UCPath Project Status Report

Transcription

1 UCPath Project Status Report Report Date July 12, 2013 Project Director Anthony Lo Executive Sponsors Nathan Brostrom Peter Taylor Project Summary Scope Schedule Budget Resources The UCPath PMO continues to focus on resolution of data conversion issues with the addition of new Oracle data conversion resources this week. There will be some resulting delay in the start of payroll parallel testing, but no critical path impact is currently anticipated. Both functional and technical teams are actively preparing for the start of Wave 2 and Wave 3 CRP, scheduled to begin August 5. The UCPath Center team will temporarily shift focus away from operating procedures and BPM updates to support CRP. Implementation planning for Wave 2 and Wave 3 continued with detailed walkthroughs of the first two interface functional designs. Third-party vendor testing remains on track to begin July 22. Key Accomplishments and Decisions UCOP ITS will develop a user interface to enable locations to manage and update key metadata regarding interface file directory structures. Locations have completed review and feedback regarding UCPath reporting needs. Input is now being consolidated and analyzed. Wave 2 and Wave 3 locations participated in the first of nine interface walkthrough sessions. Position level funding information required to support Labor Ledger processing was converted with 98.8% accuracy. To ensure consistency across all locations during the UCPath implementation, retroactive pay for represented employees resulting from mass wage increases will be handled as lump-sum payments, which is consistent with current practice. Outstanding Key Decisions What UCPath reports will be developed centrally? Status: Analysis of requirements is now underway, which will be followed by vetting with stakeholders. A final list is targeted for the end of this month. 1

2 Continuing/Upcoming Activities Tier-1 interface string testing and remediation is ongoing. GL integration development and testing. Report requirements consolidation and analysis. Hiring for UCPath Center unfilled critical positions. Development of UCPath Center operating procedures. All Waves UCPath Center technology and infrastructure implementation. Training curriculum development. Development of targeted communications content. Ongoing test case development and review. Wave 1 Wave 2 and Wave 3 Wave 1 data conversion and cleansing activities. Project Status Schedule planning across all workstreams. Wave 2 and 3 CRP will take place August Interface design walkthroughs will take place through October. Project Management Wave 2 and Wave 3 Project Planning The UCPath PMO continued planning meetings with Wave 2 and Wave 3 project managers to review timelines and implementation activities. A high-level project plan was finalized for Wave 2 this week and is scheduled for for completion with Wave 3 project managers next week. The detailed walkthrough for the first two Tier 1 interfaces took place this week. Another eight walkthroughs will take place through October, covering a total of 23 interfaces for Wave 2 and Wave 3. UCPath Issues Log The project-wide issues log on SharePoint is now in use by all locations. The issue log allows locations to track issues locally and escalate to the UCPath PMO as needed. It will also provide visibility to project issues and status across all locations, the UCPath PMO and Oracle/Huron. About 45% of the open issues concern business process questions. Resources Several new Oracle team members are now being onboarded to address a number of recent critical resource transitions. The new team members include the HCM functional lead, testing lead, data conversion lead and additional team members for payroll and data conversion. While the earlier transitions impacted areas such as system integration test planning, these new resources will provide much-needed support and expertise to some of the most critical workstreams. Overall Issue Status Open 2 Resolved 3 Closed 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 Due to a large number of open data conversion issues, 2 Core system development 3/5/2012 4/30/2013 Done the next scheduled data conversion will be delayed. This will allow more time for issue resolution and ensure that 3 Initial data conversion for all components 3/4/2013 4/15/2013 Done Wave 1 teams aren t analyzing data with previously 4 GL integration development 9/15/2012 6/30/2013 identified issues. The initiation of payroll parallel testing is dependent on data conversion and will be delayed as 5 Test planning 4/1/2013 8/2/2013 a result. 6 UCPath and third party SIT 7/22/2013 9/30/2013 The completion of all test planning will not be fully completed by 8/2 as a result of key resource attritions. 7 Payroll parallel testing 9/1/2013 3/7/ Location & UCPath system integration testing 10/1/2013 3/31/ Data conversion and 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 reviews and updates continue in concert with the development of UCPath Center operating procedures. Five sets of updated payroll BPMs have been released for review by local teams, and feedback for the first three sets is being analyzed. BPM Reviews Workforce Administration: 9 processes completed Benefits: 10 processes completed Compensation: 1 process completed Payroll: 16 processes completed Role/Responsibility BPM Changes Process Flow BPM Changes Additional BPM Details or Clarifications

