UCPath Project News for May 2016

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Project Summary

Work continues on the development of a 90-day road map to identify, prioritize and ramp up project activities and align them with other locations in UCSB’s deployment group: Davis, Irvine, Santa Cruz, and ANR. The road map will be presented to campus project sponsors and key stakeholders from the UC Office of the President in early June.

Functional Delivery

We are currently finishing the design of the HR processes with the socialization of the Approval Workflow Engine (AWE). The AWE is a tool in UCPath that provides a predetermined routing and approval mechanism for common transactions types (i.e. New Hire).

IT Delivery

The PMO is completing the inventory of local system interfaces. To date, 25 tier-1 interfaces have been identified across four different IT organizations: Enterprise Technology Services, Student Information Systems & Technology, Academic Affairs IT, and Administrative and Residential IT. 
AP Folio interface development kick-off sessions will begin with Academic Affairs IT on May 24 and continue throughout the summer. The purpose of these sessions is to transfer knowledge of the UCPath design and requirements so that AAIT can plan their activities in support of integrating AP Folio with UCPath. 

Workstream Status

Local Future State Process Design

Approval Workflow Engine Socialization: The PMO reviewed and codified the key design elements of AWE and began socialization efforts with functional project teams to round out the process for approving Workforce Administration (WFA) transactions.  

To get started, we met with our functional project leaders to understand their guiding principles, approach to implementation, and overall goals.  With this information, we applied AWE design and processing considerations to create our presentation.  We have socialized AWE to our Business Alignment Team (BAT) and Future State Process Design (FSPD) Group. Initial reactions have been favorable as the AWE thought-process was an integral component of our Future State Operation Model (FSOM) design. 

We socialized AWE with the Strategic Advisory Committee (SAC) on May 12 and have a follow up discussion with them scheduled for May 26. 

Position Management: We began the implementation assessment of position management for staff employees.  This entails an assessment of existing systems, generation of options for position management integration, vetting the process with common transactions, identifying operational impacts, and more.

Organizational Readiness

The high level change impact assessment with SAC was conducted on April 28 to assess potential organizational impacts of the FSPDs related to Position Management and Hiring (New Hire, Rehire, and Transfers).  SAC designated Position Management as high impact and hiring processes as low impact.

The HR central office impact assessment for all benefits FSPDs was completed on April 28.  We are conducting additional meetings to identify mitigations to campus services that were identified as potential medium and high impacts.  Additional skills building for HR around strategic planning and process improvement is occurring in May.

IT Delivery: Meetings with Administrative and Residential IT occurred on April 28 and May 12 and focused mostly on tier-1 interfaces with Parking and dependencies with central Human Resources applications, such as the Online Application and Classification Information System (OACIS).