ERP Ancillary Systems Program

ERP Ancillary Systems Program: Jan. 2023 updates

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In June 2024, UW–Madison’s HR and financial systems will move from PeopleSoft to Workday through the efforts of the Administrative Transformation Program (ATP). To assist in this effort and to help make for a seamless transition, the Ancillary Systems Program (ASP) team is working with campus units, divisions, departments and sub-departments that currently interact with HR or financial data from PeopleSoft to determine the best path forward.

Work-to-date (as of January 18, 2023)

  • Overall: We have been making significant strides in our work. Key updates include:
    • aligning our business analysis work with ATP
    • determining to take the Platform Recommendation process out of the critical path
    • gathering additional information from all UW–Madison “keep” system owners to assist with our planning efforts
    • initiating the low/no-code pilot

We are planning to kick off the next steps in our integration efforts the week of Jan. 16, 2023. We’ve updated our timeline to “yellow” with the information that we have at least 850 systems (UW–Madison and comprehensives) to integrate by July 1, 2024 – meaning we need to integrate at least three systems a day. We are planning to develop an overall joint ATP/ASP integration strategy to address this risk.

  • BA Team: This team is preparing to discover bi-directional integration needs for UW-Madison “keep” systems, coordinating and aligning efforts with ATP BSAs.
  • Platform Team: The Platform Recommendation Phase is no longer being considered as critical path. The low/no code team started a pilot with campus partners on six finalist applications.
  • Data Lake Team: We conducted an initial Data Lake white board planning session with team members and key stakeholders to identify resources needed and define the problem space for the project.
  • Integration Team: This team began coordinating with ATP and the comprehensives, setting up meetings to discuss their questions and concerns over PICH/Integration Hub; API work has continued initial use cases as the ASP IICS team continues to complete training.

 What you need to know

  • An ancillary system consists of any system or application that uses or provides HR or financial data or utilizes UDDS (Unit-Division-Department-Sub-Department). An example ancillary system might be as simple as a spreadsheet that pulls in financial data.
  • ASP will identify and compile a list of ancillary systems on the UW–Madison campus.
  • Working with Administrative Transformation Program (ATP) and Administration Innovation and Planning (AIP), the team will prioritize and develop effective solutions, including low-code/no-code options or software integrations, for these ancillary systems to continue their work, uninterrupted.
  • By June 2024, all identified and critical ancillary systems currently requiring HR or financial data will be transitioned to Workday, an integrated option, or retired.

What you need to do