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Administrative Reorganization FY2010


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Summary: 

This project has been renamed, used to be VP/College Code Synchronization.
As reorganizations dictate changes be made to VP/College Codes and Department Codes, the synchronization between the two have become disconnected. This has resulted in, for example, departments to display on dashboards unassociated with a VP area. This project will address both the immediate need to re-synchronize as well as establish a means to ensure code changes are managed consistently and remain synchronized. The changes include creating/updating departments, security tree and row level security, position, job data and funding. Coordinating the changes with all involved is critical to timing.

Start Date: 
February 17, 2009
Go Live: 
July 1, 2009
End Date: 
July 31, 2009
Current Milestone: 
07/06/2009 - Migrate update process to production and run it; manual cleanup of department budget by data management; update VP college codes
Stage: 
Recently Released - Completed in last 3 months.
Lead Customer Comments: 
On schedule.
People
Sponsor/Champion: 
Morgan Olsen, Executive Vice President and Chief Financial Officer
Lead Customer: 
Matthew F. McElrath, Associate Vice Pres Human Resources
Project Manager: 
Myra Elias
Associate VP University Technology: 
Max Davis-Johnson
University Technology Director: 
Tina Thorstenson
More Info
Source: 
Executive
Priority: 
High
Scope: 

This project is intended to address both the immediate need to re-synchronize VP/College Codes to Department Codes as well as to establish a means to ensure code changes are managed consistently and remain synchronized.

Associated CRM Cases:

  • CRM Case #366353 - Automate department code changes on mass update
  • CRM Case #159160- Single HR Tree Development
  • CRM Case #304429 - Mod ASUCA012 to include all active departments in ASU_DEPT_ROLLUP
  • CRM Case #381031 - Prevent Department Code changes in Position Management during payroll processing prior to confirmation.

    • This project will also encompass:

  • Security – Row Level and General
  • Job code reassessment
  • Department Tree restructuring
  • Advantage Funding changes
  • Position changes, including Job Titles, Department Codes and Funding
  • Department changes
    • All Milestones and Schedule: 
    Robin Gonzalez Identify Issues and Establish Scope Completed
    Lissa Kelley Re-establish nightly process to synchronize VP/College codes with Production Support Completed - In Production
    Lissa Kelley, Myra Elias Initial testing of effective dated department tree Completed
    Lissa Kelley Test Excel to CI upload of job changes resulting from department code changes

    		Complete
    Lissa Kelley, Myra Elias Review of options for automating position and job updates resulting from department code changes, could include use of PeopleSoft Mass Update Complete
    Lissa Kelley Identify windows of time when changes can be made to positions to prevent conflict with Finance payroll processing

    		Completed
    Lissa Kelley, Robin Gonzalez Review options for implementing true effective-dating of department codes Complete
    Nancy Dickson, Robin Gonzalez, Richard Chappell, Define/Implement a single organizational HR Tree structure which encompasses security and reporting rollups. Not complete
    Laura Lee Mod ASUCA012 to include all active departments in ASU_DEPT_ROLLUP Not Complete
    HRIS - Lissa Kelley Initial Planning Meeting 04/08/09/Complete
    HRIS - Lissa Kelley Reorg Kick off Meeting 04/15/09/Complete
    HRIS - Lissa Kelley Develop process for Reorg 04/15-22/09/Complete
    HRIS - Lissa Kelley Develop Guidelines for Department Mapping 04/15-22/09/Complete
    Data Analytics - Liz Wake Mapping old to new Department Code 04/23-29/09/Complete
    Provost - Paul Zuzuch ABOR Approval of Reorg 04/30-05/01/09/Complete
    Provost - Paul Zuzuch Provost Approval of Reorg 05/04-08/09/Complete
    HRIS - Lissa Kelley/Security Team Testing in STG Run Payroll PPE 053109 05/06-08/09/Complete
    UTO - Letty Butner Testing of Dept Change in Effort Reporting 5/08-29/09/In Progress
    DW - Laura Lee Data Warehouse and Dashboard Impact 05/06-22/09/In Progress
    HRIS - Kristen Micetic Department start work on NOA PH1 (SRP and Adm Appt) 05/11-30/09/In Progress
    Data Analytics - Bridget Allcott Department Code and Tree changes effective dated 05/12/09 05/11-13/09/Complete
    Data Analytics - Bridgot Allcott VP College Code changes and Deptid mapping updates 05/11-13/09/Complete
    Data Mgmt - Linda Shupe Prepare queries and spreadheet for Position and Job changes 05/11-15/09/Complete
    Security - Rich Chappell Row level security updated with new DEPTID 05/13-22/09/Complete
    Data Analytics - Liz Wake Send Communicaton to Department on Exception Processing 05/11-13/09/Complete
    HR Paygroup ACD placed on SWB 05/17/09/Complete
    Data Mgmt - Linda Shupe Position and Job changes effective date 06/29/09 (no FSW ,GRD paygroup) 05/18-22/09/50%Complete
    HRIS - Lissa Kelley Reconcile Position and Job counts by old and new DEPTID 05/20-22/09/75% Complete
    Provost - Paul Zuzuch List of Job Title and Position Attribute Changes 05/18-22/09/Complete
    Data Mgmt - Linda Shupe Update Position for Job Title and Position Attribute Changes 05/26-29/09/Complete
    HR Department process any exceptions 05/26-29/09/Complete
    Employees Employee to accept NOA (SRP and Adm Appt) 06/01-30/09/Complete
    Provost - Paul Zuzuch Define Other Tenure Data Status codes 06/01/09 - moved to separate project
    HRIS - Lissa Kelley Tenure Home updates/ permanent row 1 for home dept/ add CI to security 07/15/09/Not complete
    HRIS - Lissa Kelley Create Department Budget row for new DEPTID FY2010, effdt 06/29/09 07/08/09 Not complete
    Financial Services Create FY 2010 Budget 06/26/09/Not Complete
    ASU Departments Department process any exceptions 06/20-07/12/09/In progress
    Data Mgmt - Linda Shupe Position and Job changes FSW, GRD paygroup 06-23-10/09/Not Complete
    Data Analytics - Bridgot Allcott Deactivate old DEPTID 08/24-31/09/Not Complete
    Security Team Deactivate Row level security for old DEPTID 08/24-31/09/Not Complete
    Deliverables: 

    Create/rename departments as approved

    Assign to security Tree

    Update positions and funding

    Assign role level security as needed

    Move positions/employees to new departments

    Create 2010 Funding for new departments

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