Campus Implementation Plan
Overview
05 July 2012
Agenda
Discussion Topics
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Introduction
Overview
Plan & Approach
Next Steps
Wrap Up
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INTRODUCTION
What is UCPath?
What is a Project Management Office?
What has been accomplished to date?
3
Introduction
What is UCPath?
• Two distinct efforts with
different objectives
• Related through
standardization and
simplification
• Accomplished through
the completion of many
projects containing:
• Many work packages
• Numerous activities
4
Introduction
What is a Project Management Office?
• A Project Management
Office (PMO) is being
developed for UCPath
– Works with UCOP PMO
supporting successful
implementation of UCPath
and UCPath Center
– Works with UCSD campus
stakeholders to evaluate
campus legacy systems and
processes, identify impacts
and provide PM support
for campus-specific
projects
• PM support includes:
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Budgets
Charters
Project Management Plans
Implementation Plans
Schedules
Communication
vehicles/channels
Collaboration platforms
Guidance on practice
Information sharing
And more…
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Introduction
What has been accomplished to date?
• The PMO has taken the time to “survey the
landscape”
• Efforts have been focused on:
–
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Team building
Establishing initial budget
Developing program charter
Creating communication infrastructure, basic
Today we
collateral and tools
will focus
– Sharing information
on this.
– Understanding scope via implementation planning
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IMPLEMENTATION PLAN OVERVIEW
What is the process?
What is an implementation plan?
Why develop one?
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Overview
What is the process?
• First step after initiating
a program is to plan for
its implementation.
• An implementation plan
helps to answer these
questions.
– Who performs the work?
– What needs to be done?
– When does it need to
completed?
– How does it need to be
completed?
There are more
questions, but today we
will focus on these.
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Overview
What is an implementation plan?
• A tool for a program (or project) that is
designed to assist with planning and
execution.
• Intended to be scalable and flexible
• Level of detail should be sufficient to enable
the effective management of program
implementation
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Overview
Why develop an implementation plan?
• Organizes the projects and work packages that
comprise UCPath
• Identifies scope and out-of-scope items
• Outlines required program organizational
structure and identifies gaps/resource needs
• Provides foundation for further detailed
planning such as project implementation
plans and schedules
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IMPLEMENTATION PLAN AND APPROACH
What are the focus areas?
What are the activities within each area?
What projects have been defined?
What is the timeline?
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Plan and Approach
Program Focus Areas
• The UCPath program has five
focus areas.
1.
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•
•
4
2.
3.
3
Implement enabling technology
1
2
4.
5.
PeopleSoft
Campus business systems
Streamline/standardize systemwide business processes
Streamline /standardize campus
business processes
Centralize transactional activities
Prepare campus for change
• Each focus area has many
projects and each project has
many work packages
• Areas provide foundation for
planning and communication
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Focus Area 1: Technology
Oracle PeopleSoft HCM 9.1
• Enterprise Resource Planning
(ERP) suite of applications
• UC is implementing only one
of the six applications in the
suite – PeopleSoft HCM
• Adopting most of the core
processes within PeopleSoft
HCM
• Hosted by Oracle, called
Oracle on Demand
Tier 1:
Directly uses
or connects
to UCOP PPS
(e.g. EPET,
TAR, Leave
Accrual)
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Focus Area 1: Technology
Campus Business Systems
• UCSD campus business
applications and systems that
are impacted by UCPath
implementation
• Expect more projects to be
identified as program
proceeds
Tier 2: Directly uses or
connects to ACT
systems-level data or
functionality . ( E.g.
General Liability
Recharge, Data
Warehouse)
Tier 3: Directly uses or
connects to ACT DWH
or “shadow” system
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Focus Area 2: Business Process
System-wide
• Focus on system-wide
processes between the
UCPath Center and campus
HR, AP and payroll
• 96 identified in areas of WFA,
payroll, commitment
accounting, benefits,
compensation, absence
management and other
• 66 process completed and in
final review with SMEs
• Remaining to be addressed in
Sept 2012
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Focus Area 3: Business Process
Campus-specific
• Focus on campus processes
between the campus
HR/AP/Payroll and campus
units
• Need understanding of the
technology components such
as PeopleSoft and campus
business system outcomes
(e.g. General Ledger
integration, biweekly payroll
conversion) as well as systemwide business process results
and the UCPath Center
technology selections.
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Focus Area 4: UCPath Center
Centralize Activities
• Process routine transactions
related to payroll, WFA,
benefits administration and
leave management
• Does not include employee
and labor relations, talent/
performance management,
staffing/recruitment activities
and learning services
• Campus locations to support
UCPath Center activities
• Location UC Riverside
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Focus Area 5: Change Mgmt
Prepare Campus
• Campus-specific strategy for
managing change,
communications and training
• Addresses people side of
change management
• Includes transition planning,
training and communications
• UCOP to provide guidance and
tools
• Customize for campus needs
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Plan and Approach
What are the projects?
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Plan and Approach
Wave 2 Program Timeline
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NEXT STEPS
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Next Steps for PMO
Moving Forward…
• Using this program implementation plan as a
catalyst:
– Develop and finalize project implementation plans
– Create project organizational chart
– Identify skill gaps and resolve
– Develop MS project schedules
– Identify resource profile and fill resource gaps
– Refresh budget and monitor through project
lifecycle
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Next Steps for PMO (continued)
Moving Forward…
• Continue current efforts and begin other campus-specific
efforts:
– Continue with communication infrastructure
• Blink updates, campus newsletter, other Blink content additions
– Improve information architecture for current and anticipated team
members
• Improve team SharePoint to become more of an information portal for various
sources (UCOP SharePoint, Oracle GCDP, etc..)
• Grant access to all team members and maintain the site
– Continue with “communication events”
• Attend on-campus departmental meetings
• Host sessions for leadership and team members (Project Kickoff)
• Participate in Sharecase
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Next Steps for PMO (continued)
Moving Forward…
• Continue current efforts and begin other campus-specific
efforts:
– Staff PMO
• Project coordinator
• Communication lead
– Respond to UCOP requests for information/resources
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WRAP UP & DISCUSSION
How can you assist?
Where is there more information?
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Wrap Up
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!
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Wrap Up
How You Can Assist (continued)
• 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
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Wrap Up
Web Sites and Information
• UCOP Website
http://workingsmarter.universityofcalifornia.edu/pr
ojects/ucpath/overview/
Overview, case studies,
project team, news &
updates, Q&A
• UCSD Website
http://ucpath.ucsd.edu/
• Email
Implementation team
information, general project
information and project
updates
UCPathProject@ucsd.edu
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Feedback
Comment
s
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