ucpath future state operating models project · application for 2015 larry l. sautter award...

Application for 2015 Larry L. Sautter Award University of California, Riverside

UCPath Future State Operating Models 1

UCPath Future State Operating Models Project

“Again, I want to congratulate you and the Riverside team for the work you

conducted to create the UCPath Future State Operating Models report. The

resulting framework should be of significant value to campuses who will need to

undertake comparable work locally in preparation for UCPath."

--- Mark Cianca, Deputy CIO

University of California Office of the President

Project Impact

In its Foundation for Collaboration of Technology Enabled UC Solutions the UC Information Technology

Leadership Council (ITLC) emphasizes the significance of two core areas of effort, Pillar 1 and Pillar 2, for

effective technology collaboration amongst UC campuses. Pillar 1 requires “a partnership between the

information technology community and functional business colleagues”, aimed at the development of a

shared vision/roadmaps of the business functional objectives toward which technology projects should

be directed. Pillar 2 outlines the conceptual foundation for a common architecture supporting effective

technology collaboration between UC campuses.

The ITLC and numerous subsidiary groups continue to make significant strides in developing the

framework outlined for Pillar 2. UC Riverside’s UCPath Future State Operating Models project

represents a significant down-payment on the requirements of Pillar 1, and serves as a model for the

role that IT organizations can play in forging strong technical-functional partnerships and facilitating



broad agreement about key business functional objectives as well as the application of technical

solutions to these objectives. It has additionally played a significant role in facilitating President

Napolitano’s stated objective for UCPath as a business transformation project, rather than a system

implementation.

Business Need

As a participant in the UCPath project, UCR finds itself at a strategic crossroads. Campus leadership has

experienced substantial change, with a new Chancellor, Provost, VC Planning & Budget and VC

Administration in the past 24 months. At the behest of this leadership the campus is aggressively

pursuing aspirational goals (e.g. AAU membership, 300 new ladder-rank faculty in the next 5 years) in

accordance with its UCR 2020 strategic plan. All of this occurs during a period of tremendous growth for

the campus, which has focused campus leaders on the need to maximize the efficient and effective use

of campus resources. To successfully achieve its strategic goals, UCR cannot continue to do business

administratively as it has in the past.

For these reasons, UCR leadership has from early on recognized the opportunity for transformational

change associated with UC Path. The project to replace PPS with PeopleSoft HCM will bring certain

benefits to participating locations purely through the enhanced technology being implemented (e.g.

data validation, enhanced reporting), though this by itself does not guarantee efficiency. The

standardization of processes through the UCPath Future State Process Design (FSPD) project and

associated local efforts promises to bring some efficiencies to locations through more effective

interactions with the UCPath Center. However, to achieve significant and long-lasting benefits

associated with UCPath in both service quality and cost savings UCR leadership feels the campus must

reconsider its overall administrative operational structure. This structure must be aligned with both (1)

industry best practices in administrative service delivery, and (2) the technical and functional aspects of

the overall UCPath solution. This is the objective of UCR’s Future State Operating Models project – to re-

vision and re-design its administrative structures and associated technologies for optimal future

operations.

While UCR’s initial focus in the Future State Operating Models project has been on UCPath and its

associated functional areas (Human Resources, Academic Personnel, Payroll, Financial Services), campus

leadership’s broader goal is to develop a foundation for efficient and high quality service delivery that is

extensible to a variety of services, including research administration, travel reimbursement,

procurement, and others.

The Project: Summary and Highlights

Recognizing that other UCPath locations would potentially benefit from this effort, UCR approached the

UCPath Project Management Office (PMO) in mid-2014 with a proposal to develop future state

operating models that were applicable to any UC campus. The project was approved and funded by the

UCPath PMO in August 2014, and was completed between September 2014 and January 2015. Details of

the project are provided below:



UCR’s effort was completed under the guidance of the campus’ UCPath governance structure,

and was spearheaded by AVC & CIO Chuck Rowley. A small cross-functional team was formed

including each of the functional unit heads associated with UCPath (Human Resources,

Academic Personnel, Financial Services, Payroll & Budget), as well as leadership from three of

the UCR’s units (including both large and small units, as well both academic and administrative

units).

