UCPath Communications Plan
for UC San Diego
June 2013
Plan Contents
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Overview
UCPath Groundwork
Plan Goals
Stakeholders, Partners & Audiences
Current Communication Activities
Schedule
Collateral Review
Summary
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OVERVIEW
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Overview
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This plan dovetails with the UCOP UCPath Central
Team’s Communication Plan
UCSD UCPath PMO is the repository for all
information relative to UCPath for UCSD
Distribution of information will be through:
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PMO office (when appropriate)
HR Communication Channels (as warranted)
Payroll Office (as warranted)
Other departments as necessary
UCSD UCPath PMO will be:
• Central POC for all employees
• Liaison between UCSD and UCOP
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UCPATH GROUNDWORK
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UCPath Groundwork
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Laid by UCPath Central Team
UCPath Position Statement
UCPath Foundational Messaging
Basis for all UC San Diego Communications
PMO will build upon Central Team’s efforts,
tailoring messages to UCSD population
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UCPath Position Statement
“UCPath will deploy a foundational
infrastructure, common processes and shared
services for HR and Payroll which improve
employee service and enable future capabilities
and efficiencies system-wide.”
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Foundational Messaging
• WHAT is UCPath?
UCPath will deliver a system-wide solution for payroll and HR
services that includes common technology, consistent business
processes and a shared services center that meets the core needs
of each location, delivers high quality efficient service, and
positions UC for growth and change.
• WHY are we doing this?
Our current approach and infrastructure for payroll and HR is
obsolete, inefficient, costly to maintain, unsustainable and
presents tremendous risk if left unchanged.
• HOW will we achieve the benefits?
By deploying a cornerstone system-wide infrastructure for payroll
and HR, simplified business processes, and a center for shared
services, we improve our services and efficiencies and create the
building blocks for future improvements.
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Foundational Messaging
• PROOF of success?
More accurate and timely data for decisions and reporting, reduction in
rework and paper processing, ready access to job and employment
information, more consistent implementation of policy, and greater
operational efficiency over time.
• WHO is affected?
Services will be improved for all employees. Employees will have ready
access to job and employment information, managers will have better tools
and more time for higher-value activities, and University leaders will have
better data, reporting and decision-making capabilities.
• WHEN will we see changes?
All locations will begin using UCPath during the next two years as the
infrastructure is deployed, and benefits will accrue into the future as new
improvements leverage the foundation to further increase efficiency and
effectiveness.
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PLAN GOALS
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Plan Goals
Primarily to inform stakeholders about UCPath
How will PMO accomplish this?
• Educating audiences about UCPath features &
functions
• Building support for the change the program
brings
• Defusing situations that may cause employee
concern
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Providing accurate, timely and honest information
– Mitigating rumors and misinformation
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STAKEHOLDERS, PARTNERS
& AUDIENCES
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Stakeholders, Partners and Audiences
Internal Campus Audiences
Campus
Leadership
Business
Management
Team
Program
Teams
External Campus
Stakeholders
End
Users
UCOP
Other UC
Campuses
& Medical
Centers
Project
Partners
Internal
• Campus Leadership (including UCPath Governance Structure: Chancellor, Vice Chancellors, Executive
Sponsors, Steering Team, Campus Advisory Council, Campus UCPath Project Management Office
• Business Management Team: ABAs, DBAs, ORUBAs, MSOs, Business Directors, Department Chairs, Faculty,
HR, Payroll, Finance Employees & Managers
• Program Teams: Implementation Teams e.g. Data Conversion, Interfaces, etc.
