Pilot Communications

Breadcrumb

Pilot Phases

  • Phase I - August - October 2019

    This will extend initiation to pilot units for processes below and the validation/approval would remain at SSCs.

    Distributed Initiation in UCPath with

    Shared Services Validation

    Onboarding/Offboarding:  Contingent Worker (Add, Renew/Update and Complete)

    Position Control

    Additional Comp - One Time Pay Individual Transactions

    Offboarding: Voluntary Termination (Staff and Academic)**

    Personal Data Change & Person Profile Approval Role

    On Behalf of Case Management *

    Onboarding:  Person Of Interest (POI)  Initiation

    In addition, the following process will be fully centralized in the AP Office. 

    Phase I – Fully Centralized

    PayPath/Onboarding/Offboarding For EMPL Class 22 (Deans & Faculty Admins) - AP Office**

    * Low-risk and relevant Case Management submissions will also be made available to pilot units in Phase I. These transactions have no workflow available.

    ** Offboarding does not include final pay transactions.

  • Phase II - November - February 2020

    This will  extend approval to pilot units for lower risk processes, based on analysis and demonstrated competency. It will also extend initiation to pilot units for selected higher risk/more complex processes. 

    Fully Distributed to Transactional Units

    (UCPath Initiation & Validation)

    Distributed UCPath Initiation

    Shared Services Validation

    Onboarding/Offboarding:  Contingent Worker (Add, Renew/Update and Complete)

    Offboarding Involuntary Termination – (Staff & Academic)

    Additional Comp - One Time Pay Individual Transactions

    PayPath For EMPL Class 5, 9 & 10

    Offboarding: Voluntary Termination (Staff and Academic)**

    Onboarding For EMPL Class 5, 9 & 10

    Personal Data Change & Person Profile Approval Role

    Position Control

    On Behalf of Case Management *

     

    Onboarding:  Person Of Interest (POI)  Initiation

     

     * Low-risk Case Management transactions will also be made available to pilot units in Phase I. These transactions have no workflow available.

    ** Offboarding does not include final pay transactions

    In addition, the following process will be fully centralized in the AP Office. 

    Phase II – Fully Centralized

    PayPath/Onboarding/Offboarding For EMPL Class 22 (Deans & Faculty Admins) - AP Office**

  • Phase III - Post March 2020

    Evaluation of Pilot:

     Feedback Sessions/Surveys

  • Phase IV - May - August 2020

    Transition of the remaining pilot transaction employee classes from Phase 1 & Phase 2 and approvals

  • Phase V - August - December 2020
    • Transition of the Complex and High Risk Transactions currently fulfilled in the SSC’s
    • Pilot unit transact all of Phase 1-4 transactions

Pilot Training Schedule - Phase 1

Layered Curriculum Approach to Learning – Training for Phase I of the Pilot will be conducted in 4 distinct layers:

  • Online Pre-Training
    • Web-based, will be held (for Phase I) from May 29th - June 27th. Access to this training will be 24/7. Online pre-training is expected to be a total of 16 hours.
    • Composed of online, self-paced courses and resources that introduce future initiators to UCPath basics and navigation and transactional processes. Online pre-training is composed of 8 modules.
    • After completing each module, participants will be asked to take a 5 question quiz. Participants will need to pass the quiz with a score of at least 80%. All quizzes will be hosted in the LMS.

    Module Name

    Description of Training

    UCPath Basics

    Help Site Overview, PeopleSoft Overview, Basics & Navigation, and WFA Overview

    Contingent Workers

    Adding, Renewing, Extending, and Completing CWR appointments (with and without positions)

    Position Control

    View Position Info, Initiate New Position Control Request, and Update Vacant Position Request

    One-Time Payment

    View One-Time Payment and Submit One-Time Payment Requests

    Voluntary Termination

    Initiate Voluntary Termination Template and Retirement Template Transactions

    Personal Data Changes

    Employee Data Inquiry, Initiate Personal Data Change Template Transaction, Update Personal Information

    On Behalf of Case Management

    Submit Case, Submit on Behalf of Employee, Reopen Closed Cases, Monitor Cases

    Person of Interest

    Add POI, Add POI Relationship, Approve POI, and Extend or Inactivate POI

  • In Person Training
    • In-Person, will be held (for Phase I) from June 10th to June 22nd. Location is TBD, but will likely be on campus. In-person training is expected to be a total of 30 hours.
    • Composed of lecture-based and hands-on sessions (using the UCPath Training Environment), in-person training builds on knowledge acquired during the Online Pre-Training. In-Person training is composed of 12 courses (see below and next slide for course details).
    • Shared Services Centers are expected to attend 3 courses (total of 8 hours of Training). These are italicized below.
    • All trainings will be held in Sproul 2225.

