UCPath Project: Phase 1 Implementation Plan UC Santa Cruz

Transcription

1 UCPath Project: Phase 1 Implementation Plan UC Santa Cruz 06/12/2012 Version: Final Author: Laurie Eppler, David Turner

2 Table of Contents 1 EXECUTIVE SUMMARY Introduction Context for this Document Summary of Work Packages IMPLEMENTATION WORK PACKAGES AND SCOPE Work Packages Local Project Management Data Conversion Business Process Development Technical Infrastructure, Support, and Data Management Integrations and Development General Ledger / Financial Systems Bi-Weekly Pay / Time and Attendance Systems Change Management and Campus Communications Functional System Design and Training Quality Assurance and Testing Coordination Local Tiger Teams Out of Scope IMPLEMENTATION PLAN Approach and Methodology Project Timeline ORGANIZATION AND STAFFING Project Leadership Work Package Teams Local Project Management Data Conversion Business Process Development Technical Infrastructure, Support, and Data Management Integrations and Development General Ledger / Financial Systems Bi-Weekly Pay / Time and Attendance Systems Change Management and Campus Communications UC Santa Cruz UCPath Project: Phase 1 Implementation Plan ii

3 4.2.9 Functional System Design and Training Quality Assurance and Testing Coordination Local Tiger Teams UC Santa Cruz UCPath Project: Phase 1 Implementation Plan iii

4 1 Executive Summary 1.1 Introduction This document serves as a local implementation plan, articulating the work that will be required on the UC Santa Cruz campus in support of Phase 1 of the UC systemwide UCPath Project. The parent project, managed by the UC Project Management Office (UCOP PMO), will replace the system-wide Payroll and Personnel System (PPS) with a PeopleSoft Human Capital Management enterprise application, to be known as UCPath. As this document will serve as a local planning tool within the broader context of a system-wide effort that is already underway, it will bypass the normal sections on project purpose, goals, and benefits. More information about the UC Path project is available from a variety of sources, most notably: The UCPath Project page within the Projects section of the University of California s Working Smarter site: The UC Santa Cruz UCPath Project web site: Context for this Document Launched in January 2010, the UCPath Project is a massive coordinated effort between the UC Office of the President (UCOP), each of the UC campuses and medical centers, the PeopleSoft HCM vendor (Oracle), and additional consultants hired to complete the transition. The project went through discovery and planning phases at UCOP PMO through February 2012, during which time the local project teams were unable to do any detailed planning on a campus implementation. Months were spent acquainting cross-functional staff with the differences between the out-dated Payroll & Personnel System and a modern HR information platform, as well as educating implementation teams and consultants on current UC business practices, procedures, policies and requirements. Additionally, there were numerous positions that needed to be staffed at the UCOP PMO in order to begin full project implementation in earnest. UCOP PMO is responsible for overall project definition, planning, coordination, and execution, while each campus and medical center is responsible for local implementation. This tiered project management approach requires constant communication between the UCOP PMO and the campuses, with local organizations dependent upon the UCOP PMO for myriad project inputs, including timelines, planning UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 1

5 documentation, technical designs / architecture, and process planning. In turn, the UCOP PMO depends on the campuses to organize effectively, provide local planning data, and execute their local transition to the new system(s). As of late April 2012, when this document was initiated, the UC Santa Cruz UCPath Steering Committee and project team are, for the first time, in possession of sufficient documentation from the UCOP PMO to begin serious local project planning. Prior to this period, local planning has been, limited due to the fact that the data provided from the system-wide project team has been not been adequate for long term planning. This document represents our first comprehensive attempt to define local work packages and teams. 1.3 Summary of Work Packages The local project will require a wide array of efforts, including: reorganizing central campus units around the new model for shared service delivery; developing new technical and functional business processes in support of transactional human resources, payroll, and benefits services; data cleanup, mapping and migration; development of application integration functionality between UC Santa Cruz and UCOP systems, and; design and development of local applications, tools, and integrations for utilizing data on our campus. This implementation plan breaks these efforts down into the following work packages, each of which will require its own leadership, detailed planning, and project management to be successful: Local Project Management: Overall management of the local project schedule and deliverables; coordination with UC PMO, coordination and oversight of local work package teams; campus documentation and reporting; project resource, issue, and quality management; and advocacy and support for campus governance processes. Data Conversion: Work closely with UCOP PMO and local units to plan, execute, and test the conversion and migration of campus data from the previous PPS to the new UCPath system. This work will include validating the data mapping provided by the UCOP PMO, cleansing data before, during and after the conversion process, writing scripts to test the data post-conversion, and obtaining campus sign-off on the quality of the outcomes. Business Process Development: Planning, coordination, and execution of technical and functional service management, and changes to business processes across key functional units, including Staff Human Resources, Academic Personnel Office, Financial Affairs, Benefits, and Information Technology Services, in response to requirements for using the new UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 2