5 Data Conversion Data conversion remains a high-priority area for the UCPath PMO, which has realigned project resources to address open conversion issues. The team is focusing on key issues related to mapping logic; i.e., the rules that describe how PPS data is transformed into UCPath data. Mapping logic requirements for Person and Job data havee been reviewed, revised and validated. Technical designs are now underway. On Monday the project team will provide an update too Wave 1 locations to begin discussions regarding timing of the next data conversion release. GL/financial system integration Programs required to support the Labor Ledger have been delivered by the development team and are now in unit testing. The goal is to provide Wave 1 locations with labor ledger data for testing the week of July 22. This week, the GL team successfully converted 56,000 position level funding records for Wave 1 locations. Technical Development Requirements analysis will begin on a user interface that will store metadata about interface files to enable locations to manage source and target data about their UCPath file directories and security certificates. The IDM team is soliciting campus input regarding SLAs for employee onboarding and login access for separated employees Development Status As of July Interfaces Extensions Testing The project plan, schedule and testt cases are complete for third-party vendor testing and Tier 1 interface testing. The testing team is now assigning data values for third-partbegin July vendor testing that is scheduled to 22. Operational Reporting Location review of reporting requirements is now complete. The project team is now consolidating and analyzing the information provided. A complete list of centrally-developed reports is targetedd for completion the end of the month. 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 Additional location input is needed on employee concerns 2 Identify UCPath training scope 1/2/2013 4/30/2013 Done and information needs to identify the topics around which to develop communication messaging. 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 general 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 9 Implement Wave 1 change communication plan 6/1/2013 7/31/2013 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 Communication The next two UCPath Service Oriented Architecture (SOA) webinars have been scheduled: Web Services Security: July 23 Web Services Interfaces: July 30 The communications team is refining the communication plan for Wave 2 and Wave 3 communication needs, audience-specific communication, UCPath Center-based communication and leadership messaging. Training Design is now underway on courses for UCPath Fundamentals and Workforce Administration. Location-based UPK developers are practicing simulation development in preparation for actual UPK development beginning in August. 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 A new RFP for the telephony solution has been submitted to Procurement. Once a new vendor has been selected, the implementation of this technology is 3 Case Management - configuration design 3/12/2013 4/30/2013 Done not expected to be difficult. The estimated completion date for deployment (#4 at left) is now 11/30/ Telephony deployment: Automatic Call TBD 6/30/2013 The lack of sufficient functional payroll resources within Distribution (ACD)/ Interactive Voice the central team is impacting payroll SOP Response (IVR) development. 5 Knowledgebase - UAT for rounds 1 and 2 5/1/2013 6/30/2013 Done content 6 Complete Wave 2 and 3 staffing strategy 4/1/2013 7/1/ 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 11/1/2012 4/1/2014 Operating Procedures The UCPath Center team is migrating to a more cross-functional approach to SOP development with greater integration of PMO and operational teams. Payroll SOP development is being hindered with the lack of central team payroll resources. The third round of Workforce Administration SOPs is now being finalized. Much of the SOP development work will be on hiatus as the team prepares for CRP sessions taking place August 5-15, although a few SOPs that are close to completion will be published shortly. Case Management The team is evaluating case management functionality and options to facilitate cases that must be escalated from the UCPath Center to campuses and medical center. Configuration analysis and testing now point to a solution using delivered functionality that will allow collaborative case-work between the UCPath Center and locations. An update of the solution and additional details will be presented at the next UCPath Center Interim Advisory Board meeting. Staffing Six new hires began on July 1. Two positions will be posted the week of July 15. Employee and Labor Relations continued their review of the draft UCPath Center Employee Handbook. 7

8 Appendix A Operational Decisions 1 Workstream Project Management Decision Made The project and resulting system will be branded as UCPath, where Path is an acronym for Payroll, Academic Personnel, Timekeeping and HR. Funding model will be based on funding streams and memo has been sent to campuses. All Wave 1 locations will complete conversions to biweekly pay prior to parallel payroll testing and system golive. February 2013 Update: The UCPath Executive Steering Team has agreed that the Wave 1 go live date will be July 1, UCSD will remain in Wave 2. The UCOP ODS team will support development of local ODS compilation tools to alleviate some of the development workload on Wave 1 locations. The UCPath PMO will deliver the Workforce Impact Analysis tool. Campuses and medical centers may use the tool as desired, but execution will be fully location driven. Wave 2 will include UC Davis, UC Davis Medical Center, UC Riverside, UC San Diego and UC San Diego Medical Center. Wave 3 will include UC Berkeley, UC Irvine, UC Irvine Medical Center, UC San Francisco, UC San Francisco Medical Center and UC Santa Barbara. The Executive Steering team agreed to a deadline of December 15 for the completion of design elements, including: Business process maps, including those for GL integration with processes between the UCPath Center and locations; Tier 1 interface designs; Resolution of all parking lot items; Solutions identified for all gaps; Operational data store (ODS) design, except for budget ledger and other minor data extensions; Data conversion mapping and translation logic; Technical infrastructure design, primarily associated with Oracle On Demand. Location involvement in system integration testing (SIT) beginning January 7 will be limited. Significant location involvement will be essential in later test cycles. Wave 1 locations will provide monthly status reporting against target delivery dates. UCPath will go live in 3 separate waves: Wave 1 locations will go live in July 2014, Wave 2 locations will go live in 1 Items added this quarter are shown in blue text. 8

