UCPATH PROGRAM
OVERVIEW
P ay r o l l .
Academic
Pe r s o n n e l ,
T i m e ke e p i n g &
H u m a n Re s o u r c e s
AGENDA
Background & Goals
Structure &
Governance
Description
Status
Additional
Information
Q & A
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PROGRAM
BACKGROUND
What and
Why
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BACKGROUND
P AYROLL P ERSONNEL S YSTEM
 Built on 30-year-old technology
 Dif ficult to use, maintain/enhance and requires redundant
data entry, manual calculations and significant paper
processing
 Limited Human Resource Management functionality
 Eleven variations of PPS UC -wide make it dif ficult to align and
aggregate payroll and HR data
 Every campus has numerous “shadow systems” that attempt to fill
the information gaps that have resulted from this now outdated
system.
More Info…
http://workingsmarter.universityofcalifornia.edu/projects/ucpath/q-a/
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BACKGROUND
P ROGRAM G OALS
 Deploy a single payroll system and a single human resources
system across all ten campuses and five medical centers that
meets the core needs of each location while capturing the
ef ficiencies, improved data and cost -savings associated with
unified systems
 Common policy, policy interpretation and business practices,
as well as streamline business operations
 Implement a more ef fective and ef ficient way to deliver
payroll and human resources services to UC employees.
 Streamline business operations
 Expand online self-service capabilities
 Cost savings due to this changes
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BACKGROUND
W HEN T HIS P ROJECT
IS
C OM PLETE …
 T h e r e w i l l b e a s i n g l e p ay ro l l a n d H R
s o l ut i o n f o r a l l e m p l oye e s U C - w i d e.
 E m p l oye e s w i l l h av e a c c e s s to t h e i r
i n f o r m a t i o n a n d b e a b l e to m a ke
c h a n g e s v i a o n l i n e s e l f s e r v i c e.
 D e d i c a te d c u s to me r s u p p o r t s t a f f w i l l
p r o v i d e a c c ur a te a n d t i m e l y i n f o r m a t i o n
by phone, email or chat.
 P ay r o l l p r o c e s s i n g w i l l b e r e a l - t i m e ,
a u to m a te d , e f f i c i e n t a n d a c c u r a te .
 H R , p ay r o l l a n d a c a d e m i c p e r s o n n e l
transactional processes will be
s i m p li fi e d a n d c o n s i s te n t a c r o s s a l l U C
locations.
 C o n s i s te n t , q u a l i t y d a t a w i l l b e r e a d i l y
av a i l a b l e to i m p rov e a n a l y t i c al
reporting, and decision making
 U C w i l l d e l i ve r p ay r o ll a n d H R s e r v i c e s
a t a s u b s t a n t ia l l y l o w er c o s t t h a n to d ay
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PROGRAM STRUCTURE
& GOVERNANCE
Executive
Sponsors,
Teams and
Workgroups
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PROGRAM STRUCTURE & GOVERNANCE
E XECUTIV E S PONSORS , S TEERING C O M M ITTEE AND M GM T W ORKGROUP
AND S HARED S ERVICES T EAM
Executive Project Sponsors
Executive Steering Committee
Management Workgroup
Shared Services Delivery Design
Team
Peter Taylor, CFO
Nathan Brostrom, EVP – Business Operations
Monir Ahmed – UCM
Susan Carlson – UCOP
David Ernst – UCOP
Steve Relyea – UCSD
Christina Valentino - UCSC
Gretchen Bolar – UCR
Ron Cortez – UCSB
John Meyer – UCD
Dan Sampson – UCOP
John Wilton - UCB