6 UCPath system and working with the UCPath Center. Rather than implementing all business process changes in every campus unit (which will be the responsibility of managers of each unit), this work package pursues and resolves those changes that are required for the Phase 1 implementation and intersections between the UCPath Center and central offices at UCSC. Examples include analysis and development of functional reports, development of new processes (such as absence management, position management, and development of a new HR-centric department organizational tree structure), as well as the transformation of existing processes, such as personnel actions. In addition, this team will work with UCSC Labor Relations to resolve any issues that are of interest to local labor unions. Technical Infrastructure, Support, and Data Management: Each campus will require technical infrastructure and operational processes to support interfaces between campus applications and the UCPath system. This includes data transfer architecture, local Operational Data Store (ODS) environments, and supporting processes to sustain local operations and data management. This team will provide analysis, architecture, design, coding, testing, initial deployment, ongoing maintenance and oversight for technical infrastructure of ODS data. The focus will be on the technical architecture of the ODS, working with other work package teams to support the actual integrations with this new system. This team will also define and implement governance and service models for ongoing access and support of this critical system. Integrations and Development: Planning, development, testing, and implementation of integration services between those local enterprise applications not addressed in other work packages and the UCPath. This group will determine and implement optimal architectures for a variety of integrations, including: HCM-direct, ODS-DWH, ODS-campus systems, DWH-campus systems, and Identity Management. This Work Package will also coordinate with the Technical Infrastructure, Support and Data Management team to define and manage any work that is required to develop and adapt the campus Data Warehouse to the new environment (e.g., development of new universes, reporting changes, and other downstream interface work). General Ledger / Financial Systems: Plan, develop, test, and implement technical integrations for finance-related data and attributes (e.g., accounting, costing, budgeting, staffing, and fund management) between campus financial systems and the UCPath system. This work includes intensive contributions to system-level design teams, including the User- Facing Funding Interfaces, High Volume Funding Redistribution, Labor Ledger, Budget Data Exports & Encumbrances, and Configuration and Account Mapping. It will also include large-scale local efforts, including the campus-level work UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 3

7 to support these system-level efforts, which may potentially include the design and development of local shadow systems, or reconfiguration / enhanced development of existing systems (for example, a local Labor Ledger may required, which might be accommodated using the existing Banner application, or may require development of a new local tool). This team will also be responsible for identifying, any new local business processes required, and coordinating with the Business Process Development and Functional System Design and Training teams in developing processes and training end users. Bi-Weekly Pay / Time and Attendance Systems: Analyze, design, and implement adaptations to time and attendance systems and tools, including: alternate methods of entering time-keeping into UCPath; establishing new, separate bi-weekly work weeks; and holiday schedules and eligibility/factor accrual/overtime calculations for all employee populations. This work includes the transition to bi-weekly pay, reconfiguration of existing time and attendance systems, and may include the development of new data elements for use in the CruzPay system, as part of the interface with the UCPath system. In addition, this team will work with UCSC Labor Relations to resolve any issues that are of interest to local labor unions. Change Management and Campus Communications: Work with affected campus units to ensure that they have change management plans in place to assist their customers in adapting to new processes and policies. Work with the Functional System Design & Training and Business Process Development work package teams to incorporate training processes and materials into communications with campus units, to ensure a seamless change experience ( Here s what s changing, and here s how you complete the new process. ) Manage communications to the Strategic Advisory Committee (SAC), campus units, and end users, with the goal of empowering functional offices to manage change and minimize impacts to local units and staff. Bring feedback, issues, and analysis of change impacts from the SAC to the Steering Committee. Coordinate and disseminate outward-facing messages that result from campus implementation decisions. Create and maintain campus communication tools, including web sites, collaboration tools, and other mechanisms as necessary. Functional System Design and Training: Working with UCOP PMO and consultants, design and configure UCSC s implementation of data elements within established system data standards. Examples of the kinds of functional data to be handled include physical locations of staff, and campus organizational structures and reporting relationships. This work will include: o Analyzing system-level decisions about data elements and how they apply to our campus UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 4

