University of Minnesota
The Upgrade (ESUP)
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Faculty Go-To Toolkit

The Faculty Go­-To advance team is a group of system users who will serve as resources for faculty in their units throughout the upgrade of the University’s PeopleSoft system. The Go-­To advance team represents the concerns and needs of their units with regard to supporting faculty during the system transition and may serve as a communications contact after the launch on April 20. Learn more about all of the Upgrade advance teams.

 

General changes for faculty

The biggest change for faculty as a result of the PeopleSoft upgrade is the consolidation of tools into the new MyU. The new MyU will be a single “front door” that supports the University’s teaching, research, and outreach missions. Below you will find some resources to share with your faculty about the new MyU and the tools they will use within it.

 

MyU for faculty

Use this video to demonstrate to your faculty how the new MyU will function for them. This video is also available on the Faculty page.

 


This Google presentation covers the same information as the above walkthrough and may be a good option for presentations at departmental meetings.

 

Sneak peak videos

The following videos may also assist in demonstrating the new Faculty Center, Advisor Center, and Reporting Center:



Process changes affecting faculty

In addition to the new MyU offering a front door, the PeopleSoft upgrade will also include process changes for faculty.

Faculty or staff who submit or approve time or absences on paper now, will do so electronically after the Upgrade. Paper timesheets and absence forms are being eliminated to bring the University up-to-date with other organizations and peers.


It is essential that faculty and staff supervisors become familiar with electronic reporting and approval to ensure that employees who currently complete paper timesheets and absence forms are paid on time and can take vacation and other leaves.


To learn more, go to The Upgrade Training and Education website at: http://z.umn.edu/upgradeeducation. Click on the Human Resources System tab and then look under “Time Reporting” and “Absence Reporting” for online courses and job aids. If you have trouble launching courses due to a pop-up blocker, this job aid can help you turn it off. Here are key points to keep in mind:

  • If you are an employee who did not submit time or absences on paper in the old system, you are not be required to do so after the Upgrade.
  • Electronic time and absence reporting is for University pay only, and has nothing to do with effort certification related to a grant or contract. The latter is a separate approval function and will not change.
  • The time and absence approval functions can be delegated to others in your college or unit on a temporary or permanent basis. Information on how to do this is included in the training courses, or is available from your local HR Star or HR director.
  • The change affects employees in most University colleges and units, except those in University Services, Auxiliary Services, the Veterinary Medical Center, University of Minnesota Duluth Facilities and Police, and University of Minnesota Morris Facilities and Police who will continue using KRONOS, Compass, or software other than PeopleSoft to manage time and absence tracking.


There are several changes for the grading process.

  • All grade entry (mid-term grades, final grades, and grade changes) will be done in one place: Faculty Center.
  • Students will no longer receieve an automatic alert when a mid-term grade is submitted. Faculty may wish to notifiy their students when they have entered mid-term grades by making an announcement or class or sending an email (easily done through Faculty Center).
  • Final grades can be exported from Moodle directly into Faculty Center. Once in Faculty Center, the grades will need to be reviewed and approved before they are posted to students' records.
  • A new grading symbol will begin appearing on student records: NR. It stands for "Not Reported" and this takes the place of a blank grade. Students who have an NR symbol on their record should follow-up with the instructor to have a grade assigned. The NR symbol carries the same consequences for students as a blank does now.
  • Students will view their grades in the new MyU

 

Some informational resources about changes to grading:


The Course Guide has been retired as part of the Upgrade. A field will be available for faculty, instructors, and class schedulers to populate with a URL to a website containing similar information maintained by the faculty, department, or college. Students will be able to see that URL in the class notes area when searching for classes.

 

There are informational resources about the Course Guide retirement that may help you answer any questions you or the faculty you support have:


Key points about class waitlists and class permission:

  • Faculty will be able to access permission numbers through Faculty Center when permission numbers are available for a class.
  • The waitlist will be for students who are eligible to enroll in the class, but can't because the class is full. Permission numbers will be for granting a student admission to a class who would otherwise be unable to enroll in it.
  • The University will be moving from an "auto invite" process to an "auto enroll" process for class waitlists. When a space opens for a student in a class, they will not receive a permission number and be invited to enroll. Instead, they will be automatically enrolled in the class.
  • The auto enroll process will not enroll students from the waitlist if there is a time conflict in their schedule. They either need to set-up their schedule to account for the waitlisted class or add themselves to the waitlist using the "Swap" function. This will drop them from the course with the time conflict and then enroll them in the waitlisted class.
  • Will will communicate with students who remain on a waitlist during the transition to the new system to guide them through this process.

