CASE MANAGEMENT TOOL
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CASE MANAGEMENT TOOL
Tracking and workflow for one-
time events (e.g. my paycheck was wrong)
“Normal” business service requests that need to be tracked, routed, approved,
and/or managed (e.g. facilitate coordination
for leave request)
Single-Sign-On web application that
provides contextual content based on user
role (i.e. employee view differs from
manager view)
Captures, organizes, distributes and
maintains information to provide consistent
answers
1 – Incident Management 1 – Incident
Management2 – Service Catalog2 – Service Catalog
3 – Web Portal3 – Web Portal
4 – Knowledge Management
4 – Knowledge Management
CASE MANAGEMENT HAS FOUR COMPONENTS
Case Management/Knowledge Management refers to a set of software tools for managing and coordinating business processes.
Components are dependent upon tool selection.5
1 – Request Services• Employees, managers, and campus
HR/Payroll professionals are able to access the portal to initiate cases
2 – Communication/Data Sharing•Handoffs, interactions, workflow, and communications between locations/employees and the UCPath Center
3 – Find Answers• Provides information in one place that
is user friendly, easy to read and consistent
What is the Case Management system used for?Case Management/Knowledge Management refers to a software tool for managing and coordinating business processes.
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Campus Work Campus Work
Activity Estimated Start Target Finish
Business Process Mapping Started Q1, 2013
GL Integration/Funding Management
Started October, 2012
Data Warehouse/Reporting
Started TBD
Data clean-up June, 2012 February, 2013
Conference Room Pilot (additional sessions)
July, 2012 October, 2012
Inbound/Outbound Interfaces to PeopleSoft
TBD – dependency on approved functional design
TBD
Testing November, 2012 June, 2013
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Process Group Total Number of processes
Processes to be mapped in BPM II*:
Examples of Round II processes
Workforce Administration
17 processes 4 New Hire, term appointments
Payroll 33 processes 8 Health Science Plan Salary Management
Commitment Accounting
6 processes 6 Payroll Expense Transfers, Salary Caps (e.g. NIH)
Benefits 16 processes 2 Premium Reconciliation (Consolidated Billing)
Compensation 8 processes 0
Absence Management (Leaves)
7 processes 4 Financial Catastrophic Leave, Manage vacation accrual
Miscellaneous 9 processes 6 Reporting, Position Management, and additional AP processes
TOTALS 96 processes 30
*Round II of BPM will be held in the fall after the technology solutions are further defined
Business Process Mapping
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Bi-weekly Conversion (target July 1, 2012)
Departmental communications will be published this week• Over 2000 for SOM
Special cutover procedures will be outlined Bi-weekly Conversion
• Active negotiations with CUE and UPTE for concurrence on bi-weekly transition (approximately 2,500 UCLA employees). Any parameter changes will be communicated
• Biweekly transition assistance program – 257 loan requests so far (approx. $252K)
• Vacation Payout Requests- managed via Departments – Approximately 108 vacation requests
• Online calculator ready
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David Geffen School of Medicine conversion to HBS All DGSOM and SNPI staff will be switching to HBS
Time & Attendance System
Approximately 6000 staff
Separate instance
Effective September 1, 2012
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