8 o o o o Leading dialogues with central offices and key stakeholders to reach campus-level decisions about data elements and structure Working with the Data Conversion team to develop and implement plans for obtaining, migrating, and entering data elements Testing, documenting, and communicating new data structures to internal teams and campus constituencies Designing and providing training for multiple types and levels of users of the new system, and working with the Change Management and Campus Communications Team to integrate training into change management efforts for local units. QA and Testing Coordination: This project will require extensive testing and quality assurance efforts, focused on a broad variety of subjects ranging from data accuracy, to technical development, to functional process work. Testing activities will be both centrally and locally managed, often requiring concurrent test plans to be in place and well-coordinated. To ensure readiness, accuracy, and consistency in approach, this team will work with UCOP PMO and all relevant Work Package teams to schedule, coordinate, and oversee testing activities during the critical November through May period. Success of this team will rely heavily on materials and processes developed by UCOP PMO, and will remain adaptable to make sure that UCSC is ready to participate in all testing activities. Local Tiger Teams : Subject matter experts (SMEs) and project team leadership will assemble, manage, and retire ad hoc Tiger Teams as needed to address cross-cutting critical issues as they arise. As unexpected issues arise, a Tiger Team consisting of local SMEs will be assembled to analyze the impact of the new work, and either assign it to an existing work package team, or execute directly. This will allow the project team to make informed decisions about the relative priority of unanticipated work, and schedule resources accordingly. Work package deliverables will be identified and assigned according to issues as they arise. The UCSC Project Manager will identify issues that require the assembly of a Tiger Team, and will designate a Work Package Team lead. Tiger Teams will work with the Project Manager to define deliverables and timeline, and prioritize the work in relation to other Work Packages. UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 5

9 2 Implementation Work Packages and Scope 2.1 Work Packages This section provides summary-level definitions of the Work Packages identified for a successful implementation. The descriptions and estimates are preliminary, based on our best analysis of the project at this point. Each Work Package Team will be responsible for developing and maintaining more detailed planning, which may result in revised resource estimates. Further, this additional planning may highlight priority conflicts and resource shortages, which will then be escalated to the Steering Committee for resolution Local Project Management Overall planning and management of the local project schedule and deliverables; coordination with UC PMO, coordination and oversight of local work package teams; campus documentation and reporting; project resource, issue, and quality management; and advocacy and support for campus governance processes Data Conversion Work closely with UCOP PMO and local units to plan, execute, and test the conversion and migration of campus data from the previous PPS to the new UCPath system. This work will include validating the data mapping provided by the UCOP PMO, cleansing data before, during and after the conversion process, updating campus data to match systemwide standardizations, writing scripts to test the data post-conversion, and obtaining campus sign-off on the quality of the outcomes. Work Package Deliverable Preliminary Data Analysis Validate Conversion Approach Adhere to UCOP PMO Conversion Project Plan Data Mapping Review Additive Data Element Integration Data Conversion Validation Work Products/Description Provide UCOP PMO with preliminary data analysis for use in developing system-level data mapping. Evaluate whether OP's overall strategy will work for UCSC and the way we use PPS. Examples include: Active vs. Hanging Appointments, Converting historical appointment data, Use of a particular data field with PPS for UCSC only, Manage team deliverables in accordance with UCOP PMO conversion project plan. Notify UCOP Conversion Lead if local work efforts will negatively impact system wide conversion schedule, Review data mapping schemas provided by UCOP PMO to ensure accuracy and identify errors and concerns in how local campus data is represented. Identify data elements that UCSC wants included (e.g. building locations, supervisor data, etc.), and develop integration processes for inclusion in the data conversion process. Accessing the Conversion Instance, review UCSC data in support of monthly data conversion programs run by UCOP PMO. Use audit and error reporting tools, including the development of local testing scripts, to identify sources of data UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 6

10 Data Cleanup and Local Communication errors and program logic, and clean / adapt data accordingly. Work with local data entry units to identify and correct the root causes of data errors as they emerge. Train local data preparers in new practices and data standards required to ensure effective data conversion at go-live. Design and implement programmatic updates to PPS data as needed This will include verifying that previous data errors have been corrected in future data conversion cycles Business Process Development Planning, coordination, and execution of technical and functional service management, and changes to business processes across key functional units, including Staff Human Resources, Academic Personnel Office, Financial Affairs, Benefits, and Information Technology Services, in response to requirements for using the new UCPath system and working with the UCPath Center. Rather than implementing all business process changes in every campus unit (which will be the responsibility of managers of each unit), this work package pursues and resolves those changes that are required for the Phase 1 implementation and intersections between the UCPath Center and central offices at UCSC. Examples include analysis and development of functional reports, development of new processes (such as absence management, position management, and development of a new HR-centric department organizational tree structure), as well as the transformation of existing processes, such as personnel actions. In addition, this team will work with UCSC Labor Relations to resolve any issues that are of interest to local labor unions. Work Package Deliverable Detailed Living Project Plan Business Process Analysis Development of New Business Process Functional Area Change Management Functional Reporting Needs for Campus Units Work Products/Description Develop and maintain a detailed project plan that describes each of the deliverables, estimates resource needs and timeline, and provides a framework for status reporting and issue escalation. Create and maintain an inventory of affected business processes, including: changes from current processes, where each process will live (UCPath Center or local campus), impacts to campus units and end users, associated issues and concerns, and recommended mitigations and approach. Work with UCSC Labor Relations to resolve issues with local labor unions. Based on the functionality of the new system and UCPath Center, work with key functional offices to: establish governance bodies and processes; support decisions on process ownership and design; work with SAC to analyze and mitigate impacts; develop new business processes; and develop documentation and training resources (for both new and existing/changed processes) as needed. Develop and execute a plan to work regularly with leadership in key functional areas (Payroll, APO, SHR) to set and manage expectations, provide current information on processes, develop campus wide implementation plans (to empower local units to implement changes and train their users), and serve as ambassadors to describe changes to key stakeholders and campus clients. Identify what reports are needed, identify best methods for producing and delivering reports, work with UCPath Center or UCOP PMO to provide requirements for centrally-produced reports, and develop local mechanisms for delivering noncentral reports from the ODS, DWH, or other systems. UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 7

