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

Payro l l .

Academic

Personnel ,

T imekeeping &

Human Resources

UCPATH PROGRAM OVERVIEW

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Background & Goals

Structure & Governance

DescriptionStatusAdditional

InformationQ & A

AGENDA

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What and Why

PROGRAM BACKGROUND

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Built on 30-year-old technologyDiffi cult to use, maintain/enhance and requires

redundant data entry, manual calculations and significant paper processing

Limited Human Resource Management functionalityEleven variations of PPS UC-wide make it diffi cult 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attempt to fill the information gaps that have resulted from this now outdated system.

BACKGROUNDPAYROLL PERSONNEL SYSTEM

More Info… http://workingsmarter.universityofcalifornia.edu/projects/ucpath/q-a/

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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 effi ciencies, 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 eff ective and effi cient 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

BACKGROUNDPROGRAM GOALS

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There wi l l be a single payrol l and HR solution for al l employees UC-wide.

Employees wi l l have access to their information and be able to make changes via onl ine self service.

Dedicated customer support staff wi l l provide accurate and t imely information by phone, emai l or chat.

Payrol l processing wi l l be real-t ime, automated, effi cient and accurate.

HR, payrol l and academic personnel transactional processes wi l l be simplifi ed and consistent across al l UC locations.

Consistent, qual i ty data wi l l be readi ly avai lable to improve analytical report ing, and decision making

UC wi l l del iver payrol l and HR services at a substantial ly lower cost than today

BACKGROUNDWHEN THIS PROJECT IS COMPLETE…

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Executive Sponsors, Teams and Workgroups

PROGRAM STRUCTURE & GOVERNANCE

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PROGRAM STRUCTURE & GOVERNANCE

EXECUTIVE SPONSORS, STEERING COMMITTEE AND MGMT WORKGROUP AND SHARED SERVICES TEAM

Executive Project Sponsors

Executive Steering Committee

Management Workgroup

Peter Taylor, CFONathan Brostrom, EVP – Business Operations

Monir Ahmed – UCMSusan Carlson – UCOPDavid Ernst – UCOPSteve Relyea – UCSDChristina Valentino - UCSC

Gretchen Bolar – UCRRon Cortez – UCSBJohn Meyer – UCDDan Sampson – UCOPJohn Wilton - UCB

Wendell Brase – UCIDwaine Duckett – UCOPJack Powazek – UCLABarrie Strickland - UCSF

Mike Allred – UCDMike Baptista – UCOPKarl Heins – UCSBDon Larson – UCSDPat Price – UCIDan Sampson – UCOPPeter Woon – UCI MC

Rich Andrews – UCIDave Curry – UCLASheryl Ireland - UCMChar Moreno - UCSCJeannine Raymond – UCBNancy Tanaka - UCOP

Allison Baird-James – UCLAGwen Lake – UCLA MCDavid Odato – UCSFChuck Rowley – UCRPaul Weiss - UCOP

Shared Services Delivery Design Team

Mike Baptista – UCOPPat Price – UCOPCathy Shoenfeld- - UCSCKaren Hull – UCDKristina Larsen – UCSDCynthia Leathers - UCSF

Jeannine Raymond – UCBNancy Tanaka – UCOPLubbe Levin – UCLAMarilyn Voce – UCRMark A. Speare – UCLS MCMonir Ahmed - UCM

Allison Baird-James – UCLAPamela Peterson – UCSCReid Hollyfield – UCSD MCTricia Hiemstra - UCSB

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PROGRAM STRUCTURE & GOVERNANCE

PRACTICES BOARD, CHANGE CONTROL BOARD AND PMO

UCOP Project Management Office

Practices Board

APDs – Cindy Doherty, Cynthia Leathers, Pat Price, Pamela PetersonCHROs –  Tom Leet, Jeannine Raymond, Mark Speare, Marilyn VoceControllers – Mike Allred, Allison Baird-James, Don Larson, Delphine Regalia, Peter Woon

Anthony Lo, UC Project DirectorDoug Johnson, Oracle Project DirectorFunctional leadsIT, communication, change management and other support staffConsultants

Change Control Board Sue Abeles (Payroll), Lubbe Levin (HR), Nancy Tanaka (APO), Paul Weiss (IT)

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UCSD Executive Sponsors UCSD Management Team

