PeopleSoft Travel Expense PeopleSoft Travel Expense Reimbursement SystemReimbursement System

Project KickoffProject Kickoff

Enterprise Computing Steering CommitteeEnterprise Computing Steering Committee

Anil More

March 29, 2007

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Project Overview

• Replacing the Laboratory’s travel authorization and reimbursement system (Gelco) with a travel reimbursement system (Oracle’s PeopleSoft Travel & Expenses)

• Combined with streamlined business processes and a reorganized travel business function

• Will provide:–A simple, easy to use system;– Improved, sound ergonomic design;–Enhanced integration with other Laboratory business

systems; and –Reduced operational cost and reduced cost of system

ownership.

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IT Technical SpecialistsFinancial Systems:

Sally Lafferty (technical lead)Margretta Campbell Ragu Parthasarathy

Sandeep Sharma PeopleTools contractor

Data Warehouse:Vik Bhatia

DW contractor

Project SteeringCommittee

TBD(invitation sent

to ALDs)

Division RepresentativesDiana Attia

Sherri CheeseboroAlyce HerreraBill JohansenGizella Kapus

Sandra McFarlandFaye Mitschang

Maryann VillavertScientific and Administrative

Focus Groups (to be formed)

Business SpecialistsSandra CheeksLauretta Corsair

Craig GaylorJeanne Kissel

Aurora PecoraroKecia Sims

Cynthia ThomasElijah Walker

Linda Williams

Internal AuditEdna Annis

Project Team

Project DirectorsAnil Moré

Carla Garbis

Project ManagerRich Nosek

Project SponsorJeffrey Fernandez

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Planned Resource Needs – FY07

ECSC Supplemental Dollars ($ k) FTE (years)

• Software Purchase 62 ---

• PeopleSoft Training for Team 21 --- • PeopleTools Contractor 89 0.38

• Data Warehouse Contractor 31 0.12 Total ECSC Supplemental 203 0.50 Self-funded

• Staffing – IT Financial Systems 96 0.55

• Staffing – IT Data Warehouse 202 1.12

• Staffing – Functional 150 1.50 Total Self-funded 448 3.17 FY 2008 ECSC Funding $ 130 k

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PeopleSoft Travel & Expense SystemDraft High-Level Project Plan

(Refer to handout)

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Current Progress

• Secured management approval and funding• Completed software license contract with Oracle at the quoted

price• Received and installed software • Attended PeopleSoft training in-house• Defining the business process flows and creating a high-level

design of front-end user interfaces (finalizing domestic travel process). Team includes customer representation.

• Defining reporting requirements:– A team, including a division business manager and resource

analyst, is developing field reporting requirements (first meeting has been held)

– Travel management will be developing its reporting requirements

• Concurrently reengineering business process and restructuring travel organization

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PeopleSoft Training: First Impressions

• Re-affirmed our initial decision to provide a custom front-

end to input an expense report and approval process

• Holds the promise of being able to offer a more efficient guest set-up process (20%-30% of LBNL travel volume)

• Product as delivered supports third party scanning of

receipts software which would eliminate one of the primary

sources of contention between division and Travel Office-

“lost receipts”

• Until fit-gap sessions are completed at end of May (refer to

“I” on the plan) , there continues to be a risk of scope creep

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Some Risks

• Most project participants will continue to have responsibilities connected with other projects and their ongoing operational duties. Functional staff will tend to be unavailable at year-end.

• The success of the implementation of the new system in each Division will depend on that Division’s level of participation.

• Scope, time, and cost may require adjustment at a future time based on realities as they are discovered (e.g., PeopleSoft training gave team impression that more programming may be required than originally thought).

• Scanning is being explored. If decision is made to implement it, there will be additional cost.

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Some Risks (cont.)

• Due to compatibility issues, LBL will be installing PeopleSoft Version 8.8 (released Dec ‘03). Version 8.9 (released Aug ‘05) and Version 9.0 (released Sept ‘06) offer functionality that we may have to build.

– PeopleSoft financial suite upgrade:

- Earliest date: Spring ’09

- Latest date: Spring ’11

• For unforeseen reasons, the new PeopleSoft software may not perform up to expectations. This risk will be mitigated by our ability to make customizations to improve the operability of the software.

• Due to earlier experiences with the Gelco system, there may be lingering negativity, skepticism, and resistance to change among Laboratory staff.

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Communication and Buy-in Plan

• Division participation and thorough testing is the key

• Focus groups will be scheduled across the Lab to provide input on the design and during the development phase as appropriate

• Discussing use of a phased deployment approach (e.g., domestic may be rolled-out before foreign)

• Divisions will be phased in following rigorous testing

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Communication and Buy-in Plan (cont.)

• Strategic communication will be provided via:

– Travel Express- the new monthly newsletter that is emailed to all travelers, business managers, and administrative staff that are involved in the process

– Today At Berkeley Lab

– Regular meetings with Division Business Council and other groups to obtain buy-in from system users and other stakeholders