Readiness Roadshow

September 28 – October 6, 2015

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Agenda

Welcome

MDConnect Updates

How Ways of Working will Change

A Look at MDConnect (PeopleSoft)

How to Prepare for Go-Live (things to do, key training dates, how to stay informed)

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• Human Capital Management and Finance wrapped up the solution design and Campus Solutions continues to work toward completing this phase of work

• Began building and testing PeopleSoft

• Onboarded over 50 additional team members

• MDConnect Steering Committee members provided a project update at this year’s campus convocations

Recent Accomplishments

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Where We are Today

Building MDConnect (PeopleSoft)

Testing MDConnect (PeopleSoft)

Developing TrainingMaterial

+ +

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MDConnect will Bring Benefits to MDC

Security

Decision Support

Service

Innovation and Growth

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Human Capital Management (HCM) Overview

The Human Capital Management (HCM) pillar is one of the functional pillars of MDConnect. HCM is the central repository where employee, job, position, compensation, payroll and benefit information are kept. The information is shared with the other MDConnect pillars (i.e., Finance and Campus Solutions).

Time & Labor

Absence Mgt

Core HR

Benefits Recruiting Payroll

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All employees will have access to ESS. Employees will be able to update and view their personal information 24/7, including:

• Absence (leave) balances, leave requests, leave history, forecasting

• Annual open enrollment

• Benefits summary online

• Compensatory Time balances (Eligible employees ONLY – Full Time Support Non-Exempt)

• Direct deposit information

• Emergency contact(s)

• Home and mailing address, phone numbers and email addresses

• New hire enrollment

• Paystub

• Upload documents for changes in benefits coverage (marriage, birth, divorce etc.)

• Tax information

HCM: Employee Self Service (ESS)

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Manager Self Service will allow Managers to be able to complete actions from one centralized location. MSS functionality will include the ability to:

• Take action on Absence (leave) requests (approve, push back or deny)

• Initiate Absence (leave) request on behalf of a direct report

• View direct report Absence (leave) balances, history

• Forecast direct report leave

• Approve reported time at the Department Manager level

• View Compensatory Time balances for eligible (Full Time Support Non-Exempt) direct reports

• View absence historical transactions for direct reports

HCM: Manager Self Service (MSS)

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Payroll

HCM Changes

Change Impact Benefit

• We will have one pay date for both instructional and non-instructional employees

• All non-instructional employees will need to adhere to a new pay schedule

• Pay dates will still be distributed bi-weekly on Fridays

• Everyone will have the same pay date

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HCM Changes

<Insert Change>

<Insert Change>

Recruiting Updates

• Only MDC employees will have access to view and apply for internal job postings

• Checklists will be available in the system to ensure that required data and forms are collected for specific employee transactions

Core HR Updates

• Sync bio-demo information between HR and CS – hence select information for employees who are also students will be the same

• Utilization of full position management combined with commitment accounting which will allow the College to derive actual costs

• Specific job class codes corresponding to each job title

Recruiting and Core HR

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Student Assistant

HCM Changes

<Insert Change>

• Hiring process of Student Assistants will now be handled by Human Resources

• Financial Aid eligibility will continue to be determined by the Financial Aid Office

• Student Assistants will use the MDC job opening portal to apply for jobs

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Time and Labor

HCM Changes

CHANGES OUTCOMES

Absences will be approved by the manager that you report to. Time will be approved by the budget manager for the department

There will be a comprehensive reporting structure by department for all employees

All non-exempt employees (fulltime and part time) will be Time Reporters and will be reporting time based on actual hours worked. PeopleSoft ESS will allow employees to view their timesheets

Timekeepers will enter time in PeopleSoft for non-exempt employees. Time Approvers will review and approve submitted time. Exempt employees will only be reporting exception time through Absence Management

Time Keepersenter andamend time

1Time Approvers review and approve time*

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*It is critical that Time Approvers (a.k.a. Managers) review and approve time by the stated deadline in order

for Employees to get paid

Time and Attendance due dates are based on the payroll calendars

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Benefits

HCM Changes

MDC benefits have not changed for fulltime employees. Employees are now able to view more and do more with MDConnect (PeopleSoft)

Online New Hire Enrollment and Online Annual Open Enrollment will continue to be web-based

Upload documents for changes in coverage as in the case of marriage, birth, divorce, etc.

