UCPath Project Status Report

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1 UCPath Project Status Report Report Date August 23, 2013 Project Director Anthony Lo Executive Sponsors Nathan Brostrom Peter Taylor Project Summary Tony Lo has resigned as Project Director effective mid-september, and the transition of project responsibilities is underway to Mark Cianca and Sabu Varghese. A framework for a UCPath project health check is now being reviewed with Wave 1 locations. In the meantime, all workstreams continue execution of activities according to current plans. Wave 2 and Wave 3 CRP breakout sessions wrapped up in Oakland last week. Data conversion remains a primary focus of UCPath PMO activities. The central and Wave 1 data teams worked together to complete validation for the first small-scale data conversion, and preparations are underway for the next conversion in early September. The UCPath Center implementation team continues its focus on business process documentation and planning for increased engagement with locations process integration and priority setting. There is continued good progress with the development of the many components of the UCPath technical infrastructure. Note: The usual stop-light color designations in this section for scope, schedule, budget and resources will be suspended until the health check effort is complete. Key Accomplishments and Decisions Interim CIO, Mark Cianca, and Sabu Varghese, principal of the BenMar Group, will assume UCPath project leadership responsibilities. Wave 2 and Wave 3 locations participated in CRP breakout sessions for payroll, HR, academic personnel and absence management. Wave 2 and Wave 3 locations participated in detailed walkthroughs of Tier-1 interface designs for payroll and time and attendance. The highly successful SOA technical webinar series has concluded. Input has been requested for future technical webinar topics. UCPath FAQs have been updated and consolidated for more widespread and easier use, and are available on the UCPath SharePoint site. Leadership talking points have been developed and are also available on SharePoint. The HR/AP reporting inventory has been completed. The reporting team will begin documenting detailed requirements in the fall with location-based SMEs. Outstanding Key Decisions What is the most appropriate role of the Management Workgroup to support project implementation success? Status: The Management Workgroup continues to discuss the roles/responsibilities required to optimally support local and overall implementation success. 1

2 Continuing/Upcoming Activities Tier-1 interface string testing and remediation. GL integration development and testing. Report requirements vetting and refinement. Hiring for UCPath Center unfilled critical positions. Development of UCPath Center operating procedures. UCPath project health check. All Waves UCPath Center technology and infrastructure implementation. Training curriculum development. Development of targeted content, leadership engagement and Looking Forward communications. Ongoing test case development and review. Wave 1 Wave 2 and Wave 3 Wave 1 data conversion and cleansing activities. Initiation of detailed System Integration Test (SIT) planning Project Status Schedule planning across all workstreams. Interface design walkthroughs will take place through October. Project Management Leadership Transition With the announcement of Tony Lo s resignation effective in mid-september, project leadership is transitioning to Interim CIO Mark Cianca and newly-appointed Project Director Sabu Varghese. Among their initial activities, Sabu and Mark will conduct a UCPath project health check, a thorough assessment of the project s status, infrastructure, stakeholder concerns, strategic assumptions and overall strengths and weaknesses. The two have already met onsite with UCLA stakeholders and have scheduled similar sessions at UC Merced and UC Santa Cruz next week with UCOP meetings to follow. Additional Wave 2 and Wave 3 stakeholder meetings will be scheduled in September. UCPath Issues Log There are currently 487 issues reported in the issues log. The majority of the 354 open issues are associated with interfaces (102) and business processes (124). UC Santa Cruz has submitted two-thirds of these issues related to business processes. The UCPath Center team is separately tracking 1,600 open business process issues and evaluating options for consolidation with the UCPath Issue Log. 2

3 We are here This high-level timeline was updated to reflect key deliverables and project workstreams that have experienced delays. In conjuction with the project health check, a more complete update of the high-level project timeline will be published after the UCPath and local PMOs have jointly developed mitigation strategies to address the impact of these delays. 3