Mike Allred – UCD
Mike Baptista – UCOP
Karl Heins – UCSB
Don Larson – UCSD
Pat Price – UCI
Dan Sampson – UCOP
Peter Woon – UCI MC
Rich Andrews – UCI
Dave Curry – UCLA
Sheryl Ireland - UCM
Char Moreno - UCSC
Jeannine Raymond – UCB
Nancy Tanaka - UCOP
Mike Baptista – UCOP
Pat Price – UCOP
Cathy Shoenfeld- - UCSC
Karen Hull – UCD
Kristina Larsen – UCSD
Cynthia Leathers - UCSF
Jeannine Raymond – UCB
Nancy Tanaka – UCOP
Lubbe Levin – UCLA
Marilyn Voce – UCR
Mark A. Speare – UCLS MC
Monir Ahmed - UCM
Wendell Brase – UCI
Dwaine Duckett – UCOP
Jack Powazek – UCLA
Barrie Strickland - UCSF
Allison Baird-James – UCLA
Gwen Lake – UCLA MC
David Odato – UCSF
Chuck Rowley – UCR
Paul Weiss - UCOP
Allison Baird-James – UCLA
Pamela Peterson – UCSC
Reid Hollyfield – UCSD MC
Tricia Hiemstra - UCSB
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PROGRAM STRUCTURE & GOVERNANCE
P RACTICES
BOARD ,
Practices Board
Change Control Board
UCOP Project Management Office
C HANGE C O NTRO L B OARD
AND
PMO
APDs – Cindy Doherty, Cynthia Leathers, Pat Price, Pamela Peterson
CHROs – Tom Leet, Jeannine Raymond, Mark Speare, Marilyn Voce
Controllers – Mike Allred, Allison Baird-James, Don Larson, Delphine Regalia,
Peter Woon
Sue Abeles (Payroll), Lubbe Levin (HR), Nancy Tanaka (APO), Paul
Weiss (IT)
Anthony Lo, UC Project Director
Doug Johnson, Oracle Project Director
Functional leads
IT, communication, change management and other support staff
Consultants
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PROGRAM STRUCTURE & GOVERNANCE
UC SD E XECUTIV E S PONSORS
UCSD Executive Sponsors
AND
M ANAGEM EN T T EAM
UCSD Management Team
Gary Matthews
Vice Chancellor Resource Management & Planning
Ed Babakanian
Medical Center Chief Human Resources Officer
Steve Relyea
Vice Chancellor External & Business Affairs
Paul Craig
Medical Center Chief Human Resources Officer
Suresh Subramani
Executive Vice Chancellor Academic Affairs
Reid Hollyfield
Medical Center Controller
Vacant
Medical Center Chief Executive Officer
Kristi Larsen
Assistant Vice Chancellor Academic Personnel
Don Larson
Assistant Vice Chancellor & Controller
Tom Leet
Assistant Vice Chancellor & Chief Human Resources
Officer
Min Yao
Assistant Vice Chancellor & Chief Information Officer
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PROGRAM STRUCTURE & GOVERNANCE
UC SD P ROGRAM M GM T
UCSD Program Management Office
AND
C O RE I M PLEM EN TAT IO N T EAM
UCSD Core Implementation Team
Antoinette Hock
Program Director
Kian Colestock
ACT-Financial Systems Director
Chakri Bokka
IT Manager/Project Manager
Courtney Morris
Medical Center Compensation & Benefits Director
Kelly Maheu
Academic Personnel Compensation Director
Additional UCSD resources support the
implementation teams such as extended
subject matter experts (SMEs) and VC HR
contacts
Don Portugal
Medical Center Business Applications
Ray Rodriguez
Staff Human Resources Compensation Director
Pearl Trinidad
Payroll Director
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PROGRAM
DESCRIPTION
Big Picture
and
Current
Focus
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PROGRAM DESCRIPTION
N AM ING E VOLUTION
Payroll Personnel System Initiative
PPS Initiative
Recently changed to….
UC Payroll, Academic Personnel, Timekeeping and Human
Resources
Represents entire program;
however there are two
main projects….