11 2.1.4 Technical Infrastructure, Support, and Data Management Each campus will require technical infrastructure and operational processes to support interfaces between campus applications and the UCPath system. This includes data transfer architecture, local Operational Data Store (ODS) environments, and supporting processes to sustain local operations and data management. This team will provide analysis, architecture, design, coding, testing, initial deployment, ongoing maintenance and oversight for technical infrastructure of ODS data. The focus will be on the technical architecture of the ODS, working with other work package teams to support the actual integrations with this new system. This team will also define and implement governance and service models for ongoing access and support of this critical system. Work Package Deliverable Detailed Living Project Plan Technical and Functional Architecture Implement Data Transfer Infrastructure Implement ODS & Infrastructure Implement Toolset for ODS to Local Interfaces Implement Web Services for Identity Management Establish ongoing support processes Work Products/Description Develop and maintain a detailed project plan that describes each of the deliverables, estimates resource needs and timeline, and provides a framework for status reporting and issue escalation. Analyze technical designs, tools, and data transfer architecture provided by UCOP PMO, and develop a local design for implementing systems and processes and identify costs for initial deployment and ongoing support. Standup and maintain data transfer architecture for feeding outbound UCPath data to campus hosts via a direct interface and to the local ODS. Provide a means to send Inbound data to UCPath from campus systems. This includes: creation of file exchange sub-directory structure, file naming conventions, selection of data transfer or sharing utilities, functional user ids, between local systems a data access security model for data at rest / in transient), implementation of backup processes and server monitoring. Standup and maintain local ODS(s) for Dev, SQA and Production environments. includes: database creation, the design, code, & test of the loading programs and process automation, creation of database user ids and security access model, implementation of database backup processes and server monitoring The existing extraction toolset/environment on PPS will no longer exist. The development team will evaluate and select from available software tools and platforms an Extraction, Transformation, and Load ETL toolset for extracting from the local ODS for local interfaces. The selected toolset environment will be built out. We will provide toolset technical training where materials / resources are available. We will develop local functional/technical standard interface specification templates and adapt ITS Software Development Lifecycle (SDLC) for use by the Integration & Development Team. We will adopt the ITS standard ITR - Change Request option for tracking ODS local extraction requests. Completion of this deliverable allows development to provide data feeds to the local Data Warehouse and other local applications, based on business needs, The technical infrastructure for real time communications via OSB between the local Identity Management (IdM) system and UCOPʼs central IdM interface application will need to be researched, specified and provisioned. The fallback for this deliverable is to stay with a flat file solution. Define service levels, roles and responsibilities for ongoing support of the local ODS. Design and implement disaster recovery solutions based on Information Systems 3 (IS-3) system rating. Design processes that account for future changes to ODS data schema for building local history and archival. Create governance and data stewardship mechanisms for the data in the local ODS. UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 8

12 2.1.5 Integrations and Development Planning, development, testing, and implementation of integration services between those local enterprise applications not addressed in other work packages and the UCPath. This group will determine and implement optimal architectures for a variety of integrations, including: HCM-direct, ODS-DWH, ODS-campus systems, DWH-campus systems, and Identity Management. This Work Package will also coordinate with the ODS and Data Management team to define and manage any work that is required to develop and adapt the campus Data Warehouse to the new environment (e.g., development of new universes, reporting changes, and other downstream interface work). Work Package Deliverable Current Systems Inventory Interface Analysis and Resource Estimation Detailed Living Project Plan Functional Design Specifications Identity Management Local Technical Specifications Local Implementation Work Products/Description Provide UCOP PMO with an inventory of systems that currently consume data from the existing PPS application, and analyze how that data is obtained, processed, and utilized. This work includes interviewing campus stakeholders to understand their requirements and how this data is being used. Participate in UCOP-led analysis of the Current Systems Inventories from all campuses, with the goal of identifying common requirements and campus-specific (unique) needs. Utilize the UCOP Resource Estimation Tool to analyze proposed interfaces against current interfaces, ensuring no gaps. Estimate resource needs for local design, build, and testing of UCSCʼs interfaces to the UCPath system. Develop and maintain a detailed project plan that describes each of the deliverables, estimates resource needs and timeline, and provides a framework for status reporting and issue escalation. Review and analyze specifications provided by UCOP PMO to ensure that UCSCʼs needs are adequately represented, and that the document is complete enough for local interface design to begin. Develop local functional design specifications that capture business/system needs, data use, and test plans. Planning, central IdM system interface specification, local IdM specification, design, development, testing, and implementation of local and systemwide identity management systems for the purposes of authentication of users of the UCPath system. Includes provisioning, maintenance of identity management attributes, and decommissioning of identity information. Based on system-level and local level Functional Design Specifications, develop local technical specifications to define changes to UCSC systems and processes. Develop and test integrations and changes to local systems based on the Local Functional and Technical Specifications, in preparation for Systems Integration Testing with UCOP, which begins in November General Ledger / Financial Systems Plan, develop, test, and implement technical integrations for finance-related data and attributes (e.g., accounting, costing, budgeting, staffing, and fund management) between campus financial systems and the UCPath system. This work includes intensive contributions to system-level design teams, including the User-Facing Funding Interfaces, High Volume Funding Redistribution, Labor Ledger, Budget Data Exports & Encumbrances, and Configuration and Account Mapping. It will also include large-scale local efforts, including the campus-level work to support these system-level efforts, which may potentially include the design and development of local shadow systems, or reconfiguration / enhanced UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 9

