ucpath@ucla update. where are we now? executive steering team met on february 20th & agreed to...
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UCPath@UCLA Update
Where Are We Now? Executive Steering Team met on February 20th & agreed to
shift our go live date back by 12 months to July 2014 Project is larger than initially planned (more than building interfaces to PeopleSoft)
Analysis and Design phases for PeopleSoft and UCPath center business processes alone took 18 months
Campus work ahead is equally, if not more, complex Testing phase is joint effort, and will be highly complex
Over past 18 months, campus resources mainly focused on PeopleSoft and UCPath Center business processes
Complex effort, requiring significant knowledge base and time commitment system-wide
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UCPath@UCLA Major WorkstreamsHigh Level Overview
THINGS WE NEED TO ACCOMPLISH BEFORE WE GO-LIVE:Campus Alignment to UCPath
Designing campus business processes & supporting systems to ensure campus readiness & efficient interaction with the UCPath Center
Data Conversion, Validation & Testing Converting HR/Payroll data (from PPS or other sources) into a
format that can be transferred into PeopleSofts’s new formatTime & Attendance
Remediating existing Campus T/A systems to support new PeopleSoft data format and business rules
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UCPath@UCLA Major WorkstreamsHigh Level Overview
Data Warehouse
Redesigning Campus Data Warehouse for new PeopleSoft data elements, definitions and structures
This is a critical focus area for all current processes & applications that rely on personnel & payroll data, including
Parking, Student FICA Exemption, GL Posting, Time & Attendance
Campus shadow systems Reporting
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Campus Alignment To UCPath Campus Tools
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Campus tools available to interact with the UCPath Center:
Approval Workflow to process HR, Payroll & Funding transactions
Employee Self Service for Personal information updates including: Home Address, Emergency Contacts, Direct Deposit, Benefits Enrollments, etc.
Direct entry into PeopleSoft for campus administrator roles
Case Management to process exceptions, corrections, special handling, etc.
Interface files generated from campus systems, e.g: Time & Attendance
Campus Alignment To UCPath Campus Tools
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Campus tools available to interact with the UCPath Center: Approval Workflow to process HR, Payroll & Funding transactions
Campus will initiate and approve a number of transactions & send them to UCPath for final entry into PeopleSoft
There is no double-entry
Employee Self Service for Personal information updates including: Home Address, Emergency Contacts, Direct Deposit, Benefits Enrollments, etc.
Direct Entry into PeopleSoft for campus administrator roles Leave of Absence Funding Management Position Management Administrative Roles
Campus Alignment To UCPath Campus Tools: Approval Workflow
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Campus Alignment To UCPath Campus Tools: Example of Approval Workflow
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Campus Alignment To UCPath Campus Tools: Approval Workflow Roles
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Role Assignments by Department & Employee Class
Department
Initiator Approver 1
Approver 2
Approver 3
Ad Hoc Approver
Employee Class
Biology Crystal Ball Sonny Day Suzy Que
Central HR/APO
1, 2, 4, 7, 15
April Calendar
Les Moore
Jack Bean
Employee Class
Description
1 Contract2 Career3 Academic Recall4 Limited5 Student - Casual/Restricted6 Per Diem7 Partial Year Career8 Floater9 Academic - Faculty
10 Academic - Non Faculty11 Academic - Student13 Contingent Worker - Staff14 Contingent Worker - Academic15 Rehired Retiree
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Employee/Manager
Tier
Tier
Understand the specific situation
Review policies, programs or plans
Document and escalate cases as appropriate
Offer alternatives and considerations to employees
Investigate and resolve escalated cases
Tier
2Tier 2 - UCPath CenterSpecialized Knowledge
Field initial inquiry
Ask clarifying questions
Provide policy, program, or plan information
Document cases
Execute approved exceptions
Warm transfer to Tier 2 as appropriate
1
Tier 1 - UCPath Center
Initial Inquiry
Web
Phone
OnlineCase
Advise HR Leaders and staff on policy exceptions and escalated cases
Locate external resources to supplement expertise and knowledge as needed
Manage high-risk, compliance-driven cases to resolution
Interpret system-wide compliance policies, programs and plansnd plans
Tier 4 Office of the President
Tier
4
Provide approvals, decisions, and communications
Administer policies, programs or plans
Advise managers on employee relations issues
Manage high-risk, compliance-driven cases to resolution
Investigate employee disputes and claims
Participate in Tier 1-3 case resolution as needed
3 Tier 3 Escalation to campusCampus Resources
UCPath Center Support ModelUCPath Center Support ModelUCPath Center Support ModelUCPath Center Support Model
Campus Alignment To The UCPath Center
Campus Alignment To UCPath Campus Tools: UCPath Portal (Enwisen)
The UCPath Center Portal (Enwisen) is currently in development
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Campus Alignment To UCPath
Campus Tools: Case Management SystemEmployee Creates a Case
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A QuickCase is a ticket template that is pre-populated with information
common to an issue. An employee can edit the pre-populated information as
needed. Managers, Employees and UCPath Center Reps can see different
Quick Cases.
Campus Alignment To UCPath
Campus Tools: Case Management SystemUCPath Center Reps Update, Resolve, & Close the Case
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Ask UCPath
UCPath Center Reps will be able to transfer cases among the UCPath Center units & add
attachments. Cases will be transferred to the
campus as appropriate.
Employee Work Location Validation
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Definition of “Location” in PeopleSoft: Identifies work location for each position and appointment Standardizes current campus work address maintained in PPS Can be used for reporting and to satisfy union requirements to locate
employees
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LOCATION:DATE:
SUBMITTED BY:PERFORMANCE PERIOD:
Total Number of Employees 5664Total Completed Perf Appraisals 2347Overall Completion Percentage 41.44%
Appointment TypeNo. of Performance Apprasials
CompletedNo. of Performance Appraisals
Outstanding Total Number of EmployeesCareer 2118 2076 4194Casual/Restricted (i.e., student) 82 279 361Contract 43 317 360Floater 8 526 534Limited 96 119 215Partial Year Career 0 0 0Per diem Health Care 0 0 0
Total 2347 3317 5664
Comments/Additional Information
Please fill in as much of the below table as possible. If you are unable to separate by appointment type, please note in Comments section below.Policy-covered (non-represented) Employees
2011-2012 Performance AppraisalsDavid Geffen School of Medicine at UCLA3/12/2013Kety DuronFY11-12
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