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UCPath Project Status Report
Report Date May 17, 2013 Project Director Anthony Lo
Executive Sponsors
Nathan Brostrom Peter Taylor
Project Summary Scope Schedule Budget Resources
Implementation planning for Wave 2 and Wave 3 began formally with the Wave 2 and Wave 3 kickoff session this week. Local project teams participated in the session to review
Iimplementation timelines, the various workstreams and sequencing. The first two
workstreams, Data Conversion/Cleansing and Inventory Development, will kickoff in early June. This session was preceded by the publication of the UCPath Launch Guide for Wave 2 and Wave 3 Locations. The data team is in final preparations for the Wave 1 data
conversion on May 27. The UCPath Center team completed the first set of Benefits operating procedures and related updates to the corresponding business process maps.
The operational/ management reporting workgroups continue driving requirements for centrally-developed reports and remain on track for completing the inventory by June 30.
Key Accomplishments and Decisions
The UCPath Launch Guide for Wave 2 and Wave 3 Locations was distributed to all PMOs.
The Wave 2 and Wave 3 kickoff session took place on May 15.
Two UCPath Training Scope sessions were conducted with training stakeholders at all locations. The related training scope documentation is available on SharePoint.
Outstanding Key Decisions
How will UC issue paychecks to employees with multiple FLSA statuses?
Status: The issue of ensuring that employees have only one FLSA status at any one time has been resolved. The remaining open question is how best to avoid transitions back and forth between monthly and biweekly pay cycles for the small number of employees who have appointments spanning pay cycles that are not “temporary.”
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Continuing/Upcoming Activities
All Waves
Tier-1 interface string testing and remediation is ongoing.
GL integration development will continue through June 30.
Report requirements gathering with functional stakeholders.
Hiring for UCPath Center unfilled critical positions.
Development of UCPath Center operating procedures.
Ongoing test case development and review.
UCPath Center technology and infrastructure implementation.
Training curriculum development.
Development of communications content for most-impacted audiences.
Payroll BPM review session May 20-22.
GL CRP sessions will be held May 29-30.
Wave 1 Wave 2
Wave 1 data conversion and cleansing activities. Detailed schedule planning across all workstreams.
Kickoff sessions for Data Cleanup/Conversion and Interface Devlopment will take place in early June.
CRP session is planned for the weeks of August 5th and 12th.
Project Status
Project Management
Project Planning – Wave 2 and Wave 3 implementation activities launched formally with a kickoff session on May 15 and the
distribution of the UCPath Launch Guide. The kickoff session included information about what is involved in UCPath workstreams for:
Data conversion and cleansing
Interface development
ODS development and local reporting
Business process alignment
Identity management
Change management and communications
Training
Kickoff sessions specific to the Data Conversion and Interface Development teams at Wave 2 and Wave 3 locations will take place in early June. Similar sessions for other workstreams will follow over the next several months.
ANR Implementation – The UCPath PMO is working with Agriculture and Natural Resources (ANR) to define its requirements for configuration, organization and financial reporting. ANR will be implemented as a distinct business unit within UCPath in phases, beginning with Wave 2 for ANR employees on the UC Davis campus. Planning with the UC Davis PMO is now underway.
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System Implementation – Wave 1 Start Date
Finish
Date Status Decisions, Issues and Risks
1 Technical design 1/16/2012 1/31/2013 Done There is an outstanding issue regarding how to set up of employees with single names. PeopleSoft requires both first and last names. Note: This is not currently an issue that needs to be resolved for Wave 1.
2 Core system development 3/5/2012 4/30/2013 Done 3 Initial data conversion for all components 3/4/2013 4/15/2013 Done 4 GL integration development 9/15/2012 6/30/2013
5 Test planning 4/1/2013 8/2/2013
6 UCPath and third party SIT 7/8/2013 9/30/2013
7 Payroll parallel testing 9/1/2013 3/7/2014
8 Location & UCPath system integration testing 10/1/2013 3/31/2014
9 Data clean up 2/9/2012 4/1/2014
10 Performance testing 1/1/2014 4/8/2014
11 User acceptance testing 3/1/2014 5/31/2014
12 Dress rehearsals 4/1/2014 5/31/2014
13 Cutover 6/1/2014 6/30/2014
System Implementation
Process Design – BPM updates continued in concert with the development of UCPath Center operating procedures. This week five Benefits operating procedures and related BPMs were distributed to the PMOs. The BPM updates consist primarily of clarifications and closure of outstanding questions, although there were updates to responsibilities and process flow for Family Member Verification and Waiver of Premium process maps. All changes to BPMs are cataloged in the BPM Change Log posted to SharePoint. Because nine Payroll BPMs are expected to change significantly, a Payroll BPM review session for all locations has been scheduled May 20-22 at the UCPath Center.
BPM Reviews Role/Responsibility BPM Changes
Process Flow BPM Changes
Additional BPM Details or Clarifications Workforce Administration:
6 processes completed 0 0 47
Benefits:
5 processes completed 2 1 15
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Functional Design – Formal Wave 1 design activity closed in December. The Wave 2 and Wave 3 Conference Room Pilot (CRP) has been tentatively scheduled for August. This multi-day “show-and-tell” session will provide an end-to-end view of UCPath functionality, including the core system, case management and approval routing.