UCPath
Naming
conventions
UCPath
UCPath Center
Represents PPS replacement
project
Represents shared services center
project
T HE B IG P ICTURE
PROGRAM DESCRIPTION
Current
Focus
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PROGRAM DESCRIPTION
P HASE 1 : I M PLEM E N TAT ION C ONSIST S
OF
M ANY P ROJECT S
UCPath Program
UC Payroll, Academic Personnel, Timekeeping and HR
•
•
Common policies, policy interpretation
and business processes
Streamlining of operations
PPS Replacement
Shared Services Center
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PROGRAM STATUS
Past &
Present
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PROGRAM STATUS
P RE - IM PL E M E N TAT ION
2009
2010
• Governance structure created
• Sponsor group (UCOP) established
• Management workgroup established
o Campus CHROs
o APDs and controllers at
campuses and med centers
• Consulting firms retained
o PricewaterhouseCoopers
o AonHewitt
• UCOP Project Director (Tony Lo) hired
• Functional requirements workgroup
created
o Payroll
o Staff HR
o AP Managers at campuses
and Med Centers
• Assessment of current state and
work on developing high-level
common understanding of systems,
processes and practices at each
campus and Med Center and
requirements to replace PPS
2011
(thru vendor award 09/2011)
• Request for Proposal (RFP) submitted
• Vendor proposals reviewed
• Vendor selected
o Oracle PeopleSoft selected
(HCM version 9.1)
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PROGRAM STATUS
P HASE 1 I M PLEM EN TATIO N
2011
(began 09/2011)
• New system capabilities and
potential gaps previewed
• Fit/gap analysis begun
• Discussion began on business
process standardization (e.g. pay
cycles) initiated
2012
•
•
•
Discussion on business process
standardization continued
Configuration and testing to begin
Gap analysis and potential gap
solutions to be developed
2013
• Wave 1 (early adopter campuses) golive in 01/2013
o UC Santa Cruz
o UCLA
o UC Merced, in conjunction with
UCLA as payroll is run by UCLA
o UCOP, in conjunction with UCLA
as payroll is run by UCLA
• Wave 2 campuses go-live in 10/2013
o UC San Diego
o Other campuses as identified
• Wave 3
o Other campuses as identified
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PROGRAM STATUS
P P S R EPLACE M E N T - T HREE P HASES / T HRE E W AVES
UCLA including
OP, Merced and
Santa Cruz
Campuses will migrate to PeopleSoft in phases and waves. UCSD will not go live
on January 2013 (F&A rate issue) and will be part of Wave 2.
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PROGRAM STATUS
UC P ATH
AND
UC P ATH C ENTER - P HA S E 1 H IGH - LEV E L T IM ELIN E
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P ROG RA M STATUS
P P S R EPLACE M E N T - C OM PO N E N T S O F P P S AND C OM PARISON
S YSTEM F UNCTIONALI T Y
TO
N EWER
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PROGRAM STATUS
P P S R EPLACE M E N T - P EOP L E S OF T H C M M ODULE I NTEGRAT IO N
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PROGRAM STATUS
G AP A NALYSIS
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PROGRAM STATUS
S HARED S ERVICES C ENTER
 UC-wide integrated transactions center to serve all ten
campuses, five medical centers and Of fice of the President.
 Functions to be included: Payroll, Benefits Administration,
Leave Management and Workforce Administration.
 Functions not to be included: Employee & Labor Relations,
Talent & Performance Management, Staf fing & Recruitment,
Learning Management/Training & Development.
 Details TBD.
 Location TBD (six proposals).
 Service Delivery Design Team.
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PROGRAM STATUS
C AM PUS A CTIVITIES
IN
P REPARAT ION
FOR
P REOPLE S OF T T RANSITION
 MTE (My Time Entry)
 MO & BW pay cycle
 Data Cleanup
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ADDITIONAL INFORMATION
S OURCES
UCOP Website
Overview, case studies,
project team, news &
updates, Q&A
http://workingsmarter.universityofcalifornia.edu/projects/ucpat
h/overview/
Implementation team
information, general project
information and project
updates
UCSD Website
http://blink.ucsd.edu/finance/payroll/pps/initiative.html
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QUESTIONS?
You may also send
questions or offer input by
sending email to:
psproject@ucsd.edu
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