UCPath Project Update
Presentation to Academic Senate
Executive Council
April 16, 2015
Presentation Overview
 Why UCPath?
 Deployment Sequence
 What to Expect
 What is UCD doing to Prepare
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Why UCPath?
The University of California’s current HR &
payroll processes and tools are outdated:

UC’s Personnel/Payroll System (PPS) is 35 years old and difficult to use, with 11
versions each with differing data definitions and policies, applied differently by
each UC location

UC employees perform significant amount of manual calculations, workarounds,
corrections, and paper processing to run payroll and manage HR for UC faculty
and staff

UC’s current processes and technology are not able to meet the needs of its
complex and diverse employee population

UCPath includes the Human Resources Information Systems modules which is
currently a gap at UC Davis campus.
UC Regents, President, Leaders, Chancellors, Controllers, Campus HR Officers, and Academic
Personnel Directors:
– Recommended replacing PPS with a single, integrated, UC-wide HR/payroll solution
– Agreed to work toward conforming business practices
– Committed themselves to systemwide representation
This slide taken from Central Team presentation 4/13/15
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Deployment Sequence
Original
sequencing
 Goal is to make up some
time lost in 9 month UCOP
delay. Reducing number of
deployments eliminates 6
months total of predeployment prep work
Proposed
sequencing
 More effective collaboration
with UC experts during
implementation
U
C
D
*Will finalize new dates with
all locations by Summer
This slide taken from Central Team presentation 4/13/15
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What to Expect
 Approval processes for recruitments, appointments, merits, promotions, leaves,
etc. will not change
 There will be a self-service module – Faculty and all other employees will have
the opportunity to do some things themselves through the self-service portal:
o
Faculty will be able to see their
sabbatical credit accrual
o
Manage direct deposit
o
Update their own personal
information
o
Choose their benefit package, similar
to the current “At Your Service” Module
o
Change a beneficiary
o
Ask questions about Payroll processes
of the UCPath Center
 There will be an electronic I-9 – one of the forms to verify citizenship and get
someone hired – will be available
 The majority of the transaction work will continue to be initiated at the
location into UCPath. The UCPath Center (UCPC) will be reviewing transactions
for completeness before sending them to the system.
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Examples of UCPC & Location Processes
While the final distribution of all work between the UCPC and the Locations is not
complete, the following assumptions are being made:
UCPC Functions
Local Functions
 Position Management
 Talent and Acquisition
Management
 Local labor and employee
relations
 Academic review process
 Time and Attendance
submissions
 Posting payroll data to the
General Ledger
 Leave administration
 Others…
 Production of all payroll
checks and W-2s
 Garnishments
 Workers Comp
 Leave status tracking
 Employment Verification
 Administer range adjustments
 Others…
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What to Expect (con’t.)
Paychecks
• Employees will have the option of splitting their direct deposit between
as many three financial institutions.
• Paper paychecks will be printed by Wells Fargo and sent via U.S. mail.
Verification of employment
• A secure online automated application enables employees (or preauthorized verifiers with whom they are doing business) to quickly and
securely confirm UC employment and/or income.
• Available 24 hours a day, seven days a week.
• Employees have control of the verification process by authorizing
access to their information.
Streamlined onboarding
• Newly hired employees will have day-one access to benefits
enrollments and other online resources.
• Transfer procedure will be standardized and centralized at UCPath,
providing a more efficient relocation process.
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This slide taken from Central Team presentation 12/19/14
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What are We Doing Locally to Prepare
 Insight from UCLA planning
•
UCLA will go-live before UCD and includes academic schools and
medical center
•
There are many commonalities between UCLA and UCD around
processes and technologies that will facilitate planning
•
We will have regular meetings with UCLA to understand their issues,
and how we can avoid or mitigate them at UCD
•
UCD will develop Go/No-Go decision criteria based on UCLA
experiences and UCD planning
 Evaluation of Business Model Optimization
•
Ensures alignment of all organizational units to a common vision
•
Enables transformation
•
Maximizes efficiencies
•
Provides a consistent model for performance measurement
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What are We Doing Locally to Prepare (con’t.)
Local Business Process Inventory by Module
 Local Future State Process Design
Created a framework and inventory of
local processes
Prioritized and scheduled inventory
Development of local processes has
started
•
•
•
 Project Infrastructure
Absence Management (10)
Benefits (34)
Configuration (5)
Compensation (3)
General Ledger (28)
Payroll (30)
TAM/ePerformance (5)
Workforce Administration (43)
•
Project Communication Infrastructure
• Confluence for knowledge sharing
• ucpath.ucdavis.edu for information
• JIRA for creating and escalating issues
•
Data Communication Infrastructure
• Real time communication with UCPath
• Authentication, authorization and encryption services
• Identity management
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What are We Doing Locally to Prepare (con’t.)
 UCPath Business Intelligence (BI) Framework
•
UC Business Intelligence Collaboration Group working jointly to develop common
framework and logical models (UCD is active participant in this group)
•
A solution that includes a new data warehouse with meta data models and definitions
•
A BI solution that provides the required analytic capabilities to make timely datadriven decisions
•
A sustainable analytics operating and process model to include the facility to manage
and develop metrics and measures
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UC Davis Schedule and Next Steps
Assuming a mid-2017 go live, our location schedule would be:
2015
Jan
Feb
Mar
Apr
May
Jun
Jul
2016
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Design/Development
Manual Data
Conversion
Mar
Apr
May
Jun
Jul
2017
Aug
Develop/Unit Testing
Test Data
Conversion 1
Test Data
Conversion 2
Test Data
Conversion 3
Sep
Oct
Nov
Finalize
Interfaces for
Testing
Functional Unit
Testing
I/F Dev
Complete
Full Data Conversion 1
Dec
Jan
SIT1
Feb
Mar Apr
Review SIT
PPT1
1 & Plan
SIT2
SIT 2
May
PPT 2
UAT
Full Data
Conversion 2
Jun
Jul
Go
Live
Hyper
Support
Final Data
Conversion
2015 Activities
2016 Activities
 Analyze operating model

Unit testing of local business
processes
 Agree to common implementation methodology and
timeline sequencing

Operating model alignment

Finalize interfaces

Data conversion analysis and testing

Training and transitional tools
development
 Define resource needs to support 2015 prerequisite
work
 Onboard newly defined resource needs
 Complete design and development of local business
processes
 Operationalize 2015 prerequisite work
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Information Resources
 The UCPath Initiative’s Working Smarter website is the primary source for
project information for faculty & staff:
http://workingsmarter.universityofcalifornia.edu/projects/ucpath/overview/
 Campus site for UCPath information at
http://ucpath.ucdavis.edu
 UCD Project Email: ucpath@ucdavis.edu
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Questions?