 

There are informational resources about the Course Guide


Faculty, students, and staff are able to set a preferred name for themselves in the new MyU. When a student sets a preferred name, it will appear on class and grade rosters. This means that faculty will have rosters that accurately reflect how their students want to be addressed.

 

Blog post: 'Preferred name'—big win for University


Faculty and staff will see a Purchasing tab in the new MyU. Not everyone has purchasing authority, but everyone will be able to see the information on how to appropriately buy things, in case they need it. The Purchasing tab will contain one to four topic areas: U Market, EFS requests, My Wallet, and Buyer Workcenter. All faculty and staff will see the U Market area, but others will only appear based on individual access to PeopleSoft Finance.

 

Part of the Upgrade includes changing where PCard reconciliation happens in the system. What isn't changing is what the PCard can be used for or who might hold a PCard. People will still buy things with their card, retain/image their receipts, provide business justifications for each purchase, account for the activity, and review/approve the reconciled activity in our financial system. After the Upgrade, PCard cardholders will be able to access their transactions via the new MyU using My Wallet. What can cardholders do in the new My Wallet?

  • View details of transactions made with their cards
  • Provide business justifications (view job aid here)
  • Attach images of receipts

 

Informational and training resources related to purchasing:


A new Reporting Center consolidates UM Reports, UM Analytics, and PeopleSoft reports. Features include improved search function, real-time data, ability to "like" favorite reports, and links to reporting tools. The Reporting Center is accessible to faculty through the "Key Links" in the new MyU.

 

Informational resources related to reporting:


 

Printable Guides

 

MyU and PeopleSoft login guide

The MyU and PeopleSoft login guide [PDF] is a printable resource that will be particularly helpful for those who access PeopleSoft administrative pages.

 

Faculty Center guide

A compilation of how to accomplish tasks associated with the Faculty Center can be found in the Faculty Center Guide [PDF]. Share this with faculty to help them learn how they will access and navigate Faculty Center, view their teaching schedule, view their class rosters (class list), view their grade rosters and enter or change grades, and search or browse the course catalog. This guide is also available on the Faculty page.

 

Guides for tasks commonly completed by faculty

 

Additional guides

 

Training

In order to maintain access, those who had access to PeopleSoft for student systems (i.e., Campus Solutions) were required to complete training. Details on required training and additional self-study training materials can be found on the PeopleSoft 9.0 Upgrade Training page.

 

If your job responsibilities include working within EFS or the HRMS systems, you can find training resources on the Upgrade Education page.

 

Support

The same support structures you used before the Upgrade are still in place. Contact information is available on the Find Help: Advance Teams page.

 

The Get Upgrade Ready for IT Staff self-help guide has a lot of information that is useful for all audiences: helpdesk contact information, browser information (look under "Are there technical considerations I should know about?), and answers to common questions.

 

The Upgrade Readiness Checklist can help you assess your readiness for the Upgrade. It may be a helpful tool when working with others in your department or college.

 

The Frequently Asked Questions: Impacts of the Upgrade for Student Systems is updated regularly with information on processes, deadlines, and timing related to Student systems.

 

Updates on ISSS Services During the Upgrade contains information on Upgrade impacts for ISSS deadlines and timelines. This may be useful if you support international scholars.

 

 

Media Inquiries

You or a colleague may be contacted by the media asking about The Upgrade or other University business. The caller may be checking a fact, looking for a referral to someone on the project, or requesting a comment. All media inquiries should be referred to the University’s News Service at 612-624-5551.

 

Sample response for media inquiries:

“The University’s News Service is handling all media calls and they will be happy to help you out. They can be reached at 612-624-5551.”

 

More details are available on this media relations protocol handout [PDF].