ADMINISTRATIVE SYSTEMS Information Session April 23, 2013

ADMINISTRATIVE SYSTEMS

Information Session

April 23, 2013

PRESENTATION OVERVIEW1. Project Status– Overview– UCPath– Kronos– Financial System

2. Comments & Questions

MASTER TIMELINE2011 2012 2013 2014 2015

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Financial System Preparation Phase 1 Phase 2 (Pending Review)

UCPathProject Planning Preparation

Go Live

KronosTimekeeping Phase 1 Continuous

Improvement

ProcurementGateway Phase 1 Phase 2 Continuous Improvement

UCPATH

UCPATH: GOAL

StandardizePayroll & HR

Business Processes

ImplementOracle/ 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: STATUSBiweekly Pay & Factor Leave Accrual TransitionResources at pmo.ucsb.edu

Project ScheduleWave 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: NOWUNDERSTANDING

• Affected processes• System capabilities• UCPath Center role• Scope

FOUNDATIONAL BLOCKS

• Governance & decision making process

• System configuration

• Implementation plan

UCPATH: FOUNDATIONAL BLOCKSGovernance & decision making processWide representation while keeping groups small

System configurationOngoing dialog with UCPath PMO & other UCs

Implementation planSystem-wide vs. local work

UCPATH: NEXT STEPSAnalysis & 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

Paper Online

Access Anywhere

Track Edits

Electronic Storage

Automatic Export

Whiteout

File Cabinet

Manual PPS Input

Implement Kronos as the official campus timekeeping system

KRONOS: STATUSAdvisory 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: RESOURCESProject ManagerWe are hiring someone to coordinate resources.

Kronos SupportWe have contracted for more support services from Kronos.

KRONOS: FUNCTIONALITYTestingFixed 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: DEPLOYMENTActive Users5,100 UCSB employees are now using Kronos

Student AffairsAlmost all SA employees are now using Kronos

University CenterScheduled 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: GOALImplement PeopleSoft Financials

Get off the current mainframe

Business process reviewMAJOR

EFFICIENCIES

Reporting

Real-time

Transparent

PHASE 1 DELIVERABLESAfter go-live, you will not notice major changes.

The risk associated with the mainframe will be mitigated.

PHASE 1 SCOPEGeneral 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 SCOPEAccounts Receivable Grants Contracts Billing

PHASE 1 TIMELINE(Phase 1: October 2012 – October 2013)

DiscoveryOct-Nov 2012

Project Kick-off

ProjectCharter

Fit Gap Analysis

ConfigurationJan 2013

Configuration Documented

Basic Conversions

ExtensionsMar 2013

Workflow Development

Start Data Conversions

Start Data Validation

AdaptionsMar-Jun 2013

Complete Data Conversion &

Validation

Develop Interfaces

Reports Development

System Integration

Testing

User Acceptance

Testing

DeploymentJun-Oct 2013

User Training Security Final Data Migration Deployment

WHAT ARE WE DOING?

Data Conversion & ValidationComplete data mapping from old system to new system.

Hired a 3rd 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 InterfacesReal-time application programs (TOE, TOF, WEBTV, BARC, FORM-5, etc…)

Middleware (SHIM)

PeopleSoft to Data Warehouse

COMMENTS &QUESTIONS