Challenges

• Automate HR management to consolidate information regarding university campus staff, customers and providers, eliminating data redundancy and enabling HR to focus on ways to improve the quality of university employees’ work lives
• Provide an integrated system to store and manage financial and accounting information, integrating business processes without neglecting external system management, and continuously updating accounting and budget execution, online
• Optimize student financial aid management, making transactions for scholarships and other financial assistance from internal and external sources available as part of the university’s self-service functions, enabling students to access and follow up on their own financial aid accounts

Solutions

• Worked with Oracle Partner Quanam S.A. de C.V. to create and standardize academic and administrative procedures and underlying platform, expanding services, such as automated payments and enrollments for all its colleges and academic units
• Implemented PeopleSoft Human Resources at its Bogota and Cali campuses, establishing a different organizational structure for each one while consolidating personnel information with Oracle Database, Enterprise Edition that supports all academic and administrative business processes
• Implemented PeopleSoft Global Payroll to generate  paychecks, automating payroll processes while implementing self-service capabilities to managers and employees to carry out payroll-related administrative tasks, including viewing and verifying paychecks
• Integrated PeopleSoft Global Payroll with PeopleSoft General Ledger, automating control of HR costs
• Improved relationships with suppliers, achieving greater transparency and immediacy through self-service capabilities that enable providers to monitor the status of their payments with PeopleSoft Payables
• Reduced account reconciliation time from 10 business days to 3 days
• Automated the university’s goods and services purchasing, enabling greater control over approvals and disbursement of budgeted funds, improving processes for purchasing and purchase approvals, as well as providing review and notification to units that use PeopleSoft’s workflow
• Achieved security and traceability for financial and HR information through a Web system that enables, among other things, managers who are traveling to know about financial approvals requiring their attention
• Used PeopleSoft Campus Self Service to enable students to register on the Web, reducing registration time from 12 business days to 3 days, simplifying a process that previously required in-person registration
• Improved candidate selection process for administrative and faculty positions, using PeopleSoft Recruiting and Admissions, achieving traceability in selection and election
• Used PeopleSoft Student Financials to centralize control of students’ financial transactions, saving each students’ complete histories of financial obligations and payments in a single location throughout each student’s academic life
• Achieved proper accounting and cash reconciliation, which had placed an undue operational burden on the university while not adding value, by using the unified interface between PeopleSoft Financials and PeopleSoft Student Financials
• Integrated academic and administrative processes to handle student drops and adds, including information regarding the impact on students’ financial accounts, in accordance with the university’s rules and procedures for administering enrollment—enabling students to use self-service capabilities to manage any extra funds that result, such as receiving a refund or tuition credit

Partner

Pontificia Universidad Javeriana worked with Quanam S.A. de C.V. to implement systems that enabled it to improve HR, financial, and student financial processes by creating an integrated administrative, financial, and academic management system.

“Throughout the project, with its vicissitudes, time pressures, and production inputs, Quanam generally provided excellent support,” said Roberto Montoya, the university’s vice-chancellor for administration.