Transcript Document

UCPath Project Update
Presentation to Chancellor’s Campus
Community Council
March 20, 2015
Presentation Overview
 What We’ve Done So Far
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Who We Are
Why UCPath?
Central Team/UCOP Go-Live
UC Davis Accomplishments
 What are We Doing Now?
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Operational Alignment
Business Process Reviews
Infrastructure Development
Assisting the Central Effort
 What is the Plan Forward?
• Overall objectives and tasks by
deployment groups
• UC Davis schedule and next steps
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Who We Are
Governance/Leadership
 Dave Lawlor, Vice Chancellor and Chief Financial Officer - Finance, Operations & Administration

UCPath Executive Leadership Team, UC Davis Project Sponsor
 Tim Maurice, UCDHS Chief Financial Officer
 UCDHS Project Sponsor
 Mike Allred, Associate Vice Chancellor, Finance/Controller (System-wide UCPath Steering Committee,
UCPath Center Advisory Board, UCPath local Steering Committee Co-Chair)
 Susan Gilbert, Associate Vice Chancellor, Human Resources (UCPath local Steering Committee Co-Chair)
 Steve Chilcott, Executive Director, Human Resources (System-wide UCPath Steering Committee)
Project Team
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Radhika Prabhu, Project Director
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Anantha Kadur, Project Manager
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Susan McCutcheon, Program Manager
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Ilvana Mesic, IDM Systems
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Marion Randall, Functional Co-Lead
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Drew Pokorney, Project Manager, UCDHS
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Cindy Jones, Functional Co-Lead
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Linda Durst, Workstream Lead
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Bobbie Lasky, Academic Affairs
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Kelly Crabtree, Training Lead
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Kush Arora, Business Intelligence
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Other functional and technical resources
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Susana Lee, IT Lead, UCDHS
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Why UCPath?
WHY:
Our UC HR/Payroll tools and
processes are outdated.
WHO:
 UC’s Personnel/Payroll Systems (PPS) is
35 years old and difficult to use
 PPS has 11 versions, with data
definitions and policy/rules applied
differently by each location
 UCPath includes the Human Resources
Information System (HRIS) modules
which is currently a gap at UC Davis
 UC employees are performing manual
calculations, workarounds, corrections
and significant paper processing
 Is not able to meet the needs of UC’s
complex and diverse employee
population
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UC Board of Regents,
President, Leadership,
Chancellors, Controllers,
CHROs, and APDs.
 Recommended replacing PPS with
a single, integrated UC-wide
HR/Payroll solution
 Agreed to work toward conforming
business practices
 Committed themselves to
systemwide representation
System-wide Team Accomplishments
 Standardized and streamlined approximately 100 systemwide processes in the
areas of payroll, benefits, finance/GL integration, absence management,
compensation, and human resources/workforce administration
 Set up a systemwide shared services center in Riverside, CA that will process
certain HR/payroll transactional work for the UC system. While awaiting the UCOP
go live, these resources are currently providing PPS transaction processing
support to pilot locations (UCLA, UCSC)
 Coordinated the design of a system-wide data model to allow locations to
leverage design and development of common reporting and analytical tools
 During testing, converted data, successfully ran monthly
payroll and sent information to downstream systems at UCLA
 Began foundational work on defining the UC-wide
IT Shared Services and identifying key move forward
activities (role validation, knowledge management,
end-to-end simulation, service level management)
 Put in place metrics reporting to track the status of testing and deploy
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Some Significant Improvements
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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UCPath Center - How will my questions get answered?
• Contact options include online
portal, telephone, e-mail, regular
mail and fax.
• Chat will be available in a future release.
• Employee services will be the first
point of contact
• Call routing system will ensure calls
are forwarded to the appropriate
staff.
• Cases will be created for each
inquiry
• A tiered escalation process will route
complex cases to experts within the
UCPath Center.
