UCPath@UCLA Update
Where Are We Now?
 Executive Steering Team met on February 20th & agreed to
shift our go live date back by 12 months to July 2014
 Project is larger than initially planned (more than building interfaces to
PeopleSoft)
 Analysis and Design phases for PeopleSoft and UCPath center business
processes alone took 18 months
 Campus work ahead is equally, if not more, complex
 Testing phase is joint effort, and will be highly complex
 Over past 18 months, campus resources mainly focused on
PeopleSoft and UCPath Center business processes
 Complex effort, requiring significant knowledge base and time
commitment system-wide
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UCPath@UCLA Major Workstreams
High Level Overview

THINGS WE NEED TO ACCOMPLISH BEFORE WE GO-LIVE:
Campus Alignment to UCPath


Data Conversion, Validation & Testing


Designing campus business processes & supporting systems to
ensure campus readiness & efficient interaction with the UCPath
Center
Converting HR/Payroll data (from PPS or other sources) into a
format that can be transferred into PeopleSofts’s new format
Time & Attendance

Remediating existing Campus T/A systems to support new
PeopleSoft data format and business rules
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UCPath@UCLA Major Workstreams
High Level Overview

Data Warehouse

Redesigning Campus Data Warehouse for new PeopleSoft data
elements, definitions and structures
 This is a critical focus area for all current processes
that rely on personnel & payroll data, including
& applications
 Parking, Student FICA Exemption, GL Posting, Time &
Attendance
 Campus shadow systems
 Reporting
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Campus Alignment To UCPath
Campus Tools
Campus tools available to interact with the UCPath Center:

Approval Workflow to process HR, Payroll & Funding transactions

Employee Self Service for Personal information updates including: Home
Address, Emergency Contacts, Direct Deposit, Benefits Enrollments, etc.

Direct entry into PeopleSoft for campus administrator roles

Case Management to process exceptions, corrections, special handling, etc.

Interface files generated from campus systems, e.g: Time & Attendance
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Campus Alignment To UCPath
Campus Tools
Campus tools available to interact with the UCPath Center:

Approval Workflow to process HR, Payroll & Funding transactions
 Campus will initiate and approve a number of transactions & send
them to UCPath for final entry into PeopleSoft
 There is no double-entry

Employee Self Service for Personal information updates including: Home
Address, Emergency Contacts, Direct Deposit, Benefits Enrollments, etc.

Direct Entry into PeopleSoft for campus administrator roles




Leave of Absence
Funding Management
Position Management
Administrative Roles
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Campus Alignment To UCPath
Campus Tools: Approval Workflow
Approval workflow will allow the campus to capture & route HR/Payroll &
funding transactions for approval prior to submission to the UCPath Center:











Hire & Rehire
Termination
Retirement
Pay Rate Change
Data Change
Transfer
Earnings Distribution Change
Short Work Break
Additional Pay
Funding Entry
Salary Cost Transfer
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Campus Alignment To UCPath
Campus Tools: Example of Approval Workflow
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Campus Alignment To UCPath
Campus Tools: Approval Workflow Roles
Role Assignments by Department & Employee Class
Departmen
t
Biology
Initiator
Approver
1
Crystal Ball
Sonny Day
April
Calendar
Les Moore
Jack Bean
Approv
er 2
Approve
r3
Suzy
Que
Employee
Class
1
2
3
4
5
6
7
8
9
10
11
13
14
15
Ad Hoc
Approver
Central
HR/APO
Employee
Class
1, 2, 4, 7,
15
Description
Contract
Career
Academic Recall
Limited
Student - Casual/Restricted
Per Diem
Partial Year Career
Floater
Academic - Faculty
Academic - Non Faculty
Academic - Student
Contingent Worker - Staff
Contingent Worker - Academic
Rehired Retiree
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Campus Alignment To The UCPath Center
UCPath Center Support Model
Employee/Manager
Tier 4
Office of the President
Tier
4
Advise HR Leaders and staff on policy exceptions and escalated
cases
Locate external resources to supplement expertise and
knowledge as needed
Web
Manage high-risk, compliance-driven cases to resolution
Phone
Interpret system-wide compliance policies, programs and
plansnd plans
Online
Case
Tier
3
Tier
1
Tier 3 Escalation to campus
Campus Resources
Provide approvals, decisions, and communications
Tier
2
Tier 1 - UCPath
Center
Initial
Inquiry
Field initial
inquiry
Ask clarifying questions
Provide policy, program, or plan
information
Document cases
Administer policies, programs or plans
Advise managers on employee relations issues
Tier 2 - UCPath Center
Specialized Knowledge
Understand the specific situation
Review policies, programs or plans
Manage high-risk, compliance-driven cases to
resolution
Investigate employee disputes and claims
Participate in Tier 1-3 case resolution as needed
Document and escalate cases as appropriate
Offer alternatives and considerations to employees
Investigate and resolve escalated cases
Execute approved exceptions
Warm transfer to Tier 2 as appropriate
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Campus Alignment To UCPath
Campus Tools: UCPath Portal (Enwisen)
The UCPath Center Portal (Enwisen) is currently in
development
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Campus Alignment To UCPath
Campus Tools: Case Management System
Employee Creates a Case
A QuickCase is a ticket template that is
pre-populated with information
common to an issue. An employee can
edit the pre-populated information as
needed. Managers, Employees and
UCPath Center Reps can see different
Quick Cases
.
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Campus Alignment To UCPath
Campus Tools: Case Management System
UCPath Center Reps Update, Resolve, & Close the Case
Ask UCPath
UCPath Center Reps will be able to
transfer cases among the UCPath
Center units & add attachments.
Cases will be transferred to the
campus as appropriate.
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Employee Work Location Validation
 Definition of “Location” in PeopleSoft:
 Identifies work location for each position and appointment
 Standardizes current campus work address maintained in PPS
 Can be used for reporting and to satisfy union requirements to locate
employees
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2011-2012 Performance Appraisals
LOCATION:
DATE:
SUBMITTED BY:
PERFORMANCE PERIOD:
Total Number of Employees
Total Completed Perf Appraisals
Overall Completion Percentage
David Geffen School of Medicine at UCLA
3/12/2013
Kety Duron
FY11-12
5664
2347
41.44%
Please fill in as much of the below table as possible. If you are unable to separate by appointment type, please note in Comments section below.
Policy-covered (non-represented) Employees
No. of Performance Apprasials
No. of Performance Appraisals
Appointment Type
Completed
Outstanding
Total Number of Employees
Career
2118
2076
Casual/Restricted (i.e., student)
82
279
Contract
43
317
Floater
8
526
Limited
96
119
Partial Year Career
0
0
Per diem Health Care
0
0
Total
2347
3317
4194
361
360
534
215
0
0
5664
Comments/
Additional Information
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