1. UCPath Overview and Project Update
UC AMP Conference | April 10, 2017

2. Introductions Bill Bonner Deployment 1 Delivery Lead
UC Office of the President
Susan McCutcheon
Program Manager
UC Davis

3. Background 2009 white paper
Controllers and critical stakeholder assertions
Full support of the UC Board of Regents, UC President, and UC Chancellors
In 2009 a White Paper was written and presented to the UC Administration
The Controllers, as functional owners of the payroll system, and critical stakeholders including the Chief Human Resource Officers and Academic Personnel Directors of the UC campuses, Human Resource and Financial Management leaders in the Office of the President, assert that a modern payroll system is necessary to support the long-term payroll, human resources and academic personnel needs of the University.
The Payroll Personnel System (PPS) used to pay thousands of employees of the University of California was purchase in At the time of the writing of the paper the technology was 30years old, now 35.
It is a cumbersome system and is labor intensive to update and maintain for most campuses.
Furthermore the functional requirements for the central office payroll staff and end users to efficiently and effectively support payroll and human resources-related activity in the highly complex and evolving University environment have surpassed the current capabilities of PPS.

4. Overview
UCPath is a system-wide program to align HR and payroll processes and technology across all campuses, medical centers and research units.
UCPath is a systemwide program to align HR and payroll processes and technology across all campuses, medical centers and research units. Part of the University of California’s Working Smarter initiative, UCPath is a systemwide program to align HR and payroll processes with technology across all campuses, medical centers and research units.
UCPath is an acronym. It stands for Payroll, Academic Personnel, Timekeeping & Human Resources.
UCPath = Payroll, Academic Personnel, Timekeeping and Human Resources

5. Technology and Shared Services
Replacing UC's 35-year-old payroll/personnel system (PPS) with up-to-date technology and establishing the UCPath Center, a system-wide shared services center.
Replacing UC's 35-year-old payroll/personnel system (PPS) with up-to-date technology and establishing the UCPath Center, a systemwide shared services center.

6. At a Glance
UCPath will support approximately 190,000 UC employees across 10 campuses, 5 health systems and 5 locations.
Experts from throughout the UC System worked together to standardize approximately 100 system-wide processes.

7. Advantages and Benefits
Stable, reliable technology
HR information system
New data warehouse
Improved self service
Advantages/Benefits:
Stable, reliable technology (compared with PPS)
HR information system: analytic capabilities; Share the same technology platform systemwide.
Along with the new technology, we will also have a new data warehouse that will improve reporting and in general high quality and more consistent data
Improved self-service for employees supported by a customer service center

8. Deployment Groups

9. (I couldn’t find the original slide, so this is an image, downloaded from the UCPath website, on top of a blank slide.)

10. Pilot Lessons Learned (Functional/Testing)
Examples of lessons learned during the Pilot that will benefit D1 include:
8-week vs. 4-week system test phase
Break between key test cycles
Scope of IT1
D1 migration path
Examples of lessons learned during the Pilot that will benefit D1:
8 Week vs. 4 Week System Test Phase: Provide a long enough system test phase to allow enough time for defects to be fixed and retested.
Break between key test cycles: Provides the ability to catch-up on defects to ensure starting the next test cycle
Scope of IT1: ST and IT1 can overlap since IT1 is more of a ‘connectivity’ test.
D1 Migration Path: Availability of a System Test environment throughout Integration Test allows additional flexibility throughout testing.

11. Additional D1 Benefits from Pilot
Functionality previously validated
Inventory of integrated functions
Location business process challenges
Functionality Previously Validated: Pilot is introducing significant changes (AWE, PayPath). For D1, these items will have been fully tested and the focus is instead on ensuring location configuration is valid and testing business process end-to-end.
Inventory of Integrated Functions: While D1 locations will provide test case requirements – the inventory of integrated functions provides an efficiency that most of the end-to-end functions are already defined.
Location Business Process Challenges: With the Pilot go-live it will provide additional visibility to D1 locations if particular location business processes need to be updated once in production.

12. D1 Schedule Review

13. Successes and Challenges

14. Successes UC Office of the President deployment UCPath Center
Employee Self Serve: Open Enrollment at UC Office of the President

15. Challenges and Strategies
Data Conversion
Academic Pay/PayPATH

16. PayPATH Project and Production Support

17. PayPATH/Academic Pay – PMO/Project Support
PayPATH Teams
Academic Pay Conversion
PayPath Teams
Dedicated functional team of 5 full-time resources (Natalie Smith – lead)
Team members will be participating in IT2 over the next 2 months
Technical development team of 3 dedicated resources
Additional functional support provided by other (e.g. Jean Park) PMO functional teams as necessary
Teams will remain whole through Pilot hypercare
Continued engagement with APD workgroup throughout project lifecycle
Academic Pay Conversion
Dedicated conversion functional resources (e.g. Shaun Gilboy)
Additional support provided from PayPath team and other PMO functional teams
Additional conversion validations/reviews being developed with a focus on academic pay related conversion components

18. PayPath – Production Support
Dedicated hypercare phase
Shared service center for UC faculty and staff
Self Service via UCPath Portal for 24 x 7 access to payroll and benefits information
UCPath Call Center Team
Dedicated Hypercare Phase
Initial 3 months after go-live
Current PMO functional and technical resources dedicated to providing support to campuses and UCPC
Shared service center for UC faculty and staff
Offering HR, Benefits, & Payroll processing with a Call Center
Self Service via UCPath Portal for 24 x 7 access to payroll and benefits information
On Behalf of functionality in case management
Content will be role based (specific to your job)
Goal: to provide information at your fingertips
Call Center Team
Associates will handle cases, phone inquiries, and escalations to locations
Defined SLA’s exist for all inquires
Monitoring of performance for accurate and timely services
Provide customer advocates to support escalations & complex handling
Work closely with APO and CHRO to define specific situations
Sensitive hire/termination, Re-organization, Transfers, etc.
Focus: to ensure positive employee experience for faculty and staff of UC
Annual Voice of Customer surveys
Culture of continuous process improvement

19. PayPath – Training Support
Structured program consisting of 90 days of intensive training
Combination of training topics for academic personnel
Transactional overviews for academics
Structured Program consisting of 90 days of intensive training
Mix of Instructor Led, Web Based and on the job training
From intro to UCPath to role based specifics
Includes 8 week of “nesting” with a buddy
For Academic Personnel it will be a combination of items
Working with APD to determine complex transactional areas
Deep dives into operational concerns with each campus
Establish “process role alignment” for local and UCPC teams
Possible integration into APD community with key ESA reps from UCPC
Transactional Overviews for Academics
With addition of PayPath UCPath center not reviewing transactions
UCPC will be audit focused with error correction

20. Preparing for UCPath

21. Preparing for UCPath Update department data prior to deployment.
Follow UCPath news and updates.
Participate in training
Spread the word!
Updating department data prior to deployment (Bad data in, bad data out.)
Follow UCPath news and updates – locally at the campus level or ucpathproject.ucop.edu.
Training – Training will begin approximately four months prior to go-live at each campus.
Spread the word! – Share information with colleagues and direct them to the local websites and newsletters for updates on training and other resources.

22. Questions?

23. Thank you!
For more information, contact ucpath.ucop.edu.