ADMINISTRATIVE SYSTEMS

Information Session

Tuesday, March 26, 2013

PRESENTATION OVERVIEW1. Project Status– Overview– UCPath– Biweekly Pay– Kronos– Financial System

2. Comments

3. Questions

MASTER TIMELINE2011 2012 2013 2014 2015

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Financial System Preparation Phase 1 Phase 2 (Pending Review)

UCPathProject Planning Preparation

Go Live

KronosTimekeeping Phase 1 Continuous

Improvement

ProcurementGateway Phase 1 Phase 2 Continuous Improvement

UCPATH

UCPATH: GOAL

Implement Share

Oracle/ PeopleSoft

Human Capital

Management System

Payroll & HR

Business

Processes

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: STATUSDesign Phase CompleteThe design phase was finished in December of 2012.

Biweekly Pay TransitionNonexempt employees transitioned to biweekly pay in January.

Transition Assistance ProgramLoan repayment via payroll deduction began March 13.

Project ScheduleThe wave 1 go live date is July of 2014. UCSB’s go live date will be announced soon.

BIWEEKLY PAY

SYSTEMWIDE CONVERSION

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

Previously on Biweekly Pay

Transitioned on January 20, 2013

Not Transitioned Yet

San FranciscoLos AngelesMercedOffice of the President

Santa BarbaraSan DiegoSanta Cruz RiversideIrvineDavis

Berkeley

JANUARY 2013 PAY (Nonexempt)

January 1 – 19 January 20 – 31

Original PPS Programming Monthly Hourly

Adjusted PPS Programming(March 27 payment)

Hourly Hourly

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

www.pmo.ucsb.edu

• 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

Staff Academics(who earn leave)

Factor Leave Accrual Table Accrual

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

www.pmo.ucsb.edu

• Overview• Worksheets• Calculations

KRONOS TIMEKEEPING

KRONOS: GOAL

Paper Online

Access Anywhere

Track Edits

Electronic Storage

Automatic Export

Whiteout

File Cabinet

Manual PPS Input

Implement Kronos as the official campus timekeeping system

KRONOS: STATUSAdvisory Committee MSOs from academic and research departments are helping to standardize business processes and plan the deployment.

ResourcesWe are hiring a resource coordinator and contracting for more Kronos support services.

Variable Multiple Funding SourcesA 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 ReviewMAJOR

EFFICIENCIES

Reporting

Real-time

Transparent

PHASE 1 DELIVERABLESIn October of 2013, you will not notice major changes.

The risk associated with the mainframe will be mitigated.

PHASE 1 SCOPEGeneral 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 SCOPEAccounts Receivable Grants Contracts Billing

PHASE 1 TIMELINE(Phase 1: October 2012 – October 2013)

DiscoveryOct-Nov 2012

Project Kick-off

ProjectCharter Fit Gap Analysis

ConfigurationJan 2013 Configuration Documented Basic Conversions

ExtensionsMar 2013 Workflow Development Data

Conversions System Integration Testing

AdaptionsMar-Jun 2013 Develop Interfaces Reports Development User Acceptance Testing

DeploymentJun-Sept 2013 User Training Security Deployment 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