ucpath program · target date for ucop to deploy ucpath is september 2015. began meetings with...

ucpath.universityofcalifornia.edu/

Academic Business Officers Group| April 14, 2015

UCPath Program


Brief program overview

Current program status

Replanning UCOP go-live and beyond

Key status updates

UCPath Program Update April 2015

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ucpath.universityofcalifornia.edu/ 3

The largest administrative project in UC history

UCPath will:

1. Standardize payroll and HR processes systemwide

2. Centralize certain HR/APO and payroll transactional processes within the UCPath shared service center

3. Replace UC’s 35-year old Payroll/Personnel System (PPS) with a single new payroll and HR technology system

UCPATH = UC Payroll, Academic Personnel, Timekeeping* & HR

*Timekeeping is still under consideration for a later phase. The focus of the current phase is Payroll, Benefits, Absence Management, Compensation and Workforce Administration.

What is UCPath?

UCPath is the University of

California’s priority program

to implement a single payroll, benefits,

human resources and academic

personnel solution for all UC employees


Sustainability/Cost/Risk

UC’s current payroll system is 35 years old and its frailty puts payroll at risk for

our roughly 190,000 faculty and staff. In 2014 UC was required to produce

approximately 279,000 W-2s

UC’s current processes and technology no longer meet the needs of our

complex and diverse employee population (faculty, unions, students, etc…)

UC performs more manual calculations, workarounds, corrections and paper

processing than peer institutions

Current payroll processing is highly manual, error prone and costly to maintain

The cost for each campus to install its own replacement system would be

significant and the ongoing operational costs would be exponentially more than

installing and maintaining one shared UCPath system

Why UCPath?

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UCPath is part of an effort to create business efficiencies that ensure the University

maximizes the resources available to teaching, research, and public service.


UCPath provides a platform for transforming the way UC provides

administrative services.

Through UCPath, the University of California will gain:

A foundation for future business efficiency

A shared services center that handles transactional processing and provides consistent

service to all UC locations

An opportunity for campuses to re-envision and optimize the delivery of local services,

starting with human resources, academic personnel, and payroll

The ability to better meet our complex operational and workforce needs with:

o Better data quality

o Better regulatory and policy compliance

o Lowered risk

o A comprehensive view into the effectiveness of UC’s business practices

o More agile business planning

Benefits to the University of California

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ucpath.universityofcalifornia.edu/ 6

Program History

Early process design

Inventory and analysis of

nearly 1200 existing

interfaces

Recruitment effort

Opened UCPath Shared

Service Center in Riverside

Launched project teams at

all UC locations

Began business process

design and standardization

Conducted initial system

design, development and

configuration

Upgraded PeopleSoft (to 9.2)

Standardized 100+ common

UC-wide business processes

Improved program

governance process

Defined a deployment

strategy (pilots first, integrate

key learnings for future

deployments)


Progress toward UCPath goals

7

Delay and Resolution:

Testing results did not support the planned Dec. 2014 deployment for UCOP

Resolved critical technical issues

Deepened data-driven planning and monitoring

Stronger reliance on internal UC experts to align with locations and reduce external costs

Completed:

Collaborated with UC experts from all campuses and health systems to review

proposed UCPath business

Standardized over 100 HR/payroll and other business processes to be supported by

a common technology platform and service center

Launched:

Implemented systemwide shared services center in Riverside, CA

Began supporting initial set of UCLA and UC Santa Cruz payroll processes

accelerating delivery of value from the UCPath Center


Progress in Key Areas April 2015

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Cleared up many issues that prevented UCOP December deployment.

Target date for UCOP to deploy UCPath is September 2015.

Began Meetings with non-pilot locations to discuss next steps and finalize their deployment dates, with a goal of making up time lost to the UCOP delay.

Completed functional unit testing (FUT) activities needed to begin system integration testing (SIT) on time. Remaining FUT activities will run in parallel with SIT

SIT began on April 6. Teams are coordinating activities with UCLA and training UCPath Center; Functional teams have completed reviews of over 75% of SIT cases. .

UCPath Center staff began supporting UCLA and UC Santa Cruz PPS payroll processes in advance of their UCPath deployment.

The conversion team completed SIT-required conversion runs for both biweekly and monthly UCOP employees and worked with the UCOP team to validate the converted data based on UCOP-identified critical fields.

Began development or training content and conducted UCPath Fundamentals course for the UCPath center staff. Transitioned desk reference support to UCPath Center’s production team.


Current system work on track

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Completed 90% of functional unit

testing (FUT) activities, a critical

milestone needed to begin

system integration testing (SIT)

on time. Remaining FUT

activities will run in parallel with

SIT.

UCOP Steering Committee

unanimously approved beginning

SIT as scheduled on April 6

UCOP approved the removal of

22 enhancements and interfaces

from the pilot scope plus an

additional 6 were removed from

overall FUT scope, reducing the

total from 190 to 162.

