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Notable HR Updates

The Operations team is beta testing an online On boarding System effective January 1, 2012.

All of our forms will be online and the incoming new hire will receive an email with the forms that they can complete prior to the face to face on boarding meeting.

Approximately 900 staff will be moving to the New Santa Monica Hospital.

The new building is designed in a Northern Italian style and the architectures is very welcoming and has a resort like building feel.

Patients will move in sometime in early January.

We are expecting Joint Commission licensing to come visit the week of December 12th. HR trained approximately 1200 staff and physicians in preparation.

Care Connect updates – training will begin in second quarter of 2012. HR

Training & Development will provide a lot of the support for coordinating and tracking

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Notable HR Updates

UCLA Health System is participating in the first phase of the Payroll/Personnel replacement project.

We have representatives in the Functional Design, the Steering and Shared Services Committee.

A lot of systems work is to capture all the interfaces that need to be in place by January 2013.

Full implementation is expected on January 1, 2013.

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Payroll Personnel System (PPS)/Human Resources Management

System (HRMS) Replacement Initiative

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ANeed for a New Approach

• Current PPS system– 30 years old with 11 different versions– Workload redundancies– Processes inefficient and labor intensive

• UC exceeds benchmark data on ratio of HR and Payroll staff to number of employees served (based on system-wide survey)

• Highly complex and evolving operational needs, including need for data to support collective bargaining

• Need to achieve efficiencies and cost savings as a major part of the UC Working Smarter initiative

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AProject Objectives & Solution

• Single payroll/human resources management system – Oracle PeopleSoft selected by UC as vendor

• Standardize & streamline payroll and HR/Academic Personnel business processes UC-wide

• Shared-services approach with centralized transactional processing

• UC “Working Smarter” Initiative

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Implement Enabling

Technology

Centralize Transactio

nal Activities

Streamline and

Standardize Processes

Future State of Payroll and HR

Service Delivery

Higher Quality

More Efficient

Lower Cost

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A Project Scope

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HRMS

GL Integration

Payroll System

Subsequent UC-wide phases will include a time & attendance solution and an integrated portal

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UCOP Governance

Process Design Teams (Process Standardization)

HR/PR/APO

Practice Boards (Process

Standardization)HR/PR/APO – 5 members each

Change Control Board(Scope

Management)5 Individuals from

the system

Service Delivery Teams

(TransactionsProcessing

Model)TBD

Information Technology Leadership

Council

Project Leadership & PMO Office

(Overall project implementation)

UCOPOracle

IO ConsultingAONHewitt

Management Workgroup 1

Representative from each Campus

Executive Steering Committee

1 Representative fromeach Campus

Executive ProjectChampion/Sponsors

Peter TaylorNathan Brostrom

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UCLA GovernanceExecutive SponsorsJack Powazek, Administration

Steve Olsen, Finance, Budget & Capital Programs

Carole Goldberg, Academic Personnel

David Feinberg, M.D., UCLA Health System

Functional LeadershipAllison Baird-James, Corporate Financial Services

Meg Buzzi, Academic Personnel Office

Lubbe Levin, Campus Human Resources

Mark Speare, Health Sciences Human Resources

Andrew Wissmiller, Information Technology Services

Central Payroll Services

Central HR/APO Services

Central IT Services Advisory Groups Dept. SMEs

Project Management Office

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AUCLA Implementation

Oct Nov Dec Jan 2012 Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan 2013Month Month Month Month Month Month Month Month Month Month Month Month Month Month Month Month

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Planning & Functional Requirements

Configuration & Development

Data Clean Up

Interfaces & Conversion

Testing

Transition Production Support

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Project Begins – October 2011

Campuses grouped into 3 implementation waves• 1st wave – UCLA, UCOP, UC Merced, UCSD, UCSC

UCLA Go Live Date – January 1, 2013

Project Completed for the system in 4 years

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ATiered Approach to Payroll and HR Transaction

Processing

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ATime & Attendance

• The new PPS system will require:– All employees to report time using an automated time & attendance system

– All employees to be on standard pay cycles

• Exempt – Monthly

• Non-exempt – Bi-weekly

• Currently – 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 for Time & Attendance – Developed by UC Irvine for higher education

– Provides electronic time keeping and approvals (paperless)

– Goal to transition to system solution by February 1, 2012

• Currently - 6,100 non-exempt employees paid monthly

– Goal to move to bi-weekly by April 1, 2012

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AMajor System Integrations

12Many less significant system integrations will also need to be addressed

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ACommunications Plan

• Regular campus updates– BruinPost– Campus portal– Campus Advisory Groups– Staff training – UCLA publications

• Standing group meetings– Executive Committee– Deans’ Council– CAO’s/CFS’s– Human Resources Advisory Group– IT Committees– Other

• System-wide updates via the working smarter website

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AProject Effort To Date

• UCOP & UCLA Governance established - meetings ongoing• Oracle agreement negotiated & signed• UCLA Project Manager position under recruitment• Functional training (system-wide) has begun • Project budget estimates developed • Process standardization discussions started• Service delivery discussions initiated

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ANext Steps

• Define the interfaces between your systems and PPS

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AChallenges

• Organizational change and system-wide standardization

• Realize and harvest savings to pay for new system

• Interface changes for many significant campus systems that tie into PPS system

• Continue operation of current system until January 2013 implementation

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