UCPath Project Status Report

Transcription

1 UCPath Project Status Report Report Date May 17, 2013 Project Director Anthony Lo Executive Nathan Brostrom Sponsors Peter Taylor Project Summary Scope Schedule Budget Resources Implementation planning for Wave 2 and Wave 3 began formally with the Wave 2 and Wave 3 kickoff session this week. Local project teams participated in the session to review Iimplementation timelines, the various workstreams and sequencing. The first two workstreams, Data Conversion/Cleansing and Inventory Development, will kickoff in early June. This session was preceded by the publication of the UCPath Launch Guide for Wave 2 and Wave 3 Locations. The data team is in final preparations for the Wave 1 data conversion on May 27. The UCPath Center team completed the first set of Benefits operating procedures and related updates to the corresponding business process maps. The operational/ management reporting workgroups continue driving requirements for centrally-developed reports and remain on track for completing the inventory by June 30. Key Accomplishments and Decisions The UCPath Launch Guide for Wave 2 and Wave 3 Locations was distributed to all PMOs. The Wave 2 and Wave 3 kickoff session took place on May 15. Two UCPath Training Scope sessions were conducted with training stakeholders at all locations. The related training scope documentation is available on SharePoint. Outstanding Key Decisions How will UC issue paychecks to employees with multiple FLSA statuses? Status: The issue of ensuring that employees have only one FLSA status at any one time has been resolved. The remaining open question is how best to avoid transitions back and forth between monthly and biweekly pay cycles for the small number of employees who have appointments spanning pay cycles that are not temporary. 1

2 Continuing/Upcoming Activities All Waves Tier-1 interface string testing and remediation is ongoing. UCPath Center technology and infrastructure implementation. GL integration development will continue through June 30. Training curriculum development. Report requirements gathering with functional stakeholders. Development of communications content for most-impacted Hiring for UCPath Center unfilled critical positions. audiences. Development of UCPath Center operating procedures. Payroll BPM review session May Ongoing test case development and review. GL CRP sessions will be held May Wave 1 Wave 2 Wave 1 data conversion and cleansing activities. Detailed schedule planning across all workstreams. Kickoff sessions for Data Cleanup/Conversion and Interface Devlopment will take place in early June. CRP session is planned for the weeks of August 5 th and 12 th. Project Status Project Management Project Planning Wave 2 and Wave 3 implementation activities launched formally with a kickoff session on May 15 and the distribution of the UCPath Launch Guide. The kickoff session included information about what is involved in UCPath workstreams for: Data conversion and cleansing Interface development ODS development and local reporting Business process alignment Identity management Change management and communications Training Kickoff sessions specific to the Data Conversion and Interface Development teams at Wave 2 and Wave 3 locations will take place in early June. Similar sessions for other workstreams will follow over the next several months. ANR Implementation The UCPath PMO is working with Agriculture and Natural Resources (ANR) to define its requirements for configuration, organization and financial reporting. ANR will be implemented as a distinct business unit within UCPath in phases, beginning with Wave 2 for ANR employees on the UC Davis campus. Planning with the UC Davis PMO is now underway. 2

3 3 We are here

4 System Implementation Wave 1 Start Date Finish Date Status Decisions, Issues and Risks 1 Technical design 1/16/2012 1/31/2013 Done There is an outstanding issue regarding how to set up of 2 Core system development 3/5/2012 4/30/2013 Done employees with single names. PeopleSoft requires both first and last names. Note: This is not currently an 3 Initial data conversion for all components 3/4/2013 4/15/2013 Done issue that needs to be resolved for Wave 1. 4 GL integration development 9/15/2012 6/30/ Test planning 4/1/2013 8/2/ UCPath and third party SIT 7/8/2013 9/30/ Payroll parallel testing 9/1/2013 3/7/ Location & UCPath system integration testing 10/1/2013 3/31/ Data clean up 2/9/2012 4/1/ Performance testing 1/1/2014 4/8/ User acceptance testing 3/1/2014 5/31/ Dress rehearsals 4/1/2014 5/31/ Cutover 6/1/2014 6/30/2014 System Implementation Process Design BPM updates continued in concert with the development of UCPath Center operating procedures. This week five Benefits operating procedures and related BPMs were distributed to the PMOs. The BPM updates consist primarily of clarifications and closure of outstanding questions, although there were updates to responsibilities and process flow for Family Member Verification and Waiver of Premium process maps. All changes to BPMs are cataloged in the BPM Change Log posted to SharePoint. Because nine Payroll BPMs are expected to change significantly, a Payroll BPM review session for all locations has been scheduled May at the UCPath Center. BPM Reviews Workforce Administration: 6 processes completed Benefits: 5 processes completed Role/Responsibility BPM Changes Process Flow BPM Changes Additional BPM Details or Clarifications