UCR’s team partnered with Huron Consulting Group for the project. Huron was selected for their

significant experience with UCPath as well as their broad expertise in administrative service

delivery within higher education.

The core project deliverables included the following:

o Structural diagrams of four potential future state operating models, including both

administrative structures and enabling technologies

o Core project narrative document including definition of:

Functional roles utilized within the models

Key model characteristics

Pros & cons of each model

Model technology requirements

Evaluation framework for location model review

o Infographics depicting the use of each model in one faculty & one staff HR/APO/Payroll

process

The core project development was completed between September and December 2014. To

ensure that project development was consistent with the original proposal, UCR held a webinar

for all UCPath locations in November 2014 to present several draft deliverables for review &

feedback.

UCR provided all final project deliverables to the UCPath PMO and all UC campuses in February

2015. CIO Rowley led a presentation to the UCPath Steering Committee in March 2015, and UCR

hosted in-depth reviews of the project deliverables for all UC campuses at UC Irvine and UCOP in

March 2015. These meetings were attended by over 100 UC staff.

The final project deliverables were presented to UCR’s Chancellor and EVC/Provost in January

2015. A variant of Model 3 was selected by the Chancellor and Provost, and UCR is currently in

the initial stages of implementation of this model.

UCR has received highly positive feedback on the project from other UC campuses, and the

project deliverables have been utilized by several UC campuses in their own efforts for

optimizing service delivery.

o As a result of the project, UC Irvine has initiated campus review of its future state

operating environment and has formed a “tiger team” to consider administrative

centralization.

o UCSD has utilized the project documentation in its ongoing campus dialogue regarding

the campus’ optimal structure for UCPath implementation.

o UC Merced and UC Davis have indicated that the project has assisted them in their

UCPath implementations.



o UCSF is utilizing the project documentation as part of the review of its existing campus

shared services model.

Optional Flow Chart or Other Diagram Base Future State Operating Model Diagram

Future State New Hiring Infographic



Location Model Evaluation Framework Visualization



Testimonials

“Thank you for your time today. It was a great meeting and very insightful presentation. Will it be

possible to obtain the slide deck that was put together for your leadership presentation – perhaps an

abridged/redacted version? I thought the slide deck was a great summary and business case – I believe

we can leverage some of the presentation materials as we start conversations with our leadership.”

Radhika Prabhu

Director, Project Management Office

Accounting & Financial Services, UC Davis

“The information you provided was exactly what we needed. Thank you for making this happen.”

Maria Ayllon, PMP

UCPath Project Manager, Project Management Office

University of California Santa Barbara

“The materials and the webinar were so helpful to us. I think it will jump start a new effort here and give

us the grounding to start the conversations with a solid structure to work with.”

Cynthia Señeriz

Acting Director, Human Resources and Compensation Manager

University of California, Santa Barbara

Timeline

June - July 2014 Initial Project Interactions Between UCR & UCPath PMO

August 2014 Project Approval by UCPath Steering Committee

October – December 2014 UCR Project Design & Review Sessions

November 2014 Project Initial Review Webinar for UCPath Locations

January 2015 Project Deliverables Finalized

January 2015 Presentation to UCR Chancellor & EVC, Model 3 Selected

February 2015 Final Deliverables Presentation to UCPath Steering Committee

March 2015 North & South Presentations to UCPath Location Teams

Ongoing UCR Model 3 Implementation



Team Members Chuck Rowley, Associate Vice Chancellor, Computing & Communications & CIO

Matt Hull, Associate Vice Chancellor, Financial Planning & Analysis

Bobbi McCracken, Associated Vice Chancellor, Financial Services & Controller

Katina Napper, Assistant Vice Provost, Academic Personnel

Jadie Lee, Associate Vice Chancellor, Human Resources

Cathy Eckman, Chief Financial & Administrative Officer, Student Affairs

Jennifer Farias, Chief Financial & Administrative Officer, College of Natural & Agricultural Sciences

Laurie Gustafson, Chief Financial & Administrative Officer, Anderson Graduate School of Management

David Gracey, Director, Enterprise Application Development

Josh Bright, Project Manager, Computing & Communications

Submitted By Josh Bright Project Manager

University of California

Riverside, CA 92521

[email protected]

(951)827-1856

mailto:[email protected]

ucpath future state operating models project · application for 2015 larry l. sautter award...

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