9 Process Standardization January 2015, Wave 3 locations will go live in July UC will not convert exempt employees who are currently paid monthly to the biweekly pay cycle. Pay cycles will be standardized per the recommendation approved last fall to monthly (MO) and biweekly (BW) cycles for all employees (staff and academic personnel). Systemwide implementation of biweekly pay cycles for non exempt employees and systemwide implementation of factor accrual will take place by January 31, UCOP HR and the medical center CHROs have reached agreement on a systemwide standard for medical center PTO programs. Employees who have accrued more than two years worth of vacation leave will be notified to reduce their accruals to two years worth or less by June 30, 2013, in compliance with current vacation leave accrual policy. After this date, those who continue to carry more than the maximum of accrued vacation will not accrue additional vacation leave until they are below the maximum. Locations will be able to accommodate rare exceptions to meet University operational needs. UC will change from the current practice of 2088 hours to the more common 2080 annual work hours. To minimize the near term impact on downstream systems, this change will coincide with Wave 3 implementation or soon thereafter at a convenient/leveraged transition point. There should be greater coordination and support for campus pay cycle conversions, including development and changes to PPS and conversion timing. This coordination will maximize synergies of similar efforts at multiple locations. Employee pay cycle changes (between monthly and bi weekly) should be infrequent and will require UCPath Center involvement to implement. Temporary job assignment changes will not warrant changes to an employee s pay cycle. When a pay cycle change is required because the job change is not temporary, the UCPath Center will handle the transaction and the employee s location is responsible for approval, with central HR/AP oversight. Benefits deductions for employees paid biweekly will be split evenly between the first two pay cycles in the month. When there is a third pay cycle in the month, it will not have benefits (or any voluntary deductions) taken. As locations implement UCPath, benefits and voluntary deductions will not be taken from the third paycheck within a calendar month. Factor accrual methodology will be used to accrue vacation and sick leave for all employee populations except academic. There will not be a UC wide catastrophic leave bank. The standard workweek for UC employees will be Sunday Saturday. Holiday pay calculations for part time employees will be standardized across all locations. Pay is based on eligibility determined by the quadriweekly cycle, defined as the two biweekly pay periods immediately preceding the biweekly pay period in which the holiday occurs. 9

10 Process Standardization, con d Data Conversion Payroll GL Integration Compensatory time will be paid out prior to an employee s hire at another location. The Practices Board agreed that employees (or local administrators) will enter licensure and certification information online via employee self service capability. The Practices Board agreed that 1) Paycards will be offered as an alternative to paper checks at all locations; and 2) Paycards will be the default option if employees opt out of direct deposit. Employees will have the option to further opt out of paycards to receive paper checks. The Practices Board agreed that UCPath will be the system of record for licensure and certification information, even for those locations that make use of third party verification agencies. Access to UCPath and other campus applications will be enabled in advance of an employee s first day of employment if the employee elects to provide his/her date of birth and SSN before employment begins. The Practices Board agreed that reducing retroactive appointments/compensation transactions is a low priority, given the number of other critical activities currently underway as well as the complexity of the underlying business processes that are driving these retroactive transactions. The Practices Board has agreed in concept to allow approvers limited editing capabilities for approval workflow transactions initiated by others. Follow up is underway to define audit reporting requirements for these edits. Converted employee data will include all active and separated employees from January 1 of each location s conversion year (e.g., 2013 for Wave 1 locations). Each employee record will include the most recent hire date and the current snapshot of employment data at the time of conversion. The records for separated employees will include termination data. Because there is not effective dating for most employee records in PPS, converting employee data older than current conversion year does not provide additional value. 10 years of historical PPS data will be maintained on the mainframe for each campus. This information will be available for inquiry purposes. After Wave 3 go live, the decision to maintain the data on the mainframe (versus other platform options) will be reviewed. Once Wave 1 locations have access to fully converted data in April, subsequent conversions will be run approximately monthly to ensure continuous improvement in data quality. Employees will receive a single W 2 in the year their location implements UCPath. Direct deposit statements will not be printed. Employees will be able to view deposit statements online and print if needed. All budgeting and forecasting will take place within the campus budget systems. Although budget checking is not in scope for UCPath, the UCPath system will support real time FAU/funding codes edits currently utilized by campus systems. Composite Benefits Rates will be implemented UC wide. Default funding will be configured at the department level. Suspense funding may be maintained at the campus or department level per campus preference. The financial class (account code) will be six characters (sub 2 characters and object code 4 characters). Sub 10

