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P ayroll. A cademic Personnel, T imekeeping & H uman Resources UCPATH PROGRAM OVERVIEW.

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Presentation on theme: "P ayroll. A cademic Personnel, T imekeeping & H uman Resources UCPATH PROGRAM OVERVIEW."— Presentation transcript:

1 P ayroll. A cademic Personnel, T imekeeping & H uman Resources UCPATH PROGRAM OVERVIEW

2  Background & Goals  Structure & Governance  Description  Status  Additional Information  Q & A 2 AGENDA

3 What and Why 3 PROGRAM BACKGROUND

4  Built on 30-year-old technology  Difficult to use, maintain/enhance and requires redundant data entry, manual calculations and significant paper processing  Limited Human Resource Management functionality  Eleven variations of PPS UC-wide make it difficult to align and aggregate payroll and HR data  Every campus has numerous “shadow systems” that attempt to fill the information gaps that have resulted from this now outdated system. 4 BACKGROUND P AYROLL P ERSONNEL S YSTEM More Info…

5  Deploy a single payroll system and a single human resources system across all ten campuses and five medical centers that meets the core needs of each location while capturing the efficiencies, improved data and cost-savings associated with unified systems  Common policy, policy interpretation and business practices, as well as streamline business operations  Implement a more effective and efficient way to deliver payroll and human resources services to UC employees.  Streamline business operations  Expand online self-service capabilities  Cost savings due to this changes 5 BACKGROUND P ROGRAM G OALS

6  There will be a single payroll and HR solution for all employees UC-wide.  Employees will have access to their information and be able to make changes via online self service.  Dedicated customer support staff will provide accurate and timely information by phone, or chat.  Payroll processing will be real-time, automated, efficient and accurate.  HR, payroll and academic personnel transactional processes will be simplified and consistent across all UC locations.  Consistent, quality data will be readily available to improve analytical reporting, and decision making  UC will deliver payroll and HR services at a substantially lower cost than today 6 BACKGROUND W HEN T HIS P ROJECT IS C OMPLETE …

7 Executive Sponsors, Teams and Workgroups 7 PROGRAM STRUCTURE & GOVERNANCE

8 8 PROGRAM STRUCTURE & GOVERNANCE E XECUTIVE S PONSORS, S TEERING C OMMITTEE AND M GMT W ORKGROUP AND S HARED S ERVICES T EAM Monir Ahmed – UCM Susan Carlson – UCOP David Ernst – UCOP Steve Relyea – UCSD Christina Valentino - UCSC Gretchen Bolar – UCR Ron Cortez – UCSB John Meyer – UCD Dan Sampson – UCOP John Wilton - UCB Wendell Brase – UCI Dwaine Duckett – UCOP Jack Powazek – UCLA Barrie Strickland - UCSF Mike Allred – UCD Mike Baptista – UCOP Karl Heins – UCSB Don Larson – UCSD Pat Price – UCI Dan Sampson – UCOP Peter Woon – UCI MC Rich Andrews – UCI Dave Curry – UCLA Sheryl Ireland - UCM Char Moreno - UCSC Jeannine Raymond – UCB Nancy Tanaka - UCOP Allison Baird-James – UCLA Gwen Lake – UCLA MC David Odato – UCSF Chuck Rowley – UCR Paul Weiss - UCOP Mike Baptista – UCOP Pat Price – UCOP Cathy Shoenfeld- - UCSC Karen Hull – UCD Kristina Larsen – UCSD Cynthia Leathers - UCSF Jeannine Raymond – UCB Nancy Tanaka – UCOP Lubbe Levin – UCLA Marilyn Voce – UCR Mark A. Speare – UCLS MC Monir Ahmed - UCM Allison Baird-James – UCLA Pamela Peterson – UCSC Reid Hollyfield – UCSD MC Tricia Hiemstra - UCSB

9 9 PROGRAM STRUCTURE & GOVERNANCE P RACTICES BOARD, C HANGE C ONTROL B OARD AND PMO

10 UCSD Executive SponsorsUCSD Management Team Gary Matthews Vice Chancellor Resource Management & Planning Ed Babakanian Medical Center Chief Human Resources Officer Steve Relyea Vice Chancellor External & Business Affairs Paul Craig Medical Center Chief Human Resources Officer Suresh Subramani Executive Vice Chancellor Academic Affairs Reid Hollyfield Medical Center Controller Vacant Medical Center Chief Executive Officer 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 STRUCTURE & GOVERNANCE UCSD E XECUTIVE S PONSORS AND M ANAGEMENT T EAM