    TRAINING TITLE

    DATE

    TIME

    Intro to PeopleSoft

    July 1

    1-3pm

    On Behalf of Case Management

    July 2

    1-3pm

    Payroll Calendars & Auto Processes

    July 2

    3-4:30pm

    One-Time Pay

    July 8

    1-3pm

    Handoff Processes

    July 8

    3-5pm

    Contingent Workers – Add, Renew, Extend & Complete

    July 9

    1-4pm

    Troubleshooting & Understanding Downstream Impacts

    July 11

    1-4pm

    Position Control 

    July 12

    1-5pm

    Person of Interest

    July 15

    1-2:30pm

    Personal Data Change & Person Profile Approval Role

    July 15

    2:30-4:30pm

    Voluntary Termination

    July 16

    1-5pm

    UCPath & Process Summary Overview

    July 18

    1-4pm

    Make-Up Session

    July 19

    8am-5pm

     

  • Dress Rehearsal

    Dress Rehearsal will take place the week prior to Phase I Deployment (July 22 - August 2). During the course of the week, various end-to-end scenarios will be tested in the UCPath Testing Environment, including AWE approvals, performed by the Shared Services Centers. Expected duration of the Dressed Rehearsal is 20 hours over the course of 2 weeks. All sessions will be held in Sproul 2225. The following scenarios will be tested:

    SCENARIO(S) DAY TRANSACTIONAL UNIT SSC
    Instructions and Orientation Position Control (Create New, Copy Existing, Update Vacant Positions) July 22 1:00-4:00pm Not Available
    Contingent Worker (Add, Renew, Extend, Complete CWR Appointment) July 23 2:00-4:00pm 3:00-4:00pm Remote
    Contingent Worker (Add, Renew, Extend, Complete CWR Appointment) July 24 2:00-4:00pm 3:00-4:00pm Remote
    One-Time Payment July 25 2:00-4:00pm 2:00-4:00pm
    One-Time Payment July 26 2:00-4:00pm Not Available
    Person Profile (Degree, Certifications, Oath, etc) Person Profile Approval Role July 29 1:00-4:00pm 2:00-4:00pm
    Personal Data Change(email, Address, Phone, Gender etc) Person of Interest (Initiation) July 30 2:00-4:00pm 3:00-4:00pm Remote
    Voluntary Termination and Retirement (Initiate Voluntary Termination and Retirement Request) July 31 2:00-4:00pm 3:00-4:00pm Remote
    Voluntary Termination and Retirement (Initiate Voluntary Termination and Retirement Request) Aug 1 2:00-4:00pm 2:00-4:00pm
    Submit on Behalf of for Vol Termination, Position, CWR and Other Aug 2 2:00-4:00pm 2:00-4:00pm
  • Labs
    • Web-based (via Zoom) on Friday's (August 9th-September 13th) from 10-12 am and in-person at Sproul 2225 (see below for schedule) , will be held after Phase I Pilot Deployment on a weekly basis.
    • These optional sessions are designed to assist Transactional Unit initiators in transacting REAL requests in the UCPath Production Environment.
    • Meeting cadence will decrease over time

    HYPERCARE IN PERSON LAB SCHEUDLE

    Course Name

    Course Description

    Course Date

    Time

    Course Location

    Session 1 -LAB

    Drop-in Lab - In person

    7-Aug-19

    9:00am - 12:00pm

    Sproul 2225

    Session 2 -LAB

    Drop-in Lab - In person

    14-Aug-19

    1:00pm - 4:00pm

    Sproul 2225

    Session 3 -LAB

    Drop-in Lab - In person

    21-Aug-19

    9:00am - 12:00pm

    Sproul 2225

    Session 4 -LAB

    Drop-in Lab - In person

    28-Aug-19

    9:00am - 12:00pm

    Sproul 2225

    Session 5 -LAB

    Drop-in Lab - In person

    4-Sep-19

    9:00am - 12:00pm

    Sproul 2225

    Session 6 -LAB

    Drop-in Lab - In person

    11-Sep-19

    9:00am - 12:00pm

    Sproul 2225

    Session 7 -LAB

    Drop-in Lab - In person

    18-Sep-19

    9:00am - 12:00pm

    Sproul 2225

     

  • Hypercare Information

    General Information:

    • Please see information in tab above for Labs
    • For contact information:
      • Training/Process/General Questions
        1. Subject Line: PILOT training question, PILOT process question
        2. Email Address: ucpathcsc@ucr.edu
      • Support Escalations/Issues
        1. Subject Line: Pilot issue
        2. Email Address: ucpathhelp@ucr.edu
      • Zoom Chat Channels
        1. Pilot Transactors & CSC Training Team
        2. CSC and SSC Pilot Teams
    • For the Hypercare deck please visit SharePoint

