Program Quick Start

January 2013

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Topics

• Why are we doing this?• Who are the stakeholders?• What is UCPath and how is it

is implemented?• What are the main focus

areas?• When is this happening?• How can you help?• Where can I get more

information?

Why are we doing this?

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The Current Environment

PPS is over 30 years old and no longer meets evolving operational needs of the University.

– Limitations create redundancies and process inefficiencies system-wide.

– Eleven (11) different variations of PPS in use today which are costly to maintain and support.

– Local customizations have made system updates and maintenance difficult.

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The Solution

• Replace PPS with Oracle’s PeopleSoft payroll and HR systems.

• Standardize and streamline Payroll and HR/APO processes UC-wide.

• Centralize transactional related processes within the UCPath Center.

Implement Enabling Technology

Streamline and Standardize Processes

Centralize Transactional

Activities

When Complete There Will Be…

• A single payroll and HR solution for all employees UC-wide.

• Simplified and consistent HR, payroll and academic personnel transactional processes across all UC locations.

• A strong and flexible infrastructure which enables future growth and improvement, meets the core needs of each location and improves service quality, accuracy and efficiency.

• Standard technology, consistent business processes and a shared services center which will deploy a common foundation and enable future capabilities, efficiencies and savings across the UC system.

Who are the stakeholders?

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Stakeholders

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UCSD Governing Bodies

Executive Steering Team

• Gary Matthews - Vice Chancellor Resource Management & Planning • Steve Relyea - Vice Chancellor External & Business Affairs • Suresh Subramani - Executive Vice Chancellor Academic Affairs • Paul Viviano - Medical Center Chief Executive Officer

Technical/Functional Leadership team

• Ed Babakanian - Medical Center Chief Information Officer/Health Sciences Representative • Paul Craig - Medical Center Chief Human Resources Officer/Health Sciences Representative • Reid Hollyfield - Medical Center Controller • Kristi Larsen - Assistant Vice Chancellor Academic Personnel • Don Larson - Assistant Vice Chancellor & Controller • Tom Leet - Assistant Vice Chancellor & Chief Human Resources Officer • Min Yao - Assistant Vice Chancellor & Chief Information Officer

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Program Managers & Local Team

• Jennifer Bellenger, UC Berkeley• Radhika Prabhu, UC Davis• Penny White, UC Irvine• LeAnn  Story, UCLA• Kim Groesbeck, UC Merced• Josh Bright, UC Riverside• Antoinette Hock, UC San

Diego• Deb Nickkel, UCSF• Maria Ayllon, UC Santa Barbara• Laurie Eppler, UC Santa Cruz• Gale Sheean-Remotto, UCOP

Program Mgrs

UCSD Program Management Office• Susan Eng – Technology Project Manager• Kian Colestock - Financial Systems Director/IT Strategy• Barbara Angeletti - Communication Lead• Kelly Aranaz - Project Coordinator

UCSD Core Program Team This team works with and extended team of subject matter experts (SMEs) and leadership teams to assist with the UCPath implementation and launch.

• Kelly Maheu – APO System Design & Business Process Lead• Courtney Morris - Medical Center Compensation/Benefits System

Design & Business Process Lead• Don Portugal - Medical Center Business Applications Technical Lead• Ray Rodriguez – Human Resources System Design & Business

Process Lead• Pearl Trinidad – Payroll System Design & Business Process Lead

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UC Governing Bodies

Management Workgroup

• Mike Allred, UC Davis• Rich Andrews, UC Irvine• Allison Baird-James, UCLA• Mike Baptista, UCOP• Steve Chilcott, UC Davis MC• Paul Craig, UC San Diego MC• David Curry, UCLA• Tricia Hiemstra, UC Santa

Barbara• Sheryl Ireland, UC Merced• Gwen Lake, UCLA MC• Don Larson, UC San Diego• Mary Doyle, UC Santa Cruz

David Odato , UCSF• Jeannine Raymond, UC

Berkeley• Chuck Rowley , UC Riverside• Dan Sampson , UCOP• Nancy Tanaka, UCOP• Paul Weiss , UCOP

Peter Woon, UC Irvine MC

Executive Sponsors

Peter TaylorNathan Brostrom

Executive Steering Team

• Monir Ahmed, UC Merced• Gretchen Bolar, UC Riverside• Wendell Brase, UC Irvine• Susan Carlson, UCOP• Ron Cortez, UC Santa Barbara • Dwaine Duckett, UCOP• David Ernst, UCOP• Erin Gore, UC Berkeley• Sarah Latham, UC Santa Cruz• John Meyer, UC Davis• Jack Powazek , UCLA• Steve Relyea , UC San Diego• Dan Sampson, UCOP• Barrie Strickland , UCSF

Practices Board

Change Control Board

UCPath Center Advisory Board

What is UCPath and how is it implemented?

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What is UCPath?

