UCPath Update - UCLA Health
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Transcript UCPath Update - UCLA Health
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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