View benefits summary online, including coverage levels, benefits plan, and dependents

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Financial Supply Chain Management (FSCM) Overview

The Finance pillar, a functional pillar, supports the business processes for financial transactions, as well as recording the activities related to Grants Management, Projects Costing, Non-Student Billing and the procure to pay functions. It delivers greater visibility into business-critical information with inquiries and reporting capabilities.

Purchasing Travel & Expense

Accounts Payable

TreasuryGeneral Ledger

Asset Mgt

Commitment Control

Contracts GrantsProject Costing

BillingAccounts

Receivable

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Chart of Accounts

FSCM Changes

Odyssey account number will be a similar concept to the chartstring in PeopleSoft.

Field description names and input requirements will change:• Org Unit Fund + ICS• Consolidated Quals Department• Location Operating Unit• General Ledger Code Account

Will include new fields:• Campus/Center – physical location where activity occurs • Business Unit – legal entity (e.g., MDC01)• Budget Reference – identifies fiscal year• Course – (e.g., ENC1101)

Will be able to track and record at any point in time

MDC01

110

120

130

101

150

160

200

701

51000000

51200000

5300000

5400000

5410000

6500000

65501000

70600000

71000000

DI01

DI04

HI01

KE01

ME01

WF01

WF02

9200

300200

300300

300400

300200

400100

400200

500100

ATHEC

1000

3000

3300

2000

4000

5000

6000

1102500

1102501

1102503

1103100

1103200

1103500

1103601

ENC1101

ENC1102

ACG2171

ACG2171L

MAC2013

CET2141C

EET3745C

Dept 7

9200 MDC Operating Fund Department Campus ICS Account Program Course

_UNIT Unit (State Mandated) \ Center (State Mandated) (State Mandated)

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Travel & Expense

FSCM Changes

Change

Travel request/authorizations

Recording and tracking travel and expenses

Petty cash reimbursement process

Impact

Employees will request travel authorizations online, paper forms are no longer required (P2)

Employees will submit expenses online (scan and attach original receipts with submission)

Manual form no longer accepted

Benefit

Two levels of online approvers are defined and allows for quicker approvals

All travel expense will be linked back to a trip/event and formalized approval workflow in place

Funds will be deposited electronically

Employee reimbursement process

Two levels of approval needed online

Timely payment/reimbursement

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Accounts Payable, Commitment Controls

FSCM Changes

Preparers and Approvers will need to understand a few new finance processes.

Accounts Payable will be centralized at the Kendall campus and this group will now be responsible to:• Enter and track invoices/payments to suppliers for expenses• Collect, monitor vendor invoices and payments• Initiate student related payments that are not processed in Campus Solutions and

Financial Aid

Budgets are referred to as commitment controls. All budget transfers will go to the Budget Department or Controllers Office for final approval. There will be three levels of approval• Department Manager• Area Division Head• Business Affairs

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Reporting

FSCM Changes

Budget Managers and staff will have improved functionality for General Ledger inquires going forward.

• Additional information and tools readily available

• More types of data will be stored in PeopleSoft

• Ability to filter online to see desired results

• Enhanced multi period by drill down from the inquiry screen – no longer have to go period by period to look at transactions

How this impacts you:

• Able to view and download reports

• Access will be given according to your PeopleSoft security role within the College

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Campus Solutions (CS) Overview

The Campus Solutions pillar, one of the functional pillars, is a fully integrated PeopleSoft solution that will address the College’s business needs to provide services like course registration, grade reporting, student recordkeeping, enrollment processing, financial aid, student billing, and degree auditing.