4 System Implementation Wave 1 Start Date Finish Date Status Decisions, Issues and Risks 1 Technical design 1/16/2012 1/31/2013 Done The quality of the converted data at this stage is behind 2 Core system development 3/5/2012 4/30/2013 Done schedule and below expectations; complete analysis for required mitigations is still in progress. High quality data 3 Initial data conversion for all components 3/4/2013 4/15/2013 Done conversion is a significant dependency for payroll parallel 4 GL integration development 9/15/2012 6/30/2013 testing and interface testing by Wave 1 teams. The start of payroll parallel testing will be delayed as a 5 Test planning 4/1/2013 8/2/2013 result of poor conversion data quality. Payroll parallel 6 UCPath and third party SIT 7/22/2013 9/30/2013 testing must be initiated by late November to support a July 2014 go-live date. 7 Payroll parallel testing 9/1/2013 3/7/2014 Test planning activities, originally scheduled for 8 Location & UCPath system integration testing 10/1/2013 3/31/2014 completion in early August, will extend into the fall due to transitions with key testing resources that have now been 9 Data conversion and clean up 2/9/2012 4/1/2014 resolved. 10 Performance testing 1/1/2014 4/8/2014 GL Integration development has moved to yellow. 11 User acceptance testing 3/1/2014 5/31/2014 While the intitial Wave 1 development scope is complete, additional requirements have been added 12 Dress rehearsals 4/1/2014 5/31/2014 to Wave 1 scope that remain in development. 13 Cutover 6/1/2014 6/30/2014 System Implementation Data Conversion Wave 1 locations completed validation of the Cycle 1 conversion. The data team is now preparing for the Cycle 2 conversion scheduled to begin next week. Validation for Cycle 2 should be complete in mid-september. Most failed defects from Cycle 1 will be included in Cycle 2. All targeted conversion records should pass code, configuration and security and the campus SMEs must agree that they pass. The UCPath PMO conducted a technical webinar to demonstrate the PPS-to-UCPath data mapping database. GL/financial system integration The GL team made site visits to both UCLA and UCSC to discuss the labor ledger, data available through the labor ledger, conversion of open and filled positions into the budget distribution page and other GL topics. There is an outstanding question about whether to interface pre-go-live expense transfer data from PPS to the UCPath Labor Ledger and from there to the Effort Reporting System (ERS) per the current design or continue interfacing directly from PPS to ERS without loading the detailed transactions to the UCPath Labor Ledger. These options are being evaluated by the PeopleSoft development team. The GL team will work with campuses to reach consensus on outstanding salary cap management issues and to define the high-level audience for vetting GL BPMs. Design & Development Unit Testing Ready for SIT On Hold GL Integration Development Status

5 Technical Development Compatibility testing is in progress through month-end. The goal is to ensure that Oracle s Application Testing Suite will be compatible with Enwisen and other UCOP infrastructure components for upcoming load testing activities. The workload automation and DDODS teams are working with Wave 2 and Wave 3 locations to prepare for the upcoming DDODS burst for Wave 2 locations scheduled for September 30. A related communication session regarding the data burst will take place on September 12. The date for a Wave 3 burst has not yet been determined. A technical strategy for workload automation has been approved. The strategy encompasses UCPath and UCOP infrastructures for batch processing, management of file transfers, key and certificate management, and file encryption/decryption facilities. Testing Third-party vendor and Tier 1 interface testing is running about two weeks behind schedule due to environment issues, software issues and outstanding change requests. Test files are now being sent to benefit vendors for review. The testing team continues to meet biweekly with location teams to review test conditions for SIT. Operational Reporting The reporting team has requested contacts for all locations to participate in detailed requirements sessions to be held during the 4 th quarter. Once documented, the requirements will be distributed to all locations for feedback before proceeding to functional design and development. Wave 2 and Wave 3 Breakout sessions were conducted for HR, academic personnel, payroll and absence management. Parking lot items have been compiled and are being dispositioned by various teams. A summary of the feedback and data gathered during the sessions will be presented to Wave 2 and Wave 3 project leadership next week. Three interface walkthroughs were completed for Wave 2 and Wave 3 locations. Additional interface walkthroughs will continue through October Development Status As of August Interfaces Extensions 5