11 GL Integration, con d UCPath Center accounts will be maintained systemwide. Location account, department and fund will be required chartfields in FAU (combination code). The current staffing list will be replaced by a new budget ledger that will be part of the DDODS. The Controllers agreed to three rates for leave assessments. The GL Steering Committee has agreed that automated self approvals for GL transactions will not be permitted. The UCPath Center will be located at UC Riverside. There will be one systemwide Shared Service Center. It will provide administrative support for Payroll, Workforce Administration, Leaves of Absence, and Benefits. The Shared Service Center will open in conjunction with the Wave 1 go live of the new HR/payroll system and provide services to Wave 1 locations. Campuses and employee populations will not be able to opt out of the systemwide Shared Service Center. Employee self service and manager self service will be broadly utilized. Data entry for all types of non self service transactions will occur at the systemwide Shared Service Center. The following functions will not be supported centrally within the Shared Service Center: Staffing and Recruiting, Learning Management, Performance Management, Employee and Labor Relations. Historical employee documentation will remain at campuses, although there is the possibility of pursuing digital archiving in the future. Leave of absence administration at the shared services center will be limited to status management at initial golive. At a later point, end to end leave management administration will be implemented. Service Level Agreements will be implemented with shared services center customers (campuses and leadership). SLAs will be phased in following the stabilization of UCPath Center operations. The shared services center will operate 7 am to 7 pm. The center will be closed on University holidays and weekends. The systemwide shared services center will be called the UCPath Center. The Design Team will serve as the Interim Advisory Board to oversee the UCPath Center s design and build until the permanent board is established. All employees/customer groups will receive the same excellent service in the standard model with training to ensure knowledge of each customer group. A dedicated UCPath Center team will support the specialized needs of central campus HR/Payroll professionals. The web and telephone will be the primary means of communication with the UCPath Center. The web portal will be tightly integrated with the underlying PeopleSoft technology so that information updates made in the web portal go directly into PeopleSoft. The employee population in each implementation wave will use UCPath for open enrollment and to maintain benefits information. Calls to UCPath Center will be recorded for quality purposes. to UCPath Center will be supported via a common, monitored UCPath Center mailbox. 11

12 UCPath Center, con d Mail and fax communication to UCPath Center is discouraged and generally not accepted. There will be exceptions for doctor communications, power of attorney, and other required documentation. Chat and mobile capabilities are not supported for Wave 1, though possibly desired as part of the future vision. The UCPath Center will implement technology, including an automatic call distribution system to help route calls to UCPath Center customer service representatives, a case management system to log call information and a knowledge management system to aid in customer support and generally document standard operating procedures. The center will be organized into these work areas: Customer Service, Operations, Quality and Performance, Technology and Business Operations. At Wave 1 go live, the customer service representatives will be organized into functional areas of expertise: Workforce Administration, Payroll and Benefits. Controllers at the campuses and medical centers will have direct access to the Payroll Operations Team to resolve issues. For business continuity planning, UC will not use a hot site due to cost of the site and availability of alternate campus locations. In the event updated payroll cannot be run, the previous payroll will be submitted for processing. UCPath Center will use English as the primary support language, and a third party translation vendor will be available for multi language support. Internal UC candidates will receive priority consideration for UCPath Center jobs. Employees at all locations will be eligible to apply for positions during each wave. As many critical early hires as possible will be hired into permanent UCPath Center positions to develop continuity, instill buy in and to attract the best UC talent possible. All check printing will take place at the UCPath Center; there will be no local printing of paychecks. The UCPath Center will report to Executive Sponsors Peter Taylor and Nathan Brostrom. The case management system web portal will serve as the primary entry point for location employees to communicate with and receive services from the UCPath Center by unifying several underlying technologies. Custom PeopleSoft forms will be created to support specified UCPath Center requests. These forms will utilize the Oracle Approval Workflow Engine (AWE) which allows location managers and HR to route the forms as necessary for local approvals prior to UCPath Center submission and processing. UCPath Center jobs will be posted to the UC job board on November 26. Since UCPath Center employees are UCOP employees, UCOP procedures, policies and bargaining agreements apply. UCPath Center workers compensation coordination will remain at each location as originally planned in the UCPath Center scope of services. Each campus will have a guest login that can be used for persons of interest or potential candidates. Separated employees will not have access to UCPath, even for historic W 2s, but they will be able to request W 12

13 UCPath Center, con d Training 2s via phone from the UCPath Center. After Wave 1, the team will re evaluate this approach. UCOP ITS Service Desk will perform Tier 1 duties, and UCPath Center IT staff will perform on site Tier 2 duties for the UCPath Center. Verint Impact 360 will serve as the workforce scheduling solution for the UCPath Center. Direct phone numbers for UCPath Center Customer Service Representatives will not be published. Instead, listings will show the main phone number and service account. Direct phone numbers for managers and directors will be published. Technical calls related to UCPath will be handled by the UCPath Center. These calls may be escalated to Shared Technology Services as necessary. UCPath Center requests for account creation or downloads will be handled via the ITS Service Hub. Wells Fargo will provide payroll check printing services for the UCPath Center. The UCPath Center will handle work authorization expirations through defined operating procedures and a campus/medical center escalation path. Test data will be used for automated training simulations. 13

