UCLA UCPath Update Common Systems Group July 28, 2015 Confiden'al. For internal UCLA use only.
Agenda Scope of UCPath Project governance How we got here Scope of work for UCLA Campus systems effort: Data conversion Remedia'on Where we go from here 2
UCPath Scope & Purpose UCPath replaces PPS with an enterprise solu'on (PeopleSoR HCM 9.2 customized to meet UC s needs) and a shared services center in Riverside UCPath Center UCPath will transform the way UC handles payroll, funding, benefits, and certain HR processes at all 10 campuses and 5 medical centers UCLA s UCPath effort is larger, and includes hos'ng services for: UCOP Local UC Merced ASUCLA UCPC 3
UCPath Governance at UCLA Execu've Sponsors Campus Leadership Group Campus Advisory Group UCLA PMO Business Proc Design Data Conversion Technical Tier 1, Financials, IDM Data Warehouse Tier 2 Time & Aeendance General Ledger Repor'ng Tes'ng Training Comms & Change Mgt Cross- func'onal Workgroups APO FIN TMKPG Func'onal SMEs Technical Experts 4
The Path to Today UCLA s 2014 focus was on: UCOP Local implementa@on - decoupling from UCLA rollout Analyzing future- state business process designs (FSPD) Preparing for data conversion Challenges: Systemwide dependencies Sheer scope of effort for UCLA While UCOP s employee popula@on is less complex and smaller than UCLA s UCLA s work in support of UCOP: Opera'onal Data Store (ODS) Time Repor'ng System (TRS) Iden'ty Management (IDM) Infrastructure real- 'me messaging and batch file transfer with PeopleSoR GL Integra'on Decoupling UCOP employees from PPS Defining transi'on ac'vi'es, cutover details UCLA- hosted business and systems services We are cau'ous about approaching the campus too soon Project team con'nues to focus on stabilizing design (business process, conversion and technical) by comple'ng this work, we ve built a solid founda'on for UCLA 5
UCPath Building Blocks 6
Data Conversion for UCPath Data Conversion Design Non- PPS Data Collec@on Profile your PPS data Review exis'ng CDDs and CMDs Determine gaps (i.e., Is the mapping and transforma'on rules completed or accurate for your loca'on data?) Amend CDDs and CMDs Review with Central Data Conversion team to finalize design changes Determine if there is beeer source than PPS for par'cular data Determine which system is the Master going forward Discuss with Central Data Conversion team on conversion processes and 'ming Design templates or repositories for data collec'on and maintenance Execute data collec'on and maintenance Data Cleansing Determine data elements that require cleansing (from profiling results) Determine data cleansing 'ming Pre- Ini'al Conversion Pre- Payroll Parallel Test Pre- Go- Live Conversion Post Go- Live Assign roles and responsibili'es Monitor progress Conversion Data Valida@on Review and leverage Data Valida'on tools already developed by Central Data Conversion team Determine what data elements to validate Determine valida'on method and metrics: Aggregate Counts (Quan'ta've) Category Counts (Quan'ta've) 100% Cri'cal Field Inspec'on (Qualita've) Screen- to- Screen Sampling (Qualita've) Open defect and resolve issues 7
UCLA Downstream Systems Total Number of Campus Organiza'ons/ Departments with Downstream Systems 32 Approximately 3-4 organiza'ons/departments support a large number of downstream systems across organiza'ons/ departments The UCLA UCPath team will partner with department IT resources for remedia'on efforts, by providing data model walk- throughs, data mapping, sample queries, and new query reviews and valida'ons Total Number of Downstream Systems needed to be remediated: 120+ 75% 25% Require only PERSON and JOB data Require more Subject Areas Require Labor Ledger (Distribu@on) Data? 42% 58% Yes No The availability of test data and organiza4on/department internal IT resources will be crucial to the Downstream system remedia4on efforts. UCLA s UCPath PMO will work with organiza4ons/departments to priori4ze remedia4on work and reduce the risk of impac4ng the overall UCPath project 4meline 8
Remediation Prioritization We have discussed with campus organiza@ons/departments in earlier outreach effort and are looking to re- engage with them. Based on the discussion earlier, we have grouped the campus organiza@ons/ departments by their data needs and internal IT resource availability (need to re- verify): ~120 SYSTEMS IN SCOPE Acributes Group 3 39 33% TBD 10 8% Group 1 18 15% Group 2 52 44% Group 1 Group 2 Group 3 Require Person & Job data only Require data from most or all subject areas, including Person & Job Added Complexity due to new/re- architected systems and/or other constraints (e.g., resources) 11
Remediation Details Depending on the Downstream systems, the remedia@on may consist of the following: Understand PeopleSoR s ODS data model and remediate Downstream system database (recommend the use of UCPath terminologies map forward) Migrate historical data into the new database schema (if required) Map tables and fields in exis'ng queries (to PPS) to PeopleSoR s tables and fields Resolve un- mapped fields (Business processes may have changed that the old data is no longer needed or an alterna've field should be used) Re- construct queries to pull data from UCLA s ODS Unit test the data from the queries and handling of incremental data changes Par'cipate in System Integra'on Tes'ng 10
Next Steps Priority for 2015 UCLA- hosted services live for UCOP Pilot Campuses finalize designs UCOP is the founda'on What is needed for UCLA? Lays the founda'on for subsequent rollouts Launch UCLA data conversion ac'vi'es dependency on central team Engage campus business and systems owners for next phase of work 11
Questions about? Please feel free to email us at ucpath@finance.ucla.edu LeAnn Story Sr. Director, IT Services PMO UCPath Project Manager 310-794- 6030 Ming Fu Quality Assurance Manager UCPath Tes'ng Lead, Campus Systems Remedia'on Lead 310-983- 1266 12