6 Organizational Change/Communication Start Date Finish Date Status Decisions, Issues and Risks 1 Training assessment, strategy and plan 9/15/2012 4/30/2013 Done 2 Identify UCPath training scope 1/2/2013 4/30/2013 Done 3 Develop change impact assessment 11/1/2012 4/30/2013 Done 4 Develop change management and training plan templates for locations 5 Develop organizational impact/alignment assessment tools for locations 6 Implement bimonthly Looking Forward communication 2/1/2013 6/1/2013 Done 3/1/2013 6/1/2013 Done 4/1/2013 9/30/ Develop training content 5/1/2013 2/1/ Identify topics and delivery plan for change communications - Wave 1 6/1/2013 7/31/ Implement Wave 1 change comm. plan 9/1/2013 7/30/ Implement organizational readiness 1/1/2014 7/1/2014 assessment 11 Deploy UCPath training to Wave 1 locations 4/1/2014 7/1/2014 Organizational Change, Training and Communication Change Management and Communication The communications team continued work on a series of UCPath overview videos, targeted communications, FAQs and talking points to provide new content for communicating to stakeholders and employees. A number of FAQ documents have been updated and consolidated and will be posted to the UCPath website and SharePoint today. The team will also post to SharePoint today leadership talking points for UCPath. The highly successful SOA technical webinar series has concluded. The team is gathering input regarding topical areas for future webinars. Preparations continue for the Wave 2 and Wave 3 September kickoff of change management and communication activities. Training The training team has drafted conceptual training design documents for workforce administration and compensation, which are now under internal review. In the meantime, analysis is underway for benefits and absence management conceptual training designs. 6

7 UCPath Center Start Date Finish Date Status Decisions, Issues and Risks 1 2 UCPath Center critical hire training development Complete Wave 1 staffing strategy 3/1/2013 3/1/2013 4/1/2013 5/30/2013 Done Done Resource constraints due to competing priorities with CRP attendance and business process documentation have impacted knowledgebase 3 Case Management - configuration design 3/12/2013 4/30/2013 Done content creation, so this item (line 8) has moved to yellow. 4 Telephony deployment: Automatic Call 9/15/13 11/30/2013 Delays in the release of Enwisen s verson 5.1 Distribution (ACD)/ Interactive Voice software update have caused delays in the ability to Response (IVR) evaluate and configure the portal tools, so case 5 Knowledgebase - UAT for rounds 1 and 2 5/1/2013 6/30/2013 Done management configuration (line 7) has moved to content yellow. 6 Complete Wave 2 and 3 staffing strategy 4/1/2013 7/1/2013 Done 7 Case Management - complete configuration 5/1/ /31/2013 and UAT 8 Knowledgebase - final content delivery 3/11/2013 1/31/14 9 Develop UCPath Center operating procedures 3/4/ /1/ UCPath Center facilities 3rd floor construction 5/1/2013 1/15/ Operations preparation (e.g., business services, transition planning) UCPath Center 7 11/1/2012 4/1/2014 Business Processes/Operating Procedures The UCPath Center Implementation team is prioritizing business processes for review based on importance to Wave 1 locations. The UCPath Center business processes and their associated variants have been consolidated into a single inventory. The team has drafted an approach for engaging the Wave 1 campuses for a more in-depth review of the high-priority business processes and their attributes (inputs, forms, roles, outputs, reports, CEMLIs, open/closed decisions, and issues/action items). In addition, 2400 business process issues on a number of lists have been consolidated into a single list. The team is working to resolve the remaining 1600 open issues. Staffing 23 in-person interviews were conducted for the UCPath Center critical hire positions. Offers for several positions are being prepared and interviews will continue through September. Technology The team has reviewed the written responses to the telephony RFP, and the scoring matrix is complete for upcoming vendor presentations. ACD/IVR Presentations are scheduled to take place August 27, 28 & 29 at the UCPath Center in Riverside. Preparations are also underway for upcoming VoIP vendor presentations which are scheduled for early September. A proof of concept demonstration for the FileNet imaging solution will take place Monday. An additional FileNet module will be purchased to manage record retention schedules. Facility Current activities include drywall installation, rough plumbing and CCTV and card access system configuration.

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