The UCPath Project February 2013

1. The UCPath Project February 2013

2. What is UCPath? • Single payroll, benefits, HR and academic personnel solution for all UC employees systemwide. 2/22/2013 2

3. UCPath Project Governance Executive Sponsors Peter Taylor Nathan Brostrom Monir Ahmed, UC Merced Gretchen Bolar, UC Riverside Wendell Brase, UC Irvine Susan Carlson, UCOP Ron Cortez, UC Santa Barbara Dwaine Duckett, UCOP David Ernst, UCOP Erin Gore, UC Berkeley Sarah Latham, UC Santa Cruz John Meyer, UC Davis Jack Powazek , UCLA Steve Relyea , UC San Diego Dan Sampson, UCOP Barrie Strickland , UCSF Executive Steering Team Mike Allred, UC Davis Rich Andrews, UC Irvine Allison Baird-James, UCLA Mike Baptista, UCOP Steve Chilcott, UC Davis MC Tricia Hiemstra, UCSB David Curry, UCLA Sheryl Ireland, UC Merced Peter Woon, UC Irvine MC Gwen Lake, UCLA MC Don Larson, UC San Diego Mary Doyle, UC Santa CruzDavid Odato , UCSF Chuck Rowley , UC Riverside Paul Weiss , UCOP Dan Sampson , UCOP Nancy Tanaka, UCOP Paul Craig, UCSD MC Jeannine Raymond, UC Berkeley Management Workgroup 2/22/2013 3

4. UCPath: The Case for Change • 190,000 UC employees • 30+ year old PPS system no longer meets UC evolving operational needs. It is unstable, obsolete, costly, inefficient and presents tremendous risk to the University. • 11 customized local versions with no coordination. • Manual processes needed to augment system limitations • 15 separate employee databases. • No consistent process for HR, payroll and academic support functions. • No systemwide or standard data reporting for UC 2/22/2013 4

5. UCPath: The Case for Change • 190,000 UC employees • 30+ year old PPS system no longer meets UC evolving operational needs. It is unstable, obsolete, costly, inefficient and presents tremendous risk to the University. • 11 customized local versions with no coordination. • Manual processes needed to augment system limitations • 15 separate employee databases. • No consistent process for HR, payroll and academic support functions. • No systemwide or standard data reporting for UC 2/22/2013 5

6. Implement Enabling Technology The Solution • Centralize Transactional Activities • Streamline and Standardize Processes • Replace PPS with Oracle’s PeopleSoft payroll and HR systems. • Standardize and streamline Payroll and HR/APO processes UC-wide. • Centralize transactional related processes within the UCPath Center. 2/22/2013 6

7. Key Functionality in a Single System-wide Solution UCPath P – Payroll A – Academic Personnel T – Timekeeping H – Human Resources UCPath is More Than Just a Payroll System Functions and Capabilities Workforce Administration Time and Attendance Benefits Financial Systems Integration Payroll 2/22/2013 7

8. When UCPath is Complete… • There will be a single payroll and HR solution for all employees UC-wide. • Transactional processes will be centralized at the UCPath Center. • Dedicated customer support staff will provide accurate and timely information by phone, email and, eventually, chat. • Employees will have access to their job and employee information and be able to make changes via online self service. • HR, payroll and academic personnel transactional processes will be simplified and consistent across all UC locations. • Payroll processing will be real-time, automated, efficient and accurate. • Consistent, quality data will be readily available to improve analytical reporting and decision making. • UC will deliver payroll and HR services at a substantially lower cost than today. 2/22/2013 8

9. UCPath Center Scope of Services: Division of Roles and Responsibilities Roles Main Responsibilities • Creating frameworks and toolkits for use by campuses and medical centers for systemwideinitiatives • Manage escalated cases or system-wide policy exception requests • Involving campus/medical centers and UCPath Center in systemwide policy and program designs • Systemwide policy and program design • Leading-practice research • Consulting to senior leaders on systemwide issues • Vendor selection , SLA monitoring, resolving systemic issues, and relationship management • Locating external resources to supplement expertise and knowledge Systemwide COE* (UCOP) Strategy, Policy, and Design • System-wide policy for campuses and medical centers • Vendor selection and relationship management • Managing escalated cases and consulting senior leaders • * Center of Excellence 2/22/2013 9

10. UCPath Center Scope of Services: Division of Roles and Responsibilities Roles Main Responsibilities • Workforce Administration and Customer Service • Payroll Administration and Customer Service • Benefits Administration and Customer Service • Leave status tracking in conjunction with local HR • Handling routine academic and staff (including student employees) inquiries around policies and process • Escalate cases and non-routine inquiries to COEs or campus as appropriate • Manage HR and Payroll transaction records and compliance for centralized processes • Managing HR data and standard reporting; consult on ad hoc data and reporting needs • Providing central HR systems navigation support and password resets • Managing day-to-day/individual vendor issues • Processing individual and mass transactions** • Collaborate on new processes, programs and applications supported/administered by the UCPath Center • Communicating to UCOP and Campuses on systemic issues and trends UCPath Center Customer Service and Operational support for systemwide, in-scope processes • Workforce, payroll and benefits administration • Manage HR data for reporting needs • Leave status tracking with local HR • Handling routine academic and staff inquiries – escalate when needed • Central HR system navigation and support – password resets • Processing individual and mass transactions • Reporting on system wide issues and trends 2/22/2013 10

