Project Reboot Transforming UT Southwestern’s Business Infrastructure

In just the last five years, UT Southwestern has made monumental strides in advancing education, research, and patient care. From the construction of the state-of-the-art William P. Clements Jr. University Hospital to the National Cancer Institute designation of the Harold C. Simmons Comprehensive Cancer Center as the region’s only comprehensive cancer center to the development of a new UT Southwestern Medical School curriculum featuring team-based learning and simulations, the Medical Center has remained at the forefront of innovation.

However, during this same period, it has become clear that one critical area requires a significant upgrade to continue supporting institutional success into the future: the business system infrastructure that undergirds the entire Medical Center.

Over the past year, UT Southwestern leaders across campus have held countless meetings and performed multiple assessments to usher in Project Reboot, a PeopleSoft upgrade and transformation of how business processes related to human resources, student services, accounting, and finance are managed.

“We are taking advantage of what is essentially a system reimplementation to improve our business processes, create new value, and rebuild the business foundations of UT Southwestern to ensure our success over the next 75 years,” said Arnim Dontes, Executive Vice President for Business Affairs. “This will lead to more productive and efficient ways of doing business, ultimately allowing people to better contribute to the core missions of the Institution.”

As part of the first phase of Project Reboot, a new talent acquisition management system launched on Sept. 1, 2017. The new system makes it easier for applicants to apply for jobs at UT Southwestern and enables current employees who are seeking new opportunities to create a profile and receive alerts about new jobs that require their current skills.

In December, Project Reboot’s design phase was completed. Other major milestones – including testing, training, and the go-live countdown to the project’s second major phase – will follow in spring and summer 2018.

On Sept. 1, 2018, Project Reboot’s all-new accounting and finance system will launch.

Today, UT Southwestern uses more than 19,000 subledgers for accounting purposes. At the beginning of the next fiscal year, the Institution will begin using a modernized chart of accounts structure, which will increase efficiency and improve tracking to provide a clearer picture of where UT Southwestern’s money comes from and how it is spent. Employees who regularly work with expenses will be able to manage and report funds more easily.

In addition to upgrading to a new accounting methodology, multiple business processes within finance will be redesigned to reduce errors and simplify key functions, such as payroll, accounts payable, asset management, project costing, and grants.

Employees who do not regularly use PeopleSoft may not notice a significant difference during these phases, but everyone on campus will benefit from the upgrade when they perform tasks such as checking their vacation balance or reviewing their paychecks.

Also in September 2018, Project Reboot will upgrade Campus Solutions – PeopleSoft’s student application – which will enable students to review transcripts, grades, and more. Final phases of Project Reboot will include new PeopleSoft modules for Human Resources employee evaluations and compensation plans, both planned for 2019. Prior to launch, each phase of the project will undergo rigorous testing to ensure optimal effectiveness, benefits, and usability.

“The time and effort and sheer dedication already provided by many has been tremendous, and we are extremely grateful for the hard work being done as people across campus rise to the occasion,” Mr. Dontes said. “Although the changes that need to take place to ensure a successful transition won’t be easy, we are committed to providing the necessary guidance and support every step of the way.”

As key dates for testing and implementation draw near, employees will be invited to learn more at informational meetings planned in 2018.

For more information, go to the Project Reboot webpage on My UTSW.