Go-Live for Phase 2 Units
November 2024
Following the conclusion of the staffing and expression of interest process, PEAK Phase 2 units are now preparing to transition to the new service model for delivery of Human Resources and Finance services. This will take place on December 2, 2024. Marketing and Communications work will transition in early 2025.
What will change?
Today, many employees across Phase 2 units process Finance and Human Resources requests directly into EFS and/or PeopleSoft software systems. On December 2, Phase 2 colleges and administrative units will transition the processing of some of their Finance and Human Resources (HR) services to central operations centers. Finance and HR services moving to the central teams include:
Finance Requests:
- Order goods and services
- Pay for goods and services
- Reconcile PCard purchases and maintain U credit card accounts
- Bill outside the U
- Accounting
- Payroll accounting
Human Resources:
- Post a position
- Hire an employee
- Employment changes
- End appointments
- Reclassify a position
- Manage persons of interest
- Background check requests
In transitioning services from local units to the central service model, several key actions will take place prior to Go-Live:
- Your college and unit leadership will communicate with you if you will be interacting with the operations centers, and provide information on how to submit requests through the TeamDynamix (TDX) ticketing system for your unit.
- Offboarding plans for units that have employees transitioning to new roles on a central team
- Access changes within EFS and/or PeopleSoft
Timing
December 2 - Phase 2 units will begin using the TDX system for Human Resources and Finance central service delivery.
December 10 - System access will change to “read only” access for Phase 2 staff that use PeopleSoft and/or EFS for Finance work moving to the operations center, to accommodate November close.
January 24 - Phase 2 staff using PeopleSoft for HR work will transition to “Read Only” Access. This includes Finance transactions for Payroll Accounting. Additionally, permissions within Recruiting Solutions will also change.
How will I request services?
Central HR and Finance operations teams use TDX, which is the same ticketing software used by enterprise Information Technology (IT) to field, track and resolve requests. A designated requester from within a unit or department will fill out an online ticket using TDX and input all necessary information. Finance requests will be routed to a specialist in the finance operations center. Human Resources requests will first be routed to a designated approver at the college before being sent on to an operations center specialist. Upon completion, an email notification will be sent back to the requester and/or approver that the service request has been completed.
Each college, department, or unit will communicate guidance on who will be expected to initiate requests based on balancing their unique needs and the opportunities for efficiency with process changes. While individual units may have a different process, the use of the central service model remains the same.
Frequently Asked Questions
What is TeamDynamix (TDX)?
TeamDynamix (TDX) is the ticketing software used by many service desks at the University, including Technology Help and administrative support helplines. TDX is the same system that will be used to communicate and request service from Finance and HR Operations centers and Talent Acquisition Center of Expertise. More information about TDX can be found on the U’s IT website.
Am I expected to submit requests via TDX?
Who will submit TDX requests for services is being determined by each unit based on balancing their needs and opportunities for increased efficiency through process changes. Your college or administrative unit Transition Team will provide more details if you are expected to do anything differently. Broadly, for the identified HR and Finance activities moving to the central teams, all Phase 2 units will need to submit a TDX for those particular tasks since those tasks will no longer be completed at the unit level.
How will I make a request for a service that my unit HR of Finance team used to provide?
Each Phase 2 unit is designing a process to best support the work remaining and will share information about that process with units as they prepare for Go-Live on December 2.
What training is available for how to use TDX?
TDX training is provided to employees staying within the unit, which includes access to a “sandbox” test environment to practice in. In addition, several on-demand resources are available:
Will I lose access to PeopleSoft/EFS?
PeopleSoft and EFS entry for these services will now be completed by the Human Resources and Finance Operations Centers. If you currently have access to complete these transactions in EFS or PeopleSoft you will transition to “Read Only” access.
- December 10: PeopleSoft access for Finance activities will transition to “read only” access
- January 24: PeopleSoft access for Human Resources activities, including Payroll Accounting, will transition to “read only access”. Permissions within Recruiting Solutions will also change.
What should I do about HR and Finance transactions nearing the December 2 Go-Live date?
Please do not hold your requests. Prior to December 2, continue handling HR and Finance activity as you normally would. After December 2, units will begin using the TDX ticketing system to request transactions from HR and Finance Operations Center. Continuing to process transactions at the unit level after December 2, and submitting a TDX request for the same, may lead to duplicate transactions in the system.
Please refer to these guidelines for transactions that are in-process on December 2:
If I have questions, who do I contact?
For unit-based processes, including work flow and the requester and/or approval process, contact your college or administrative unit HR or Finance leader.
For questions on how to use the TDX system or ticket status, contact the Operations Center help lines. Human Resources: contact the HR Contact Center, and Finance: contact the Financial Helpline.
For general PEAK Initiative questions, contact the PEAK team at [email protected].
When will Marketing and Communications roles be posted?
Phase 2 Marketing and Communications staffing transitions will be taking place on a different timeline.
- Marcom common good services positions will not be posted during this time and employees who completed the Responsibility Tracker for marketing and communications, including web development work, will be communicated to separately when more information is available.
- Based on the feedback we received, we will work with Marcom Leads and supervisors to gather additional details about Marcom work being done in Phase 2 academic or administrative unit to clarify the data received during the Responsibility Tracker process.