Admissions Academic Advising

Student Financials

Financial Aid

Student Records

Campus Community

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• The MDConnect (PeopleSoft) implementation will follow the student life cycle

• Campus Solutions has 2 big go-live dates: Admissions (April 2016) and Fall registration (June 2016)

• The core team is working to set up non-student facing functionality between now and year end: academic structure, course catalog, schedule of classes, and campus community

• Additional functionality will be rolled out post Fall registration: Transcripts and End of term processing

MDConnect Campus Solutions Update

Legend Campus Solutions

(non-end user facing)

Campus Solutions

(end user facing)

Jun‘15

Nov‘15

Dec‘15

Jan‘16

Apr‘16

Jun‘16

Dec‘16

Academic

Structure

Course

Catalog

Schedule

of Classes

Campus

CommunityAdmissions

Fall 2016

Registration

End of Term

Processing

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A look at MDConnect (PeopleSoft)

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MDConnect (PeopleSoft) provides comprehensive business and industry solutions, enabling organizations to increase productivity, and accelerate business performance.

Some features of PeopleSoft application are:1. It is a Web-based application2. It provides the feature of Data Standardization in which the format, definition, and

value of data is consistent in the application3. You can also Upload Documents in PeopleSoft such as life event documents

There are Many Advantages

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You can customize your own Home Page to make it your own personal Dashboard, for example: you can display your reports and alerts as shown below.

It’s Customizable

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You can navigate to different components and pages in MDConnect (PeopleSoft). It provides uses cascading menus to display a menu structure composed of a hierarchy of folders and content references. You can navigate in MDConnect (PeopleSoft) in two ways:1. Main Menu 2. Main Menu breadcrumbs

Navigation is Simple

1

2

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Favorites are similar to standard browser bookmarks for frequently accessed folders and content.1. You can quickly access frequently used transactions by adding them to your favorites

using the Add to Favorites link2. The page will be displayed under the Favorites drop-down as shown here

Adding Favorites will Make Work Easier

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2

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Worklists are prioritized lists of the work items that a person has to do. When work is routed to a MDConnect (PeopleSoft) user, it is put in the user’s worklist. • To work on an item, the user selects it from the worklist and is presented with the

appropriate page to begin work• You can click on the Worklist link to access your list of tasks

Work Lists will Give You Real-time Updates on Tasks

1

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• Classroom setting with face-to-face interaction with the instructor

In-person training •User Productivity Kits (UPKs) are online training simulations that show how to perform specific PeopleSoft transactions

• Live webinars

Online training

• Additional hands-on practice• Onsite support from trainers,

knowledge experts, and SMEs as needed

Hands-on trainingand open labs

• Training materials online (PPT, Job Aids, Training Exercises)

• Job Aids are reference guides that visually instruct how to complete specific transactions

User guides

Training Materials will be Available

Training will be available

pre & post go-live

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MDConnect Training Program Overview

November December January

MDConnect PeopleSoft 101 (Basic Navigation)

UPK (online tutorial)

HCM (HR)

FSCM (Finance)

Campus Solutions (Student)

Open Learning Labs

Pillar Overviews

High-level Training Schedule

MDConnect training will continue after go-live to support the needs of

current and new MDC employees

February

No

Tra

inin

g

Dates TBD

HC

M a

nd

FSC

M G

o-L

ive

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How to Get More Information

Check out the Change Readiness Page for:

• Change Network Contacts

• Convocation Presentation

• MDConnect Readiness Roadshow

Materials

• More information about key changes to

ways of working

Check out the Training Page for:

• Key training dates

• Training material (coming soon)

• Instructions how to register for training

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Contact Your MDConnect Change Ambassadors

Campus HCM & FSCM CS Academic CS Student

Hialeah Andrea Forero Victor McGlone Nelson Magana

Homestead Tania Acosta John Barimo Anaeli Ramos

InterAmerican Janelle Fernandez Michelle Thomas Julio Fernandez de Cueto

Kendall Brian Stokes John Adkins Jennifer Bravo

MDC-West Ana DeMahy Chantelle MacPhee Yadira Codina

Medical Ramona Edwards Mark Everett Marie Bernardin

North Fermin Vazquez Manny Perez Andrew Carbon

Wolfson Yaremis Ponce Fullana Djuradj Babic Marc Webb

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• Collegewide survey

• Opens early October

• Email invitation to complete

• Welcome your feedback!

MDConnect Change Readiness Survey

Q&AOpen Forum