UCPath Project Status Report

Transcription

1 UCPath Project Status Report Report Date September 20, 2013 Program Directors Mark Cianca Sabu Varguese Executive Sponsors Nathan Brostrom Peter Taylor Project Summary The project s near-term priorities include a structured health check, development of an integrated project plan, resolution of data conversion issues and agreement on design for the future state business process model. The focus on these priority areas means that some other project activities are being deferred, especially for those workstreams with high potential for future rework. The health check is proceeding as planned. Stakeholder survey data collection is now complete, along with interviews with Wave 1 project leadership, and interviews with Wave 2 and Wave 3 stakeholders are being scheduled for October. Analysis of survey data, project documentation, vendor contracts, project organization and governance, and project controls is also underway. Mark and Sabu are also driving toward a one team project culture that encompasses the central, consultant and local teams. The vision will include one UC-wide project plan, status report, issue log, risk log for a single, integrated project team. Note: The stop-light color designations in this section for scope, schedule, budget and resources will be suspended until the health check effort is complete. Similarly, the milestone charts with stoplight status indicators throughout the report have been suspended. Key Accomplishments and Decisions The UCPath sandbox was deployed this week to all locations, including the UCPath Center. Each location received both functional and technical accounts. Sandbox leads at each location will manage the sandbox effort independent of the UCPath PMO. The health check survey was distributed to over 400 people with a response rate of over 80%. ANR will operate within UCPath as a separate business unit. Outstanding Key Decisions What is the most appropriate role of the Management Workgroup to support project implementation success? Will the UCPath timeline change? When will work begin on TAM and eperformance? Should Wave 2 and Wave 3 implementation efforts continue to ramp up at this time? Status: The answers to these questions are currently unknown. The plan is to complete the eight-week health check and use the resulting data to revise current work efforts as appropriate in a go-forward plan to be presented to UCPath project governance. 1

2 Continuing/Upcoming Activities UCPath project health check. Tier-1 interface string testing and remediation. GL integration development and testing. Vetting and refinement of high-priority reports. Hiring for UCPath Center unfilled critical positions. Development of future state process documentation Wave 1 data conversion and cleansing activities. High level system integration test (SIT) planning Development of integrated project plan. Project Status All Waves UCPath Center technology and infrastructure implementation. Development of general and targeted content, leadership engagement and Looking Forward communications. Development of integrated status reporting. Management Workgroup charter and guiding principles. Wave 1 Wave 2 and Wave 3 Interface design walkthroughs will take place through October. Project Management UCPath Health Check The goal of the health check is to objectively assess UCPath project status, infrastructure, stakeholder concerns, strategic assumtions and overall strengths and weaknesses. The framework and objectives for the health check continue to be socialized with stakeholder groups. The diagram below illustrates the health check plan and other near-term priorities. Questionnaire responses, with a response rate of of over 80%, are now being analyzed. The UCPath PMO is developing a skill set matrix for all UC and consultant project team members to ensure that they are optimally deployed. The PMO is also conducting a vendor compliance audit. UCPath Issues Log The majority of 366 open issues are associated with interfaces (128) and business processes (134). The UCPath Center team is separately tracking 1,600 open business process issues and evaluating options for consolidation Aging of Open Issues by Workstream (in days) <30 2

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4 System Implementation Data Conversion This week the conversion team is running Benefits Administration and Absence Management for approximately 250 employees, representing the most complex scenarios. Converted data will be validated with Wave 1 locations next week. In addition, the data conversion workstream will be the first component of an integrated project plan. Initial planning has begun with UCLA and UCSC, and further sessions will take place next week. GL/financial system integration The GL team has mapped budget data for filled positions to budget distribution tables in UCPath. Next, the team will construct a conversion functional design for budget distribution data. The team, key campus constituents and the GL Steering Committee continue to struggle to reach agreement on the approach for salary cap management. Other open design items include salary cap enforcement for direct retros and retro pay funding. Closure for all is planned for October. Technical Development Key components of IDM testing have been completed wth UCLA and UCSC and testing with UCM is underway. Firewall rules have been reconfigured to allow DDODS bursts of sample data to Wave 2 and Wave 3 locations. Delivery has been successful to UCI and is pending with UCSF, UCSF Medical Center, UCD and UCR. UCI is the first of the Wave 2 and Wave 3 locations to build and populate its ODS. Wave 2 and Wave 3 During a planning meeting with Wave 2 and wave 3 project managers, UCSF and UCI described their approaches (centralized and decentralized, respectively) for developing local business processes. UCSF plans to use existing HR process maps and additional process maps as needed to document current state to inform a fit-gap analysis that will lead to a future state design. Because of substantial process variability across its location, the UCI team will not document current processes but focus on development of future state business processes. UCPath Sandbox Functional user accounts and links to the UCPath sandbox environment have been distributed to all locations and the UCPath Center. Technical accounts to view application design will be released early next week. The sandbox leads (one per location) have met to discuss how the sandbox will managed for all locations independent of the UCPath PMO. In addition, a UCLA team member demonstrated sandbox navigation in a web conference for all locations. The training team has also drafted training materials to facilitate basic sandbox navigation. Testing Third-party vendor and Tier 1 interface testing continues. 24 of 33 files have been distributed to 15 vendors for review of delivery, file layout, data access and data structure. All 15 vendors report layout or connectivity issues, which are now being analyzed. Development of PPS extract programs which will be used for payroll parallel testing are 80% complete Development Status As of September Interfaces Extensions 4

5 Organizational Change, Training and Communication Change Management and Communication The communications team distributed several project-wide communications, including the health check survey and followup information, model communication regarding UCPath project priorities and deferred items and sandbox release and FAQs. The team also made updates to the UCPath website, Working Smarter website, and UCPath overview deck. Work on the overview video and other demos has been put on hold to focus on near-term project priorities. The biweekly communication conference call covered the UCPath short-term plan, integrated planning, and the transition to a one-team culture. Training Getting Started PowerPoint tutorials for the sandbox are being finalized and will be available on September 23.. Several additional tutorials will follow. Work on most other training activities will be deferred as the team focuses on critical near-term priorities. UCPath Center Business Processes The process design team is drafting process design packages for internal review and feedback, in addition to dashboards and resource plans to track the future state process design effort. The business process effort is focused on two key initiatives: Developing sustainable and comprehensive future state process design deliverables The team is currently working with the UCPath Center staff, as well as UCOP team members for feedback before reviewing with campuses. Developing a governance/signoff model to ensure timely and authentic approvals of documentation The team is working with Mark and Sabu to develop a governance model that will ensure timely decision making and signoff of templates and final documents. This governance model will ensure systemwide accountablilty and minimize areas of re-work as the project moves forward. Staffing 22 people are now working at the UCPath Center; 9 are expected to start through November 4, and 16 positions remain unfilled. Technology positions are especially challenging to fill. Technology The team reissued a combined ACD/IVR and VoIP RFP. Responses are due September 20. Campus Outreach The team is working to resolve a number of outstanding academic personnel issues for salary cap, postdocs and FMLA for non-reporting exempt employees. 5