13 development of existing systems (for example, a local Labor Ledger may required, which might be accommodated using the existing Banner application, or may require development of a new local tool). This team will also be responsible for identifying any new local business processes required, and coordinating with the Business Process Development and Functional System Design and Training teams in developing processes and training end users. Work Package Deliverable General Ledger / Financial Management Design Functional Design Specifications Local Design and Implementation Plan Integration with other Work Package Teams Local Implementation Business Process Support Work Products/Description Participate in UCOP-led design and requirements gathering sessions for the five main components of the General Ledger / Financial Management aspect of UCPath. Based on requirements gathering and design work, participate in UCOP-led construction of functional specifications. Based on final specifications at the system level, the local team will develop plans to adapt UCSC systems and practices to interface with the UCPath system. Collaborate with other Work Package Teams to integrate finalized specifications/processes into larger Data Integration, ODS, Business Process Development and Functional System Design & Training work packages. In collaboration with the Data Integration and ODS teams, build and test interfaces, adapt local processes, and resolve local issues (including creation and testing of shadow systems if necessary). This work must be completed in coordination with system integration testing beginning in November In collaboration with the Business Process Development and Functional System Design and Training teams work with local units and end users to ensure a smooth transition to new processes and procedures with the new system. This will include development of local training Bi-Weekly Pay / Time and Attendance Systems Analyze, design, and implement adaptations to time and attendance systems and tools, including: alternate methods of entering time-keeping into UCPath; establishing new, separate bi-weekly work weeks; and holiday schedules and eligibility / factor accrual / overtime calculations for all employee populations. This work includes the transition to bi-weekly pay, reconfiguration of existing time and attendance systems, and may include the development of new data elements for use in the CruzPay system, as part of the interface with the UCPath system. In addition, this team will work with UCSC Labor Relations to resolve any issues that are of interest to local labor unions. Work Package Deliverable Detailed Living Project Plan CruzPay Expansion Strategy Strategy for Transition to Bi- Weekly Pay Work Products/Description Develop and maintain a detailed project plan that describes each of the deliverables, estimates resource needs and timeline, and provides a framework for status reporting and issue escalation. Identify and evaluate options for expanding the CruzPay system to serve all campus employees, as well as identifying which (if any) additional campus time and attendance systems will need to continue to be maintained. This includes the incorporation of any new or adapted data elements required for integration with the UCPath system. Develop a clear strategy that defines both process and technical changes needed, to minimize the number of interfaces needed and the amount of manual entry required. Develop a strategy for converting existing non-exempt employees to a campus bi-weekly pay cycle within PPS the CruzPay system (based on the CruzPay Expansion Strategy) UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 10

