UCPath: Transforming the Way Business is
Done
November 2012
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?
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Why are we doing this?
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
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Payroll Current State
How many
employees do
payroll
specialists
support?
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HR Current State
How many
employees do
HR staff
support?
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UC-wide HR/APO/Timekeeping
6,000
190,000
employees served
$500 million
80%
transaction and advisory
employees
time
spent
annual
expenses
20%
strategic and consultative
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.
Implement Enabling
Technology
Streamline and
Standardize Processes
Centralize
Transactional
Activities
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When Complete…
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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.
Who are the stakeholders?
Governing Bodies
Executive Sponsors
Peter Taylor
Nathan Brostrom
Practices Board
Change Control
Board
UCPath Center
Advisory Board
Management
Workgroup
Executive Steering
Team
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Monir Ahmed, UC Merced
Gretchen Bolar, UC Riverside
Wendell Brase, UC Irvine
Susan Carlson, UCOP
Ron Cortez, UC Santa Barbara
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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
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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
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Program Managers & Local Team
Program Mgrs
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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.
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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
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Stakeholders
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What is it?
What is UCPath?
• Two distinct efforts
with different
objectives
• Related through
standardization and
simplification
• Accomplished through
the completion of
many projects
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Program Focus Areas
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The UCPath program has five
focus areas.
1. Implement enabling technology
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2. Streamline/standardize systemwide business processes
3. Streamline /standardize campus
business processes
4. Centralize transactional activities
5. Prepare campus for change
1
3
PeopleSoft
Campus business systems
2
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Each focus area has many
projects and each project has
many work packages
Areas provide foundation for
planning and communication
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Program Focus Areas w/Projects
Technology
• 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
System wide Processes
• Business
process
mapping
• Configuration
work sessions
• Conference
Room Pilots
Campus Processes
• All activities
associated with
campus
readiness with
respect to
interactions
with the
UCPath Center
UCPath Center
• Facility build
out
• Technology
selection
• Staffing and
training
Training/Comm
• Communications
• Training
• Change
Management
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How is the program
implemented?
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.
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Phases
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Campuses by Waves
Where are we in the
program?
Program Status: Technology
Project
Update
Legacy Data
Conversion
UCSD will begin data conversion. Project planning and team identification is in progress
GL/Financial
Integration
Functional designs are complete. Consultant (Huron) is answering any remaining design
questions and developing technical designs. All campuses responding to any RFIs.
Interfaces
All campus teams are reviewing functional designs (FDDs) and gap resolutions. Issues are
being tracked. FDDs to be complete in late December.
Operational Data
Store (ODS)/ Data
Warehouse
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.
Campus QA
Environment
Mainframe work is almost complete - work continues on setting up jobs. Linux environment in
progress.
Identity/Access
Management
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.
Bi-Weekly Payroll
Conversion:
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
Upcoming Projects
Composite Benefit Rates, Reporting, System Testing, Transition Readiness, and Factored Leave
Accrual
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Operational Data Stores
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Operational Data Store (ODS) need identified
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Program Status: System wide
Processes
Project
Update
Conference Room
Pilots
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Main purpose to gain better understanding of the system design (configuration) and
functionality using UCPath values
Completed in October
Configuration Work
Sessions
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Main purpose to obtain business acceptance of the functionality of the system
Completed in October
Business Process
Mapping
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96 maps in all
Completion of all documentation, except commitment accounting, expected in January
2013
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Program Status: Campus Processes
Project
Update
Planning
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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
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Scope of Services
http://blink.ucsd.edu/sponsor/ucpath/project-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.)
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Program Status: UCPath Center
Project
Update
Facility
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The building purchase has been finalized and the exact location will be announced soon.
Staffing
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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, 2013.
Staffing will ramp-up with waves. Wave 1 will have 156 employees, eventually ramping up
to 400-500 employees. UC employees have priority over external candidates
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Technology
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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
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UCPath Center Organization Wave1
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Program Status: Communications &
Training
Project
Update
Training
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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
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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.
UCSD
Communications
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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.
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Program Status: PMO
Project
Update
Budget
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Team Structure
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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)
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
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Current campus governance structure will be reviewed to ensure that the right
composition is in place and that communications “network” is sufficient.
Project Foundations
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Developing project pages for Blink
Building out team SharePoint site (program/project dashboards, site for Erwin diagrams,
other database information)
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When is this happening?
Phase 1 Timeline
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Dates to Remember
Milestone
Date
Wave 1 Design Activities/ Wave 2 Pre-activities
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 – 09/2013
Wave 2 Test
10/2013 – 02/2014
Wave 2 Transition/Readiness
03/2014
Wave 2 Go-live, including UCPATH Center
04/2014
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How can you help?
How You Can Assist
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Stay informed
– Blink site
– Communication events
– Invite UCPath PMO to department meetings
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Ask questions
– FAQS are posted on the new Blink site. If your question isn’t answered, let us
know!
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Commit/Engage
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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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UC San Diego Commitments
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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
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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
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All stakeholders need to get and stay engaged
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How do I get more
information?
Many Sources of Information
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UC Website
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UCSD Blink Site
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