FOMUCPathfomucpath.ucr.edu/UCPath Glossary.pdf · · 2017-05-01The application of a structured process and set of tools for leading people ... within an organization and that is

UCPathF U T U R E O P E R AT I N G M O D E LFOM

PAYROLL, ACADEMIC PERSONNEL, TIME KEEPING & HUMAN RESOURCES

GLOSSARY

GlossaryGlossary template.docx http://fomucpath.ucr.edu/ | [email protected] 4/12/2017

GLOSSARY

A Administrative Business Systems Steering Committee (ABSSC)

UCR Leadership group responsible for critical systems and business process decisions related to UCPath and the UCR Future Operating Model (FOM).

Absence Management

A module in the UCPath Online where UC leave administrators will be able to plan a manage absence events (including extended leaves) and calculate vacation and sick time within a single system of record for all paid time off. May also be called Leave Administration.

Account

Financial reporting classification assigned to a transaction based on earnings, tax and deductions information. It is a component of a chart string (FAU). May also be called Sub and Object in PPS.

Actuals Distribution

PeopleSoft process that is run to marry payroll and funding information and that distributes payroll obligations across multiple funding sources.

Ad-hoc Approver

Individual in PeopleSoft Approval Workflow selected to review and approve a transaction in accordance with campus workflow requirements.

Approval Workflow Engine (AWE)

Functionality within PeopleSoft that enables the campus to initiate and route HR, payroll and funding transactions for approval and submission to the UCPath.

Approval Workflow Page

Custom page delivered to support financial, personnel and pay actions for

employee, such as: hire/rehire, data change, transfer, pay rate change, salary cost transfer, funding, etc.

Approver

Individual in PeopleSoft Approval Workflow responsible for reviewing and

approving transactions and then routing to the next level of approval or to the UCPath Center (depending on campus workflow requirements). Approver 1 can approve or deny transactions (with comments). Approvers 2 and 3 can approve, push back or deny transactions (with comments).

At Your Service Online (AYSO

UC website that enables employee self-service for some human resource

and benefits activities, such as signing up for direct deposit, naming beneficiaries, selecting retirement funds, etc. In the future, employees will access the UCPath portal for non-retirement plan inquires.

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GLOSSARY

B Bargaining Unit

Identifies the exclusive collection bargaining agent (Union) for the job.

Budgetary Costing

Budgeting on the fund source.

Business Unit (BU)

Each UC campus and medical center is identified by a “Business Unit” which will be used to segregate campus information for reporting and system security access (also see location).




GLOSSARY

C Campus Data Warehouse (CDW)

An environment that consists of the Query Data Base (QDB), Operational Data Store (ODS) and the Cognos reporting tool.

Campus Alignment

The process of aligning UCR future-state processes and systems with the UCPath service delivery model.

Case

An online ticket/request that can be opened in the UCPath Online where employees and managers can request help and track service requests from staff at the UCPath Center.

Case Management

Case Management is a software package that enables anyone – employee, managers, HR or Payroll – to make a request, update or correct information, and track progress on an existing transaction on the UCPath portal (via Employee Self-Service and Manager Self-Service).

Central (UCPath) Team

The team working to implement UCPath for and with all location project teams. The Central Team does not include UCPath project teams at the UC locations, or the UCPath Center staff. This team is primarily based out of the UC Office of the President (UCOP) in Oakland, CA.

Change Management

The application of a structured process and set of tools for leading people through organizational changes. The UCPath Organization Change Management (OCM) team includes change management, communications and training.

Chartfield Combination or String

A chartfield combination is an “FAU for salary.” It is the combination of values (chartfields) that represents a unique funding source in the General Ledger. The sequence is the same in UCPath as it is in PPS (Location, Account, Cost Center, Fund, Project Code and Subaccount).

Cognos

Reporting tool used to access the Campus Data Warehouse and run reports.

Component Interface (CI)

A PeopleSoft tool that allows limited users to upload some transaction into PeopleSoft using Excel.

Conversion Testing

The data verification process for both the configuration and transition data from PPS to PeopleSoft. It defines the data discrepancy between the two systems, identifies data-cleansing needs and reconciliation requirements.




GLOSSARY

D Data Conversion

The process of moving data from one or more systems to a new system. This can include data cleanup, moving data from PPS to PeopleSoft, transforming data values, and creating new data.

Data Validation

The process of ensuring the transition and transformation of data from PPS to PeopleSoft translates into the proper values/definitions without errors. Issues are identified, so that data can be reconciled (resolution could be either in the source, PPS, or in the transformation logic in PeopleSoft).

Department

The home department to which the employee (FTE) belongs.

Department Code

A unique code associated with the description of a department.

Default FAU Mapping

In cases where funding has not been established or the FAUs do not pass validation, transactions will receive a default FAU so that transactions can be processed. The department will have to correct these transactions using Salary Cost Transfer.

