BUSINESS SERVICES COMMITTEE (BSC)
Meeting Notes
February 6, 2015
1:30 – 3:00 pm
FAC 228D
I. Equity/Incentive Task Force – Update (Marla Martinez, John Moore)
John Moore updated the committee with the progress of the Equity/Incentive Task Force. They relied on surveys (Austin, Texas & Higher Ed) to determine the market value for UT IT jobs. Findings were that most UT IT jobs are “competitive” in the market.
Comments: Software Development and Senior Software Development are jobs to look at because the UT average is substantially lower than the UT median.
Q. Can we have the data on how many people are in those areas? We would like to work on it with the CFO and UBC. It is also important to talk to financial and business to see if it would fit before we would go to Kevin or UBC. How long would it take to pull that information together?
A. I would have to define those jobs, and after that, it would take a week or two.
Q. Do we want to have a committee? Do you need anything from us?
A. It’s just raw data, we can get it.
We have to be careful about only looking at people who are affected by ASMP. We don’t want others to be like “What about us?” How do we say that we’re only looking at these salaries rather than all the others?
Q.Is there a way for us to analyze how long it takes for us to post a job to the time for hire?
A. Yes, but whether if that’s going to tell you what you need to know, I don’t know.
By March HR John will come with the data for IT Software developer salaries across positions.
II. Administrative Systems Modernization Program – Update (Renee Wallace)
Renee Wallace presented the new recommendation for the timeline on ASMP 2.0. The original implementation timeline was deemed infeasible. It would cost 15,000 hours of effort for only two or three months of use. The remaining options are to a) do a big bang b) do a pushed back phased out approach.
The bridging complexity of trying to put together the gap between HCM Payroll and Financials is a reason to consider the big bang option. The bridging solution is a temporary link between two systems. The phased approach with the bridging solution could create problems with training of two systems and confuse users.
The big bang option has high risk. It is a heavier impact on campus. With more moving parts, there is more room for problems. There is not a chance to go in and change code because the system will be on Workday’s update roll out timeline.
After lots of consideration, it was recommended to go with the Big Bang approach on January 1, 2017 by Renee’s team.
There is a chart of detailed comparison between the two options.
About half of Workday’s clients opted to go with the big bang option, although most do not compare to UT’s size. Renee’s team also talked to stakeholders across campus and a majority of those groups agree with a Big Bang approach. Feedback: “Phased approach involved too much change and too much time.” “Additional training and recourse impact of workarounds.” “It would not the best use of resources for the phased approach that would require the bridging solution.”
There will not be a significant slow down to the schedule, only more effort to be put in. The finance workshops will be pushed back to later. Also, a more robust testing strategy. Renee is aware of the systems that will move off the mainframe and their sensitivity to the timeline.
Q. Have you been able to calculate cost?
A. No, we haven’t gotten it down to the dollar amount yet. It will not be trivial because we’re pushing it a year.
Q. Is there a range?
A. Not having an additional cost is not an option. It will be more with a phased approach.
Q. Where does this endorsement go?
A. It would have to go to regents, IBM negotiating, UBC, and ASMP steering committee.
Q. Is there a time frame for the student system?
A. We do not know that yet.
Q. Do you need more time and research to make sure that we can make the January date?
A. It is a realistic timeline with some contingencies. Big bang takes away a lot of risk from the downstream systems. It allows for a stable environment.
Motion for endorsement. Endorsed but one was opposed due to financial benefits for IBM. *Not an endorsement on the big bang option.
William’s Topic is pushed to next month.