Project Update CPO Meeting Sept. 6, 2018

Agenda Cleansing Progress - Carolyn Murry BPG Update Training/Testing Information to Cascade to Departments

Data Cleansing *Inactive employees increased by 7/23 Errors 8/7 Errors 8/23 Errors Critical 4140 5420 6726* High 3744 3235 3204 Standard 2623 2358 2334 Low 1049 1032 1044 Total 11556 12045 13308 7/23 Errors 8/7 Errors 8/27 Errors Payroll 4130 5562 6895** Functionality 4151 3550 3488 Reporting 2019 1692 1679 Benefits 1256 1241 1246 Total 11556 12045 13308 *Inactive employees increased by 700 which is acceptable. Employees are placed on an inactive status for a short period of time when it is known they will return to work, e.g. partial year career employees, students. Will decrease EOM September. **Employees missing ABBR data increased by 925. Data cleansing by central benefits began mid August.

Critical Fields BN20 - 01: Missing ABBR Data in PPS   BN20 - 01: Missing ABBR Data in PPS BN30 - 01: Missing and invalid BELI Codes HR10 - 05: Duplicate PPS ID's for single SSN HR10 - 07: Empls w/ Missing SSNs HR20 - 02: Active Appt(s) w/ Only Future-Dated Distro(s) HR20 - 03: Appt and/or Distro w/ Beginning and/or End Dates with 01/01/0001 Med Center 413 2 Research 3 20 HR 1 DFA Advancement OIT Student Affairs 323 15 4 133 Education 73 7 DCE 434 6 Business Bio Sci 5 27 Engineering 12 10 29 Humanities 57 28 SOM 732 18 26 1916 Health Sciences 32 Physical Sciences 33 DUE Social Sciences 40 11 OVPTL Social Ecology 8 ICS 16 Law Athletics Grad Division Library 45 Arts Applied Innovation Chancellor/Provost

Critical Fields Problem organizations include the Med Center,   HR20 - 08: Expired Appt(s) w/ Active Distro(s) HR20 - 13: Separated Empls w/ Future Appt(s) HR20 - 20: Verify Active Appts w/ Only Expired Distros TOTAL - CRITICAL FIELDS Med Center 146 561 Research 10 38 HR 43 44 DFA 8 Advancement 9 OIT 17 Student Affairs 2 239 719 Education 98 207 393 DCE 34 476 Business Bio Sci 5 40 Engineering 1 93 Humanities 30 122 SOM 108 2803 Health Sciences 14 46 Physical Sciences 56 133 DUE 15 Social Sciences 182 OVPTL 72 74 Social Ecology 29 ICS 16 48 Law 31 49 Athletics 4 6 Grad Division 13 Library 45 Arts 130 Applied Innovation 7 Chancellor/Provost 3 Problem organizations include the Med Center, Student Affairs, Education, DCE, and SOM Successful organizations include DFA, Library Advancement, OIT, DUE, Grad Division, Athletics, Chancellor/Provost, Applied Innovation

Communication Presented information to CPO in July, August, and September. Sent email with data files in July, August, and September Data cleansing video created and sent to target audience

Business Process Guide Progress

Testing Testing has begun Integration Testing Testing end-to-end processes within the system Trainers primary testers for Sept./Oct., as well as TAM and ePerformance testers Additional testers Nov./Dec.- please submit names 1 or 2 per Division Training will be offered in November for those to be included in testing Payroll Parallel – Compare paychecks to May PPS Ashley and Payroll team, Donna Duddy (Health Sciences)

Training New information at ucpath.uci.edu

Training Requirements Curriculum indicates what training will be required based on role. Sample below for HCM Roles

Change Campions Monthly meetings to provide information to share/cascade to division Sample monthly topics – What else would you like to hear about? September – UCPath Overview and Key Concepts October – Portal Overview: ESS and MSS November – Key Changes – What to look for December – UCPath Center – Who to contact for what January – Reports and Dashboards February – Cutover Activities, updates on specifics March – Go-live Preparations what to expect April – Questions, where to get help

What is UCPath? UCPath is a UC wide initiative to modernize current payroll system which is nearly 40 years old. Introduces new technology that will standardize processes across all of UC, payroll, benefits and human resources. Incorporates a common shared service center that will process transactions consistently across all campuses Provides a new on-line portal providing greater ability for employees to initiate transactions from work or home computers and mobile devices.

When does UCPath launch? All UC employees will be transitioned to UCPath PRODUCTION UCLA/UCSB DEPLOYMENT 1 DEPLOYMENT 2 LIVE TARGET TARGET TARGET SEP 2018 MAR 2019 SEP 2019

Information to Cascade to Depts. With UCPath, UCI employees will have… New and improved 24/7 online access to employee information through the UCPath Portal Dedicated customer serviced support through UCPath Center, a shared services hub for all UC campuses Improved access to view and track employee vacation, sick time, and other leave accruals Increased options for direct deposit accounts (up to 3 will be available in the future) UCPath represents a significant transformation in the way UC works and handles HR and payroll services: Streamlined processes Processes that are standardized, streamlined, and common/systemwide Approximately 100 processes in the areas of payroll, benefits, finance/GL integration, absence management, compensation, and human resources/workforce administration Shared services center: UCPath Center A shared services center that processes certain HR/payroll transactional work In Riverside, CA. Will likely employ up to 415 people by the time it is fully operational Powerful technology (PPS replacement) A single, new payroll and human resources technology system For use by UC employees and managers, as well as staff at the UCPath shared services center

What’s New?

What’s Changing? New employee ID numbers UCPath replaces our Payroll System(PPS-Payroll and Personnel System) Staff recruitment will be transitioned from Greentree to Talent Acquisition Manager(TAM) part of UCPath Paychecks and Benefits will be available in the new employee portal replacing AYSO All jobs will have a unique position number PAN notices will be replaced by an in system approval process before the transaction is finalized in the system Each division will determine # of required approvers in the system – 1 or 2

What’s Not Changing? Your employee information will carry over into UCPath, including direct deposit and benefits information. TRS will continue to be used for entering time AYSO will be retained only for retirement beneficiary information