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Timeline and Implementation
September 2015
UCOP
Throughout 2016
Mid 2017
Pilots
Location Group A
TBD
(UCLA, UCSC, UCM,
ASUCLA)
(UC Davis is aiming for
this group)
Late 2017
Location Group B
TBD
An Engagement Team will visit each location to determine the
optimum go live date and will review:
 Current State of Project
Governance, funding, project resources, plan
 Contextual Concerns
Organizational model, business process alignment, location concurrent
activities, current technologies
 Engagement Needs
Project structure, roles and responsibilities, escalation path, future
development, tools and templates needed by location
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UCOP Go Live Schedule
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The UCPath Executive Steering
Committee reviewed the
proposed UCOP deployment
timeline and approach on
February 18th
Of immediate concern is the
timely completion of functional
unit testing (FUT), which is
currently behind expected pace
Both UCOP and the UCPath
Center are prepared for
September go-live and support
some operational tradeoffs, if
necessary
A final go-live timeline for UCOP
isn’t expected until March when
FUT results are known; however,
all teams are currently operating
under a project schedule based
on a September go-live
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UC Davis Accomplishments
Local Business Process Inventory by Module
Local Future State Process Designs
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Created a framework
Created inventory of processes to develop
Prioritized and scheduled inventory
Began development of processes
UCPath Data Warehouse & Analytics
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Created overall architecture
Standardize tools and technologies
Deployed a proof of concept
Leveraged work done by the
Business Intelligence Collaboration
Group (BICG)
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Absence Management (10)
Benefits (34)
Configuration (5)
Compensation (3)
General Ledger (28)
Payroll (30)
TAM/ePerformance (5)
Workforce Administration (43)
UC Davis Accomplishments
(cont.)
Communications Infrastructure
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Created ucpath.ucdavis.edu
Created Confluence collaboration site
Microsoft Project scheduling and reporting
JIRA Issue tracking system
Responses Sent to
Central Team
July - December 2014
Central Team Interaction
 Each week, the Central Team requests
information and input from the location
 From July through December 2014, 164
requests were received – averaging over
5 per week
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40
30
20
10
0
Current UCPath Activities at UC Davis
Infrastructure Development
Local Future State Business
Process Design
 Hardware to enable real time
data processing with UCPath
 Interfaces to integrate
information from location
downstream systems
 Business Intelligence reporting
and analytics
 Current state review
 Future state development
 Roles and responsibilities
determination
 Alignment with operating
model
Operating Model Optimization
 Ensures alignment of all
organizational units to a
common vision
 Enables transformation
Interaction with
Central Team on
design,
development and
deployments
 Maximizes efficiencies
 Provides a consistent model for
performance measurement
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Collaboration
with other
locations on
design,
development and
deployment
strategies and
execution
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Future Objectives
Pilots
Estimated GoLive
UCOP
(UCLA, UCSC, UCM ,
ASUCLA)
Remaining
Locations
2015
2016
Location Group A: Mid 2017
Location Group B: Late 2017
Complete resource based, bottomup project plan
90 Day
Location
Objectives
Complete Functional Unit Testing
(FUT) and begin System Integration
Testing (SIT)
Validate and improve conversion
design and deployment
Agree to common implementation
methodology and timelline
sequencing
Define resource needs to support
2015 prerequisite work
Define and analyze business
requirements to validate system and
Onboard newly defined resource
business needs achieved
needs
Onboard newly defined resource
needs
Operationalize project plan
Analyze prerequisiste work tools
and templates for process and
planning
Operationalize 2015 prerequisite
work
2016
Location
Objectives
Post production
2016 Central
Post-porduction support
Support
2016 Overall
Full SC: meeting quarterly or as
Project
needed
Governance
Live on uCPath system and services
Full implementation mode and on
schedule per project plans
Advance Team
Location Group A: Delivery Team
Location Group B: Advance Team
when finished post-prod support for
Pilots
SC-Subset:
UCLA/UCSC/UCM/ASUCLA steering
team: meeting frequrency TBD, thru
go-live
SC-Subset 'remaining locations'
steering team - meeting frequency
TBD through go-live
Full SC: meeting quarterly or as
needed
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Full SC: meeting quarterly or as
needed
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
 FAQs and Fact Sheets to inform, engage and involve on a timely basis
 Questions can be sent to [email protected]
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Questions?