Gary MatthewsVice Chancellor Resource Management & Planning

Ed BabakanianMedical Center Chief Human Resources Officer

Steve RelyeaVice Chancellor External & Business Affairs

Paul CraigMedical Center Chief Human Resources Officer

Suresh SubramaniExecutive Vice Chancellor Academic Affairs

Reid HollyfieldMedical Center Controller

VacantMedical Center Chief Executive Officer

Kristi LarsenAssistant Vice Chancellor Academic Personnel

Don LarsonAssistant Vice Chancellor & Controller

Tom LeetAssistant Vice Chancellor & Chief Human Resources Officer

Min YaoAssistant Vice Chancellor & Chief Information Officer

PROGRAM STRUCTURE & GOVERNANCE

UCSD EXECUTIVE SPONSORS AND MANAGEMENT TEAM

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UCSD Program Management Office UCSD Core Implementation Team

Antoinette HockProgram Director

Kian ColestockACT-Financial Systems Director

Chakri BokkaIT Manager/Project Manager

Courtney MorrisMedical Center Compensation & Benefits Director

Kelly MaheuAcademic Personnel Compensation Director

Don PortugalMedical Center Business Applications

Ray RodriguezStaff Human Resources Compensation Director

Pearl TrinidadPayroll Director

PROGRAM STRUCTURE & GOVERNANCE

UCSD PROGRAM MGMT AND CORE IMPLEMENTATION TEAM

Additional UCSD resources support the implementation teams such as extended subject matter experts

(SMEs) and VC HR contacts

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Big Picture and Current Focus

PROGRAM DESCRIPTION

PROGRAM DESCRIPTIONNAMING EVOLUTION

Recently changed to….

Represents entire program; however there are two main projects….

UCPath Center

Represents shared services center project

Payroll Personnel System Initiative

PPS Initiative

UC Payroll, Academic Personnel, Timekeeping and Human Resources

UCPath

UCPath

Represents PPS replacement project

Naming convention

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Current Focus

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PROGRAM DESCRIPTIONPHASE 1: IMPLEMENTATION CONSISTS OF MANY

PROJECTS

UCPath ProgramUC Payroll, Academic Personnel, Timekeeping and HR

PPS Replacement Shared Services Center

• Common policies, policy interpretation and business processes

• Streamlining of operations

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Past & PresentPROGRAM STATUS

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PROGRAM STATUSPRE-IMPLEMENTATION

2009 20102011

(thru vendor award 09/2011)

• Governance structure created• Sponsor group (UCOP)

established• Management workgroup

established o Campus CHROso APDs and controllers at

campuses and med centers

• Consulting firms retainedo PricewaterhouseCooperso AonHewitt

• UCOP Project Director (Tony Lo) hired

• Functional requirements workgroup created

o Payrollo Staff HRo 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)

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PROGRAM STATUSPHASE 1 IMPLEMENTATION

2011(began 09/2011) 2012 2013

• 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 Cruzo UCLAo 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 Diegoo Other campuses as

identified• Wave 3

o Other campuses as identified

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PROGRAM STATUSPPS REPLACEMENT- THREE PHASES/THREE WAVES

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

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PROGRAM STATUSUCPATH AND UCPATH CENTER-PHASE 1 HIGH-LEVEL

TIMELINE

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PROGRAM STATUSPPS REPLACEMENT-COMPONENTS OF PPS AND

COMPARISON TO NEWER SYSTEM FUNCTIONALITY

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PROGRAM STATUSPPS REPLACEMENT-PEOPLESOFT HCM MODULE

INTEGRATION

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PROGRAM STATUSGAP ANALYSIS

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UC-wide integrated transactions center to serve all ten campuses, five medical centers and Offi ce 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, Staffi ng & Recruitment, Learning Management/Training & Development.

Details TBD.Location TBD (six proposals).Service Delivery Design Team.

PROGRAM STATUSSHARED SERVICES CENTER

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MTE (My Time Entry)MO & BW pay cycleData Cleanup

PROGRAM STATUSCAMPUS ACTIVITIES IN PREPARATION FOR

PREOPLESOFT TRANSITION

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UCOP Websitehttp://workingsmarter.universityofcalifornia.edu/projects/ucpath/overview/

UCSD Websitehttp://blink.ucsd.edu/finance/payroll/pps/initiative.html

ADDITIONAL INFORMATIONSOURCES

Overview, case studies, project team, news &

updates, Q&A

Implementation team information, general

project information and project updates

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QUESTIONS?

You may also send questions or offer input by sending

email to:

[email protected]