Pilot Training Schedule - Phase 2

Layered Curriculum Approach to Learning – Training for Phase 2 of the Pilot will be conducted in 4 distinct layers:

  • Online Pre-Training
    • A detailed email for pre-training will be sent later this week for approvers and transactors.
    • Web-based, Phase 2 will be available 24/7 from September 9 to September 19th.  This pre-training is located herehttps://fomucpath.ucr.edu/pilot_pretraining.html.
    • After completing each module, participants will be asked to take a 5 question quiz. Participants will need to pass each quiz with a score of at least 80%. All quizzes will be hosted in the LMS.
    • Pre-training must be completed by September 19th to be eligible to take in-person training. It’s important to have the pre-training information fresh in your mind as a foundation prior to participating in the in-person sessions. 
  • In-Person Training

    IN-PERSON TRAINING:

    • In-Person, will be held (for Phase 2) from September 19 – October 18th. This training is expected to be a total of 33 hours for Transactional Units.
    • Shared Services Centers are expected to attend 3 courses (total of 8 hours of training). These courses are highlighted below in yellow.
    • Approvers are expected to attend 4 courses (total of 11 hours of training). These courses have ** next to them
    • Composed of lecture-based and hands-on sessions (using the UCPath Training Environment), in-person training builds on knowledge acquired during the Online Pre-Training. In-Person training is composed of 10 courses (see below for course details).
    • All trainings locations are listed below.
    • Calendar invites should already be on your calendar.

    TRAINING TITLE

    DATE

    TIME

    LOCATION

    Approval Workflow Engine (AWE)**

    Sept 20

    1-4pm

    Pentland Hills C101

    Payroll & Pay Impacting Concepts/Advanced Downstream Impacts**

    Sept 23

    1-4pm

    Sproul 2225

    Off-boarding Involuntary Termination - Staff & Academic

    Sept 24

    1-5pm

    Sproul 2225

    Onboarding For EMPL Class 5, 9 & 10 (Part 1/2)

    Oct 1 Oct 2

    1-5pm

    Bannockburn J102

    Onboarding For EMPL Class 5, 9 & 10 (Part 2/2)

    Oct 2  Oct 3

    1-5pm

    Bannockburn J102

    Paypath For EMPL Class 5, 9 & 10 (Part 1/2)

    Oct 8

    1-5pm

    Bannockburn J102

    Paypath For EMPL Class 5, 9 & 10 (Part 2/2)

    Oct 9

    1-5pm

    Bannockburn J102

    Handoff Processes**

    Oct 15

    1-3pm

    Bannockburn J102

    UCPath Phase 2 Summary Review**

    Oct 16

    1-4pm

    Bannockburn J102

    Make-up Session

    Oct 18

    8am-5pm

    Bannockburn J102

  • Dress Rehearsal
    • Dress Rehearsal will take place the week prior to Phase 2 Deployment (October 21stNovember 1st ). During the course of the week, various end-to-end scenarios will be tested in the UCPath Testing Environment, including AWE approvals, performed by the Transactional Units. All the sessions locations are: TBD. The schedule of scenarios will be sent out in a follow-up email, however placeholders will be put on the calendar as of today.

    DATE

    TIME

    October 21

    1:00-5:00pm 

    October 22

    1:00-4:00pm

    October 23

    1:00-4:00pm  

    October 24

    1:00-4:00pm 

    October 25

    1:00-4:00pm 

    October 28

    1:00-5:00pm  

    October 29

    1:00-4:00pm  

    October 30

    1:00-4:00pm  

    October 31

    1:00-4:00pm  

    November 1

    1:00-4:00pm 

  • Labs
    • Web-based (via Zoom) and in-person (location(s) TBD, but will likely be on campus), will be held after Phase 2 Pilot Deployment on a weekly basis. 
    • Meeting cadence will decrease over time.
    • Information on lab dates and locations is forthcoming.
  • Hypercare

    General Information:

    • Please see information in tab above for Labs
    • For contact information:
      • Training/Process/General Questions
        1. Subject Line: PILOT training question, PILOT process question
        2. Email Address: ucpathcsc@ucr.edu
      • Support Escalations/Issues
        1. Subject Line: Pilot issue
        2. Email Address: ucpathhelp@ucr.edu
      • Zoom Chat Channels
        1. Pilot Transactors & CSC Training Team
        2. CSC and SSC Pilot Teams
    • For the Hypercare deck please visit SharePoint

