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

TierTier

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

Tier2

Tier 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

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Tier 1 - UCPath CenterInitial 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

Tier4

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 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 System

UCPath 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