14 Appendix B System Design Decisions 2 System Area Absence Management Approval Workflow Decision Made Time and attendance patterns 1 and 4 will be adopted for Absence Management. Absence Management will be the system of record for usage and accrual. Gap 043: Automate billing setup for leaves To be addressed with a manual business process. There is no customization that would automate all types of leave transactions. Benefits billing will be addressed as part of leave administration. Gap 059: Sick leave reinstatement after rehire An extension will automate the calculation and maintenance of sick leave. Gap 060: Ability to see absence balances as of the absence date PeopleSoft functionality is consistent with current business practices. Will address with user training. Gap 061: Edit to absence element This is not a gap; the case management tool will be leveraged to allow employees to initiate leave of absence requests. Gap 062: Restrict employee self service proxy to supervisor An extension will accommodate this restriction. In addition, manager self service will be similarly restricted to restrict designees. Gap 063: Notepad capability for absence adjustments Will be addressed by an extension. Gap 074: Accrual rules for biweekly pay periods that straddle months Will be resolved via configuration. Gap 110: Restrict leave donation program by business unit This gap will be addressed by use of the case management tool and UCPath Center business process. Gap 111: Pay status hours for leave accrual This gap will be addressed with a custom process. Gap 143: Automate Absence Management Calendar Creation An extension will automate the creation of calendars for all of UC s paygroups. Eligible faculty members who do not accrue sick leave but are granted paid medical leave will have their leaves captured in Extended Absence. Either earnings codes or absence elements codes can be provided for leave usage. Time worked can be reported by either day or week, but leave usage must be reported by day. UCPath will be the system of record (and will calculate leave accruals and balances) for all employees regardless of the time and attendance system used to record time. Separate approval workflow forms will be developed for voluntary and involuntary terminations. For UCPath HR forms, an Initiator may not also be the Approver for the same transaction. All approved 2 Items added this quarter are shown in blue text. 14

15 Benefits transactions must have separate Initiators and Approvers. Gap 018: Benefits pay banding using prior and current years Not a gap; will be resolved by configuration. Gap 024: Roll up multiple appointments to primary appointment to drive retirement, benefits, etc. This gap will be addressed with an extension in combination with Payroll Gap 084. Gap 025: Edits for duplicate enrollments Will be addressed by an extension. Gap 041: Benefits eligibility Multiple eligibility requirements will be resolved with an extension. Gap 042: Ability to automatically de enroll dependents based on marital status and age Will be resolved with a PeopleSoft extension. Gap 044: Consolidated billing rates An extension will be created to maintain contract rates. Gap 045: Retirement contribution percentage limit Not a gap; will be handled as a configuration item. Gap 064: Previous Year Benefits Rates Based on ABBR An extension will create four additional accumulators to identify earnings for MCB, Life, Executive Life and Disability. Gap 066: AYSO Benefit Election Changes Not a gap; delivered functionality meets business requirements for new hire enrollments. Gap 067: Covered comp limits are fiscal year limits, not calendar year limits as in PeopleSoft Approved for detailed design of change. Gap 075: Legal plans Not a gap; will be addressed by configuration. Gap 085: Health benefit rate An extension will allow benefits rates to be uploaded to avoid potential errors with manual keying on an annual basis. Gap 094: Simplify Retirement Plan Rates Will be addressed by configuration. Gap 114: ebenefits Workflow Notifications Will be addressed with custom workflow triggered by opening events, closing events or submitting benefit elections. Gap 115: Dependent Entry A customization will allow the derivation of dependent relationship based on a series of questions. Gap 116: Dependent Relationships A user friendly view of dependent relationships will be created. Gap 118: Event Audit This is not a gap. Audits covered by delivered functionality, already approved extensions or business processes. Gap 120: Auto Close Events This gap will be addressed by an extension. Gap 121: Data Edits An extension will be created to prevent employees from making incorrect elections. Gap 123: Audit Benefit Changes This gap will be addressed by leveraging Gap 114, which is already approved. Gap 124: User interface An extension will be created to facilitate easier use of pages and navigation. 15