FUT testing is the last step of

development, during which functionality is

tested for alignment with the design.

FUT is the key dependency for entry into

the next significant milestone for UCOP

deployment: system integration testing


UCOP UCPath Deployment Timeline


Goal is to make up some

time lost in 9 month UCOP

delay. Reducing number of

deployments eliminates 6

months total of pre-

deployment prep work

More effective collaboration

with UC experts during

implementation

Remaining locations

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Potential

sequencing

Current

sequencing

*Will finalize new dates with

all locations by Summer


Program support of campus UCPath deployment

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UCPath provides a platform for efficiency, but campuses will make

organizational and process decisions based on local needs.

• Determine what work would be

done at the UCPath Center

• Build and deploy new technology,

and work with systemwide leaders

to ensure its support

• Create shared services center to

support campuses based on

service agreements

• Provide tools and guidance for

campuses to adjust organizational

design, determine technology

needs, deploy new technology,

and support change management

• Determine local service delivery

model in response to UCPath,

including:

• Staffing

• Local roles and

responsibilities

• Develop local processes to

support standardized ones

• Define unique technology needs

related to UCPath

• Ensure staff and faculty are

informed and have appropriate

representation in program

Program

Campus

Program

• Determine what work would be done at the UCPath Center

• Build and deploy new technology, and work with systemwide leaders to ensure its support

• Create shared services center to support campuses based on service agreements

• Provide tools and guidance for campuses to adjust organizational design, determine technology needs, deploy new technology, and support change management

Campus

• Determine local service delivery model in response to UCPath, including:

• Staffing

• Local roles and responsibilities

• Develop local processes to support standardized ones

• Define unique technology needs related to UCPath

• Ensure staff and faculty are informed and have appropriate representation in program


Engagement and deployment model

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Methodology to get the right

information to the right people at the

right time throughout the deployment

Specify timing and needed effort to

enable locations to set priorities, plan

effectively and allocate resources

Clarification of roles and responsibilities

between the UCPath central team,

UCPC team and location team(s)

Escalation path for resolving

differences between stakeholders and

teams

Continuous improvement built into

model

Template-based, bottoms-up plan

for pilot and remaining location

deployments

Description of major activities,

milestones and timing

An organizational structure that

both supports and maintains

consistency with current project

structure

Criteria and method for

determining when and how support

is provided

Go-live dates for every location

Deployment Engagement

Irvine April 3 Riverside April 27

Santa Barbara April 8 ANR April 28

San Diego April 21 San Francisco May 6

Davis April 23 Berkeley May 8


UCPath Center

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People

Staff required for UCOP go-live: currently in place

Recruitment planning underway for remaining locations

Technology

Began supporting initial set of UCLA and UC Santa Cruz

payroll processes accelerating delivery of value from the

UCPath Center

Working closely with the Central UCPath team to carry out

functional unit testing (FUT)

Employees preparing to participate in system integration

testing (SIT) in Oakland and Riverside.

Gearing up to lead User Acceptance Testing

Working to ensure UCPath Center technologies meet the

needs of post-UCOP populations such as faculty at UC Santa

Cruz and medical employees at UCLA


UCPath Center serving UCLA and UC Santa Cruz

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Processes

UCPath Center has started

supporting UCLA and UC

Santa Cruz with some of the

12 payroll-related services

Additional processes will be

added by mid-April.

During the first weeks, The

center handled 1650 calls and

transactions for pre-pay direct

billing, consolidated billing,

prepay account validation, I-9,

garnishments and verification

of employment

Location Process Description

UCLA Verification of Employment Responding to written and verbal requests for Verification

of Employment.

UCLA Select Tax Reconciliation

and Audits

Performing local reconciliation and audits of taxes paid

using financial system and labor ledger reports.

UCLA Federal, State, Social

Security Taxes

Reporting and payment of federal, states and social

security taxes.

UCLA W-2Cs Completing and filing W-2Cs to reflect adjustments.

UCLA Out of State Tax

Processing

Processing and reconciling taxes for out of state

employees.

UCLA I-9 Auditing Post-audit of I-9 work authorization process.

UCLA Unemployment Insurance Processing Unemployment Insurance claims and reporting.

UCLA Garnishments Processing, reconciling, and providing customer service for

wage garnishments.

UC Santa

Cruz

Pre-Payments (Direct

Billing)

Processing direct payments from employees on leave to

ensure continuation of benefits.

UC Santa

Cruz Pre-Pay Account Validation

Reconciling the pre-pay account by researching

discrepancies and completing journal entries to clear

outstanding balances.

UC Santa

Cruz

Consolidated Billing

Reconciliation

Reconciling out of balance transactions for the

consolidated billing account.

UC Santa

Cruz Garnishments

Processing, reconciling, and providing customer service for

wage garnishments.


Questions & Discussion

Thank you

ucpath program · target date for ucop to deploy ucpath is september 2015. began meetings with...

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