iS2 Science: Heading for the homestretch

We’re on the last lap. The iS2 project is in the final phase toward completing changes to the University’s policies, systems, and processes. Like any good race, there are challenges and some of the unexpected happenings along the way. And like any good test, there is a lot of learning along the way.

The following includes some events and sessions you may be interested in knowing about as well as some definitions of words you may be hearing about.

Upcoming events: what, why, how and when?
The iS2 Project is hosting a series of sessions in April where you can get more information and the upcoming changes and ask questions about the project.

The sessions are a two part series – the “what & why” and the “how & when” of iS2.  The first session covers the background of the iS2 Project; the second session delves into the details of upcoming changes to administrative processes and systems.  Further information about dates and times can be found on the posters that have been placed in departmental offices, and here: http://www.ucalgary.ca/is2project/news/AprilInfoSessions

Preparing for new processes
Training will be available starting in late May for faculty and staff.  There are four delivery methods that will provide the training

• e-learning
• information/overview sessions
• instructor led courses
• expert led courses 

Just about everyone on campus will need some level of training, it all depends on their job.  More information about the training can be found on iS2 project webpage:  http://www.ucalgary.ca/is2project/.  Specific information about training can be found in the UTODAY Article (March 16, 2011) http://ucalgary.ca/news/utoday/march16-2011/training

Launch date changed
As with all projects of this magnitude there are often factors that, when combined, create the "perfect storm" and require adjustments to the project schedule. Such a series of events has occurred within the iS2 Project, resulting in a decision to adjust the “go live” system launch date to July 29, 2011, which is when the new systems will be used. For example: you will be entering your own timesheet onto the systems, as opposed to paper.  The new hire process, which will be electronic, will also start then, and the paper will no longer be used.
 
These changes we have been working on will not only bring us into compliance with the requirements of our external funders, but will create the foundation for ongoing improvements to financial controls and administrative services, supporting the university as it grows into a recognized leader among academic institutions.

iS2 speak: You’ve heard it but what does it mean? What is DOA (Hint: it is not Dead on Arrival)? You may have heard DOA talked about in the corridors of your office. It’s the acronym for Delegation of Authority that defines accountabilities and authorities related to effective management of the University’s resources. This sets rules for who has the authority to make decisions and who is accountable for ensuring the decisions are appropriate. As a public institution, one of our top priorities is ensuring exemplary financial management of both public and private funds and every faculty member and staff has an obligation to ensure that university resources are effectively managed. What is Role Mapping? Role Mapping will involve ensuring that the right people have the right access to PeopleSoft to do their work. Every person in each faculty/unit must have a “role” in PeopleSoft. Everyone will be assigned the role as an employee. A person may have several roles, for example, a “reports to” manager, “budget owner” and “employee”. The Faculty of Science will be reviewing access to human resources and finance functions within PeopleSoft to see what will be best for the needs of the Faculty. Additionally, once the role(s) and access has been assigned, then the training courses that you need to attend will be easily identified.