flexible performance template setup. In this session, Baylor University will breakdown how we leverage all three performance templates (check-in templates, anytime documents, and performance templates) to meet our institutional requirements, in addition to demonstrating how manager can engage for performance improvement plan through customized anytime documents.

Session ID: P-031479

Assisting Employee as They Transfer Positions or Jobs Within the University Through Custom Journeys

Presented by:
Kirk Hatcher, Baylor University

Abstract:

Oracle journeys allow organizations to build in-system support from changing business needs to help employees transition to different phase of the employee life cycle. One important phase of the life cycle is understanding how to handle and support employees moving from one department or area to another. By creating three separate journeys to assist with employees transferring across the university, Baylor University has decreased its reliance on out-of-system processes to alleviate pain points around expenses during these transitions in the employee life cycle. To ensure we reach all transferring employees, Baylor created a fast formula in the transfer journey that triggers only for those accepted offers with a transfer action, in addition to utilizing the other action types.

During this session, Baylor University will explain how we use three different journeys for transferring employees across the university to ensure expense and outstanding items are closed following the employee’s transition into a new area of the organization.

Session ID: P-033710

Fluid Requisitions Implementation

Presented by:
Samantha Kustra, Northwestern University

Abstract:

Oracle has slowly transitioned most of their user-facing transactions to fluid objects/pages as fluid objects are designed to render more consistently across devices. Additionally, Northwestern has transitioned all other user-facing transactions to Fluid Pages. In 2022, a Fluid Requisition Discovery project was done to identify configurations/customizations that would be necessary to support the purchasing business process at Northwestern. Discovery included development to bring over configs and customizations currently in place in the Classic pages, functional analysis as well as User Acceptance Testing.

In January of 2023, Northwestern went live with Fluid Requisitions but kept Classic Requisitions available to ease the transition for users as well as work out any additional bugs not found during the discovery and implementation phases. Configurations/customizations that had to be developed in Fluid Requisitions included but weren’t limited to, Making Supplier required, Disabling Unused Menu Items, Custom Field Labels and Look-ups, Integration with Third Party Marketplace, Removed Ability for Users to Editing Supplier/Item Info on Catalog Requisitions.

During the transition phase while both Classic and Fluid Requisitions are still available, the most substantial issue discovered in Fluid Reqs was that users were not able to resubmit a Denied Requisition. With Classic Requisitions, we had a workaround to edit price or quantity which would retrigger workflow. This workaround did not work in Fluid Requisitions for multi-line requisitions. Oracle provided a workaround for Fluid which included adding/editing the Justification Comments which then re-triggered workflow. To help make this apparent to users, we implemented a customization which requires Justification Comments for all denied fluid requisitions.

Now that we believe that we’ve worked out any roadblocks for users, we plan to discontinue Classic Requisitions as the end of this calendar year.

Session ID: P-035984

Functional PUM Management at Duke University

Presented by:
Tom Johnson, Duke University

Abstract:

This presentation will review of how the Duke University SISS Office coordinates and manages PUM and PeopleTools upgrade testing. This will include an overview of how we stay current with information about PUMs and PRDs, our regression testing activity SmartSheets, and our communication strategy with Power Users. We will invite members of the audience to participate in this review, providing everyone a chance to reflect and learn about PUM tracking and testing best practices.

Session ID: P-038135

A Case Study on the Implementation of the Next Generation User Experience for Requisitions

Presented by:
Parker DiNardo, Baylor University

Abstract:

The Next Generation User Experience for Requisitions feature is an effective solution for streamlining the requisitioning process, so that end users can shop without any confusion or complications.

During this session, Baylor University will share best practices and lessons learned from their recent implementation of the Next Generation User Experience for Requisitions feature. In this case study on the implementation of the Next Generation Experience for Requisitions, Baylor University will share best practices for determining when to move to the new Redwood template, and what release updates Baylor took into account while making the move.

Session ID: P-040837

How Milton Hershey School was able to streamline and take control of our approval process

Presented by:
Stephen Valentine, Milton Hershey School

Abstract:

How Milton Hershey School was able to revamp the approval process for Purchase Orders, Contracts, Requisitions, Vouchers, Payment Request, and Expense Reports. This new process created an efficient consistent process with confidence all documents are following the same approval route. The process allows for the business office to easily update and manage the approval criteria which changes made immediately. No more logging cases to change approvals with staff moves.

Session ID: P-042142

A Configuration Case Study on a Travel Expense Rapid Improvement Event

Presented by:
Ashley Davis,Baylor University

Abstract:

Baylor University embraces the continuous improvement mindset by utilizing Rapid Improvement Events to improve specific processes. These tools are effective in quickly identifying blockers and implementing solutions to inefficiencies and pain points. Baylor chose to transform its use of Oracle Expenses, a tool accessible to all employees, for its first event. A sound technical team is vital for success. This session will focus on the configuration challenges, lessons learned, and best practices from Baylor’s first Rapid Improvement Event.

