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Human Capital Management (HCM) Refresh
Project Details

» Project Overview

The current implementation of PeopleSoft Human Capital Management (HCM) has met the needs of maintaining employment records and administering benefits and payrolls. With the strategic growth of the university and our plan for the "Path to Greatness," we need to have timely and accessible workforce data to make decisions strategically and collaboratively. An initial assessment of the system uncovered limited integration between enterprise systems, several workaround systems, and manual processes that can be automated with the right business practices in place.

This project will analyze source data, business processes, workflows, and system capabilities to identify areas of improvement needed to provide a cohesive system with efficient processes and reliable data and to deliver essential workforce reporting. This will be a multi-year project with an analysis to identify each phase's scope and implementation plan based on priority and resources. The project team will work with the relevant subject matter experts (SMEs) to design and implement approved solutions.

Training information for functional and everyday users will be added to this page soon.

Project's objectives

  • Analyze HCM source data to determine readiness for system integrations.
  • Assess current business processes and workflows to determine changes needed to streamline and automate to improve the accuracy and timeliness of data and enhance productivity.
  • Evaluate installed system functionality and identify what needs to be enabled to support data and process improvement objectives.
  • Develop a reporting framework that delivers timely access to accurate workforce data at the desired summary level and detail to support workforce management, planning, forecasting, and decision making.
  • Analyze security structure to determine where adjustments are needed to provide executives and managers with appropriate access to their data.
  • Bring together leaders from all departments impacted by these objectives for careful coordination and effective communication before implementing identified solutions and to build consensus around the desired changes.

Project Structure

Why is this important for Chapman University?

Data reporting for decision-making Strategic Planning.

Having on-time, accessible, accurate data both in the aggregate and at the department level will support planning, budgeting, and forecasting at all levels of the organization & will promote a culture of transparency.

Why is this change important for me?

"From staff as workflow to staff as talent."

The project will automate many routine, error-prone tasks in our administrative functions. This will allow employees to engage in more intellectually demanding activities like analysis and reporting and will improve the overall employee experience. Staff engaged in meaningful work that aligns with the organization's mission experience a greater sense of purpose and fulfillment, enhancing long-term engagement and retention. This synergy between individual skills and organizational goals boosts operational efficiency and reinforces the organization's commitment to its core mission.

What problem are we trying to solve?

Pain Points.

We can't get the data we need when we need it. Getting data is highly labor-intensive; when we get the data, it is prone to errors, and keeping the data current or on-demand isn't possible because our systems are not connected and are populated manually; there is also a large amount of cleanup that is needed to make it possible for our systems to deliver accurate, timely data.

What do we want PeopleSoft to be?

User Experience Requirements.

No more ERCRs. Over the life of the project, tasks currently requiring a paper form will be migrated to simple online, consistent processes.

Project sponsorship, stakeholders, and staffing

There are numerous individuals involved in making this project a reality. We thank all of them for collaborating and allocating time to this critical step in improving our systems. Please click on "learn more" below to see the complete list.

Timeline and Deliverables:

Year One (2024) deliverables:

  • Data redesign and conversion plan.
  • Details and steps for configuration changes.
  • Implement budget functionality by position.
  • Executive and management reports with complete and accurate data.
  • Training plan and training materials geared towards users affected in the phase.
  • Test plan and detailed test cases, including end-to-end testing.
  • An evaluation of items not in Year One to determine priority for Year Two.

Year Two (2025) deliverables: Coming soon!

Year Three (2026) deliverables: Coming soon!