16 Benefits, con d Case Management Configuration Data and Reporting Gap 125: Auto Enrollment A custom process will be developed to automatically enroll the employee in the correct wellness plan and behavioral health plan. Gap 127: UCNetID An extension will allow the current UCNetID apparatus within PeopleSoft. Gap 137: Benefits Billing Integration with GL An interface will be created. Gap 138: Benefits Billing Payroll Adjustments This gap will be addressed with two custom interfaces. Gap 144: Audit Benefit Elections Two new records will be created for auditing purposes. Oracle s Benefits Billing module will be used to address known gaps for payroll and GL integration. Enwisen has been selected as the UCPath case management/knowledge management tool. Enwisen will receive a current employee census file with all active employees every 24 hours. PeopleSoft will appear in a separate window when following a link from Enwisen. Delivered Life Events functionality will not meet UC s needs; a custom UC Life Event content and pages will be created. UC will be configured as a single entity (one company in PeopleSoft nomenclature) within PeopleSoft with a single set of federal and state tax IDs for payroll and W 2 purposes. Job codes will be standardized across all locations. UC will not attempt to institute standardized departmental organizations within PeopleSoft. PeopleSoft self service and ebenefits capabilities will be used for benefits administration (including open enrollment) instead of AYSO as locations go live in their scheduled waves. UCPath campuses will use PeopleSoft HR Business Unit as a location identifier. The HR Business Unit will be used as an identifier for all reports and interfaces. We will phase out the usage of the numeric locations and sub locations that identify each campus as each wave implements PeopleSoft. Custom forms will be used in lieu of delivered manager self service capability that does not have workflow capability. This approach will allow locations flexibility to configure approval routing based on local needs. Hyperion will be implemented once Wave 3 is live while Business Analytics will be implemented along with each wave. Except in extraordinary circumstances, data will not be pulled from the PeopleSoft environment; rather, data will be pushed to locations for use by local data warehouses or operational data stores (ODS). Interfaces will be designed to produce comprehensive data supersets; campuses will pull data they require from these supersets for local use. Shared Technology Services will provide data governance for all data elements in UCPath. All interfaces and exports will be enriched with production related metadata for better production support and quality assurance. Because local use of and need for employee SSNs vary greatly, full SSNs will be sent to locations via the Identity Management System (IDM). This approach will limit the release of SSN from UCPath in interfaces and the ODS feed. File transfer from Oracle On Demand will make use of a single drop point for each location. Each location will develop a 16

17 Data and Reporting, con d GL Integration managed file transfer mechanism for further distribution of UCPath files. The project will provide for an alternative approach that allows locations to designate and maintain a list of file delivery locations. Locations will provide dependent data for dependent life and dependent AD&D plans via template so that this information can be successfully converted to UCPath. It is not currently in PPS. The salary cost transfer page will require entry of a reason code and justification comment. There will be an option to upload/store supporting documentation. There will be two primary funding entry security roles: Inputter with data entry access for home department or campus (based on location preference) and Approver with data entry and approval access to home department only. SETID will be used to manage campus specific chartfield configuration. Alternate departments will not be configured in UCPath. Fund attributes will be sourced from campus financial systems. Additional information will be needed on the job data snapshot that indicates whether an employee has been everified. This information will prevent excessive inquiries to HR personnel and/or PeopleSoft pages. All entries on the Funding Entry page will have a status of Active. A web service to support real time FAU validation will not be delivered with Wave 1. The data dissemination operational data store (DDODS) will be used as the mechanism for delivering labor ledger data to campus locations. The interface dashboard will be used for work study inbound and outbound interfaces. The Project Status table will be used for Project chartfield lookup, rather than the Source table. Gap 131: Funding and Budget Distribution This gap will be addressed via custom Budget Distribution pages for each location. Gap 147: CBR related costs in UCPath An extension will allow the assessment allocation to be run against data in the labor ledger. CBR fringe expense will not be created by UCPath for paid directs since the dollar impact is typically very small. A single rate will be used to calculate leave assessments for selected earnings in contrast to the multiple rates currently used based on leave plan, personnel program, etc. Note: The GL Integration Steering Team is recommending a three rate approach, and the campus controllers will finalize this decision February 4. There will be a single process to assess leave, GAEL and CBR in the journal modification process. GL transaction workflow approval will occur at the department level, not at the distribution/fau level. Each location will have visibility to all labor ledger transactions for which it is responsible. In situations where the UCPath Center is responsible, campuses will usually have a limited view of the transactions. UCOP/Base object codes will be used for delivered PeopleSoft mapping and will re map to location specific accounts in UCPath before creation of the labor ledger. Since UCPath is the system of record for expense transaction data, the UCPath labor ledger will not be updated with any FAU related changes that could potentially occur in local GLs. Biweekly accruals will be stored at the FAU level on a 14 day schedule for medical centers and a 10 day schedule for 17

