Program Quick Start January 2013. Topics Why are we doing this? Who are the stakeholders? What is...
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Transcript of Program Quick Start January 2013. Topics Why are we doing this? Who are the stakeholders? What is...
Program Quick Start
January 2013
2
Topics
• Why are we doing this?• Who are the stakeholders?• What is UCPath and how is it
is implemented?• What are the main focus
areas?• When is this happening?• How can you help?• Where can I get more
information?
Why are we doing this?
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The Current Environment
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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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
When Complete There Will Be…
• A single payroll and HR solution for all employees UC-wide.
• Simplified and consistent HR, payroll and academic personnel transactional processes 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 which will deploy a common foundation and enable future capabilities, efficiencies and savings across the UC system.
Who are the stakeholders?
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Stakeholders
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UCSD Governing Bodies
Executive Steering Team
• Gary Matthews - Vice Chancellor Resource Management & Planning • Steve Relyea - Vice Chancellor External & Business Affairs • Suresh Subramani - Executive Vice Chancellor Academic Affairs • Paul Viviano - Medical Center Chief Executive Officer
Technical/Functional Leadership team
• Ed Babakanian - Medical Center Chief Information Officer/Health Sciences Representative • Paul Craig - Medical Center Chief Human Resources Officer/Health Sciences Representative • Reid Hollyfield - Medical Center Controller • 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 Managers & Local Team
• 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
Program Mgrs
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.
• 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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UC Governing Bodies
Management Workgroup
• 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
Executive Sponsors
Peter TaylorNathan Brostrom
Executive Steering Team
• Monir Ahmed, UC Merced• Gretchen Bolar, UC Riverside• Wendell Brase, UC Irvine• Susan Carlson, UCOP• Ron Cortez, UC Santa Barbara • 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
Practices Board
Change Control Board
UCPath Center Advisory Board
What is UCPath and how is it implemented?
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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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Implementation in 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.
Phases
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UCPath is here
Campuses by Waves
What are the Main Focus Areas?
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Program Focus Areas
• The UCPath program has five focus areas.
1. Implement enabling technology• PeopleSoft• Campus business systems
2. Streamline/standardize system-wide business processes
3. Streamline /standardize campus business processes
4. Centralize transactional activities
5. 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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5
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Program Focus Areas w/Projects
• 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
• Business process mapping
• Configuration work sessions
• Conference Room Pilots
Technology System wide Processes Campus Processes UCPath Center
• All activities associated with campus readiness with respect to interactions with the UCPath Center
• Facility build out
• Technology selection
• Staffing and training
• Communications• Training• Change
Management
Training/Comm
Technology
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• UCPath is a program that consists of many projects – especially technology projects.
• See Blink/Related Projects for additional information on each project listed here.
System Business Processes
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System Business Processes
The “glue” that ties PeopleSoft and the UCPath Center together.
Campus Business Processes
• Campus Readiness Team formed July 2012 to address campus business processes and functional readiness in light of UCPath and the UCPath Center
• Campus Readiness Team consists of representatives from all VC areas• Meetings will continue throughout 2013 and until production “go live”
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Campus Business ProcessReview
System-wide Processes
PeopleSoft Configuration
UCPath Center Technology
Organizational Design
Re-engineered Campus Processes
Transition Plan
Training
Inputs Outputs
UCPath Center
• Located at 14350 Meridian Parkway, near the UC Riverside campus
• Will provide Payroll and HR customer support to UC employees system-wide
• Opening July 1, 2013 to support Wave 1 “Go Live”
• Staffing 156 initial positions by April 1, 2013
• Eventually employ 500-600 employees (after Waves 2 & 3 implement UCPath)
• UC employees given hiring priority throughout staffing process
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UCPath Center Scope of Services
*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. re-organizations, mass merit increases, etc.)
http://blink.ucsd.edu/sponsor/ucpath/project-documents.html
Oracle User Productivity Kit (UPK) system-wide training platform
Training lessons will be developed by representatives from all campusesLessons will be:
-Hands on-Train the Trainer-Webinars-Web-based tutorials
UCSD PMO liaison between UCOP and campus for
-Program Announcements-Status Reports-Newsletters
UCSD Communication Vehicles-Blink Website-UCPath Forward -Newsletter-Leadership Perspective -Campus announcements-Town Halls/Meetings
Training and Communication
Training Communication
When is this happening?
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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
How can you help?
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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!
• 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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UC San Diego Commitments
• 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
• 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
• All stakeholders need to get and stay engaged
How do I get more information?
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Many Sources of Information
UCOP Website
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UCSD Blink Site