ADMINISTRATIVE SYSTEMS INFORMATION SESSION. May 21, 2013

Transcription

1 ADMINISTRATIVE SYSTEMS INFORMATION SESSION May 21, 2013

2 PRESENTATION AGENDA 1. Project Status Overview UCPath Kronos Financial System 2. Comments & Ques5ons

3 MASTER TIMELINE Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Financial System Prepara5on Phase 1 Phase 2 (Pending Review) UCPath Project Planning Prepara5on Go Live Kronos Timekeeping Phase 1 Con5nuous Improvement Procurement Gateway Phase 1 Phase 2 Con5nuous Improvement

4 UCPath

5 UCPATH: GOAL A UC system- wide project to streamline and standardize payroll and human resources processes across all UC locagons. Standardize Implement Share Payroll & HR Business Processes Oracle/ PeopleSoR HCMS (Human Capital Management) Riverside Service Center

6 UCPATH: TIMELINE Go Live Dates Wave 1: July 1, 2014 Los Angeles, Merced, Santa Cruz Wave 2: January 1, 2015 Davis, Riverside, San Diego Wave 3: July 1, 2015 Santa Barbara, Berkeley, Irvine & San Francisco

7 UCPATH: STATUS Local implementa5on started on May 15, 2013 with these workstreams: Business Process Alignment Data Conversion Interface Development

8 UCPATH: WORKSTREAMS Business Process Alignment alignment of the campus s local processes with those offered at the UCPath Center Units Impacted by the Alignment Human Resources Benefits Academic Personnel Office InformaGon Technology Services

9 UCPATH: WORKSTREAMS Data Conversion conversion and migragon of local data from PPS and non- PPS systems to the UCPath Center Key Steps collecgng non- PPS data ValidaGng data mapping cleansing data throughout the conversion process wrigng scripts to test the data a]er the conversion obtaining sign- offs on the quality of the outcomes

10 UCPATH: WORKSTREAMS Interface Development local enterprise applicagons will need to share informagon with the UCPath Center Key Interfaces Financial System (PeopleSo] Financials) Data Warehouse Online Timekeeping (Kronos)

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12 KRONOS TIMEKEEPING

13 KRONOS: GOAL Implement Kronos as the official campus Gmekeeping system Paper Online Automa5c Export Manual PPS Input File Cabinet Whiteout Electronic Storage Track Edits Access Anywhere

14 KRONOS: RESOURCES Project Manager Ann Dundon Kronos System Administrator Coming soon

15 KRONOS: ADVISORY COMMITTEE Jeanie Cornet, NRI Laurie Eusey, ICB Maureen Evans, MRL Sandra Hammonds, Physics Mike Moore, ECE Juli Pippin, Engineering Lynne Pritchard, Psychology Dorothy Satomi, EVC s Office Donna Trimble, Chemistry Joyce Wolever, MSI Kathy Murray, Film & Media

16 KRONOS: FUNCTIONALITY Tes5ng Fixed allocagon rules are a potengal enhancement for the exisgng Kronos Workforce Central installagon that will allow: tracking variable mulgple funding sources on Gmecards processing Gmesheets for employees with mulgple distribugon numbers

17 KRONOS: DEPLOYMENT Ac5ve Users 5,400 UCSB employees are now using Kronos Student Affairs Almost all SA employees are now using Kronos University Center Scheduled to complete deployment in August

18 KRONOS: NEXT STEPS q Standardize Gmekeeping pracgces q Finalize technical requirements q Develop deployment Gmeline

19 FINANCIAL SYSTEM

20 FINANCIAL SYSTEM: GOAL Implement PeopleSo] Financials Real- 5me Transparent Get off the current mainframe Repor5ng Business process review MAJOR EFFICIENCIES

21 PHASE 1 DELIVERABLES A]er go- live, you will not nogce major changes. The risk associated with the mainframe will be miggated.

22 PHASE 1 TIMELINE (Phase 1: October 2012 October 2013) Discovery Oct- Nov 2012 Project Kick- off Project Charter Fit Gap Analysis Configura5on Jan 2013 ConfiguraGon Documented Basic Conversions Extensions Mar 2013 Workflow Development Start Data Conversions Start Data ValidaGon Adap5ons Mar- Jun 2013 Complete Data Conversion & ValidaGon Develop Interfaces Reports Development System IntegraGon TesGng User Acceptance TesGng Deployment Jun- Oct 2013 User Training Security Final Data MigraGon Deployment

23 CURRENT FINANCIAL SYSTEM

24 POST PHASE 1 FINANCIAL SYSTEM

25 SYSTEM TRANSITIONS Current System Post Phase 1 CORE FINANCIAL SYSTEMS Mainframe Rex (Com- Plete) POTS (Com- Plete) APEX AP Queries (Com- Plete) Gateway (SciQuest) FlexCard Travel Transfer of Expense (TOE) Transfer of Funds (TOF) Check- Requests (Form- 5) PeopleSo] Financials Gateway (SciQuest) Gateway (SciQuest) Data Warehouse AP Queries ConGnues ConGnues ConGnues ConGnues ConGnues ConGnues

26 SYSTEM TRANSITIONS Current System Post Phase 1 DEPARTMENTAL SYSTEMS Grand Unified System (GUS) Recharge Files CAMPUS ACCESS EzAccess Online G/L Hyperion (Brio) AUTHORIZATIONs ALLN01 (Com=Plete) ConGnues ConGnues ConGnues ConGnues ConGnues Gateway Management Console (GMC)

27 COMMENTS AND QUESTIONS