18 campuses. A common set of earnings codes will be excluded from accrual calculations. GL Integration, con d Salary cost transfer journal details will be suppressed for transactions that net to zero. Leave transactions will debit the leave liability pool, not the department. Identity Management Gap 145: SSO custom ID validation and inbound /phone interface This gap will be deferred to Wave 2. Interfaces UCPath interfaces will be pushed over an Enterprise Service Bus to accommodate both current and future requirements. This strategy will drive down the overall long term cost structure and put in place technology that will support subsequent common administrative system needs. Beneficiary information provided to third party vendors will be maintained in AYSO. The current business process used to provide third party vendors with beneficiary information will remain in place. No interface will be needed for SECOVA. UCOP ITS will create a file of active employees and retirees for the family member verification effort. Payroll Gap 001: Automatic payroll updates to GL Not a gap; will be resolved with GL interfaces. Gap 004: Student FICA exemption Not a gap; will be handled with existing interface (SIS FICA Exempt). Gap 005: Ability to flip a deduction from non taxable to taxable Not a gap; can be handled with standard PeopleSoft deductions. Gap 006: Dues retention Not a gap; existing PeopleSoft functionality can manage retention schedules, and business process will ensure that deduction end dates are entered at time of separation. Gap 007: Post doc benefits, dues and agency fee processing for fellows and pay directs The need will be addressed by already approved extensions and interfaces. Gap 009: Time and attendance An interface will be developed to perform FLSA overtime calculations to alleviate the need for campuses to manually compute overtime and enter it into PeopleSoft. Gap 010: Edits in the pre compute payroll process Custom reports will be created to prevent overpayments to employees. Gap 015: Automated overpayment calculations Custom reports and systemwide business process will be developed to provide overpayment documentation and repayment plan to employees, including plans that cross calendar years. Gap 016: Cap for pre tax parking deductions Not a gap; parking/transit pre tax and post tax deductions will be addressed by parking interface. Gap 022: Auto derivation of agency fees Will be added as a PeopleSoft extension. Gap 023: Managing tax treaty grosses and limits Not a gap; will be handled with PeopleSoft and interface to Glacier. Gap 033: Employee Self Service to update state income tax withholding Will be resolved with a PeopleSoft extension. Gap 034: Limit direct deposit options Gap will be resolved with a PeopleSoft extension. Gap 035: Paycheck printing customizations Gap will be resolved with a PeopleSoft extension. Gap 036: SAS 115 audit capability for payroll entries Will be resolved with reporting. Gap 037: Union deductions for employees with multiple jobs An extension will allow union deductions to be taken against earnings for represented position. Gap 038: Positive pay file Not a gap; will be handled by two interfaces. 18

19 Payroll, con d Position Management Technology 19 Gap 039: Retroactive title code change Will be resolved with business process and custom reports. Gap 040: Direct deposit for non net pay Not a gap; can be accommodated with delivered functionality. Gap 049: Pre distribution payroll audit reports Gap will be resolved with customized reporting. Gap 076: Retro pay FSLA rate Not a gap; functionality exists in PeopleSoft. Gap 077: Retro benefit and general deductions Will be addressed with a new business process. Gap 084: Designate primary pay group when employee has multiple jobs This gap will be rolled into Benefits Gap 024 and addressed with an extension. Gap 089: Presheet audit report display A custom report will be developed. Gap 107: New payroll data staging tables An extension will be investigated. Gap 100: Final check for separations/terminations This gap will be addressed by a business process. Supplement payments to paid direct post docs may be paid under the paid direct Job as long as there is documentation for the payment and reason. Holiday calendars will not be created within PeopleSoft. Time and attendance systems will send holidays as exception time for both exempt and non exempt employees. Gap 152: FICA eligibility An extension will enable derivation of FICA deductions. Post tax only parking deductions will not be available with UCPath given the small number of employees and locations that would require this customization. Locations may provide this deduction to employees by means of a local business process. UC will implement full use of Position Management. Positions will be created and maintained by each location. Therefore, no custom HR form will be needed for Position Management. Legacy interfaces currently include some protected information (e.g., SSN) and will be remediated as part of the project. The UCPath project team has drafted design guidelines that incorporate UC Security Policies related to Personally Identifiable Information (PII), Restricted Information and Personal Health Information. Use of Master Data Management, Enterprise Service Bus, and Oracle IDM tools will be limited to UCPath usage until after Wave 3 go live. s/ftp services will be managed by paired key certificates; directory username/password management will be deprecated. Shared Technology Services will be the only team authorized to communicate directly with the hosting services vendor. UCOP ITS in conjunction with Oracle On Demand will develop a new batch processing team separate from the current PPS batch processing team at UC Berkeley. The teams will function independently throughout UCPath deployments; options to integrate the two operations will be pursued at a later date to ensure long term cost efficiencies. The five locations currently using PeopleSoft HCM have agreed on a single instance solution for the Talent Acquisition Management (TAM) module. The agreement is to leverage UCI MC s TAM implementation supplemented by some of the extensions developed by UCSF.

