University of California UCPath Project Orientation and Design Session Kick-off

University of CaliforniaUCPath Project Orientation

and Design Session Kick-off

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Agenda

• Project Goals and Objectives• Project Scope• Project Structure and Governance• Project Ground Rules• Project Timeline• Next Steps: Process Design• Questions and Answers

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Project Goals and Objectives

• Implement modern technology and tools for managing UC’s workforce

• Simplify and standardize HR, Payroll, and Academic Personnel administrative processes

• Improve efficiency and service quality through new approaches to service delivery

• Achieve long-term, sustainable cost savings

Mission: To achieve sustainable long-term cost savings and improve service quality through more effective and efficient business processes, improved technology, and a new approach to HR/APO and payroll service delivery.

Vision: Administrative excellence at a level on par with UC’s academic enterprise.



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Guiding Principles

Achieve sustainable long-term cost savings by standardizing and simplifying common business processes and technology infrastructure across the UC system.

Provide enhanced service delivery with increased efficiency and improve UC’s ability to respond to changing business and reporting needs.

Begin to show benefits as soon as possible.

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Project Scope

• Replace PPS with Oracle’s PeopleSoft payroll and HR systems.

• Standardize and streamline all related payroll and HR/APO business processes UC-wide.

• Centralize transactional payroll and HR/APO processes to be more efficient, higher quality and less costly.

Future State Payroll and HR

Service Delivery

Higher Quality

More Efficient

Lower Cost

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Project Scope and Phasing

Integrated Portal

HRMS

Time &Attendance

Phase 1

Phase 2Phase 3

Campus / Medical Center Systems

Campus / Medical Center Systems

Campus / Medical Center Portals & Systems

•Identity Management•Financials•SIS•Data Warehouse

GL Integration

Data Warehouse

Payroll System

Health & Welfare integration and

selected HR functionality expansion

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When This Project is Complete…• There will be a single payroll and HR solution for all

UC employees.• Employees will have access to their information and

be able to make changes using online self service.• Dedicated customer support staff will provide

accurate and timely information by phone, email 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.

• UC will deliver higher quality payroll and HR services at a substantially lower cost.

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Standardized Process Designs

Execution & Escalation of

Issues

Project Structure and Governance

StrategyApproachMethodologyCoordination

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Central/Local Resources & Activities

Central Resources & Activities

• Central PMO–UC Project Manager–Oracle Project Manager–PMO Team

• Implementation Lead–Planning & Business Requirements Lead–Configuration and Development Lead–Data Lead–Testing Lead

• Technology Lead–Enterprise Architect–Data Architect–Shared IT Services Manager–Identity & Access Management Lead–Migration Lead

• Change Management & Communications Lead–Training Lead

Local Resources & Activities• Local Leadership Team–HR/APO Leadership– Payroll Leadership– IT Leadership

• Local PMO– PMO Project Manager– Project Coordinator–Communications Lead

• Planning & Requirements–HR/APO Subject Matter Experts (SMEs)– Payroll SMEs– IT SMEs

• Configuration & Development– Functional SMEs– Technical SMEs

• Data Clean-up– Functional SMEs– Technical SMEs

• Interface and Conversion– Functional SMEs– Technical SMEs

• Testing– Functional SMEs– Technical SMEs

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Shared Technology Services GroupSupports Technical Project Efforts

Linked directly to the Project Management Office and ITLC. Operational responsibility for technical architecture, technical operations, migrations, interoperability, interfaces, and data

management. Supports technical aspects of testing and data conversion/cleansing.

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Input from Service

Management Work Group

UCPath Delivery and DesignParallel Effort and Activities

Linked directly to the Project Management Office and Management Workgroup. Develops the recommendations for the Payroll/HR/APO

functions and processes to be performed within the UCPath Center and the detailed design of the UCPath Center organization.

Input from Service Delivery

DesignTeam

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Project Management Office

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

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University-Wide Objectives and Outcomes• As governance body or project team members, we will:

• Put the interests of the entire University first • Consider issues from local, functional and systemwide perspectives• Be open to alternative approaches and new ideas• Be advocates for the project objectives at our locations, among our peers

and on behalf of the University

Teamwork• We will make decisions, complete homework and provide input within

agreed-upon schedules.• We will make decisions quickly, recognizing that at some point debate

must be concluded.• We will not always agree, but we will support the decision that is made.

Communication• We will communicate honestly, actively and transparently with:

• Our project team members• Our functional peers systemwide• Our colleagues and stakeholders locally• Our local and systemwide leadership

Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan

Month 1

Month 2

Month 3

Month 4

Month 5

Month 6

Month 7

Month 8

Month 9

Month 10

Month 11

Month 12

Month 13

Month 14

Month 15

Month 16

Month17

20112011 20122012 20132013

Integration and Conversion Strategy

Technical Designs(Conversions, Interfaces…)

Performance Testing

End User Training

Payroll Parallel Testing

Data Mapping for Conversion

User Acceptance

Testing

Build & Unit Test(Interfaces,

Conversions...)

Design Sessions

Configure Application

Data Cleanup

Functional Designs

Prepare SIT

Scenarios

System Integration

Testing (SIT)

Update Business Process Maps

HR/APO SMEs

Payroll SMEs

Mostly Functional Activities *

Mostly Technical Activities *

Project Teams & Activities

Training

Project Timeline

ProdCutover

* Each Key activity will be led by UC and Oracle experts from PMO

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Organizational & Personal Features of Change

Current State

• Shared Vision for Change

• Organizational Readiness

• Change Strategy

• Communication

• Culture & Behaviors

• Executive Sponsorship

• Individual & Team Development

Realizing

Designing

Leading

Beginning

Exploring

Ending

Organizational

Personal

Future State

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Change and Communication Management

• Managing the people side of the project• Each location will have a communications contact• Project teams will participate actively in change

efforts and activities• Initial framework and strategies under development• Framework will:

― Be iterative

― Solicit input from all levels and locations

― Adjust to support unique location culture and needs

― Welcome members of various location teams

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Need Information?• Working Smarter Website• Project communication contact at each location

—working closely with local communication team

• Local communication team will develop communication plan to support their campus or medical center

• Straightforward and timely information for changes that impact work processes, jobs, roles and organization

• Weekly updates for project team posted to SharePoint• Email listserv for stakeholders to ensure up-to-date

information on project status, issues and next steps• News stories at milestones

http://workingsmarter.universityofcalifornia.edu/projects/payroll-personnel-system/overview/

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Next Steps: Process Design

• HR, APO, Payroll experts from each location• Sessions begin Tuesday, October 11• Initial design sessions run through mid-November• 3 Days a week (Tuesday, Wednesday, Thursday)• In locations near UCOP offices in Oakland• Goal is to identify standard UC business processes for

initial configuration values• Teams will review UC business processes and

standard processes• This is NOT the only time we will conduct design

sessions, process will be iterative

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Next Steps: Process Design

• Review the design calendar and schedule• Come to sessions with an open mind• Ask questions if you have them• Bring your experience and knowledge• Come with a clear view of how things are done

today• Be ready to embrace new ways of doing things• Be prepared to provide communication to your

location as well as the central project team

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Questions?

You may also send questions or offer input by sending

email to:

[email protected]

http://workingsmarter.universityofcalifornia.edu/projects/payroll-personnel-system/overview/

Documents

University of California UCPath Project Orientation and Design Session Kick-off