Session ID: P-042517

Harness the potential of Oracle Survey Journey in combination with the Absence Module

Presented by:
Anastashia Alfred-Waller, Baylor University

Abstract:

Oracle release Survey Journeys for organization to be able to acquire feedback on workplace satisfaction, onboarding process, in-system functionality, and much more. This feature provides an end-to-end survey mechanism that enables organization to not just create and send surveys but also analyze and report on the survey results. Baylor University utilized the survey journey feature in coordination with the release of a new in-system absence type called Spiritual Wellbeing this past fall. During this session, Baylor University will demonstrate how we utilized survey journeys with Absence Management Event Triggers to get real time feedback on Baylor’s new absence plan – Spiritual Wellbeing.

Session ID: P-044833

Exploring Non-Resident Alien (NRA) Treaty Exempt Employees

Presented by:
Amber Rodriguez, Baylor University

Abstract:

Some employees are residents of a foreign country that have a tax treaty and are not considered as a resident of the United States for tax purposes due of this. Eligible for an exemption, employees are noted and processed in the system as a nonresident alien in figuring (exempting) U.S. income tax.At Baylor University, we honor the treaty and pay employees who are from a tax treaty country exempt wages. There are cases when employees meet their limit, or when no Form 8233 Tax Treaty Compensation Exemption is returned and those are process differently.

During this session, Baylor University will explain how we set up and process employees with a tax treaty and what to do when the employee meets the treaty limit.

Session ID: P-046365

Keeping up Accurate Process Documentation Post Go-Live

Presented by:
Courtney Fitzharris, Baylor University

Abstract:

After go-live when your organization is in the stabilization phase it is a necessity to maintain proper process documentation. Organizations are most likely left with documentation provided by their implementation partner. This documentation can become outdated quickly with each quarterly release. At Baylor University we have been able to maintain proper HR documentation aligned with Oracle Quarterly Releases. During this session, Baylor University will explain how we maintain process documentation that aligns with the current Oracle quarterly release.

Session ID: P-047840

Credentialling Instructors for Institutional Accreditation on PeopleSoft at Florida State

Presented by:
Sarah Mahler, FSU ITS

Abstract:

Florida State University (FSU) has successfully developed a solution to improve efficiencies in instructor credentials reporting for FSU’s educational accreditor, recognized by the United States Department of Education and the Council for Higher Education Accreditation. The Instructor Credentials System (ICS) is used by academic departments, Institutional Research and the Office of Faculty Development & Advancement to assimilate, review/verify, and report on instructors’ credentials, confirming they have the required credentials to teach the courses they instruct. By integrating data from PeopleSoft Human Capital Management (HCM), Campus Solutions (CS) and the FSU Graduate School, the Instructor Credentials System provides an improved experience for all parties involved in this process. Departmental representatives submit credentials through an online Instructor Credentials form; approvers are presented with only those forms requiring their review; administrators easily generate Faculty Roster reporting; and through the standardization of reports and data generated, Institutional Research may more quickly perform data analyses. The project utilizes technologies like PeopleSoft (PS) messaging, Application Workflow Engine (AWE), BI Publisher Reports, PeopleSoft Queries, and Pivot Grids. This presentation will introduce the project structure design and some technical implementation.

Session ID: P-047927

Calgary Catholic School District’s Journey to Modernize PeopleSoft and Plan for the Future

Presented by:
Trudy Thistlethwaite, Calgary Catholic School District

Abstract:

Not all PeopleSoft journeys take the same path. But the common factor is the customer desire to make PeopleSoft work as effectively and efficiently as possible.

Calgary Catholic School District (CCSD) in Canada has been running PeopleSoft for nearly 20 years and handles everything from Payroll to Supply Chain to all the Financials challenges you could encounter. Like many early adopters, CCSD now has 20 years of institutional knowledge built into this critical system. As any long-established system will show, early decisions could benefit from a fresh eye performing an assessment.

Calgary has begun looking at the heart of core processes to see if there is a better way to maximize their return on investment in terms of both time and money. With recent projects to architect a new implementation of Project Costing, to Adopting Activity Guides for Purchasing to getting the new PeopleTools Open Search working. Calgary is even in the early stages of discussing how this Microsoft shop can lift their PeopleSoft to the Azure Cloud or if the time to move away from PeopleSoft has come.

This will be a 45-minute discussion of some of the refinements, fixes, and future of PeopleSoft planning going on at Calgary while managing the future of a core component relied upon by their entire organization. Join us as we look as some projects to update the old and the factors they are considering as a move to the cloud future is being planned.

Session ID: P-048903

Tuition and Education Reimbursement Tracking in PeopleSoft

Presented by:
Jeremy Pelley, Oracle America, Inc

Abstract:

Come to this session to learn about a new feature being developed in PeopleSoft that will allow your employees to request education or tuition reimbursement. You will see early prototypes of what this feature may look like. You will also participate in a discussion of the planned workflow, approvals, analytics, and potential integration points with other PeopleSoft modules.