20 Technology, con d Testing Workforce Administration UCPath Center will not pursue two way trust between Active Directories at UCR and UCOP for unified voic messaging. The UCPath Center will use a site to site Virtual Private Network (VPN) between the UCPath Center site and the UCOP data center and UCOP s disaster recover site at the UCSD data center. This VPN will allow centralized management of network access and a single point of responsibility for maintaining UC policies regarding sensitive and confidential information. The data to be used in integration testing will be unmasked, unscrambled production data. Processes for assuring appropriate use of the data are in development for local approvals. Gap 013: Ability to store academic units Not a gap; will be resolved with known interface. Gap 024: Rollup of multiple appointments to primary for benefits eligibility purposes Will be resolved by an extension. Gap 026: Modify label name of address on Personal Data Label name will not be modified. Gap 027: Handling off or above scale salaries Not a gap; will be handled using delivered functionality. Gap 028: Save edit on Appt End Date To be resolved with report or modification. Gap 029: Employee Relations Code A simple extension will create a custom field for this code. Gap 030: Single employee names and employee names longer than 30 characters Will be handled by exception via business process. Gap 032: Default standard job group by location An extension will allow campus specific EEO job groups. The EEO Job Group will be added to Position Data. Gap 046: Employee disclosures An extension will allow employees to authorize release of personal information. Updated to default disclosure codes to No and disallow disclosure code edits for for peace officers. Gap 054: Add campus location An extension will allow a custom translation field to HR business unit, providing flexibility and avoiding the need to hard code business unit data in interfaces. (This gap was subsequently voided by the decision to use PeopleSoft s HR business unit as a location identifier.) Gap 055: Add CTO category to Title Code Not a gap; will be handled by delivered functionality in configuration. Gap 056: Add field for SMG Not a gap; to be addressed by delivered PeopleSoft fields and configuration. Gap 057: Non payroll compensation reporting Not a gap; will be addressed by business process. Gap 068: 2088 annual work hours A simple extension will allow UC to continue using 2088 annual work hours until all locations have implemented UCPath. Gap 069: Department code table An extension will allow tracking of department types. Gap 070: Additional information on Person Organization Summary Will be resolved with an extension. Gap 071: Add a custom UC ID table This table will be added via an extension. Gap 072: Add status data to Person Checklist Will be resolved with an extension. Gap 073: Birthdate warning if entered date shows employee less than 18 years old Will address using current employment business process of requiring a work permit for employees less than 18 years old. Gap 078: UCLA and UCR onboarding IDM validation This is not a gap. After an employee is added, UCLA and UCR will 20

21 Workforce Administration, con d reconcile and provide employee ID to PeopleSoft as needed. Gap 080: Notification that E Verify is needed A custom table and custom report will be created to meet this need. Gap 086: Workflow for licensure and certification verification This gap will be addressed through business process. Gap 087: Action Reason Combination Edits Will be addressed as part of UCPath Center staff training. Gap 090: Academic Comp Group An extension will add this information to the job code table. Gap 091: Add UC Job Data Page A simple extension will tracking of information (e.g., probation code and end date) at the appointment level. Gap 095: Job data search An extension will be developed to expand the information displayed in search results. Gap 097: Add custom table for shift and on call rates A custom page will be added for this information as an extension. Gap 098: Interface to Additional Pay A custom page will be developed using AWE for routing. Gap 101: Add training code to Position data A simple extension will be created to add this information. Gap 103: Military Status Code Veterans reporting count will be modified to ensure accurate reporting. Gap 108: Make Employee Class a required field A simple extension will make this change. Gap 109: Ability to select salary plan/grade/step Will be addressed with an extension. Gap 113: Remove Default FTE and Standard Hours from Position Extension will remove standard hours and FTE from position data upon position change. Instead they will be updated in job data. Gap 126: Dummy SSN This gap will be addressed by a custom PeopleSoft process. Gap 128: Designation of Beneficiary This gap will be addressed by an extension. Gap 133: Person Profile JPL An extension will allow the fields to display in required order and transfer the employee to the correct person profile. SMG users may be assigned a specific SMG role for self service. Gap 134: Person Profile Certify OPA An extension will add a Final OPA button and custom text that will serve as legal certification for OPA. Gap 136: Mass update definition for Termination and Short Work Break Not a gap; to be addressed through configuration. Gap 139: Group billed batch process An extension will allow each group to be copied to each department. Gap 140: Pay rate change notifications A modification will be developed for these notifications. Gap 141: Maintenance table to track location EEO job groups This table will be developed as an extension. Gap 142: Workforce Job Summary This component will be modified to provide visibility to Job Data. Gap 146: Custom field to record recruitment ID/legacy system ID This gap is not approved. Gap 148: Tracking employee review data This gap will be addressed by a temporary custom component to store converted employee review data and new data for future merit increases. Also, changes will be made to Assign Group Increase to allow step increases in the same component. Gap 150: Business Campus address will be added to the existing IDM inbound interface. Gap 151: Notify template for Position data An extension will configure the notification template with these fields. 21