5 Functional Design Formal Wave 1 design activity closed in December. The Wave 2 and Wave 3 Conference Room Pilot (CRP) has been tentatively scheduled for August. This multi-day show-and-tell session will provide an end-to-end view of UCPath functionality, including the core system, case management and approval routing. Data Conversion Wave 1 locations have completed reviews of the April 15 th data conversion and have provided a list of data mapping issues for the central team to investigate. Many of the issues identified prior to the April 15 th release are expected to be resolved and avalible for review by the Wave 1 locations in the May 27 th release. This release will include virtually all UCPath data components. GL/financial system integration The GL integration team is wrapping up outstanding design issues and finalizing development activities. Functional designs for the fee remission interface and approval workflow page are now under review by location project teams. Unit testing, remediations and preparations for system integration testing are in full swing. The GL and Commitment Accounting CRP2 session scheduled for May Technical Development Campuses have completed string testing for two key IDM interfaces, began string testing for the next two and began sending test files for data conversion. UCOP ITS continues code reviews on Oracle-developed interfaces and extensions. Core system development has been completed, although some unit testing and remediation continues. Outstanding design and development is related to GL integration (scheduled for completion by June 30) and vendor interfaces that have been postponed pending final contracts with benefits vendors. Testing Based on feedback to the draft Payroll Parallel Test Strategy document, the testing team is clarifying the scope of payroll parallel testing and how it fits within the overall UCPath testing strategy that also includes system integration testing, unit testing, user acceptance testing, regression testing and performance testing. The purpose of payroll parallel testing is to validate that earnings, taxes and deductions are calculated correctly in UCPath compared to PPS. Other payroll activities are in scope for system integration testing and user acceptance testing. Wave 1 payroll parallel testing will begin in September, and the same approach will be used for both Wave 2 and Wave 3. The final Parallel Payroll Test Strategy was not published on May 15 as planned but will be published by the end of May. Operational Reporting The HR/AP reporting workgroup and GL Steering Committee are meeting to drive the reporting requirements that will result in an inventory of centrally-developed reports by June 30. Each group will engage as needed with local resources and other groups as needed. The goal is to increase the access to useful data while reducing the number of printed reports needed. Functional designs are in process for reports previously identified for the UCPath Center Development Status As of May Interfaces Extensions 5

6 Start Finish Organizational Change/Communication Date 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 2/1/2013 6/1/2013 3/1/2013 6/1/ Develop training content 5/1/2013 2/1/ Implement organizational readiness 1/1/2014 7/1/2014 assessment 8 Deploy UCPath training to Wave 1 locations 4/1/2014 7/1/2014 Organizational Change, Training and Communication Communication The team is developing communications content for delivery in May that targets specific audiences. The first content release will address how roles and responsibilities will shift for each of the most impacted groups. April 30 was a Wave 1 milestone for development of local communication plans, and plans have been developed by UCLA and UC Santa Cruz. The UCPath SharePoint site was expanded to include a subsite for Location Collaboration, as a follow up to the UCPath Location Collaboration Summit held at UC Berkeley last month. While there has been significant interest expressed in sharing information across locations, no documents have been posted to date. Demos of UCPath approval routing and case management functionality were conducted at UC Berkeley, UCOP and UCLA. Additional demos are scheduled at ASUCLA and UC Irvine next week. Training The training team conducted two webinars for UCPath training stakeholders about the scope of UCPath training for benefits, absence management, workforce administration, compensation, employee self service and manager self service on May 14. The webinars were very well received and attended by 92 participants. 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 4/10/2013 Done More time is needed to to include input from the UCPath Center s critical new hires about how to improve the staffing/hiring process. The new target 3 Case Management - configuration design 3/12/2013 4/30/2013 Done date for completion of the Wave 1 staffing strategy is 4 Telephony deployment: Automatic Call 3/31/2013 6/30/2013 5/31/2013. Distribution (ACD)/ Interactive Voice Response (IVR) 5 Knowledgebase - UAT for rounds 1 and 2 5/1/2013 6/30/2013 content 6 Complete Wave 2 and 3 staffing strategy 4/1/2013 7/1/ Case Management - complete configuration 5/1/2013 7/1/2013 and UAT 8 Knowledgebase - final content delivery 3/11/ /15/ 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) 11/1/2012 4/1/2014 UCPath Center Operating Procedures The first set of Benefits operating procedures was posted to SharePoint this week. Additional workforforce administration (WFA), compensation and benefits operating procedures are underway. Nine payroll BPMs are expected to undergo significant revision, and a review is scheduled with all locations May The overall schedule for development of UCPath Center operating procedures is shown at right. Staffing External interviews took place this week for open critical hire positions. Three positions (Customer Service Manager, HR/APO; Customer Support Manager; and Operations Manager, Benefits) remain open on the systemwide job board with a close date of May 20,