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Campus Implementation Plan Overview

Campus Implementation Plan Overview. 05 July 2012. Agenda Discussion Topics. Introduction Overview Plan & Approach Next Steps Wrap Up. Introduction. What is UCPath? What is a Project Management Office? What has been accomplished to date?. Introduction What is UCPath?.

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Campus Implementation Plan Overview

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  1. Campus Implementation Plan Overview 05 July 2012

  2. AgendaDiscussion Topics • Introduction • Overview • Plan & Approach • Next Steps • Wrap Up

  3. Introduction What is UCPath? What is a Project Management Office? What has been accomplished to date?

  4. IntroductionWhat is UCPath? Two distinct efforts with different objectives Related through standardization and simplification Accomplished through the completion of many projects containing: Many work packages Numerous activities

  5. IntroductionWhat is a Project Management Office? • PM support includes: • Budgets • Charters • Project Management Plans • Implementation Plans • Schedules • Communication vehicles/channels • Collaboration platforms • Guidance on practice • Information sharing • And more… • A Project Management Office (PMO) is being developed for UCPath • Works with UCOP PMO supporting successful implementation of UCPath and UCPath Center • Works with UCSD campus stakeholders to evaluate campus legacy systems and processes, identify impacts and provide PM support for campus-specific projects

  6. IntroductionWhat has been accomplished to date? Today we will focus on this. • The PMO has taken the time to “survey the landscape” • Efforts have been focused on: • Team building • Establishing initial budget • Developing program charter • Creating communication infrastructure, basic collateral and tools • Sharing information • Understanding scope via implementation planning

  7. Implementation Plan Overview What is the process? What is an implementation plan? Why develop one?

  8. OverviewWhat is the process? • First step after initiating a program is to plan for its implementation. • Who performs the work? • What needs to be done? • When does it need to completed? • How does it need to be completed? • An implementation plan helps to answer these questions. There are more questions, but today we will focus on these.

  9. OverviewWhat is an implementation plan? A tool for a program (or project) that is designed to assist with planning and execution. Intended to be scalable and flexible Level of detail should be sufficient to enable the effective management of program implementation

  10. OverviewWhy develop an implementation plan? Organizes the projects and work packages that comprise UCPath Identifies scope and out-of-scope items Outlines required program organizational structure and identifies gaps/resource needs Provides foundation for further detailed planning such as project implementation plans and schedules

  11. Implementation Plan and Approach What are the focus areas? What are the activities within each area? What projects have been defined? What is the timeline?

  12. Plan and ApproachProgram Focus Areas • The UCPath program has five focus areas. • Implement enabling technology • PeopleSoft • Campus business systems • Streamline/standardize system-wide business processes • Streamline /standardize campus business processes • Centralize transactional activities • Prepare campus for change • Each focus area has many projects and each project has many work packages • Areas provide foundation for planning and communication 5 4 1 3 2

  13. Focus Area 1: TechnologyOracle PeopleSoft HCM 9.1 • Enterprise Resource Planning (ERP) suite of applications • UC is implementing only one of the six applications in the suite – PeopleSoft HCM • Adopting most of the core processes within PeopleSoft HCM • Hosted by Oracle, called Oracle on Demand Tier 1: Directly uses or connects to UCOP PPS (e.g. EPET, TAR, Leave Accrual)

  14. Focus Area 1: TechnologyCampus Business Systems Tier 2: Directly uses or connects to ACT systems-level data or functionality . ( E.g. General Liability Recharge, Data Warehouse) Tier 3: Directly uses or connects to ACT DWH or “shadow” system • UCSD campus business applications and systems that are impacted by UCPath implementation • Expect more projects to be identified as program proceeds

  15. Focus Area 2: Business Process System-wide • Focus on system-wide processes between the UCPath Center and campus HR, AP and payroll • 96 identified in areas of WFA, payroll, commitment accounting, benefits, compensation, absence management and other • 66 process completed and in final review with SMEs • Remaining to be addressed in Sept 2012

  16. Focus Area 3: Business Process Campus-specific • Focus on campus processes between the campus HR/AP/Payroll and campus units • Need understanding of the technology components such as PeopleSoft and campus business system outcomes (e.g. General Ledger integration, biweekly payroll conversion) as well as system-wide business process results and the UCPath Center technology selections.

  17. Focus Area 4: UCPath CenterCentralize Activities • Process routine transactions related to payroll, WFA, benefits administration and leave management • Does not include employee and labor relations, talent/ performance management, staffing/recruitment activities and learning services • Campus locations to support UCPath Center activities • Location UC Riverside

  18. Focus Area 5: Change MgmtPrepare Campus • Campus-specific strategy for managing change, communications and training • Addresses people side of change management • Includes transition planning, training and communications • UCOP to provide guidance and tools • Customize for campus needs

  19. Plan and ApproachWhat are the projects?

  20. Plan and ApproachWave 2 Program Timeline

  21. Next Steps

  22. Next Steps for PMOMoving Forward… • Using this program implementation plan as a catalyst: • Develop and finalize project implementation plans • Create project organizational chart • Identify skill gaps and resolve • Develop MS project schedules • Identify resource profile and fill resource gaps • Refresh budget and monitor through project lifecycle

  23. Next Steps for PMO (continued)Moving Forward… • Continue current efforts and begin other campus-specific efforts: • Continue with communication infrastructure • Blink updates, campus newsletter, other Blink content additions • Improve information architecture for current and anticipated team members • Improve team SharePoint to become more of an information portal for various sources (UCOP SharePoint, Oracle GCDP, etc..) • Grant access to all team members and maintain the site • Continue with “communication events” • Attend on-campus departmental meetings • Host sessions for leadership and team members (Project Kickoff) • Participate in Sharecase

  24. Next Steps for PMO (continued)Moving Forward… • Continue current efforts and begin other campus-specific efforts: • Staff PMO • Project coordinator • Communication lead • Respond to UCOP requests for information/resources

  25. Wrap up & Discussion How can you assist? Where is there more information?

  26. Wrap UpHow You Can Assist • Stay informed • Blink site • Communication events • Invite UCPath PMO to department meetings • Ask questions • FAQS are posted on the new Blink site. If your question isn’t answered, let us know!

  27. Wrap UpHow You Can Assist (continued) • Commit/Engage • Help spread the message • UCPath and UCPath Center activities need to be a priority • Be part of campus “readiness” • Help us help you: share any ideas

  28. Wrap UpWeb Sites and Information Overview, case studies, project team, news & updates, Q&A Implementation team information, general project information and project updates • UCOP Website http://workingsmarter.universityofcalifornia.edu/projects/ucpath/overview/ • UCSD Website http://ucpath.ucsd.edu/ • Email UCPathProject@ucsd.edu

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