14 Execute Changes to PPS and Campus Time & Attendance Systems Communication, Change Management, Training, and Transition Programs and any remaining time & attendance systems. Based on the identified strategies, develop and implement a plan to make all necessary technical and process changes to CruzPay and additional time & attendance systems. Minimize impacts to end-users. Develop and execute plans to provide communication, change management, training, and transition support for end-users and managers affected by the transition to bi-weekly pay cycles and/or into CruzPay. Work with UCSC Labor Relations to resolve issues with local labor unions Change Management and Campus Communications Work with affected campus units to ensure that they have change management plans in place to assist their customers in adapting to new processes and policies. Work with the Functional System Design and Training and Business Process Development Work Package teams to incorporate training processes and materials into communications with campus units, to ensure a seamless change experience ( Here s what s changing, and here s how you complete the new process. ) Manage communications to the Strategic Advisory Committee (SAC), campus units, and end users, with the goal of empowering functional offices to manage change and minimize impacts to local units and staff. Bring feedback, issues, and analysis of change impacts from the SAC to the Steering Committee. Coordinate and disseminate outward-facing messages that result from campus implementation decisions. Create and maintain campus communication tools, including web sites, collaboration tools, and other mechanisms as necessary. Work Package Deliverable Form Strategic Advisory Committee Facilitate Strategic Advisory Committee Local Project Website Campus Messaging Local Change Management Planning Work Products/Description Design a campus advisory committee representative of key stakeholders to provide feedback on project implementation, identify risks and challenges, carry project messages to their units, and act as change agents for affected users. Identify appropriate campus representation. Develop committee charge, processes, and agendas, and facilitate committee meetings. Work with SAC in the development and execution of communication and change management efforts for affected campus units to ensure a seamless transition to the UCPath System, UCPath Center and impacted redesigned campus business processes. Build and maintain a project website to provide current information about the project, upcoming changes, and related news to the UCSC community. Craft and disseminate active important project communications to key constituencies and/or the campus at large. Repackage messages and updates from the UCOP PMO for campus consumption, and develop UCSC-specific communications about project status, changes, and impacts. Work with affected local units and the Functional System Design and Training, and Business Process team to develop and implement change management plans to set expectations among end users, adapt local business process as necessary, and generally ensure a smooth transition to the new environment. Through participation at weekly work package team meetings, gain an understanding of other project efforts that will impact campus change Functional System Design and Training Working with UCOP PMO and consultants, design and configure UCSC s implementation of data elements within established system data standards. UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 11

15 Examples of the kinds of functional data to be handled include physical locations of staff, and campus organizational structures and reporting relationships. This work will include: Analyzing system-level decisions about data elements and how they apply to our campus Leading dialogues with central offices and key stakeholders to reach campus-level decisions about new data elements, structures, and access mechanisms Working with the Data Conversion team to develop and implement plans for obtaining, migrating, and entering data elements Testing, documenting, and communicating new data structures to internal teams and campus constituencies Designing and providing training for multiple types and levels of users of the new system, and working with the Change Management and Campus Communications Team to integrate training into change management efforts for local units. Work Package Deliverable Discovery and Design Sessions Gap Analysis Conference Room Pilots Local Data Element Analysis and Implementation Plan Initial Data Transfer(s) Liaison with Business Process Development Team Training Programs for UCPath and related systems Work Products/Description Participate in UCOP-led discovery and design sessions. This included analysis of current system configuration, requirements gathering, gap identification, issue identification, and creation of a conceptual design document. Review the findings from the Discovery and Design sessions and analyze key gaps and parking lot issues to determine the level of anticipated local campus impact. Attend UCOP-led sessions to review and validate configuration recommendations from the Discovery and Design sessions. Identify remaining gaps and required changes to local business process. Based on system functionality and design, analyze local needs for additional data elements (e.g. physical location, supervisor, and department structure), and develop recommendations for key stakeholder / campus unit validation. Draft an implementation plan(s) that identifies sources of new data elements, required changes to business processes, any risks and issues associated with entering and maintaining this data, and mechanisms for loading into the UCPath system (both the initial transfer and ongoing operational procedures). Execute the implementation plan, including the successful initial transfer of new data elements into the UCPath system. Work closely with the Business Process Development team to integrate findings into local campus business process development and ongoing operations. Work closely with UCOP PMO and the Change Management and Campus Communications Work Package team to develop training materials for campus units. This deliverable is limited in scope, and functional units will be responsible for providing training to their end users. This team will A) adapt training materials provided by UCOP PMO for use on our campus, B) conduct train the trainer sessions with designated trainers from local units, and C) develop Training Program Development Guides for use by local units in identifying and meeting additional training requirements specific to their areas Quality Assurance and Testing Coordination This project will require extensive testing and quality assurance efforts, focused on a broad variety of subjects ranging from data accuracy, to technical development, to UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 12

16 functional process work. Testing activities will be both centrally and locally managed, often requiring concurrent test plans to be in place and well-coordinated. To ensure readiness, accuracy, and consistency in approach, this team will work with UCOP PMO and all relevant Work Package teams to schedule, coordinate, and oversee testing activities during the critical November through May period. Success of this team will rely heavily on materials and processes developed by UCOP PMO, and will remain adaptable to make sure that UCSC is ready to participate in all testing activities. Work Package Deliverable Schedule of Testing Activities Oversight for Work Package Test Preparation Reporting on Quality Assurance and Testing Outcomes Work Products/Description Develop and maintain an overall plan / schedule that outlines all known testing activities at the system and local levels. Identify participating team(s) for each activity, and track their readiness in advance of scheduled tests. Work with local Work Package teams to prepare for testing activities, including: ensuring that they have received current preparation materials from UCOP PMO; verifying that teams have local test plans in place well in advance of testing activities; providing tools or guidelines to ensure a consistent testing approach across teams; and assisting in resolution of issues or dependencies that may impact testing. Track outcomes from testing and evaluate whether results met quality expectations. Provide feedback and guidance for future tests as appropriate. Report to Steering on high level outcomes of testing activities Local Tiger Teams Subject matter experts (SMEs) and project team leadership will assemble, manage, and retire ad hoc Tiger Teams as needed to address cross-cutting critical issues as they arise. As unexpected issues arise, a Tiger Team consisting of local SMEs will be assembled to analyze the impact of the new work, and either assign it to an existing work package team, or execute directly. This will allow the project team to make informed decisions about the relative priority of unanticipated work, and schedule resources accordingly. Work package deliverables will be identified and assigned according to issues as they arise. The UCSC Project Manager will identify issues that require the assembly of a Tiger Team, and will designate a Work Package Team lead. Tiger Teams will work with the Project Manager to define deliverables and timeline, and prioritize the work in relation to other Work Packages 2.2 Out of Scope Deliverables that are out of scope for this implementation plan include: Staff retention planning / implementation for the project period Planning, analysis, and execution of UC systemwide deliverables Identification, negotiation, and resolution of labor issues that are deemed to have systemwide impact Enhancements to local processes or systems not required for UCPath implementation UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 13

