UCPath: Transforming the Way Business is Done. November 2012

Transcription

1 UCPath: Transforming the Way Business is Done November 2012

2 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? 2

3 Why are we doing this?

4 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 4

5 Payroll Current State How many employees do payroll specialists support? 5

6 HR Current State How many employees do HR staff support? 6

7 UC-wide HR/APO/Timekeeping 190,000 6,000 employees served employees $500 million annual expenses 80% 20% transaction and advisory time spent strategic and consultative

8 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. Streamline and Standardize Processes Implement Enabling Technology Centralize Transactional Activities 8

9 There will be a single payroll and HR solution for all employees UCwide. 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. When Complete

10 Who are the stakeholders?

11 Governing Bodies Executive Sponsors Peter Taylor Nathan Brostrom Practices Board Change Control Board UCPath Center Advisory Board 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 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 11

12 Program Managers & Local Team Program Mgrs 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 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 12

13 Stakeholders 13

14 What is it?

15 What is UCPath? Two distinct efforts with different objectives Related through standardization and simplification Accomplished through the completion of many projects 15

16 Program Focus Areas The UCPath program has five focus areas. 1. Implement enabling technology PeopleSoft Campus business systems 2. Streamline/standardize systemwide 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 16

17 Program Focus Areas w/projects Technology System wide Processes Campus Processes UCPath Center Training/Comm 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 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 17

18 How is the program implemented?

19 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. 19

20 Phases 20

21 Campuses by Waves

22 Where are we in the program?

23 Program Status: Technology Project Legacy Data Conversion GL/Financial Integration Interfaces Operational Data Store (ODS)/ Data Warehouse Campus QA Environment Identity/Access Management Bi Weekly Payroll Conversion: Upcoming Projects Update UCSD will begin data conversion. Project planning and team identification is in progress Functional designs are complete. Consultant (Huron) is answering any remaining design questions and developing technical designs. All campuses responding to any RFIs. All campus teams are reviewing functional designs (FDDs) and gap resolutions. Issues are being tracked. FDDs to be complete in late December. 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. Mainframe work is almost complete work continues on setting up jobs. Linux environment in progress. 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. 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 Composite Benefit Rates, Reporting, System Testing, Transition Readiness, and Factored Leave Accrual 23

24 Operational Data Stores Operational Data Store (ODS) need identified 24

25 Program Status: System wide Processes Project Conference Room Pilots Configuration Work Sessions Business Process Mapping Update Main purpose to gain better understanding of the system design (configuration) and functionality using UCPath values Completed in October Main purpose to obtain business acceptance of the functionality of the system Completed in October 96 maps in all Completion of all documentation, except commitment accounting, expected in January

26 Program Status: Campus Processes Project Update Planning 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 26

27 Scope of Services documents.html *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. reorganizations, mass merit increases, etc.) 27

28 Program Status: UCPath Center Project Update Facility 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, Staffing will ramp up with waves. Wave 1 will have 156 employees, eventually ramping up to 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 28

29 UCPath Center Organization Wave1 29

30 Project Update Program Status: Communications & Training Training 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 UCSD 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. 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. 30

31 Program Status: PMO Project Update Budget 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) 31

32 When is this happening?

33 Phase 1 Timeline 33

34 Dates to Remember Milestone Wave 1 Design Activities/ Wave 2 Pre activities Date 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 Wave 2 Test 10/ /2014 Wave 2 Transition/Readiness 03/2014 Wave 2 Go live, including UCPATH Center 04/

35 How can you help?

36 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 36

37 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 37

38 How do I get more information?

39 Many Sources of Information 39

40 UC Website 40

41 UCSD Blink Site 41