Department Budget Table

PeopleSoft records that store funding sources for earnings, employer share deductions, employer share taxes, as well as salary encumbrances. The tables are part of Commitment Accounting and are stored by fiscal year and HR department.

Direct Retro Distribution

Reallocation of funding courses after an expense has posted that does not involve a net change in dollars (i.e., accounting transfer on a salary or fringe expense that has been previously charged). PeopleSoft term for Salary Cost Transfer.

Distribution of Payroll Expense (DOPE)

Report produced once a month as part of the month-end reporting process. It lists all payroll expenditures (salaries and benefit charges) that are processed during the month as well as an estimated biweekly accrual and payroll expenditure transfers. This will be called Labor Ledger in the future.




GLOSSARY

E Employee Self-Service (ESS)

Customized UCPath portal tool that allows employees to directly access and update some of their personal information, such as, home address, emergency contact, direct deposit, W-$ (tax withholding allowance), benefits enrollment, etc.

Employee Service Associates (ESA)

These are members of the UCPath Center’s Customer service team, who will assist employees when they call the UCPath Center with inquires.

Enterprise Resource Planning (ERP)

Organization-wide solutions that unify business processes and data to support most of an organization’s information needs –within and across functional areas. PeopleSoft is an ERP. UCPath is implementing the PeopleSoft platform to support HR, payroll and funding business processes.

Entitlements

Policy-based accruals such as vacation leave, sick leave, etc., that are calculated when payroll is run.

Entry Criteria

A set of conditions that must be met before the start of the next phase of a project. For example, before System Integration Testing can start, the System Integration Testing resources must be available.




GLOSSARY

F FAU (Full Accounting Unit)

The combination of chart fields (e.g., fund, program, department, cost center, location, etc.) that specifies a unique funding source. Called Chartfield Combination or String in PeopleSoft.

FOM (Future Operating Model)

Effort to develop standard and optimized business processes that enable effective and efficient service delivery.

Functional Design Document (FDD)

Describes a process of developing and confirming technical design solutions in support of the future-state process design.

Functional Solution Design (FSD)

The process of developing and confirming technical design solutions in support of the future-state process design.

Funding Entry

The process of entering Full Accounting Units (FAUs) on the Funding Entry Page to indicate source of funding for earnings, employers share deductions, employer share taxes, as well as salary encumbrances.

Future-State Process Design (FSPD)

Effort focused on:

• Defining systemwide business processes with the UCPath Center • Developing future-state scope of services and business processes

that will be conducted between campuses and the UCPath Center Defining roles and responsibilities of the campuses and the UCPath Center, including touchpoints, required inputs and expectations for processing.




GLOSSARY

G GAEL

An acronym that groups together General, Auto and Employee Liability Insurance held by the University.

General Ledger (GL)

The master set of account that summarizes all transactions occurring within an organization and that is used to aggregate information into the financial statements of the organization.

H




GLOSSARY

I Initiator

Role in PeopleSoft Approval Workflow for individual with ability to initiate all transactions for departments for which they have row-level security (this ensures users only have access to data they are authorized to view, for example, data for their department).

Interface

A point of interconnection between two systems (for example, a network interface is a connection between a terminal and a network or between two networks), or between a system and a user (for example, Employee Self-Service is an interface between PeopleSoft and employees).

Interactive Voice Response (IVR) System

Technology in place at the UCPath Center that allows callers to route their call to the right area or service representative when calling for assistance.




GLOSSARY

J Job Code

Defines job titles and related classifications, including Job Families, FLSA, Compensation Rate Ranges and Steps, and EEO compliance categories.

K




GLOSSARY

L Leave Administration

See Absence Management.

Life Event

A change in the status of the employee, such as birth of a child, death of a spouse, marriage or divorce.

Location

A UCPath specific umbrella term for the campuses, health systems and other UC programs/organizations that will be transitioning to UCPath. UCPath locations include:

1. Berkeley 2. Davis 3. Davis Health System 4. Irvine 5. Irvine Health System 6. Merced 7. Riverside 8. San Diego 9. San Diego Health System 10. Santa Barbara 11. Santa Cruz 12. UCLA 13. UCLA Health System 14. UCSF 15. UCSF Health System 16. UC Office of the President (UCOP) 17. Agricultural & Natural Resources (ANR) 18. ASUCLA (Associated Students of UCLA) 19. Hastings School of Law 20. Lawrence Berkeley National Laboratory

Each of the 20 locations is identified in the UCPath Online system as a ‘Business Unit’, which will be used to segregate information for reporting and system security access.

M

N

O




GLOSSARY

P

Pillar

See Team.

Pilot(s)

Pilot locations will be the first to go live with UCPath. UCPath will roll out as a three-stage pilot, starting with the UC Office of the President (UCOP). This allows UCPath to be deployed first to a relatively small population: a few more than 1,700 employees, nearly all of them in non-academic positions. Benefitting from lessons learned from UCOP, UC Santa Cruz will go live next, brining UCPath to the academic/faculty population for the first time. The third and final pilot includes UC Merced, ASUCLA, UCLA and the UCLA Health System representing the first health system transition to UCPath. The remaining UC locations will go live in three groups:

• UC Davis, UC Davis Health System, UC Irvine, UC Irvine Health System, UC Riverside and ANR

• UCSF, UCSF Health System and UC Santa Barbara • UC San Diego, UC San Diego Health System, UC Berkeley, LBNL

and Hastings

The go-live date for UCOP is currently pending approval; see the UCPath home page for the latest information.