17 Business process changes within individual units/divisions regarding internal design and implementation or are impacted by campus wide and systemwide UCPath systems Update or decommission non-integrated local shadow systems which use PPS data elements UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 14

18 3 Implementation Plan 3.1 Approach and Methodology With the acceptance of this implementation plan, the project team will reorganize and adopt adjusted approach strategies, including: Revised Project Team Structure: Project team members will be assigned to one or more work package teams, each of which will have an assigned Work Package Lead. Current standing project teams (e.g. the Core Project Team and Integrations Team) will be retired in favor of individual work package teams, with a standing Project Coordination Team consisting of the Local Project Manager and all Work Package Leads. Tiered Project Management: Project management roles (planning, scheduling, issue tracking, status reporting, and so on) for each work package will be delegated to Work Package Leads (see Section 4 Organization and Staffing). This will free the Local Project Manager to focus on such critical functions as: o o o o Maintaining lines of communication with the UC PMO, including facilitation of bi-directional status reporting and fulfilling requests for information Coordinating and phasing work across the work packages Providing oversight / review of work package plans and estimates to ensure consistency and accuracy Consulting with management for the key campus units involved with this work to maintain commitment, ensure continued resource availability, demonstrate the value of staff assignments, and ensure that their requirements are addressed Tiger Teams: The tiered project management structure and inherently unpredictable nature of this work ensure that new issues will emerge, requiring immediate attention from whichever resources happen to be subject matter experts on the given topic. When such issues arise, the project manager will identify and charge a Tiger Team to organize and execute the work. This structure will allow for ad hoc planning of deliverables, timelines, and integration with other work. It will also provide a framework for defining risks, issues, and impacts to other project teams, as their resources are drawn away for urgent work. Revised Governance Reporting: This structure will allow the Local Project Manager to organize status, issue, and resource reporting to the UCPath Steering Committee (and Executive Steering Committee as necessary) around the defined work packages. Dashboard reporting provided by the Work Package Leads will present snapshot views, with the ability to drill UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 15

19 down for additional information upon request. Further, this will facilitate addressing new issues as they arise, as the Project Manager will have a framework for recommending to the Steering Committee that new issues be assigned to existing teams, or creating a new Tiger Team. 3.2 Project Timeline It is important to note that the following are planning estimates: work package teams will be responsible for additional planning in their areas, along with maintenance of ongoing project plans throughout the duration of the work. ID Task Name Start Finish Peak 1 Local Project Management Underway Dec 2013 H 2 Data Conversion January 2012 June 2013 Preliminary Data Analysis 1/1/12 2/15/12 L Validate Conversion Approach 1/1/12 7/20/12 L Data Mapping Review 2/15/12 7/31/12 M Additive Data Element Integration Mar 2012 Aug 2012 M Data Conversion Validation 5/29/12 6/18/13 Jun Jun 2013 Data Cleanup/Local Communication 1/1/12 6/30/13 M 3 Business Process Development Mar 2012 Dec 2013 Detailed Project Plan May 2012 June 2012 L Business Process Analysis Mar 2012 Nov 2012 M Development of New Business Process Nov 2012 July 2013 Jan Jun 2013 Functional Area Change Management Nov 2012 Dec 2013 M Functional Reporting Needs for Campus Units Nov 2012 Aug 2013 M 4 Technical Infrastructure, Support, and Data Management March 2012 Aug 2013 Detailed Project Plan May 2012 July 2012 M Technical & Functional Architecture Mar 2012 Aug 2012 M Implement Data Transfer Infrastructure May 2012 May 2013 Aug 2012 Apr 2013 Implement ODS & Infrastructure May 2012 May 2013 Jul Apr 2013 Implement Toolset for ODS to Local Interfaces Mar 2012 Aug 2012 M Implement Web Services for Identity Management Jun 2012 May 2013 M Establish Ongoing Support Processes July 2012 July 2013 M 5 Integrations and Development October 2011 March 2014 Current Systems Inventory Oct 2011 Jan 2012 L Interface Analysis & Resource Estimation Feb 2012 Apr 2012 M Detailed Project Plan May 2012 Jun 2012 L Functional Design Specifications Mar 2012 Sep 2012 M Identity Management Apr 2012 Dec 2012 M Local Technical Specifications Jun 2012 Jan 2013 Jun 2012 H Effort (H/M/L) H H H H UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 16

