ADMINISTRATIVE SYSTEMS Information Session April 23, 2013

PRESENTATION OVERVIEW 1.Project Status – Overview – UCPath – Kronos – Financial System 2.Comments & Questions

MASTER TIMELINE

UCPATH

UCPATH: GOAL Standardize Payroll & HR Business Processes Implement Oracle/ PeopleSoft HCMS (Human Capital Management) Share Riverside Service Center A UC system-wide project to streamline and standardize payroll and human resources processes across all UC locations.

UCPATH: STATUS Biweekly Pay & Factor Leave Accrual Transition Resources at pmo.ucsb.edupmo.ucsb.edu Project Schedule Wave 1: July 1, 2014 – Los Angeles, Merced, Santa Cruz Wave 2: January 1, 2015 – Davis, Riverside, San Diego Wave 3: July 1, 2015 – Santa Barbara, Berkeley, Irvine & San Francisco

UCPATH: NOW UNDERSTANDING Affected processes System capabilities UCPath Center role Scope FOUNDATIONAL BLOCKS Governance & decision making process System configuration Implementation plan

UCPATH: FOUNDATIONAL BLOCKS Governance & decision making process Wide representation while keeping groups small System configuration Ongoing dialog with UCPath PMO & other UCs Implementation plan System-wide vs. local work

UCPATH: NEXT STEPS Analysis & redesign of current business processes Alignment with UCPath Center Work smarter Implementation plan Work sequence, timeline, and staffing needs Begin Waves 2 & 3 implementation on May 13, 2013

KRONOS TIMEKEEPING

KRONOS: GOAL PaperOnline Access Anywhere Track Edits Electronic Storage Automatic Export Whiteout File Cabinet Manual PPS Input Implement Kronos as the official campus timekeeping system

KRONOS: STATUS Advisory Committee Resources Variable Multiple Funding Sources Functionality Campus Deployment Next Steps

KRONOS: ADVISORY COMMITTEE Jeanie Cornet, NRI Laurie Eusey, ICB Maureen Evans, MRL Sandra Hammonds, Physics Mike Moore, ECE Kathy Murray, Film & Media Juli Pippin, Engineering Lynne Pritchard, Psychology Dorothy Satomi, EVC’s Office Donna Trimble, Chemistry Joyce Wolever, MSI

KRONOS: RESOURCES Project Manager We are hiring someone to coordinate resources. Kronos Support We have contracted for more support services from Kronos.

KRONOS: FUNCTIONALITY Testing Fixed allocation rules are a potential enhancement for the existing Kronos Workforce Central installation that will allow: tracking variable multiple funding sources on timecards processing timesheets for employees with multiple distribution numbers

KRONOS: DEPLOYMENT Active Users 5,100 UCSB employees are now using Kronos Student Affairs Almost all SA employees are now using Kronos University Center Scheduled to complete deployment in August

KRONOS: NEXT STEPS  Finish Project Manager recruitment  Standardize timekeeping practices  Finalize technical requirements  Develop deployment timeline

FINANCIAL SYSTEM

FINANCIAL SYSTEM: GOAL Implement PeopleSoft Financials Get off the current mainframe Business process review MAJOR EFFICIENCIES Reporting Real- time Transparent

PHASE 1 DELIVERABLES After go-live, you will not notice major changes. The risk associated with the mainframe will be mitigated.

PHASE 1 SCOPE General Ledger (G/L) Chart Of Accounts (COA) Purchasing Interface from Gateway Accounts Payable (A/P) Budget Ledger (Commitment Control – KK) Asset Management (AM) Project Costing (PC)

PHASE 2 SCOPE Accounts Receivable Grants Contracts Billing

PHASE 1 TIMELINE PHASE 1 TIMELINE (Phase 1: October 2012 – October 2013) Discovery Oct-Nov 2012 Project Kick-off Project Charter Fit Gap Analysis Configuration Jan 2013 Configuration Documented Basic Conversions Extensions Mar 2013 Workflow Development Start Data Conversions Start Data Validation Adaptions Mar-Jun 2013 Complete Data Conversion & Validation Develop Interfaces Reports Development System Integration Testing User Acceptance Testing Deployment Jun-Oct 2013 User TrainingSecurity Final Data Migration Deployment

WHAT ARE WE DOING? Data Conversion & Validation Complete data mapping from old system to new system. Hired a 3 rd party company to extract data from the mainframe using the new data mapping format. Validate data against the existing mainframe reports. This processes helps us validate the data mapping and the data conversion programs.

WHAT ARE WE DOING? Developing Interfaces Real-time application programs (TOE, TOF, WEBTV, BARC, FORM- 5, etc…) Middleware (SHIM) PeopleSoft to Data Warehouse

COMMENTS & QUESTIONS