administrative systems information session april 23, 2013
DESCRIPTION
ADMINISTRATIVE SYSTEMS Information Session April 23, 2013. PRESENTATION OVERVIEW. Project Status Overview UCPath Kronos Financial System Comments & Questions. MASTER TIMELINE. UCPath. UCPATH: GOAL. A UC system-wide project to streamline and standardize - PowerPoint PPT PresentationTRANSCRIPT
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ADMINISTRATIVE SYSTEMS
Information Session
April 23, 2013
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PRESENTATION OVERVIEW1. Project Status– Overview– UCPath– Kronos– Financial System
2. Comments & Questions
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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
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UCPATH
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UCPATH: GOAL
StandardizePayroll & HR
Business Processes
ImplementOracle/ PeopleSoft HCMS
(Human Capital Management)
Share
Riverside Service Center
A UC system-wide project to streamline and standardize payroll and human resources processes across all UC locations.
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UCPATH: STATUSBiweekly Pay & Factor Leave Accrual TransitionResources at pmo.ucsb.edu
Project ScheduleWave 1: July 1, 2014 – Los Angeles, Merced, Santa Cruz
Wave 2: January 1, 2015 – Davis, Riverside, San Diego
Wave 3: July 1, 2015 – Santa Barbara, Berkeley, Irvine & San Francisco
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UCPATH: NOWUNDERSTANDING
• Affected processes• System capabilities• UCPath Center role• Scope
FOUNDATIONAL BLOCKS
• Governance & decision making process
• System configuration
• Implementation plan
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UCPATH: FOUNDATIONAL BLOCKSGovernance & decision making processWide representation while keeping groups small
System configurationOngoing dialog with UCPath PMO & other UCs
Implementation planSystem-wide vs. local work
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UCPATH: NEXT STEPSAnalysis & redesign of current business processes• Alignment with UCPath Center• Work smarter
Implementation plan• Work sequence, timeline, and staffing needs• Begin Waves 2 & 3 implementation on May 13, 2013
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KRONOS TIMEKEEPING
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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
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KRONOS: STATUSAdvisory Committee
Resources
Variable Multiple Funding Sources Functionality
Campus Deployment
Next Steps
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KRONOS: ADVISORY COMMITTEE
Jeanie Cornet, NRI
Laurie Eusey, ICB
Maureen Evans, MRL
Sandra Hammonds, Physics
Mike Moore, ECE
Kathy Murray, Film & Media
Juli Pippin, Engineering
Lynne Pritchard, Psychology
Dorothy Satomi, EVC’s Office
Donna Trimble, Chemistry
Joyce Wolever, MSI
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KRONOS: RESOURCESProject ManagerWe are hiring someone to coordinate resources.
Kronos SupportWe have contracted for more support services from Kronos.
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KRONOS: FUNCTIONALITYTestingFixed allocation rules are a potential enhancement for the existing Kronos Workforce Central installation that will allow:
• tracking variable multiple funding sources on timecards
• processing timesheets for employees with multiple distribution numbers
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KRONOS: DEPLOYMENTActive Users5,100 UCSB employees are now using Kronos
Student AffairsAlmost all SA employees are now using Kronos
University CenterScheduled to complete deployment in August
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KRONOS: NEXT STEPS Finish Project Manager recruitment
Standardize timekeeping practices
Finalize technical requirements
Develop deployment timeline
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FINANCIAL SYSTEM
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FINANCIAL SYSTEM: GOALImplement PeopleSoft Financials
Get off the current mainframe
Business process reviewMAJOR
EFFICIENCIES
Reporting
Real-time
Transparent
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PHASE 1 DELIVERABLESAfter go-live, you will not notice major changes.
The risk associated with the mainframe will be mitigated.
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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)
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PHASE 2 SCOPEAccounts Receivable Grants Contracts Billing
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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
Start Data Conversions
Start Data Validation
AdaptionsMar-Jun 2013
Complete Data Conversion &
Validation
Develop Interfaces
Reports Development
System Integration
Testing
User Acceptance
Testing
DeploymentJun-Oct 2013
User Training Security Final Data Migration Deployment
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WHAT ARE WE DOING?
Data Conversion & ValidationComplete data mapping from old system to new system.
Hired a 3rd party company to extract data from the mainframe using the new data mapping format.
Validate data against the existing mainframe reports.
This processes helps us validate the data mapping and the data conversion programs.
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WHAT ARE WE DOING?
Developing InterfacesReal-time application programs (TOE, TOF, WEBTV, BARC, FORM-5, etc…)
Middleware (SHIM)
PeopleSoft to Data Warehouse
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COMMENTS &QUESTIONS