20 ID Task Name Start Finish Peak Jan 2013 Local Implementation Aug 2012 Mar 2013 Sep 2012 Dec 2012 Effort (H/M/L) H Post Implementation Integrations Mar 2013 Mar 2014 M/L 6 General Ledger / Financial Systems May 2012 Dec 2013 GL / Financial Management Design May 2012 July 2012 May 2012 Jul 2012 Functional Design Specifications Aug 2012 Sep 2012 Aug 2012 Sep 2012 Local Design & Implementation Plan Sep 2012 Oct 2012 Sep 2012 Oct 2012 Local Implementation Nov 2012 Mar 2013 Nov 2012 Mar 2013 H H H H Business Process Support Mar 2013 Dec 2013 M 7 Bi-Weekly Pay / Time and Attendance Systems March 2012 June 2013 Detailed Living Project Plan May 2012 June 2012 L CruzPay Expansion Strategy May 2012 Aug 2012 M Strategy for Transition to Bi-Weekly Pay May 2012 June 2012 M Execute Changes to Campus Time & Attendance Systems Communication, Change Management, Training, & Transition Programs 8 Change Management and Campus Communications July 2012 June 2013 Sep 2012 Mar 2013 August 2012 April 2013 Nov 2012 Mar 2013 October 2011 Dec 2013 H H Form Strategic Advisory Committee Dec 2011 Feb 2012 L Facilitate Strategic Advisory Committee Apr 2012 July 2013 M Local Project Website Oct 2011 Dec 2013 M Campus Messaging Oct 2011 Dec 2013 M Local Change Management Development, Coordination and Execution Oct 2011 June 2013 Nov Jul 2013 H 9 Functional System Design and Training October 2011 July 2013 Discovery & Design Sessions Oct 2011 Feb 2012 H Gap Analysis Oct 2011 June 2012 M Conference Room Pilots Mar 2012 Sep 2012 M Local Data Element Analysis & Implementation Plan Mar 2012 July 2012 M Initial Data Transfer(s) June 2012 Oct 2012 Jun 2012 Oct 2012 H Liaison with Business Process Development Team Mar 2012 June 2013 M Training Programs for UCPath and Related Systems Mar 2013 July 2013 Mar July 2013 H 10 Quality Assurance and Testing Coordination September 2012 August 2013 UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 17

21 ID Task Name Start Finish Peak Schedule of Testing Activities September 2012 July 2013 M Oversight for Work Package Test Preparation October 2012 July 2013 L Reporting on Quality Assurance and Testing Outcomes November 2012 August 2013 L 11 Local Tiger Teams TBD TBD TBD Effort (H/M/L) UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 18

22 4 Organization and Staffing This section describes high level roles and time allocation estimates for the various work components of the implementation plan. Please note that these are estimates only, based on information available as of May Unless otherwise specified, time percentages reflect the expected average time commitment across the duration of the activity. This means that there will be peak periods where greater time commitments are required, and slower periods where the commitment is reduced. ROLE Executive Steering Committee Project Steering Committee 4.1 Project Leadership NAMES & CONTACT INFORMATION Christina Valentino, VC BAS Mary Doyle, VC ITS Peggy Delaney, VC P&B Kirk Lew, Chair Pamela Peterson AVC - SHR Greg Gaither Karen Eckert Additional members as needed for specific agenda items RESPONSIBILITIES Serve as local project sponsors Provide high profile support, campus commitment and visibility for the project Resolve resource and expectations issues between local campus and UCOP leadership Accountable for representing and reconciling constituencies viewpoint and providing intervention to overcome organizational roadblocks Provide local project oversight, operational decision-making and direction to the Project Manager throughout the project Provide financial and human resources necessary to effectively carry out the project Review and approve project approach or substantive changes to the project plan that could impact deliverables Accountable for representing and reconciling constituencies viewpoint and provides intervention to overcome organizational roadblocks Participate in systemwide workgroups and design teams Project Manager Laurie Eppler See Local Project Management section below Advisors and Resources Strategic Advisory Committee Provide guidance on how changes resulting from the project will be implemented in their organization Prepare local organizations for the changes resulting from the project Identify and advise on any emergent issues or risks to the project TIME 5% Up to 20% 100% 5-10% UC Santa Cruz UCPath Project: Phase 1 Implementation Plan 19