11 UCSD Program Management OfficeUCSD Core Implementation Team Antoinette Hock Program Director Kian Colestock ACT-Financial Systems Director Chakri Bokka IT Manager/Project Manager Courtney Morris Medical Center Compensation & Benefits Director Kelly Maheu Academic Personnel Compensation Director Don Portugal Medical Center Business Applications Ray Rodriguez Staff Human Resources Compensation Director Pearl Trinidad Payroll Director 11 PROGRAM STRUCTURE & GOVERNANCE UCSD P ROGRAM M GMT AND C ORE I MPLEMENTATION T EAM Additional UCSD resources support the implementation teams such as extended subject matter experts (SMEs) and VC HR contacts

12 Big Picture and Current Focus 12 PROGRAM DESCRIPTION

13 PROGRAM DESCRIPTION N AMING E VOLUTION Recently changed to…. Represents entire program; however there are two main projects…. UCPath C enter Represents shared services center project P ayroll P ersonnel S ystem Initiative PPS Initiative UC P ayroll, A cademic P ersonnel, T imekeeping and H uman Resources UCPath Represents PPS replacement project Naming conventions

14 T HE B IG P ICTURE 14 PROGRAM DESCRIPTION Current Focus

15 15 PROGRAM DESCRIPTION P HASE 1: I MPLEMENTATION C ONSISTS OF M ANY P ROJECTS UCPath Program UC Payroll, Academic Personnel, Timekeeping and HR PPS Replacement Shared Services Center Common policies, policy interpretation and business processes Streamlining of operations

16 Past & Present 16 PROGRAM STATUS

17 17 PROGRAM STATUS P RE - IMPLEMENTATION (thru vendor award 09/2011) Governance structure created Sponsor group (UCOP) established Management workgroup established o Campus CHROs o APDs and controllers at campuses and med centers Consulting firms retained o PricewaterhouseCoopers o AonHewitt UCOP Project Director (Tony Lo) hired Functional requirements workgroup created o Payroll o Staff HR o AP Managers at campuses and Med Centers Assessment of current state and work on developing high-level common understanding of systems, processes and practices at each campus and Med Center and requirements to replace PPS Request for Proposal (RFP) submitted Vendor proposals reviewed Vendor selected o Oracle PeopleSoft selected (HCM version 9.1)

18 18 PROGRAM STATUS P HASE 1 I MPLEMENTATION 2011 (began 09/2011) New system capabilities and potential gaps previewed Fit/gap analysis begun Discussion began on business process standardization (e.g. pay cycles) initiated Discussion on business process standardization continued Configuration and testing to begin Gap analysis and potential gap solutions to be developed Wave 1 (early adopter campuses) go- live in 01/2013 o UC Santa Cruz o UCLA o UC Merced, in conjunction with UCLA as payroll is run by UCLA o UCOP, in conjunction with UCLA as payroll is run by UCLA Wave 2 campuses go-live in 10/2013 o UC San Diego o Other campuses as identified Wave 3 o Other campuses as identified

19 19 PROGRAM STATUS PPS R EPLACEMENT - T HREE P HASES /T HREE W AVES Campuses will migrate to PeopleSoft in phases and waves. UCSD will not go live on January 2013 (F&A rate issue) and will be part of Wave 2. UCLA including OP, Merced and Santa Cruz

20 20 PROGRAM STATUS UCP ATH AND UCP ATH C ENTER -P HASE 1 H IGH - LEVEL T IMELINE

21 21 PROGRAM STATUS PPS R EPLACEMENT -C OMPONENTS OF PPS AND C OMPARISON TO N EWER S YSTEM F UNCTIONALITY

22 22 PROGRAM STATUS PPS R EPLACEMENT -P EOPLE S OFT HCM M ODULE I NTEGRATION

23 23 PROGRAM STATUS G AP A NALYSIS

24  UC-wide integrated transactions center to serve all ten campuses, five medical centers and Office of the President.  Functions to be included: Payroll, Benefits Administration, Leave Management and Workforce Administration.  Functions not to be included: Employee & Labor Relations, Talent & Performance Management, Staffing & Recruitment, Learning Management/Training & Development.  Details TBD.  Location TBD (six proposals).  Service Delivery Design Team. 24 PROGRAM STATUS S HARED S ERVICES C ENTER

25  MTE (My Time Entry)  MO & BW pay cycle  Data Cleanup 25 PROGRAM STATUS C AMPUS A CTIVITIES IN P REPARATION FOR P REOPLE S OFT T RANSITION

26  UCOP Website h/overview/  UCSD Website 26 ADDITIONAL INFORMATION S OURCES Overview, case studies, project team, news & updates, Q&A Implementation team information, general project information and project updates

27 27 QUESTIONS? You may also send questions or offer input by sending to:


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