UCPath: Transforming the Way Business is Done

November 2012

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Agenda

• Why are we doing this?• Who are the stakeholders?• What is UCPath?• How is the program

implemented?• Where are we in the

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

information?

Why are we doing this?

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The Issue

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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How many employees do payroll specialists support?

Payroll Current State

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How many employees do HR staff support?

HR Current State

annual expenses

strategic and consultative

6,000190,000

$500 million

employees

employees served

transaction and advisory80% 20%time

spent

UC-wide HR/APO/Timekeeping

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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.

• HR, payroll and academic personnel transactional processes will be simplified and consistent 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 will deploy a common foundation and enable future capabilities, efficiencies and savings across the UC system.

Who are the stakeholders?

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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

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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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Stakeholders

What is it?

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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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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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5

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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

How is the program implemented?

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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

Where are we in the program?

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Program Status: Technology

Project UpdateLegacy Data Conversion

UCSD will begin data conversion. Project planning and team identification is in progress

GL/Financial Integration

Functional designs are complete. Consultant (Huron) is answering any remaining design questions and developing technical designs. All campuses responding to any RFIs.

Interfaces All campus teams are reviewing functional designs (FDDs) and gap resolutions. Issues are being tracked. FDDs to be complete in late December.

Operational Data Store (ODS)/ Data Warehouse

All campus teams are reviewing functional designs as well as approved DDLs. Issues are being tracked. Data mapping is in review and critical data element research and selection identification is in progress.

Campus QA Environment

Mainframe work is almost complete - work continues on setting up jobs. Linux environment in progress.

Identity/Access Management

All campus teams are reviewing functional designs and weekly meetings are being held. UCSD will require a version update of SSO tools (Shibboleth & SAML). Planning for that work is in progress. IDM design is expected to complete in early January.

Bi-Weekly Payroll Conversion:

Information has been posted to the UC San Diego UCPath Blink site. This site continues to be up-dated with the latest information from the Payroll office

Upcoming Projects Composite Benefit Rates, Reporting, System Testing, Transition Readiness, and Factored Leave Accrual

Operational Data Stores

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• Operational Data Store (ODS) need identified

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Program Status: System wide Processes

Project UpdateConference Room Pilots

• Main purpose to gain better understanding of the system design (configuration) and functionality using UCPath values

• Completed in OctoberConfiguration Work Sessions

• Main purpose to obtain business acceptance of the functionality of the system• Completed in October

Business Process Mapping

• 96 maps in all• Completion of all documentation, except commitment accounting, expected in January

2013

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Program Status: Campus Processes

Project UpdatePlanning • A small team representing campus will begin the planning for campus activities associated

with campus business processes and integration of those processes with the UCPath Center

• Planning will address other items associated with campus readiness• It is expected that core team will be expanded once team charter, goals, etc… are

established

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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

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Program Status: UCPath Center

Project UpdateFacility • The building purchase has been finalized and the exact location will be announced soon.

Staffing • UCPath Center information sessions continue to be scheduled at campus locations. • Job descriptions are posted on the UCPath site. • Job postings originally scheduled for November 1 have been to November 26 to allow for

further preparation of the vendor, applicant tracking system, and other considerations. Initial job openings have a start date of April 1, 2013.

• Staffing will ramp-up with waves. Wave 1 will have 156 employees, eventually ramping up to 400-500 employees. UC employees have priority over external candidates

Technology • A full-day meeting was held with Enwisen and Oracle technical staff to discuss a preliminary approach to single sign on and resolve outstanding technical issues.

• The tech team has begun a technology search for workforce scheduling and UCPath Center check printing

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UCPath Center Organization Wave1

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Program Status: Communications & Training

Project UpdateTraining • Data and technical requirements for training are being identified.

• The UCOP team continues to develop the course catalog. • Training efforts are focused on Wave 1 campuses; however all campuses will be included in

activities that have system-wide (regardless of wave) impacts/ decisions. UCOP Communications

• Monthly communication themes are being developed; currently the list is in draft format.• The UCSD PMO will develop a corresponding list that will reinforce UCOP’s themes, as well

as address issues specific to our campus. UCSD Communications

• The Blink site experienced 4,900 visits following the campus notice about the up-coming bi-weekly payroll conversion. Web traffic peaked on the Friday and Monday following the announcement, registering 1,800 and 1,400 daily visits respectively.

• Blink will continue to be updated/maintained and is the main source for UC San Diego UCPath information.

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Program Status: PMO

Project UpdateBudget • Initial budget projects are being revised in light of new information with respect to scope,

new technology approaches and more detailed scope information• Planning to compare this to early adopter program numbers (as best as possible since

many things have changed)

Team Structure • Working on necessary team structure across all workstreams/projects in anticipation of April 2013 kick-off

• Will be shared and campus will be asked for guidance/assistance

Governance • Current campus governance structure will be reviewed to ensure that the right composition is in place and that communications “network” is sufficient.

Project Foundations • Developing project pages for Blink• Building out team SharePoint site (program/project dashboards, site for Erwin diagrams,

other database information)

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

UC Website

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UCSD Blink Site