• End Users: All employees of UCSD, PPS Users
External
• UCOP: PMO Lead Subject Matter Experts, Implementation Team
• Other UC Campus/Medical Centers
• Project Partners: Vendors and others involved with UCPath
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Audience Segmentation
High
IMPACT
(Degree of
actual or
perceived
change to daily
tasks, tools
and/or
processes)
Low
Most Impacted Audiences:
Campus HR, Payroll, Finance,
Managers, Faculty, Leadership, other
key stakeholders
Messages: Rationale, Future State,
Policy & Process Changes, Job-Specific
Changes
Project Teams:
Audiences: Campus PMO, Extended
Implementation Team, Campus
Readiness Team, Executive Sponsors,
Campus Steering Team, Management
Workgroup
Messages: Rationale, Policy Changes,
Functional Changes, Project Progress
Affected Audiences:
End users (not in HR, Payroll, Finance,
IT, Managers)
Messages: Rationale, Future State,
Organization, What to do and When
Project Partners:
Audiences: Partners/vendors
Messages: Detailed Project
Information, Dependencies
Low
ENGAGEMENT
(Knowledge
High
about/participation in project
activities)
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Audience Messaging Vehicles
UCOP Communication
Vehicles
UCSD Communication Vehicles
UCSD
Audience
UCPath
Website
Looking
Forward
Leadership
Messages
UCPath
Forward
Info Sessions
(Town Halls)
UCPath
Blink Site
E-Mail
Updates
Leadership
Perspective
HR/Payroll/Fi
nance/IT
Employees
X
X
X
X
X
X
X
X
Faculty
X
X
X
X
X
X
Executive
Sponsors
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Campus
Steering
Team
X
X
X
Managers
X
X
X
X
X
X
X
End Users
X
X
X
X
X
X
X
External
Partners
X
UCPath PMO
Extended
Imp. Team
X
X
X
X
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Audience Messaging
Audience
Fears/Perceptions
Information Needs
Low Impact
Affected (End Users, DW
users, employees not in
HR, Payroll & Finance)
UC will not commit the necessary
resources to the program in order to do
the transition completely and
effectively.
Changes in how to access
employee information and
benefits using the UCPath
Portal.
UC is stripping campuses of their
individuality; this is the first step toward
total centralization of government;
never supports paying a third party
(corporation) for things that have been
done internally before.
How to open a case using the
Case Management tool.
Vehicle/Approach
Communicate to the lowest
level of project awareness
Looking Forward
UCOP UCPath Website
UCSD UCPath Blink Site
E-mail Updates
UCSD UCPath Forward
Leadership Messages
Training communications
Information Sessions/Town Halls
Payroll will have less features than
before.
Low Impact
External Partners and/or
Vendors
High Impact
Campus PMOs, Steering
Team, Advisory Council
& Readiness Group
Very knowledgeable about all aspects of
UCPath
Detailed project information
Dependencies
Updated plans and schedules
Project progress
Policy changes
Functional changes
UCPath Progress, Status Reports
& UCOP SharePoint
UCSD Blink & SharePoint
Leadership Communications
Leadership Perspective
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Audience Messaging
Audience
Fears/Perceptions
Information Needs
Vehicle/Approach
High Impact
Managers (ABA,
ORUBA,
MSOs/DBOs,
Dept. Chair,
Business
Directors
Faculty
Payroll, HR & Benefits actions are so detailed they can’t be
handled effectively elsewhere. Doesn’t believe the UCPath
Center will provide the same level of service employees
currently get.
Show what the end
product looks like what they’re working
toward.
High touch, interactive
Two-way interactive
sessions (Information
Sessions, Town Halls)
Cannot believe that UCSD faculty will call/interact with
strangers at the call center vs. walking into an office on
campus.
Targeted, specific
changes relative to HR,
Payroll & Finance
Change on this scale causes major concern. Will it do what it
is supposed to? UCPath is SO big and SO detailed – have
seen other large UCOP operations attempted & failed over
the years – will this be just another, albeit expensive, one?
Detailed information
about changes to their
jobs and to the jobs of
their staff.
UCSD will have to change some business policies, not just
practices. Does not believe we should change policies to
conform to an “off-the-shelf” program developed by Oracle.
Detailed information
about policy/process
changes that will
impact their job.
Looking Forward
UCOP UCPath Website
UCSD UCPath Blink Site
E-mail Updates
UCSD UCPath Forward
Leadership Messages
FAQs
Training
communications
Information
Sessions/Town Halls
It will be “painful and difficult” for first few years.
Organizational changes.
The project will be taken only so far, then abandoned due to
lack of resources – we’ll then be stuck with a hybrid system
that will be even more complicated to use.
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Audience Messaging
Audience
Fears/Perceptions
Information Needs
Vehicle/Approach
High Impact
HR, Payroll,
Finance
Employees
Implementation won’t be clean. When it comes to Benefits
and Payroll, we’re messing with people’s well being; it needs
to be done right.
How changes will affect
them and their job. Be
specific about changes.
High touch, interactive
Two-way interactive
sessions (Information
Sessions, Town Halls)
It will become another layer of bureaucracy rather than the
solution that is supposed to be.
What will the future
state be?
