SHARED SERVICES IMPLEMENTATION KNOWLEDGE TRANSFER. February / March 2017

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1 SHARED SERVICES IMPLEMENTATION KNOWLEDGE TRANSFER February / March 2017

2 AGENDA / PURPOSE Agenda FOM Guiding Principles Change Impacts Timeline Infographics Summary / Next Steps Meeting Purpose High level understanding of FOM (Future Operating Model) Review of Infographics Next Steps Understanding

3 FOM UCPath What Is It? All UC Technology Implementation: Replacement of 13 UC PPS instances with a single PeopleSoft implementation Shared Services Implementation: Migration of core Human Resources, Academic Personnel, and Payroll processing to the new UCPath Center UCR Business Transformation: Development & implementation of a future operating model (FOM), to deliver high-quality & efficient services for core administrative functions

4 THE BIG WHY Our payroll system (PPS) is the same vintage as this vehicle. It might be nice to fix up as a vintage car, but as a computer system? Not so much.. The system must be replaced as soon as possible

5 OTHER GOOD REASONS Great opportunity to make administrative activities more efficient Reports will help us make informed decisions Helps us focus on UCR s Core Educational and Research Strategies Able to meet compliance requirements Prepares UCR for the future

6 WHAT S THE CATCH? As a UC Centrally controlled initiative, some local flexibility will be lost (e.g. no longer able to issue on-the-spot paychecks) As a pilot campus, we are leading the way and will not have the advantage of lessons learned (except for UCOP) Change is hard, and there will be difficulties during the transition period

7 PROCESS DESIGN GUIDING PRINCIPLES Align to Campus Mission Teaching, Research, & Public Service Mission Focus Universitywide Focus Engage Diverse Campus Stakeholders Use a Disciplined Process Faculty Involvement Customer Focus Communications & Transparency Implementation & Deployment Focus Follow the Rules of Engagement Excellent Documentation Openness to Change No sacred cows Open to change & innovation

8 CAMPUS IMPACTS All UCR Employees will be impacted because paychecks will have slight differences Employees who are involved with HR/Finance will need to learn new systems and business processes All organizational units will be required to use a SSC to conduct payroll and HR related transactions UCPath implementation is NOT Optional, it must be done

9 TIMELINE Dec Dec-Jan Oct-Nov Jan-Apr Feb-Sept Test Train Launch Stabilize, Refine & Improve 2016 Build Design

10 KNOWLEDGE TRANSFER

11 NEW WORKFLOW ROLES Defines level of access and/or actions to be taken within a request workflow. A person may have one or many workflow roles. Requester Initiator Or Transactor Approver Fulfiller Inquirer Applicable by process: Can begin a request for a service Supplies required documents to start requests Requester information must be reviewed/updated by initiator/ transactor role prior to approval or fulfillment steps Required role: Required role: Reviews, updates Reviews, updates and/or returns and/or returns requests began by requests began by the requester role the requester role If there is no If there is no requester role, will requester role, will begin a request for begin a request for service service Sends all requests to Sends all requests to Approver and/or Approver and/or Fulfiller steps Fulfiller steps without additional without additional review review Typically performed by Financial admin Applicable by process: Approves requests May revise or return requests to Initiator role as defined by workflow Can be performed by any business role as defined in workflow Multiple levels of Approval can be defined Required role: Fulfills one or many tasks for the request as defined in workflow Provides status of assigned tasks Accountable for task status/completion by other assigned roles if fulfiller does not use the system Multiple Fulfillers can be defined Applicable by process: Monitors overall request and communicates with appropriate stakeholders as required to ensure timely completion.

12 INFOGRAPHICS PER PROCESS Position Data Management Onboarding Full Accounting Unit (FAU) Salary Cost Transfer (SCT) Time & Attendance Extended Leave Administration (3 Versions) Offboarding

13 SUMMARY / NEXT STEPS Summary UCPath Implementation will change UCR s business operations UCPath is not optional UCR is on a short timeframe Additional training will be provided Next Steps Infographics and other information will be posted on website (fomucpath.ucr.edu) SSCs planning activity will continue If you have questions, concerns or comments, please FOMUCPath@ucr.edu

14 Infographics and other information will be posted on website (fomucpath.ucr.edu) If you have questions, concerns or comments, please

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