Data Conversion – Wave 1 locations have completed reviews of the April 15th data conversion and have provided a list of data mapping issues for the central team to investigate. Many of the issues identified prior to the April 15th release are expected to be resolved and avalible for review by the Wave 1 locations in the May 27th release. This release will include virtually all UCPath data components.
GL/financial system integration – The GL integration team is wrapping up outstanding design issues and finalizing development activities. Functional designs for the fee remission interface and approval workflow page are now under review by location project teams. Unit testing, remediations and preparations for system integration testing are in full swing. The GL and Commitment Accounting CRP2 session scheduled for May 29-30.
Technical Development – Campuses have completed string testing for two key IDM interfaces, began string testing for the next two and began sending test files for data conversion. UCOP ITS continues code reviews on Oracle-developed interfaces and extensions. Core system development has been completed, although some unit testing and remediation continues. Outstanding design and development is related to GL integration (scheduled for completion by June 30) and vendor interfaces that have been postponed pending final contracts with benefits vendors.
Testing – Based on feedback to the draft Payroll Parallel Test Strategy document, the testing team is clarifying the scope of payroll parallel testing and how it fits within the overall UCPath testing strategy that also includes system integration testing, unit testing, user acceptance testing, regression testing and performance testing. The purpose of payroll parallel testing is to validate that earnings, taxes and deductions are calculated correctly in UCPath compared to PPS. Other payroll activities are in scope for system integration testing and user acceptance testing. Wave 1 payroll parallel testing will begin in September, and the same approach will be used for both Wave 2 and Wave 3. The final Parallel Payroll Test Strategy was not published on May 15 as planned but will be published by the end of May.
Operational Reporting – The HR/AP reporting workgroup and GL Steering Committee are meeting to drive the reporting requirements that will result in an inventory of centrally-developed reports by June 30. Each group will engage as needed with local resources and other groups as needed. The goal is to increase the access to useful data while reducing the number of printed reports needed.
Functional designs are in process for reports previously identified for the UCPath Center.
100 2030 4050 6070 80
9 6 8
77
10 4
19
51
Development Status
As of May 16
Interfaces Extensions
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Organizational Change/Communication
Start Date
Finish
Date Status Decisions, Issues and Risks 1 Training assessment, strategy and plan 9/15/2012 4/30/2013 Done
2 Identify UCPath training scope 1/2/2013 4/30/2013 Done 3 Develop change impact assessment 11/1/2012 4/30/2013 Done 4 Develop change management and training
plan templates for locations
2/1/2013 6/1/2013 5 Develop organizational impact/alignment
assessment tools for locations
3/1/2013 6/1/2013 6 Develop training content 5/1/2013 2/1/2014 7 Implement organizational readiness
assessment
1/1/2014 7/1/2014 8 Deploy UCPath training to Wave 1 locations 4/1/2014 7/1/2014
Organizational Change, Training and Communication
Communication – The team is developing communications content for delivery in May that targets specific audiences. The first content release will address how roles and responsibilities will shift for each of the most impacted groups. April 30 was a Wave 1 milestone for development of local communication plans, and plans have been developed by UCLA and UC Santa Cruz. The UCPath SharePoint site was expanded to include a subsite for “Location Collaboration,” as a follow up to the UCPath Location Collaboration Summit held at UC Berkeley last month. While there has been significant interest expressed in sharing information across locations, no documents have been posted to date.
Demos of UCPath approval routing and case management functionality were conducted at UC Berkeley, UCOP and UCLA. Additional demos are scheduled at ASUCLA and UC Irvine next week.
Training – The training team conducted two webinars for UCPath training stakeholders about the scope of UCPath training for benefits, absence management, workforce administration, compensation, employee self service and manager self service on May 14. The webinars were very well received and attended by 92 participants.
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UCPath Center
Start Date
Finish
Date Status Decisions, Issues and Risks 1 UCPath Center critical hire training
development
3/1/2013 4/1/2013 Done More time is needed to to include input from the UCPath Center’s critical new hires about how to improve the staffing/hiring process. The new target date for completion of the Wave 1 staffing strategy is 5/31/2013.
2 Complete Wave 1 staffing strategy 3/1/2013 4/10/2013 3 Case Management - configuration design 3/12/2013 4/30/2013 Done 4 Telephony deployment: Automatic Call
Distribution (ACD)/ Interactive Voice Response (IVR)
3/31/2013 6/30/2013
5 Knowledgebase - UAT for rounds 1 and 2 content
5/1/2013 6/30/2013 6 Complete Wave 2 and 3 staffing strategy 4/1/2013 7/1/2013
7 Case Management - complete configuration and UAT
5/1/2013 7/1/2013 8 Knowledgebase - final content delivery 3/11/2013 10/15/2013 9 Develop UCPath Center operating procedures 3/4/2013 11/1/2013 10 UCPath Center facilities 3rd floor construction 5/1/2013 1/15/2014 11 Operations preparation (e.g., business
services, transition planning)
11/1/2012 4/1/2014
UCPath Center
Operating Procedures – The first set of Benefits operating procedures was posted to SharePoint this week. Additional workforforce administration (WFA), compensation and benefits operating procedures are underway. Nine payroll BPMs are expected to undergo significant revision, and a review is scheduled with all locations May 20-22. The overall schedule for development of UCPath Center operating procedures is shown at right.
Staffing – External interviews took place this week for open critical hire positions. Three positions (Customer Service Manager, HR/APO; Customer Support Manager; and Operations Manager, Benefits) remain open on the systemwide job board with a close date of May 20, 2013.