11. UCPath Center Scope of Services: Division of Roles and Responsibilities Roles Main Responsibilities • Leave administration and customer support (except status updates) • Collecting and analyzing campus/medical center specific data needs • Manage escalated cases or campus policy exception requests and where delegated to the campus • Supporting the communicating and implementation of new systemwide policies and programs • Collaborate with UCOP on new processes, policies, programs and applications • Refer faculty and staff to UCPath Center channels • Consulting with department/school leaders on issues affecting employees • Designing and implementing campus or medical center specific policies or programs • Designing and executing campus/ medical center recruitment, rewards, and learningand development programs • Managing local labor and employee relations • Managing academic review process • Time and Attendance • Ownership of personnel and historical records • Posting payroll data to general ledger • Design and implementation of campus and medical center policies and programs • Campus and medical center recruitment, rewards and learning development • Labor and employee relations • Managing escalated cases on campus policy • Academic review processes • Time and attendance and posting payroll to general ledger • Personnel and historical records maintenance • Leave administration • Collaborate with UCOP on processes & polices and supporting the implementation Campus HR, Payroll,and APO Teams Local focus on leader and employee HR issues, end-to-end administration of local programs 2/22/2013 11

12. OnlineCase Phone Web UCPath Center Escalation Model Employee/Manager 4 1 Tier 4Office of the President Tier Tier 1 UCPath Center Initial Inquiry Advise HR Leaders and staff on policy exceptions and escalated cases Locate external resources to supplement expertise and knowledge as needed Manage high-risk, compliance-driven cases to resolution Interpret systemwide compliance policies, programs, and plans Field initial inquiry Ask clarifying questions Provide policy, program, or plan information Document cases Execute approved exceptions Warm transfer to Tier 2 as appropriate Tier Tier 3 Tier Tier 3 Escalation to campus Campus Resources 2 Provide approvals, decisions, and communications Advise managers on employee relations issues Manage high-risk, compliance-driven cases to resolution Investigate employee disputes and claims Participate in Tier 1-3 case resolution as needed Tier 2 Escalation in UCPath CenterSpecialized Knowledge Understand the specific situation Apply policies, programs, or plans Document and escalate cases as appropriate Offer alternatives and considerations to employees Investigate and resolve escalated cases 2/22/2013 12

13. Wave 1 LocationsGo Live July 2014 • Implementation will take place in groups of campuses/medical centers. • Each wave is able to execute more efficiently and effectively by building on the experience and lessons learned in the previous wave. • The “wave” approach: • Manages risk • Builds momentum • Provides proof of success UCOP 2/22/2013 13

14. Waves 2 and 3 Locations UCOP Wave 2 Wave 3 • Wave 2 and Wave 3 Go Live approach is being assessed and will be reviewed by the Executive Steering Team in March 2013. 2/22/2013 14

15. Location Project Managers Jennifer Bellenger, UC Berkeley RadhikaPrabhu, UC Davis Penny White, UC Irvine LeAnn  Story, UCLA Kim Groesbeck, UC Merced Josh Bright, UC Riverside Toni Hock, UC San Diego Deb Nickkel, UCSF Maria Ayllon, UC Santa Barbara Laurie Eppler, UC Santa Cruz Gale Sheean-Remotto, UCOP 2/22/2013 15

16. UCPath Project Status – Feb 2013 • Design phase completed 12/15/12 • UCPath Center business processes are defined • Biweekly pay cycle conversion is in progress • Development of interfaces and extensions is underway • Wave 1 locations are involved in data conversion, interface development and local process realignment • Training curriculum development has started • UCPath Center executives are on board and hiring for critical positions is underway • UCPath Center facility has been purchased and being readied for occupancy • Wave 1 go live date is July 2014 • Waves 2 and 3 go live strategy is being assessed by the location PMOs and central team, and will be reviewed by the Executive Steering Team in March 2013. 2/22/2013 16

17. UCPath Information • Information • UCPath website: http://ucpath.universityofcalifornia.edu/ • Project participants and key stakeholders (SME’s, project teams, UCPath governance, UC leadership: the UCPath SharePoint site • Communications • Looking Forwardbimonthly email newsletter for all employees. Will be rolled out in Feb 2013 (tentative) to Wave 1 locations, followed by Waves 2 and 3 at later dates. • Questions? email UCPath@ucop.eduor contact your local UCPath project team 2/22/2013 17

18. Questions? • Email UCPath@ucop.edu • or contact your local UCPath project team.