Project Overview

An Introduction to HU LEADS

Howard University’s enterprise-wide resource planning (ERP) initiative – the implementation of new PeopleSoft administrative systems for Human Resources (HR) and Financials is still underway. Following the roll-out of HR and Payroll functionality in the summer of 2007, the team is preparing additional HR functionality to be introduced in April, 2008 and Financial system changes in July, 2008. The project continues to engage a large number of Howard University personnel to build the cross-functional solution that will provide Howard University with best practices enabled by their new administrative systems. The improved system will give faculty and staff increased real-time access to human resources and finance data and will help Howard University to streamline many administrative business processes.

Project Leadership

The project, named HU LEADS, (Leading Edge Administrative and Data Systems) is sponsored by Dr. Hassan Minor, Sr. President for Howard University. Clarence Jones, Associate Vice President and Controller is serving as the Financials Project Sponsor; Liz Stroud, Assistant Vice President, is serving as the HR Project Sponsor; and Leon Wyden, Deputy Controller, is serving as the Project Director.

Activities for the project are guided by the project management team consisting of the following:

• Clarence Jones, Associate Vice President and Controller
• Leon Wyden, Deputy Controller and Project Director
• Liz Stroud, Assistant VP, Human Resources
• Vinnie Seidita, CedarCrestone Implementation Project Manager
• Rebecca Collings, CedarCrestone Deputy Project Manager
• Angie Wilson-Kittles, Financials Team Lead
• Bill Weyrich, Financials Team Lead
• Ade Uiyoshioria, HR Team Lead
• Sandra Hope, HR Team Lead
• Mark Daneman, PeopleSoft Technical Manager

Executive Management Team

The members of the Executive Management team that is responsible for representation of the project to the Executive Sponsor. Members of the EMT are Clarence Jones, Leon Wyden, Liz Stroud, Vinnie Seidita, and Rebecca Collings.

Outreach to the Community

Throughout the project to date, the team has depended on the expertise of the campus community to provide specific details about the current business process in order to find the best solution for Howard University’s Financial and HR systems. The project leaders continually reach out to the Provost’s Office, the Budget Office, the Employment Office, and the Office of Total Compensation.  Information has been given and received among all university groups.

Implementation Partner

Howard University selected its implementation partner, CedarCrestone in July 2004. The CedarCrestone team of consultants has been working side by side with Howard’s Project Team, a group of over 50 functional and technical staff. CedarCrestone has provided implementation support for higher education at over 200 higher education institutions including five colleges of the University System of Maryland; over 10 campuses of the California State College System; Florida A & M University; and Catholic University to name a few. The US headquarters of CedarCrestone is in Alpharetta, GA.

Why is Howard University Implementing a New Administrative System?

Howard University went live with PeopleSoft Payroll in July 2007 to allow more accuracy in managing resources. At the same time, the core HR data was pulled together to make it more consistent and accessible. The current HR initiative is to make HR data available to managers to enable the review and management of their employees.  Instant access to the employee’s information and a system of updating using electronic forms to move data from office to office allows a more secure and rapid method to manage employee data.

Howard University’s current finance system was implemented over 20 years ago. The current system does not offer the flexibility, control, reporting, and security of current state-of-the-art enterprise systems. So the initiative underway to be rolled out on July 1, 2008, will give the University a state-of-the-art financial system.  The accompanying business process re-engineering will put Howard University at the forefront of the information age.

How will these changes affect individual offices?

Howard University employees (with authorization) will have access to meaningful, accurate, and timely information about their employees and on the financial state of their budgets and projects. Duplicate or redundant work will be eliminated through business process changes. Data security ensures that you will have access to your data in real-time.

There will be a single point of entry (the PeopleSoft HU Leads Portal) for your administrative systems – one login – one password!

The Manager Self Service (MSS) module due to be rolled out in April 2008 will replace the Personnel Recommendation form, Wage Recommendation form, Request to Fill form as well as the Budget Recommendation form.

The system automatically triggers an email notification for the appropriate approving authorities with a workflow back up notification system. If the only approval required is the manager’s, the manager can initiate and complete the transaction.

Workflow has been designed for the manager self-service (MSS) functions to allow the appropriate authorization levels for creation and filling positions to be automated. Instead of carrying and following paper forms around campus, your requests will be submitted online and you will be able to access the status of these requests.   

Workflow is used liberally throughout MSS to streamline processes, and links to related topics and transactions within other PeopleSoft products providing for easy access to associated data.

What Business Processes will be included in the functionality?

In April, 2008, Howard will release the new Manager Self Service (MSS) and Recruiting Solutions (RS) functionality. This will enable managers to be more productive.
What are the MSS and RS functionalities?

For managers who have employees reporting directly to them, the manager will have the ability to:

• View limited personal data (address, email, phone, emergency contacts).
• View employee training records.
• Request a separation or retirement.
• Request incidental pay.
• Request new or re-allocate positions from OTC and Budget .

For Recruiting Solutions / job changes:

• View positions in your department.
• Create new job opening online.
• Approve job openings.
• Approve job offers.

Ultimately, Manager Self Service and Recruiting Solutions will completely replace the hard copy Personnel Requisition (PR), Request to Fill and Position Requisition forms.