Upgraded UT Dallas human resources and financial computing systems will come online February 21. A schedule of launch related events (included below) has been planned to help UT Dallas faculty and staff ease the transition to using the new system, named Gemini.
This new system, in development since late 2009, brings with it a freshened, redesigned Galaxy portal page for students, faculty and staff. While the Galaxy page will look different, it will include the same features and functions as the old Galaxy portal, and some improvements.
The anticipated launch is the result of many long hours of dedicated work from staff from all areas of the University. The goal has been nothing less than the complete updating of most core university business systems.
The upgrade touches on almost every aspect of the University’s day-to-day financial functions, from services to individual employees who need access to paychecks online, to large-scale tracking of departmental purchases, and everything in between. A short list of systems and corresponding staff who have been involved in this effort includes: Finance, Human Resources, Student Systems, Purchasing, Budget, Accounting, Information Resources, and Information Security.
The new system will allow the University to integrate important Web tools and services and make them available from one location online. These new tools will enhance reporting, analysis, and planning.
While Galaxy will sport a new look and improved tools, students in particular are expected to find the functionality of the site to be equal or better than in its prior form. This system upgrade is based on a PeopleSoft product, and is designed to integrate with Orion. Its interface is similar to Orion, and is expected to seem familiar to students. Logging into Galaxy will give students access to Zmail, eLearning, My Parking, and all the Orion Self-Service tools (e.g., Student Center, Academic Records, etc.).
Faculty will be able to access class rosters, grade reports, paycheck stubs, payroll deductions, and eLearning through the new and improved Galaxy. UT Dallas staff will be able to access pay stub information, including deductions and leave balances, as well as go straight to job-related tools such as Gemini Financials.
|Jan. 27||PeopleSoft Go-Live Coordination Meeting (presentation slides will be available online after conclusion)|
|Jan. 28||Brazos lab; instructor-led training on performing Interdepartmental transfers (IDTs)|
|Jan. 31||Petty Cash accounts closed|
|Feb. 7||Purchase requisitions of all types due.|
|Feb. 9||BAF (budget adjustment form) deadline - 5:00 p.m.|
|Feb. 9||Interdepartmental transfers (IDTs) are due.|
|Feb. 11||FRS mainframe close-down: No access to financial records from Feb. 11 through Feb. 21.|
|Feb. 11||Once final close starts there will be no accounting adjustments until Feb. 21.|
|No access to computerized financial systems. Use small order system (SOS) or purchasing card if possible.|
|Feb. 15||Run Peoplesoft payroll with time recaps from HRS (old system).|
|Feb. 18||Orion closes for account and user account conversions at 5:00 p.m.|
|Feb. 21||Orion available|
|Feb. 21||eProcurement (online shopping) launches. Purchasing card OK. StaplesLink will remain available for a short period of time.|
|Feb. 21||First day to enter budget transfers|
|Feb. 21||HRS mainframe freeze|
|Feb. 21||HR Gemini launches; Employee Self-Service goes live|
|Feb. 21||Production readiness (meaning go-live for most end users)|
|Feb. 27||HR Gemini Self Service time entry (a.k.a. absence management) and approval available|
|Feb. 28||Purchasing - authorized users will being using eProcurement for all requisitions.|
The PeopleSoft HR/Financial software implementation, Project Gemini, has gone very well and is nearing the delivery date for initial configurations on December 1st. We wanted to update you on our progress and lay out the timeline going forward.
December will be a month of testing and parallel operations, as well as final polishing of the campus-wide training materials. Thorough testing and refinement of the system will be followed in January with "just in time" online and in-person training for the community. Starting in February, we will cut over transactions from the existing "legacy" systems to the PeopleSoft environment. The new system will bring a number of new functional attributes to the campus and continue to change the way business in conducted. Many aspects of the daily business at the University will change starting in February. The new system will be accessed via a portal “new Galaxy,” through which faculty, students, and staff will access additional online functions including payroll, timekeeping, purchasing, account information and reconciliations, student information from Orion, and a number of report generating options. In the next several weeks we will continue to share some of the new functionality that users can anticipate. In addition, we also have a parallel implementation of SciQuest, a new e-procurement system that will enhance the procurement process.
The implementation team is finishing the initial programming for the system and preparing to convert data from our existing systems into the PeopleSoft systems. Those team members have worked with exceptional diligence and dedication to make the 1 December target date and are a testament to the professionalism we expect at UT Dallas. There are still a few areas left where further input is needed on how the HR functions (reporting lines and timekeeping, for example) can be set up, and meetings between team members and staff across campus are being scheduled to seek further input to fill those gaps.
Project Gemini has been a major undertaking that will affect all areas of our university. All the involved parties, from our technical staff, functional experts, diligent support staff and consulting partners, have tirelessly worked to create a more flexible and sophisticated infrastructure for our university. Amazing objectives have been accomplished in a very short amount of time. It cannot be overstated how vital these achievements are to our long-term goals. Project Gemini will provide an essential framework which will allow UT Dallas to not only grow, but to excel as a unique institution of higher learning, research, and innovation.
Updated: May 29, 2013
The Galaxy Portal has launched and Gemini is live! For information about training, be sure to check out the Training page. Several online presentations are available for immediate viewing. You can also sign up for instructor-led classes. Tools, such as conversion reference tables, are also available. If you have a general question about Gemini, eProcurement, or other topics, check out the FAQ page. Additionally, more training materials are available on the Galaxy Portal, in the My Galaxy Training section.
I recently sent an email to one of the Gemini team members with a question; I expected a long wait for a response. To my surprise, I received a response within five minutes! Thank you for not only working hard to set us up for success, but for remembering that there is more to success than quality technology. — Lauren Clark, Development Associate, Office of Development and Alumni Relations