Position Management

Position Management is a module in UCPath Online that defines and standardized information for approved positions with or without an incumbent. Attributes include: home department, job code, standard hours, FTE, union affiliation, maximum headcount, reporting relationship, etc. In most cases, there will be one position for each employee. However, multiple incumbents with the same position attributes may be assigned the same position. Position Management is useful for recruitment, succession planning, monitoring, turnover, etc.

PPS

The 35-year-old system that will be replaced by UCPath Online. Currently within the UC System, there are 11 versions of PPS, with data definitions and policies/rules applied differently at each location.




GLOSSARY

Q

R

S Service Partnership Agreement

This Service Partnership Agreement (SPA) outlines the roles and responsibilities for both the UCPath Center and the locations/partners as it relates to UCPath. The SPA establishes:

• How oversight and governance will be provided • Methods used to measure quality and performance • Commitments the UCPC will provide to locations/partners • Working assumptions and service constraints • Roles and responsibilities of all parties to set fundamental

standards • Feedback procedure that details the value places on continual

improvement, and the process for locations/partners to provide feedback on services received

Single Sign-on

UCPath has a goal of “single sign-on.” The idea is that UC employees will use their current UC logins to access UCPath Online.

Spotlight

Spotlights are in-person and virtual sessions about UCPath for HR/Payroll (and other closely related) staff. These town hall-style events are produced by central UCPath Organizational Change Management team and a Location Communications or Change team during the months leading up to a UC location’s UCPath go-live date. Spotlight goals:

• Provide HR/payroll staff with relevant, high-level information about upcoming changes

• Share information with the community who will be most impacted by changes as a result of UCPath before it is shared with other employees at that location

• Create a forum for discussion Subject Matter Expert (SME)

An individual who is an expert or authority in a particular area or topic.




GLOSSARY

T Team

Each workstream in the UCPath central program is referred to as a “team.” Before January 2015, these teams were called “pillars.”

Ticket

See Case.




GLOSSARY

U UCPath

UCPath is the critical business transformation program of the University of California. The current (first) stage of UCPath includes three components:

1. Replacing UC’s 35-year-old payroll/personnel system with a single new payroll and HR technology system

2. Standardizing and streamlining payroll and HR processes systemwide

3. Centralizing certain HR, Academic Personnel and payroll transactional processes within a shared service center

UCPath = UC Payroll, Academic Personnel, Timekeeping and Human resources. Timekeeping is still under consideration for a later phase. The focus of the current phase is Payroll, Benefits, Absence Management, Compensation and Workforce Administration.

UCPath Online

The interface to all tools, systems and technologies related to UCPath. UCPath Online will be available 24X7 and will replace much of AYSO as well as PPS. UCPath includes:

• PeopleSoft: an industry standard Human Resource Management Systems software

• Salesforce: a best in class customer relationship management (case management/ticketing) software

Several interfaces with campus systems will be built so that data in local systems can be shared to UCPath. UC employees will be able to:

• Submit questions via case management • Track requests • Look up answers in a knowledge base • Review/change certain employee information directly such as:

o Name o Address o Emergency Contact o Paycheck/W2 information o Benefits information o Open enrollment o Direct deposit o Life event changes




GLOSSARY

UCPath Center Production

The UCPath Center’s production until will provide timely and accurate processing of absence management, benefit, payroll, reporting, records fulfillment and workforce administration transactions. In addition, production will serve as an escalation point for employee services when additional research, follow-up and processing is required. Production consists of five functional teams:

• Payroll • Benefits • Workforce administration • Records and fulfillment • Reporting and analytics

User Acceptance Testing (UAT)

UAT is the last phase of the software testing process. During UAT, end users test the software to make sure it can handle required tasks in real-world scenarios, according to specifications. UAT is one of the final critical software project procedures that must occurred before new technology is rolled out.

V

W Workforce Administration

Workforce Administration (WFA) is a module in UCPath Online to be used by HR administrators at UC locations and at the UCPath Center to manage an employee’s lifecycle. WFA allows users to track and manage job related data, including managing pay and compensation, benefit eligibility programs, position and employee data, payroll and HR status. Other menus under the umbrella of HR information management include:

• Profile Management • Payroll for Additional Pay, Direct Deposit, Tax info • Position Management • Faculty Events • Compensation – Employee Review




GLOSSARY

X

Y

Z



Documents

FOMUCPathfomucpath.ucr.edu/UCPath Glossary.pdf · · 2017-05-01The application of a structured process and set of tools for leading people ... within an organization and that is