ADMINISTRATIVE SYSTEMS Information Session Tuesday, March 26, 2013

PRESENTATION OVERVIEW 1.Project Status – Overview – UCPath – Biweekly Pay – Kronos – Financial System 2.Comments 3.Questions

MASTER TIMELINE

UCPATH

UCPATH: GOAL ImplementShare Oracle/ PeopleSoft Human Capital Management System Payroll & HR BusinessProcesses Riverside Service Center Standardize across UC A UC system-wide project to streamline and standardize payroll and human resources processes across all UC locations.

UCPATH: STATUS Design Phase Complete The design phase was finished in December of Biweekly Pay Transition Nonexempt employees transitioned to biweekly pay in January. Transition Assistance Program Loan repayment via payroll deduction began March 13. Project Schedule The wave 1 go live date is July of UCSB’s go live date will be announced soon.

BIWEEKLY PAY

SYSTEMWIDE CONVERSION The biweekly conversion was a first step in preparing for UCPath.

JANUARY 2013 PAY (Nonexempt)

TRANSITION ASSISTANCE 661 loans granted (up to $1,000) 389 vacation cash outs processed (up to 80 hours) Loan application period extended through February 27, leading to 50 more applications.

TRANSITION ASSISTANCE Loans and vacation cashouts were issued on the February 1 paycheck. Extension loans were issued as applications were received throughout February. The first loan repayment deductions were made on the March 13 paycheck.

BIWEEKLY RESOURCES PPS Preparer Toolkit Info Session Presentations Calendars Calculators Biweekly Timecard

FACTOR LEAVE ACCRUAL Standardizing leave accrual is a part of UCPath. Factor Leave Accrual was effective: – January 20, 2013 for Biweekly Nonexempt staff – February 1, 2013 for Monthly Exempt staff

WHAT IS FACTOR LEAVE? A pre-set, standardized factor that is multiplied by the number of hours on pay status during the pay period to achieve the leave accruals. Biweekly pay periods have 160 possible working hours Monthly pay periods vary, depending on the calendar month (160, 168, 176 or 184 hours)

FACTOR LEAVE RESOURCES Overview Worksheets Calculations

KRONOS TIMEKEEPING

KRONOS: GOAL PaperOnline Access Anywhere Track Edits Electronic Storage Automatic Export Whiteout File Cabinet Manual PPS Input Implement Kronos as the official campus timekeeping system

KRONOS: STATUS Advisory Committee MSOs from academic and research departments are helping to standardize business processes and plan the deployment. Resources We are hiring a resource coordinator and contracting for more Kronos support services. Variable Multiple Funding Sources A potential solution is being tested now. The advisory committee will review it to determine whether it fulfills requirements.

FINANCIAL SYSTEM

FINANCIAL SYSTEM: GOAL Implement PeopleSoft Financials Get off the current mainframe Business Process Review MAJOR EFFICIENCIES Reporting Real- time Transparent

PHASE 1 DELIVERABLES In October of 2013, you will not notice major changes. The risk associated with the mainframe will be mitigated.

PHASE 1 SCOPE General Ledger (G/L) Chart Of Accounts (COA) Purchasing Interface from Gateway Accounts Payable (A/P) Budget Ledger (Commitment Control – KK) Asset Management (AM) Project Costing (PC)

PHASE 2 SCOPE Accounts Receivable Grants Contracts Billing

PHASE 1 TIMELINE PHASE 1 TIMELINE (Phase 1: October 2012 – October 2013) Discovery Oct-Nov 2012 Project Kick-off Project Charter Fit Gap Analysis Configuration Jan 2013 Configuration Documented Basic Conversions Extensions Mar 2013 Workflow Development Data Conversions System Integration Testing Adaptions Mar-Jun 2013 Develop Interfaces Reports Development User Acceptance Testing Deployment Jun-Sept 2013 User TrainingSecurityDeployment Data Migration

WHERE ARE WE NOW? Completed Unit Testing Tested the base configurations of each PeopleSoft Module. Teams “tried breaking” the module’s configuration. Failures during this testing required the base system configurations to be adjusted to meet UCSB requirements.

WHERE ARE WE GOING? Complete System Configuration 1.Functional Specifications 2.Technical Specifications 3.Develop Interfaces, Reports, and Convert Data 4.Complete System Configurations!

COMMENTS

QUESTIONS