CITI PPS/HRMS Replacement Project

January 27, 2012

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Presentation Outline

• General • PPS Project Name Rebranding • Shared Services Delivery Model • Time Reporting System (TRS) • Biweekly Pay Transition • Technical Analysis and Design • Open Issues

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General

• UCLA PMO Status

• PeopleSoft Payroll/HR system

• Planned go-live January 2013

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PPS Name Rebranding

• System-wide contest held to rebrand/rename project

• UCPath (UC Payroll, Academic Personnel, Time Reporting, and HR) selected and approved by Executive Sponsors

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Shared Services Delivery Model Update

• Scope of Services

• Organization of Work

• Customer Channels

• Customer Service Differentiation

• Pending Issues

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Service Center Pending Issues

• Finalization of scope of services

• Location of Service Center

• Governance model

• Performance measures

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Time Reporting System (TRS) Update

• Presently, UCLA has multiple time & attendance solutions – 64% employees covered by various time & attendance systems

– 36% employees use manual process and need to move to a system solution

• Interim system solution is the Time Reporting System (TRS) – Developed by UC Irvine for higher education

– Provides electronic exception reporting and approvals

• Goal to transition employees in two waves: – 1st Wave volunteers – 74 campus departments and UCOP to transition by 2/1/12

– 2nd Wave all other departments requiring transition by 4/1/12

– Faculty (if required) by 1/1/13

• Training for 1st Wave transition began 1/9/12 • Communication regarding 2nd Wave implementation is forthcoming

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• The new environment will require proposing:

– All employees to be on standard pay cycles • Exempt – Monthly • Nonexempt – Biweekly • All Med Center employees to remain biweekly

• UCOP notice to the Unions issued 1/6/12

• UCLA notice to Deans, Directors, Chairs and Administrative Officers issued 1/24/12

• UCOP and UCLA Labor Relations/Payroll developing a process for timely implementation of the biweekly conversion

• Target transition date for represented employees is April 1, 2012 (subject to collective bargaining)

Biweekly Pay Transition Update

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Data Conversion

Approach

Data Conversion Strategy Data Conversion Plan Data Conversion Mapping • Data Cleansing and Verification • Design, Build and Test Data

Conversion Programs

Scope

• Personal Data • Job Data • Benefits Data • Payroll Data • Absence Data • Commitment Accounting Data • Payroll Balances * • Commitment Accounting

Balances *

* Not required if there is a beginning of year go-live

Notes

• Campus is responsible for legacy data clean-up; level of effort is not yet known

• Position data, including budgeting and organizational structure do not exist

• Only two years of job history will be converted

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System Integration

Approach

Future State Enterprise Integration Map Interface Strategy Interface Scope and Plan • Business Requirements • Functional and Technical Design • Build and Test Interfaces

Scope • 1042 Reporting • 1099 Reporting • Accounts Payable • At Your Service * • Banks • Benefits * • Budget • Corporate Personnel * • Deductions • Effort Reporting • Financial Systems • Human Resources • Identity Management • Learning Management • Post Audit Notification • Parking • Payroll / Personnel System • Reporting

Notes

• 1,003 UC integration points reduced to 584 and then rationalized (replace, subsume, retire) to 165 interfaces

• Plan is to build one version of common interfaces; campus must then modify their system to utilize the generic interface

• UCLA estimates about 40 tier 1 interfaces and 35 tier 2 (data warehouse) interfaces; level of effort is not yet known

• Roster • Student Information Systems • Senior Leadership Information * • SSN Verification • Staffing • Time Reporting • Title • Travel • Union * • UPay Tables

* UCOP only

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Data Warehouse

Approach

Current PPS to DW interfaces Current campus DW

architectures PPS tables used for current DW

interfaces • Mapping and requirements for

future DW interface • Architecture and design of

future DW interfaces

Scope

• 185 out of 263 PPS Tables

• Abeyance, Balances, Benefits, Dependents, Distributions (+ History), Employee Information (+ History), Employee Profile, Financial Aid, Furlough, Job (+ History), Leave (+ History), Payroll (+ History), Pending Premium, Post Audit Notification, Reference Tables, Retroactive and Work Study

Notes

• Plan is to provide an operational data store (ODS) of PeopleSoft data; campus is responsible for extract, transformation and load of data into their data warehouse

• Campus is also responsible for modifying DW queries, reports, downloads and sub-systems that may be impacted by data model changes – level of effort is not yet known

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Identity Management

Approach

Identity Management integration strategy

Identity Management integration architecture

• Design, build and test Identity Management integration

Scope

• Federated access management from campus locations to web applications deployed for the HCM project

• Interfaces between campus locations and HCM applications for download and upload of identity data

• Provisioning to local campus systems was requested but is not in scope

Notes

• Campus can consume identity updates in near real time or batch downloads; campus is responsible for HCM integration

• Requirement to perform account matching for UCLA before creating PeopleSoft person record is a gap

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• Coordination between UCOP and UCLA PM Offices

• Communication/Change Management

• Understanding and definition of new processes and procedures

• Ability of UCLA to realize process savings

Open Issues

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Questions?