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ADMINISTRATIVE SYSTEMS Information Session April 23, 2013

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

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ADMINISTRATIVE SYSTEMS Information Session April 23, 2013

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  1. ADMINISTRATIVE SYSTEMSInformation SessionApril 23, 2013

  2. PRESENTATIONOVERVIEW • Project Status • Overview • UCPath • Kronos • Financial System • Comments & Questions

  3. MASTER TIMELINE

  4. UCPath

  5. UCPATH: GOAL A UC system-wide project to streamline and standardize payrolland human resources processes across all UC locations.

  6. UCPATH: STATUS Biweekly Pay & Factor Leave Accrual Transition Resources at pmo.ucsb.edu Project Schedule Wave 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

  7. UCPATH: NOW

  8. UCPATH: FOUNDATIONAL BLOCKS Governance & decision making process Wide representation while keeping groups small System configuration Ongoing dialog with UCPath PMO & other UCs Implementation plan System-wide vs. local work

  9. UCPATH: NEXT STEPS Analysis & 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

  10. Kronos Timekeeping

  11. KRONOS: GOAL Implement Kronos as the official campus timekeeping system

  12. KRONOS: STATUS Advisory Committee Resources Variable Multiple Funding Sources Functionality Campus Deployment Next Steps

  13. 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

  14. KRONOS: RESOURCES Project Manager We are hiring someone to coordinate resources. Kronos Support We have contracted for more support services from Kronos.

  15. KRONOS: FUNCTIONALITY Testing Fixed 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

  16. KRONOS: DEPLOYMENT Active Users 5,100 UCSB employees are now using Kronos Student Affairs Almost all SA employees are now using Kronos University Center Scheduled to complete deployment in August

  17. KRONOS: NEXT STEPS • Finish Project Manager recruitment • Standardize timekeeping practices • Finalize technical requirements • Develop deployment timeline

  18. Financial System

  19. FINANCIAL SYSTEM: GOAL Implement PeopleSoft Financials Get off the current mainframe Business process review

  20. PHASE 1 DELIVERABLES After go-live, you will not notice major changes. The risk associated with the mainframe will be mitigated.

  21. PHASE 1 SCOPE General 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)

  22. PHASE 2 SCOPE Accounts Receivable Grants Contracts Billing

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

  24. WHAT ARE WE DOING? Data Conversion & Validation Complete 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.

  25. WHAT ARE WE DOING? Developing Interfaces Real-time application programs (TOE, TOF, WEBTV, BARC, FORM-5, etc…) Middleware (SHIM) PeopleSoft to Data Warehouse

  26. COMMENTS &QUESTIONS

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