Pilot Training Schedule - Phase 4

  • Makeup Phase 1 & 2 Training for New Participants
    • Web-based, Phase 4 is available 24/7 from May 18th to June 5th. This training consists of a total of 60 hours including pre-training and “in-person training
    • Composed of online, self-paced courses and resources that introduces future transactors and approvers to UCPath transactional processes. Online pre-training is composed of multiple modules. Please see follow-up email with details regarding this training.
    • A review session for Phase 1 and 2 will take place on the following week

    Training Session

    Date

    Time

    Phase 1 Review Session

    June 8

    10:00am-12:00pm

    Phase 2 Review Session

    June 9

    10:00am-12:00pm

  • Online Pre-Training
    • Web-based, Phase 4 is available 24/7 from June 8th – 10th. This pre-training is being developed and we will email details soon!
    • Composed of online, self-paced courses and resources that introduces new transactional processes.
    • Pre-training must be completed by June 10th to be eligible to take in-person training. If you completed the pre- training in advance, please review the information for the in-person training. It’s important to have the pre- training information fresh in your mind as a foundation prior to participating in the in-person sessions.
  • In Person Training
    • Zoom Trainings will be held (for Phase 4) from June 15th-24th. This training is expected to be a total of 15.5 hours for all Transactors/Approvers in the Transactional Units.
    • School of Medicine is required to attend 2 Academic Specific courses (total of 4 hours of training – making the total 19.5 hours). These courses are highlighted below in yellow.
    • Composed of lecture-based and hands-on sessions (using the UCPath Training Environment), in-person training builds on knowledge acquired during the Online Pre-Training. In-Person training is composed of 10 courses (see below).
    • All trainings will be held via Zoom and the meetings will be placed on your calendars:
      • Training Session

        Date

        Time

        **On Behalf-Of Complex Cases

        June 15

        10:00am-11:00am

        Onboarding All Empl Classes 1

        June 16

        10:00am-12:00pm

        Onboarding All Empl Classes 2

        June 16

        1:30-3:30pm

        Position Admin Management

        June 17

        10:00am-12:00pm

        AWE Training

        June 18

        10:00am-12:00pm

        **PayPath All Empl Classes 1

        June 19

        10:00am-12:00pm

        **PayPath All Empl Classes 2

        June 19

        1:30-3:30pm

        **SOM Academic Session 1

        June 22

        10:00am-12:00pm

        **SOM Academic Session 2

        June 22

        1:30-3:30pm

        **GO-Live Training June 24 1:00-3:00pm

     

     

  • Homework
    • In lieu of dress rehearsal, Phase 4 of the pilot will include “homework” which will be assigned during the weeks of the online live training, various end-to-end scenarios will be tested in the UCPath Testing Environment and assignments will be provided after each session. All homework has a deadline of June 26th and will be graded for efficiency and accuracy.
  • Labs
    • Web-based (via Zoom), will be held after Phase 4 Pilot Deployment on a weekly basis on Wednesday and Friday.
    • Mandatory check-in meetings will be held every Wednesday from 10-10:30 during the first half-hour of the Wednesday lab.
    • The labs are optional sessions that are designed to assist Transactional Unit initiators in transacting REAL requests in the UCPath Production Environment.
    • Meeting cadence will decrease over time as needed.
    • Information on lab dates and zoom link will be placed on your calendars.
  • Hypercare

    General Information:

    • Please see information in tab above for Labs
    • For contact information:
      • Training/Process/General Questions
        1. Subject Line: PILOT training question, PILOT process question
        2. Email Address: ucpathcsc@ucr.edu
      • Support Escalations/Issues
        1. Subject Line: Pilot issue
        2. Email Address: ucpathhelp@ucr.edu
      • Zoom Chat Channels
        1. Pilot Transactors & CSC Training Team
        2. CSC and SSC Pilot Teams
    • For the Hypercare deck please visit SharePoint

Pilot Participants

Original Pilot Participants

  • Information Technology Services (ITS) - R'SSC
  • School of Medicine – Biomed & OB/GYN depts. – R'SSC
  • Enrollment Management – Undergraduate Admissions dept. – R'SSC
  • BAS – Housing, TAPS & Fleet Services – R'SSC
  • School of Business – POSSC  
  • School of Public Policy - POSSC
  • Graduate School of Education – POSSC
  • CHASS – Dean's Office, Student Affairs depts. – Harvest
  • CHASS – English, Philosophy & Eng/Hist/Phil Admin depts. – Harvest
  • Student Affairs – Student Health Services dept. - Citrus

Current Pilot Participants

  • School of Medicine – R'SSC
  • Enrollment Management  – R'SSC
  • Auxiliary Services – R'SSC