• Two distinct efforts with different objectives

• Related through standardization and simplification

• Accomplished through the completion of many projects

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Implementation in Phases & Waves

• Implemented in phases– Human resources and

payroll– Time and attendance– Integrated portal and

system-wide data warehouse

• Rolled out in waves:– Manage risk– Build momentum– Provide proof of

success

• A “wave” consists of a small group of UC campuses and medical centers.

Phases

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UCPath is here

Campuses by Waves

What are the Main Focus Areas?

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Program Focus Areas

• The UCPath program has five focus areas.

1. Implement enabling technology• PeopleSoft• Campus business systems

2. Streamline/standardize system-wide business processes

3. Streamline /standardize campus business processes

4. Centralize transactional activities

5. Prepare campus for change

• Each focus area has many projects and each project has many work packages

• Areas provide foundation for planning and communication

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Program Focus Areas w/Projects

• Interfaces• Legacy Data

Conversion• GL/Financial

Integration• ODS• DWH• Campus QA

Environment• Identity/ Access

Mgmt• Bi-weekly

Payroll Conversion

• Composite Benefit Rates

• Reporting• System Testing• Factored Leave• Transition

Readiness

• Business process mapping

• Configuration work sessions

• Conference Room Pilots

Technology System wide Processes Campus Processes UCPath Center

• All activities associated with campus readiness with respect to interactions with the UCPath Center

• Facility build out

• Technology selection

• Staffing and training

• Communications• Training• Change

Management

Training/Comm

Technology

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• UCPath is a program that consists of many projects – especially technology projects.

• See Blink/Related Projects for additional information on each project listed here.

System Business Processes

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System Business Processes

The “glue” that ties PeopleSoft and the UCPath Center together.

Campus Business Processes

• Campus Readiness Team formed July 2012 to address campus business processes and functional readiness in light of UCPath and the UCPath Center

• Campus Readiness Team consists of representatives from all VC areas• Meetings will continue throughout 2013 and until production “go live”

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Campus Business ProcessReview

System-wide Processes

PeopleSoft Configuration

UCPath Center Technology

Organizational Design

Re-engineered Campus Processes

Transition Plan

Training

Inputs Outputs

UCPath Center

• Located at 14350 Meridian Parkway, near the UC Riverside campus

• Will provide Payroll and HR customer support to UC employees system-wide

• Opening July 1, 2013 to support Wave 1 “Go Live”

• Staffing 156 initial positions by April 1, 2013

• Eventually employ 500-600 employees (after Waves 2 & 3 implement UCPath)

• UC employees given hiring priority throughout staffing process

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UCPath Center Scope of Services

*Center of Expertise – Includes strategy, policy, and program design. Excludes systemwide operational support (e.g. RASC, IT Shared Services)

**mass transactions are bulk system data changes effecting large numbers of employees (e.g. re-organizations, mass merit increases, etc.)

http://blink.ucsd.edu/sponsor/ucpath/project-documents.html

Oracle User Productivity Kit (UPK) system-wide training platform

Training lessons will be developed by representatives from all campusesLessons will be:

-Hands on-Train the Trainer-Webinars-Web-based tutorials

UCSD PMO liaison between UCOP and campus for

-Program Announcements-Status Reports-Newsletters

UCSD Communication Vehicles-Blink Website-UCPath Forward -Newsletter-Leadership Perspective -Campus announcements-Town Halls/Meetings

Training and Communication

Training Communication

When is this happening?

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Phase 1 Timeline

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Dates to Remember

Milestone Date

Wave 1 Design Activities/ Wave 2 Pre-activities Ongoing

UCPATH Center Location Announcement 05/2012

Wave 1 Go-live, including UCPATH Center 07/2013

Wave 2 Kickoff and Planning 04/2013

Wave 2 Config, Setup, Build and Gap Resolution 05/2013 – 09/2013

Wave 2 Test 10/2013 – 02/2014

Wave 2 Transition/Readiness 03/2014

Wave 2 Go-live, including UCPATH Center 04/2014

How can you help?

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How You Can Assist

• Stay informed– Blink site – Communication events– Invite UCPath PMO to department meetings

• Ask questions– FAQS are posted on the new Blink site. If your question isn’t answered, let us

know!

• Commit/Engage– Help spread the message– UCPath and UCPath Center activities need to be a priority– Be part of campus “readiness”– Help us help you: share any ideas

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UC San Diego Commitments

• Activities surrounding UCPath and UCPath Center need to be given priority– New programs being proposed may need to be delayed– Resources must be focused and re-prioritized if necessary– Work is immediate and ongoing regardless of implementation timing

• Campus leaders must be engaged, committed and prepared for business transformation in anticipation of UCPath Center

– UCPath Center will affect current organizational design– Impact to staffing through reductions and/or retraining– Transition planning

• All stakeholders need to get and stay engaged

How do I get more information?

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Many Sources of Information

UCOP Website

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UCSD Blink Site