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Program Quick Start January 2013. Topics Why are we doing this? Who are the stakeholders? What is UCPath and how is it implemented? What are the main.

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Presentation on theme: "Program Quick Start January 2013. Topics Why are we doing this? Who are the stakeholders? What is UCPath and how is it implemented? What are the main."— Presentation transcript:

1 Program Quick Start January 2013

2 Topics Why are we doing this? Who are the stakeholders? What is UCPath and how is it implemented? What are the main focus areas? When is this happening? How can you help? Where can I get more information? 2


4 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. 4

5 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. 5 Implement Enabling Technology Streamline and Standardize Processes Centralize Transactional Activities

6 When UCPath is Complete… 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.


8 Stakeholders 8

9 UCSD Governing Bodies 9 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

10 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 10 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

11 UC Governing Bodies 11 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 Taylor Nathan 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


13 What is UCPath? 13 Two distinct efforts with different objectives Related through standardization and simplification Accomplished through the completion of many projects

14 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. 14

15 Phases 15 On February 28, UCOP UCPath Executive Sponsors Nathan Brostrom and Peter Taylor announced a new Wave 1 implementation date. Wave 1 campuses will begin using UCPath July 2014. Wave 2 campuses will go-live in January 2015, followed by Wave 3 campuses in July 2015.

16 Campuses by Waves WaveGo-Live DateUC Campuses and Medical Centers Wave OneJuly 2014 UCLA, UCLA Medical Center, UC Merced, UC Santa Cruz, UCOP Wave TwoJanuary 2015 UCSD, UCSD Medical Center, UC Riverside, UC Davis Wave ThreeJuly 2015 UC Berkeley, UC Irvine, UC Irvine Medical Center, UCSF, UCSF Medical Center, UC Santa Barbara


18 Program Focus Areas 18 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 1 2 3 4 5

19 Program Focus Areas w/Projects 19

20 Technology 20 UCPath is a program that consists of many projects – especially technology projects. See Blink/Related Projects for additional information on each project listed here.

21 System Business Processes 21 System Business Processes The “glue” that ties PeopleSoft and the UCPath Center together.

22 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” 22 Campus Business Process Review System-wide Processes PeopleSoft Configuration UCPath Center Technology Organizational Design Re-engineered Campus Processes Transition Plan Training Inputs Outputs

23 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 2014 to support Wave 1 “Go Live” Eventually employ 500-600 employees (after Waves 2 & 3 implement UCPath) UC employees given hiring priority throughout staffing process 28

24 UCPath Center Scope of Services 24 *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.)

25 Training and Communication


27 Phase 1 Timeline 27

28 Dates to Remember 28 Milestone Date Wave 2 Pre-Activities Ongoing Design Phase of UCPath Completed 12/2012 UCSD Executes Bi-Weekly Payroll Conversion 1/2013 UCPath Center Critical Hires Onboard 4/2013 Wave 1 Go-Live and UCPath Center Opening 7/2014 Wave 2 Go-Live 01/2015 Wave 3 Go-Live 07/2015


30 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 30

31 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 31


33 Many Sources of Information 33

34 UCOP Website 34

35 UCSD Blink Site 35

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