It will not be as interactive as it needs to be to totally support
HR & Payroll functions
Detailed information
about changes to their
jobs
UC is implementing without full knowledge of the
downstream effects; they should have taken the approach of
standardizing every campus first, then doing the system-wide
implementation, rather than the other way around.
Policy changes,
functional changes, and
project progress.
Looking Forward
UCOP UCPath Website
UCSD UCPath Blink Site
E-mail Updates
UCSD UCPath Forward
Leadership Messages
Training
communications
Information
Sessions/Town Halls
UC is rushing to complete on a ridiculously aggressive
schedule; fears that it will be neither well developed nor
done right, e.g. UC Learning System that replaced Enrollment
Central.
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CURRENT COMMUNICATION ACTIVITIES
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PMO Current Communication
Activities & Tools
• Publications:
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Leadership Perspective – weekly progress report,
specifically for campus leadership
Bi-Monthly newsletter, UCPath Forward
E-mail updates sent to broad constituency
• PMO Blink Website (External facing for public consumption)
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All UCOP updates
Status Reports, Newsletters
Program documentation
Program charter & structure, timelines & Implementation Plan
• Link to PMO’s e-mail account for questions
• Updated FAQs
• Events
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Departmental meetings & presentations by PMO Director
Others as requested
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PMO Current Communication
Activities & Tools
• Program Implementation Team Websites
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GCDP Site for Program Team
UCOP SharePoint Site
UCSD SharePoint Site
UCOP UCPath Website (Also Public facing site)
• Other Promotional Materials
• Print
• Display
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Communication/Delivery
Channels
Communications
Channel
Delivery Channel
Websites
E-mail
Briefings
Non-Personal
Display materials
Manuals/guides/printed
resources
Notices posted in
communal areas
Interactive
Invites interaction between project team
& end users
Solicits questions
Encourages sign-ups for newsletters &
program updates
Face-to-Face
Personal
Person to audience
Telephone/Webinars
Letters/memos
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SCHEDULE
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Communication Schedule
Month
UCOP Theme/Description
UC San Diego Theme/Description
April 2013
UCPath Center
June 2013
UCPath Portal
August 2013
Payroll Changes & Improvements
Kick-off activities for UCPath and specific
workstreams
Who will do what (UCPath Fundamentals)
UCPath Fundamentals
October 2013
HR/APO Changes & Improvements
Change Management Introduction
December 2013
Benefits Changes & Improvements
January 2014
Commitment Accounting Changes & Improvements
February 2014
March 2014
UCPath Center
New hires; overview of training
Paychecks Changes & Improvements
April 2014
ESS/Case Management
May 2014
Get Ready for Changes Coming
June 2014
Get Ready for Changes Coming
Looking back; year in review
Managing benefits using ESS
Composite Benefit Rates
One year until go-live
Future state
How our campus will interact with the UCPC
How will the UCPC affect you on a daily basis?
Future State
No paychecks issued at campus
ESS, as well as MSS Functionality/who does what
Opening a Case
What will change and how?
What are the most impactful changes?
Change Management
Specific Changes and their campus-wide impact
UCSD’s Change Network
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Communication Schedule
Month
UCOP Theme/Description
UC San Diego Theme/Description
July 2014
Wave 1 Go-Live
Testimonials from Wave 1 users
First person accounts
UCPath Center Opening and Wave 1 Campus Successes
How we can leverage their experience into lessons
learned.
August 2014
Accomplishments
September 2014
Wave 1 Success Stories
What UCPath makes possible for UC
Location-specific training
UCPath Improvements
Project Teams’ Success
What will UCPath mean for UCSD?
Location-specific Training - Everyone needs
trained to use Case Management Tool to
document and communicate all issues
Open Enrollment End User Training
Location-specific Training
Open Enrollment End User Training
Location-specific Training
Wrap up 2+ years of effort in preparation for golive in January.
UCSD “Go Live”
UCSD success stories
October 2014
November 2014
December 2014
January 2015
Wave 2 “Go Live”
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COLLATERAL REVIEW
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Collateral Review
Collateral Review
• Release of UCPath information that is time
sensitive, confidential or controversial will be
subject to review by internal UCSD authoritative
hierarchy
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SUMMARY
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Summary
Summary
• Plan subject to change as program evolves
• PMO will communicate in a manner that is:
• Timely
• Transparent
• Sincere
“The two words 'information' and
'communication' are often used
interchangeably, but they signify
quite different things. Information is
giving out; communication is getting
through.”
Sidney J. Harris
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